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Creating skeleton records

 

Creating a new skeleton record

  1. Search for the title in AFO111. If it doesn’t exist, click on the New Record icon to create it
  2. Enter the following parameters:
    • Database = HEE main catalogue
    • Template = BookTemplate (or BookTemplateLabelled if you prefer a labelled rather than a coded version). Click here for instructions on how to flip between the template views. All print materials should use one of the BookTemplate templates.
  3. Visible in public catalogue = tick if you want this displayed in Iguana (defaults to ticked)
  4. Choose publication type = Monograph
Play video Video: Create a new record Document icon Document: Create a new record

 


 

Leader information and 008 field

The leader information and 008 field will be created automatically from the BookTemplate settings.

If the book is written in a foreign language, click on the 008 field and select the Field Form icon. Change 008Books : [Language] to the appropriate language. Add an 041 marc field and enter the language code as appropriate [enter url to look these up]

Play video Video: Modifying the leader information and 008 field    

 


 

ISBN (020)

Enter the ISBN as a whole number with no spaces or hyphens in $a.

Enter the format of the material in brackets in $q.

020 ISBN field

If there are other formats e.g. hbk that you are aware of with separate ISBNs, enter them as additional ISBNs.

Delete the e-book ISBN field from the template if not applicable.

If there is no ISBN, delete all the 020 fields on the template.

Play video Video: Entering ISBN data Document icon Document: ISBN cataloguing rules

 


 

Classmark (084)

Enter a classmark in $a of UNDEFINED. Click on the Search for Authority icon to check that you have entered the correct term.

The authority number in $= will automatically populate, do not enter anything in these fields.

084 undefined

Play video Video: Entering the classmark “undefined”    

 


 

Main author (100)

Enter the name of the main author in $a as surname, first name, then click on the Search for Authority icon to check it exists. If it does not exist, leave the name in $a but do not enter anything in $=. Once you save the record, the new author will be created as a provisional record. If the author exists, the $= will automatically populate and a comma will be entered after then name of the author.

Enter author in $e.

Put additional authors in the 700 field. Only specify the first three authors; if there are more than three, see statement of responsibility.

Do not use the 100 field for editors, enter all editors in 700 field(s).

100 main author

Play video Video: Entering the main author Document icon Document: Author cataloguing rules

 


Title (245)

Enter main title in $a. After the main title, there should be a space then either a colon “:” or forward slash “/”

  • If there is a subtitle add a colon “:”
  • If there is not a subtitle add a forward slash “/”

Enter the subtitle in $b. After the subtitle, there should be a space then a forward slash “/”

Enter the statement of responsibility in $c. If there are more than three authors/editors, enter the name of the first three authors, then [and two others] in square brackets (enter the number commensurate with the number of additional authors/editors). After the statement of responsibility, there should be a full stop “.” Note that all three specified authors need to appear in the 100/700 fields.

It is important to enter the punctuation, which helps the fields be displayed correctly on Iguana and discovery systems.

With subtitle:

245 title with subtitle

Without subtitle:

245 without subtitle

With more than three authors:

245 more than 3 authors

The second indicator reflects the number of filing characters to skip. We need to skip the definite articles e.g. “the”, “a”, “an” etc. Enter a number corresponding to the number of characters in the word plus the space e.g. “the” would be 4, “an” would be 3 etc. Click on the Field Form icon to enter this number. If there are no filing characters to skip, leave this blank (which shows as # in the indicator field).

Play video Video: Entering a title and statement of responsibility Document icon Document: Title and statement of responsibility cataloguing rules

 


 

Edition (250)

Enter the edition in $a. This should be written as it appears on the book e.g. “third edition” or “3rd ed”.

250 edition abbreviated

or

250 edition full

Play video Video: Entering an edition Document icon Document: Edition cataloguing rules

 


 

Publisher (264)

Enter the place of publication in $a as “UNDEFINED

Enter the publisher in $b, then click on the Search for Authority icon to check it exists. Select it from the list if it does exist and it will automatically populate $=. If it does not exist, do not enter anything in $=. Once you save the record, the new publisher will be created – note, you must enter the shortest version of the publisher name that is identifiable e.g. Springer, not Springer Inc. The system will automatically add a comma after the publisher, do not enter it yourself.

Enter the date of publication in $c. The year should be immediately followed by a full stop “.”

264 undefined

Additional publishers can be added in multiple 264 fields.

Play video Video: Entering publisher details Document icon Document: Publisher cataloguing rules

 


 

Physical details (300)

Enter the number of pages in $a as UNDEFINED

Enter any other physical characteristics in $b as UNDEFINED

Enter the dimensions of the item in $c as UNDEFINED

Enter the type of material in $3 e.g. pbk, hbk etc. Entry should be immediately followed by a full stop “.”

 

300 undefined

 

 

Play video Video: Entering physcial details Document icon Document: Physical details cataloguing rules

 


 

Content/media/carrier type (336/337/338)

You should not need to modify these fields – they are set for print books.

336, 337, 338 fields

 


 

Series statement (490)

Enter the series title (excluding the word “series”) in $a. Change the the first indicator to a 1 (series traced differently) by clicking on the Field Form icon and add an 830 marc field.

The second indicator reflects the number of filing characters to skip. We need to skip the definite article e.g. “the”, “a”, “an” etc. Enter a number corresponding to the number of characters in the word plus the space e.g. “the” would be 4, “an” would be 3 etc. Click on the Field Form icon to enter this number. If there are no filing characters to skip, leave this blank (which shows as # in the indicator field).

490 field

Play video Video: Entering series statement Document icon Document: Series cataloguing rules

 


 

MeSH subject terms (650)

Enter the MeSH subject term in $a as UNDEFINED. Click on the Search for Authority icon to check that it is entered correctly.

The authority number in $= will automatically populate, do not enter anything in these fields. 

650 undefined

If a term you need is not represented here, try adding and searching in the 690 field for a Wessex subject heading. If you still cannot find anything, contact the cataloguing group to request a new term.

 


 

 

Additional authors/editors (700)

Enter the name(s) of the additional author(s) and/or editor(s) in $a as surname, first name, then click on the Search for Authority icon to check it exists. If it does not exist, leave the name in $a but do not enter anything in $=. Once you save the record, the new author/editor will be created as a provisional record. If the author/editor exists, the $= will automatically populate and a comma will be entered after then name of the author.

Enter “author” or “editor” as appropriate in $e.

If the work has individual authors, the first named author should be in the 100 field, all others in the 700 field. All editors are put in the 700 field. Only specify the first three authors/editors; if there are more than three, see statement of responsibility section.

700 field

Play video Video: Entering additional authors and/or editors Document icon Document: Author cataloguing rules

 


 

Series uniform title (830)

Enter the series title (excluding the word “series”) in $a, then click on the Search for Authority icon to check it exists. If it does not exist, leave the series title in $a but do not enter anything in $=. Once you save the record, the new series title will be created as a provisional record. If the series title exists, the $= will automatically populate. 

The second indicator reflects the number of filing characters to skip. We need to skip the definite article e.g. “the”, “a”, “an” etc. Enter a number corresponding to the number of characters in the word plus the space e.g. “the” would be 4, “an” would be 3 etc. Click on the Field Form icon to enter this number. If there are no filing characters to skip, leave this blank (which shows as 0 in the indicator field).

830 field

All 830 fields should have a corresponding 490 field.

Play video Video: Entering series uniform title Document icon Document: Series cataloguing rules