Purpose of call

To go over the MARC Record setup questionnaire.

Reasons for MARC Overlay

• Enhance/correct current data
• Provide hyperlink to NLS download site

Review Questionnaire

A Contact Info

• Give Keystone a contact point for questions on cataloguing

 B. General Questions

NLS Media

• GA:  Can juvenile Braille be loaded, but adult Braille suppressed?
  Keystone:  Not at this time

• UT:  Will the full MARC have a link to Web Braille?
  Keystone:  Yes.

Title Status

• Default status for a title newly added by a MARC load. 
• Title Status will automatically change to Active once a copy is received
• The Availability column in WebOPAC will be keyed to this status.  If Active, the titles will display the usual availability (as it does now).  If status is other than active, the library-defined description will be displayed in the availability column.
• There will also be a control file that specifies the title statuses for which reserves are not allowed. This will affect adding of reserves both staff side and in WebOPAC.
• MO:  Can a title be both Active and Download only?  MO wants to allow patrons to place reserves and requests against titles regardless of whether copies exist.  They will use those reserves/requests as a way of determining what titles to reproduce.

Title Linking

• DB to RC linking is already automatically in place. 
• Yes means you want to add an automatic link for reissues, re-recordings
• Take into consideration the synchronized fields that match up linked titles.
• MO:  Since we have deleted our old titles during our Reissue process, we may not want this?
  Keystone:  If the title doesn’t exist, the link between the titles can’t be made. 
• UT:  Does the link combine the statistics between the old and new titles?
  Keystone:  No
• IN:  Can there be title links for other media, such as Braille or large print?
  Keystone:  Yes.  The link between DB and RC is made automatically, because the numbers are the same.  However, the same isn’t true for BR or LP titles.  However, you can manually add these in on the Link Title screen.

Subject options

• Index LC Style Subject Headings
  • Index the 64,000+ Library of Congress subjects.  Searchable in OPAC and in Book Search. For searching purposes only not for nightly preferences.
• MAP NLS Copy Allotment / Publication Codes
  • Match NLS’ 072 codes to your subject codes.  If the codes show up in the MARC record, the system will add a matching Subject code on the Title Bib record.
    Chargeable service – 10 hours.
• MAP Dewey Call numbers
  • Create subject codes based on the Dewey numbers.  If the first two or three digits of the Dewey call number match an existing subject add that subject code on the Title Bib record.  This is NOT appropriate for libraries that have numeric codes to represent their subjects.
  • If the library has Dewey subjects already, they may want to go through the list and consolidate under utilized Dewey Thousands (3-digit Dewey numbers) into Dewey Tens. This project can be done with Headings Maintenance.
• MAP NLS Audience Notes (521)
  • Match the text from NLS’ limited number of audience notes (Female Narrator, Contains Descriptions of Sex, etc.) to existing library subject headings and add to the Title-Bib record. The text of the subject heading must match NLS’ note exactly.
    Chargeable Service – 3 hours.
• MAP LC Genre designations
  • Create a mapping of current subject codes to LC genre designations.  This will replace a library’s current subject scheme with one that can be automatically generated when the full MARC records are loaded.
    Chargeable service – 30 hours.
• IN:  Are these services chargeable?
  Keystone:  The first Indexing is not chargeable.  Anything that says “Map” is.  These would be one-time setup charges ranging from 3 hours (mapping the NLS Copy Allotment) to 30 hours of time.
• Load full MARC for older titles
  
  • Another potential service relating to the NLS Marc records is to have Keystone retrospectively load the Marc records for the RC and BR collections.
    Chargeable service – 3 hours.

 C. Searching Indexes

• Staff indexes
  • Indicate which indexes you want available for staff to search on in Book Search.
• OPAC indexes
  • Indicate which indexes you want available on the Advanced Search page in OPAC.
• Labels
  • Fill in what you want to call each selected index.  This would be what is displayed in the combo box on Book Search or the Advanced Search in OPAC.
• MN:  Is it overkill to have AnySubject, LCSubject, LocalSubject and LocalSubjectCode?
  Keystone:  Depends on who is using these indexes.  The AnySubject contains the other three.  However, you may have users who want to fine-tune their searches by a particular index.
• MO:  Can indexes be switched off easily?
  Keystone:  Having indexes available on Book Search and OPAC is something that can be turned on and off on the fly.  Actually having an index created is something that happens just this one time.

 D. Overlay Rules

• What to take from NLS records?
  • Suggestions:  Narrators, recording length, publication information, authors
• What to keep from your own records
  • Suggestions:  Local subjects, local series information, Titles – if you’ve made adjustments to those, annotations – if you’ve made alterations to those.
• MN:  Will this correct our authors?
  Keystone:  The full MARC has been through LC Authority control, so they should be consistently entered.  Any discrepancies can be fixed by using Merge Headings.
• MN:  Will it strip periods from the end of the author names?
  Keystone:  The full MARC, because of the authority control, does have periods at the end of the author names.  However, if we find that the majority of your authors do not have periods, we can input a special program to strip the end punctuation from the authors so that a new heading is not created.
• MN:  What about joint authors?
  Keystone:  The PICS record usually has all the authors concatenated in one field.  However, the full MARC, having gone through authority control, will have a single main author, and if appropriate, additional authors in separate tags.  These would be entered as separate authors in y our system.
• MN:  Will the author listings have birth and death dates?
  Keystone:  If you look at the author listings in Voyager, you’ll have a better idea of how the authors are catalogued.  Most of the time, the author name is in one subfield of the MARC tag, while the birth and death information is contained in a separate subfield.  We would recommend setting up the link to Headings with just the author name information.  You can choose whether to display the dates on the OPAC.
• MN:  Can you fix the older RC and Braille titles by overlaying the MARC records for these titles?
  Keystone:  We have been able to get these MARC records and will be happy to do the overlay, once your rules are set up.  This would be a chargeable service, involving 3 hours of time.

 E. MARC to Title-Bib Mapping

• This chart indicates what happens on the Title Bib screen when a particular MARC tag is encountered. 

 F.  Full/OPAC Display

• This table allows you to indicate what fields you’d like to have displayed in the Full Title Display in WebOPAC.  The Order column indicates the order in which these should be displayed.  If you look at the www.klas.com/klasdemo site, search on a title and look at the full titles, you’ll get a feel for how things can be set up.
• MO:  Can we keep our OPAC the way it currently is set up? 
  Keystone:  Yes.  Just put “Keep the same” at the bottom of the page.

 General Questions

• NC:  How does the synchronization of linked titles work?
  Keystone:  The specified fields in the updated title are copied over onto the linked titles when the updated title is saved.
• NC:  What is the estimated lag time between the PICS records and the arrival of the full MARC record?
  Keystone:  The PICS are produced when the titles are entering the production cycle.  The full MARC is ready about the same time as the title would appear in the TBT.  So, a little before you can expect to actually receive the materials.
• MN:  Search options for patrons – would like to have search on Series return the search results in series order.
  Keystone:  That is something that has gotten lost in previous updates.  We’ll work on getting that feature back in place.
• UT:  How soon does Keystone need these questionnaires back?
  Keystone:  Sooner rather than later.  You shouldn’t load the full MARC until these are returned and we’ve indicated that the rules for the load are set up.

 Closing

Many thanks to Richard (MO) for suggesting the conference and to Stella (GA) for facilitating.  By my count, there were about 20 libraries represented in the call.