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Beyond Help: Cataloging

RILINK Cataloging Guidelines

-Anyone who adds titles or copies to RICAT should be properly trained to do so

-All copy cataloging and original cataloging should be completed accurately

-Avoid creating duplicate title records wnever possible

-Original cataloging should only be performed by library staff and never by volunteers, teachers, or students   

-The SLMS at each member RILINK library is the local authority for all matters pertaining to cataloging at her or his school

                                                                                                             dbf 2/9/2022

Importing a Vendor File

Updating Titles

Functions available under Update Titles:     (for more information, click on the How Do I ? in the Catalog tab under Update Titles)

  • Change or modify subject headings, for example: changing Illegal immigrants to undocumented aliens
  • Recon your collection, using Follett Alliance Plus - you can then review the "misses", catalog records that did not find matches in Alliance Plus (reports appear in the Job Manager)
  • Find titles no standard numbers, or with duplicate LCCNs, ISBNs, or ISSNs (the report appears in the Job Manager)
  • Relate different editions of titles to better fulfill holds
  • Globally delete MARC tags
  • Delete reviews by date, type of review, patron status or patron list
  • Remove titles without copies, exempting eBooks, digital aucio and links, and preserving titles by date if desired
  • Find and add custom images to Titles, optionally limiting to only those titles that do not have images visible in Destiny Discover

Updating copies

Functions available for Updating Copies:   (for more information, click on the How Do I ? in the Catalog tab under Update Copies in the left-hand column)

  • Individual Delete - scan the barcode
  • Batch Delete - create a text file of barcodes with carriage returns after each barcode; you can also choose to Save the deleted copies to the Weeding List
  • Individual Update - scan an individual barcode, and chose to update Sublocation and/or Circulation Type to something you have already added in Add Copy
  • Batch Update - create a text file of barcodes with carriage returns after each barcode, or create a Resource List, then choose to
    • Add a Category
    • Change the Call Number Prefix for all the copies in the batch to something you specify
    • Change the Circulation Type for all the copies in the batch to something you have already added in your Back Office|Library Policies|Circulation Types
    • Change the Sublocation  to something you have already added in Add Copy
  • Global Update - Change the
    • Call Number Prefix
    • Circulation Type
    • Description
    • Funding Source
    • Sublocation or
    • Vendor

to something that you specify based on any of these copy fields

Examples:

  • change the Circulation Type to something that you have set up, using a specific Sublocation to identify the copies that should be assigned to that Circulation Type
  • add a Vendor or Funding Source that you have set up to the copies in a Resource List

Note:  the Receive function is only useful to districts doing central processing.

How to add titles and copies in Destiny

ALWAYS use the Add Title function.  Click on the ? in Add Title for more information.

Use the following order when searching for a matching record to add your copies.  Use the drop-down list to choose:

  • ISBN number   example:  1-932815-18-X   You MAY be able to scan this if there is a barcode on the back on the book.  Please note, however, that the ISBN printed on the back of the book may not be the number that is encoded in the barcode.  It may instead represent the publisher's stock number.  This is particularly true for paperbacks and materials from Scholastic.
  • Library of Congress number   example:  92-789998  This usually appears on the back (verso) of the Title page.  Some publishers put cataloging information at the back of the book rather than on the verso of the Title page.  National Geographic is one publisher that often does this.
  • Title

  • Author

The goal is ONLY ONE bibliographic record to represent each title, with all of the copies for various libraries in a district listed under one title record.  Choose matching titles in the following order:

  • in RICAT database This means that the title record is already in the database.  Click on the title, and then Add your Copies to it.  If there is more than one record with a , choose the most complete, or if they are all the same, the first record.

  • Follett Alliance This means that the title record is coming from the Follett Alliance Plus database.  IF THERE ARE NO TITLE RECORDS THAT MATCH IN THE DATABASE , click on this title and Add your Copies to it.  There is no need to Save the title first, as Destiny will do that automatically when you add a copy.

  • This means that the record is coming from the Library of Congress or from another large library or consortium that has been set up in Z-Sources.  Wait up to 60 seconds for these title records to appear, then click on Get Z Sources to see if there are any records that match your search.  If there are no records already in the RICAT database, and no Alliance Plus records, you may click on the most complete record and Add your Copies to it.

If you find No Matches, then you may Add the Title.  If you find a close match, you may duplicate the title, and then make the necessary changes.  Please make your entry as complete and descriptive as possible, adding ISBN numbers, Library of Congress numbers, and subject headings as appropriate.  The next person trying to add a copy of this title will be forever in your debt.

                                                                                 dbf 2/9/2022

Additional Sources for MARC records

When you are using the Add Title function (go to the Catalog tab when you are logged in and click on Add Title in the left-hand column) you have access to the Follett Alliance database and a Library of Congress database that the Follett transition team set up for each site. If you are having trouble finding matching MARC records for the books you are trying to catalog, you may want to add some additional resources.  You can do this at Add Title by clicking on the [Update Z-Sources] tab towards the upper right of the screen.  Here are the settings for some sources that you may want to add:

User-Defined Source Name

Domain Name or IP Address

Port Number

Database Name

Username

Password

AALOC (Library of Congress)

z3950.loc.gov

7090

VOYAGER

(leave blank)

(leave blank)

OSL (Ocean State Libraries)

catalog.oslri.net

210

INNOPAC

(leave blank)

(leave blank)

OhioLink

olc1.ohiolink.edu

210

INNOPAC

(leave blank)

(leave blank)

Link+ (Consortium (California/Nevada)

csul.iii.com

210

INNOPAC

(leave blank)

(leave blank)

You can find additional Z-Sources at https://www.librarything.com/topic/240597.

Click on the ? in [Update Z-Sources] for more information.

                                                                         dbf 2/9/2022

How to add an ISBN number to a MARC record

Here are the directions for adding another ISBN number to a MARC record in Destiny:
  1. Choose to edit the record that you want to add the ISBN number to.
  2. Click on the Use MARC editor button near the top right.
  3. Click on the Add Tag button. 
  4. Type 020 into the box after the word Insert.  (This is the tag for an International Standard Book Number.)
  5. Click on OK.
  6. Type the ISBN number that you are adding into the new box that has been added to the MARC record.
  7. Click on Save Title.
  8. Accept any suggested punctuation changes by clicking on the box in front of each one.  You can accept all or none of the changes.
  9. Click on Save Title again.

                                                                                 dbf 2/9/2022

Submit Cataloging Questions Here

Do you have RICAT cataloging question or issue? Please submit them by clicking on the Help button in the margin on the right.

                                                                         dbf 2/9/2022