January 27, 2016

Home > Connect > SHARE Chat > January 27, 2016
Cataloging, Barcoding, Serials and Record Sets


Edie ElliottNick Bennyhoff

Key: IHLS  Library

Edie Elliott: Welcome to SHARE Chat! This session will be from 1 - 2 PM. The hosts will be Edie Elliott and Nick Bennyhoff, IHLS-Edwardsville. This session will be chat only--no audio or webcam. To post a chat, type your question or comment in the box at the bottom of your screen and hit Enter. You can change the size of the text you see on your screen by clicking the dropdown menu at the top right of the Chat screen (to the left of the word Attendees), and clicking Text size. This will affect only what you see--it won’t change the size for anyone else. Thanks for attending today’s session!

Edie Elliott: The focus of today’s chat is cataloging, barcoding, serials and record sets. For SHARE catalogers, attendance at the entire session qualifies for 1 hour of cataloging CE credit. Please sign in with your full name and library so we can make sure you get credit. You won’t need to submit a web form.

Marla Harp: How do I log out to log back in with my full name

Edie Elliott: Marla, try clicking the little dropdown menu at the top right opposite Attendees and click Edit My Info

Marla Harp: Thank you :)

Edie Elliott: You're welcome!

Edie Elliott: Any questions or comments out there?

Anna Hesterberg - Columbia PL: I have a question...was there a cut-off date for when people needed to have their multiple volume sets re-combined into one if they wanted to stay on the full set bib record?

Anna Hesterberg - Columbia PL: (i.e., DVDs)

Edie Elliott: Anna, no, we did not set a firm date. It's a very time-consuming process and some libraries have a lot more than others.

Tri-Township Public: Edie - yesterday when there was the problem with the imported records staying pending - I tried to stop the import and got the message that I do not have permission to do that. Am I supposed to?

Anna Hesterberg - Columbia PL: ok just checking.

Edie Elliott: Denise, I thought you should be able to, but I'll have to check that for you. Anyway, did your records get loaded eventually?

Jacob Pahde--Rochester PL: That was frustrating when that happened. I had just began an import of 70 vendor bibs from Ingram (we're an acquisitions library). I had to go in and delete my 970s on what did import so I could import again. Had to do that three times.

Denise Putz - Tri-Township Public: Yes, when they started working, it did load correctly.

Edie Elliott: I can see that would be frustrating, especially since you had a big file

Jacob Pahde--Rochester PL: Esther, you're the acquisitions wiz, do you have a faster solution then that, when this happens?

Julia Ellis, Six Mile RLD: Jacob, since it put in the 970s -- do you think it made the record set(s) for your order anyway--if so is there a way to find the final and provisional record sets?

Jacob Pahde--Rochester PL: Julia, it throws them in the record set at the very end when the importing is done. It only imported some of the bibs before crashing. It did let me see the report, and I had to copy and paste the control numbers of what did import and go in and delete the 970s.

Julia Ellis, Six Mile RLD: Oh, I see. Yes, that does sound awful. At least it only froze when Sherry did ours.

Jacob Pahde--Rochester PL: I have my record sets labeled ROCP Acquisitions_Final and ROCP Acquisitions_Provisional so I can find them easily.

Esther Curry--C.E. Brehm Memorial PLD: Sorry, got called away from the desk--in the past I have just kept downloading until it worked and then gone into the record set and deleted the extra 970s all at once. It's a pain. You could also remove the grid information for the later downloads.

Jacob Pahde--Rochester PL: Thanks! It was a pain, but I did the order this afternoon and it went through fine. It seems to be the kid orders that are always the headache for me. The adult ones almost never have problems

Karen Sinks, Brighton Memorial Library: I'm not very adept at record sets ... that being said, could anyone tell me how to create a record set of items owned by my library that have a call number including "R.L." (reading level) with a range between, say 2.0 and 4.0?

Edie Elliott: Denise, it looks like I gave you the wrong info yesterday--not everyone has permissions to stop import jobs. So if it happens again, let me or Joan Bauer know or put in a help desk ticket. Sorry for any confusion!

Denise Putz - Tri-Township Public: Edie - thanks for checking!

Julia Ellis, Six Mile RLD: In a Polaris search using call number, you can use the star * before and/or after your constant info= R.L. as long as it appears consistently as R.L. and there are Like : *R.L.*

Julia Ellis, Six Mile RLD: no other variations. Sorry.

Karen Sinks, Brighton Memorial Library: I'm familiar with the wildcard, I was just trying to capture the range.

Amanda Endicott @ Edwardsville Public Library: Karen. Do you have an example call number so I can see how it is formatted?

Julia Ellis, Six Mile RLD: Does the range appear in the call number line or are you looking for the Bibliographical info? I have never had much luck with Simply Reports for call numbers as our call numbers did not import well from our old system?

Amanda Endicott @ Edwardsville Public Library: If you do a search for all of your call numbers starting with R. L. then sort by call number and highlight the range you want to add to the record set. Right click and add to record set.

Amanda Endicott @ Edwardsville Public Library: remember to ctrl + shift + A to see all results.

Edie Elliott: Yes, it's hard to search call numbers if they're not entered consistently

Karen Sinks, Brighton Memorial Library: An example of a call number here would be YYF (prefix field), WIN (cutter field), and R.L. 3.1 (suffix field). Let's say I was trying to help parents locate books for their children with a reading level between 2.0 and 4.0. I don't want to see everything that has "R.L." in the call number, but with "R.L." and that numeric range.

Joyce Bringenberg @ Glen Carbon: I only found 2 books in that range and they were both R.L. 3.0. I did 3 separate searches *R.L. 2.0, *R.L. 3.0, *R.L. 4.0. I was just trying to find one so I could see how it was set up.

Amanda Endicott @ Edwardsville Public Library: Doing an item record call number search limited to Brighton for *r. l.* only brought up three records. However doing the same search "r.l." brought up 55 records.

Amanda Endicott @ Edwardsville Public Library: I don't know how you could just get that range since you are dealing with the suffix alone.

Joyce Bringenberg @ Glen Carbon: I couldn't figure out how to do a range either...

Amanda Endicott @ Edwardsville Public Library: Do you think you have many more than 58 items with reading level information in the call number?

Karen Sinks, Brighton Memorial Library: Unfortunately, the more I delve into this, I see that we weren't consistent and sometimes it's "R.L.", while sometimes it's "RL" without the periods. It may be an impossible task. I appreciate your willingness to help!

Esther Curry--C.E. Brehm Memorial PLD: you could search r.l. 2* and then do the same for 3 and then do 4.o and add each set of results to the record set

Julia Ellis, Six Mile RLD: Using Simply Reports, I would try the suffix field search and use the star after the base number in the range search.

Amanda Endicott @ Edwardsville Public Library: Sorry Karen. I'm working on getting all of our call numbers formatted consistently. We have something like 108,000 item records. I'm about 1/32 of the way through it :)

Karen Sinks, Brighton Memorial Library: Esther, that would be great ... except that I would have to do the same for 2.1, 2.2, 2.3, 2.4, etc. Ugh!

Esther Curry--C.E. Brehm Memorial PLD: Karen--if you do the * after the 2, it should give you all the .1, .2., etc.

Edie Elliott: Karen, I just tried a quick search in Simply Reports. You can search just the Suffix field of the call number, and I was able to put in a range, although I'm not sure if I got all the records. You might have to try it a few different ways. Anyway, in Simply Reports you can send your results to a record set

Karen Sinks, Brighton Memorial Library: Lots of great ideas ... thank you, everyone!

Julia Ellis, Six Mile RLD: Amanda, I understand, even after discarding over 30,000 books, we have a lot of call number edits to do and so little time.

Edie Elliott: Call numbers are always a challenge

Jacob Pahde--Rochester PL: Does it really matter what is what field as long as nothing in the volume field or copy field that shouldn't be there?

Amanda Endicott @ Edwardsville Public Library: Jacob, we've had similar issues to Karen's where things would be found much more easily if there was only consistency. So, yeah. It matters.

Jacob Pahde--Rochester PL: Like what do you mean? The call number search feature in the item record search searches anything in the call number field

Amanda Endicott @ Edwardsville Public Library: We have information inconsistently in fields like sometimes genre info is in prefix and sometimes it is in class. I've been trying to use the Polaris Inventory Manager and this inconsistency has created some problems.

Amanda Endicott @ Edwardsville Public Library: Also inconsistent spacing can be an issue as seen in Karen's R. L. situation. We're dealing with some of that. Also it just looks prettier when everything is the same :)

Jacob Pahde--Rochester PL: oh, I get what you're saying.

Jenna Dauer - Smithton PLD: I agree with the prettier part....and everything else. It's a good idea. But yes, it's time consuming!

Julia Ellis, Six Mile RLD: Same thing for us. We generally start our call number range searches in Polaris and import to Simply Reports to get better information.

Joyce Bringenberg @ Glen Carbon: I put reading levels into several of my item records and then searched in Simply Reports for: R.L. 2 to R.L. 4.5 and I found them all.

Edie Elliott: Thanks for trying out, Joyce!

Jacob Pahde--Rochester PL: But just for the record, I do put the right things in the right field :-).

Edie Elliott: Oops, that should have been trying it out!

Joyce Bringenberg @ Glen Carbon: consistency matters a LOT if you are trying to pull up lists of items.

Joyce Bringenberg @ Glen Carbon: No problem! I love trying to figure these things out!

Jacob Pahde--Rochester PL: What do you mean by pulling lists of items? I just usually go off of collection code or shelf location

Joyce Bringenberg @ Glen Carbon: Lists of specific items within a collection code or shelf location. We only use a few shelf locations and our collection codes are pretty broad.

Edie Elliott: Collection code and shelf location are another place where it's helpful to be consistent

Sandy West - Rend Lake College: Anyone have suggestions on staff who have been through barcoding training, but still mess up items, etc; but their supervisor says they should do the work and then proceed that they should also consider getting started with full cataloger training?

Julia Ellis, Six Mile RLD: We always tried to tell our patrons in the call number where they could find an item. Less stress for them was our idea.

Jacob Pahde--Rochester PL: oh, I’m pretty specific in my lists and that's why I have 120 templates or so. I know, I'm OCD :-)

Joyce Bringenberg @ Glen Carbon: You've got me beat on the templates, Jacob. I've only got 118 right now.

Edie Elliott: We have a couple of minutes left--thanks for some great discussion!

Jacob Pahde--Rochester PL: when you count in the templates I have from the SWAT team work it is now 162

Joyce Bringenberg @ Glen Carbon: :)

Edie Elliott: Don't forget the next catalogers training session on Tuesday, Feb. 9--let us know if you have something you'd like us to cover.

Anna Hesterberg - Columbia PL: Goodness, it'd take me longer to scroll through that many templates than to do an item without a template, haha.

Joyce Bringenberg @ Glen Carbon: Templates help ensure consistency! :)

Julia Ellis, Six Mile RLD: Sandy, that's hard. Maybe working on the same items as a group? Breaking down the process to help them.

Edie Elliott: Also, the next SHARE Chat for cataloging will be on Wednesday, Feb. 17--not our usual week, but we are switching with the circ folks next month.

april jensen lincoln public library: do you have them for specific authors?

Esther Curry--C.E. Brehm Memorial PLD: I agree, item templates are a cataloger's and barcoder's best friend.

Joyce Bringenberg @ Glen Carbon: I do wish the templates could be divided up into folders though! Any chance of ever getting that?

Anna Hesterberg - Columbia PL: Joyce, I think we just have many fewer categories here than large libraries, so I only end up needing a few.

Julia Ellis, Six Mile RLD: We only have 70 item templates.

Edie Elliott: Joyce, I don't know about being able to put templates in folders--it might have to be an enhancement request

Joyce Bringenberg @ Glen Carbon: No, not for specific authors.

Nick Bennyhoff: Joyce, I think that would have to be a Polaris enhancement, so...I don't see it coming anytime soon

Esther Curry--C.E. Brehm Memorial PLD: I name them so that they are together (i.e., ON ORDER or Donation)

Julia Ellis, Six Mile RLD: We have two locations, so 35 templates each.

Jacob Pahde--Rochester PL: I have too numerous templates for the on-order records though since we do acquisitions. But on the plus side, it matches to the item record template from the purchase order (kind of like the serial module does) so I don't have to scroll through all of those templates unless I am adding something like a donation

Edie Elliott: Joyce, I'll pass that along to Traci Edwards to add to the list of requested enhancements

Virginia GECS: We are in the middle of inventory and have discovered how very important consistent call numbering is to inventory. More than half of our collection is 'misshelved' because our call numbers in SHARE are not entered the same as we are shelving the items. All the changes will keep us busy for a while! The next inventory should be much easier.

Joyce Bringenberg @ Glen Carbon: Thanks Edie!

Edie Elliott: Last call--we've gone a little bit over. Any more questions or comments?

Edie Elliott: Thanks, everyone! Enjoy the rest of your day!

Julia Ellis, Six Mile RLD: Thanks everyone. You all have such great ideas and thoughts!

Amanda Endicott @ Edwardsville Public Library: Thanks!

Kay Burrous South Macon: Thanks.

Anna Hesterberg - Columbia PL: Thanks Edie

Susan Mullen: Thanks :)

Jenna Dauer - Smithton PLD: Thank you!

Marilyn Hammond/Eldorado Memorial Library: Thank you

Michelle Richerson - Eldorado Memorial: Thanks!

Vicki Carr South Macon Public Library: Thanks:)