Bib Records

Last Updated On August 06, 2019
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The first step in adding an item to the MORE database is to search the database for a matching record.  The most direct way to do this is to search by ISBN (or UPC if working with an AV item).  If no match is found, try searching by title.  If an item is the same between the covers it can use the same bib record; paperback editions can be added to the hardcover record and reprints with different ISBNs can be added to the same bib record.  Large print books with different publishers can be added to the same bib record. Only if there is something different about this item, such as a reading guide, author interview, foreward, special features, or a different illustrator, is a new bib record required.  When that happens be sure to add a note that describes the difference so others are aware of the reason for additional records.  Occasionally the actual title of an item is not clear; in this case it can be helpful to search by author to see how it is entered if an ISBN match is not found.

In the case of DVDs, often movies are re-released by different distributors, especially in the case of older films.  If the movie is the same, same actors, same length (within a couple minutes), same attributes (a colorized version of an original black and white film is NOT the same) and any bonus features are the same they can go on the same record.

For audiobooks on CD, the narrator and number of discs must match.  Time can vary up to 30 minutes as different publishers can have longer pauses between tracks.  If there is a different narrator, different number of discs (even if the length is the same) or any added material such as an author interview, a new bib record is required.

Adding reprints to a bib record

As stated above, you can add a paperback edtion to the hardcover bib record and subsequent printings and different bindings to the same bib record as long as nothing has been added or changed in the item you have.  To add one of these to an existing bib record, add the ISBN of the item you have, indicating in parentheses after it the binding, if different, and the publisher if different from the main entry.  If adding both binding and publisher, the two are separated by space semicolon space. Here is a list of qualifiers For example:

9780345527769|q(paperback)

9780312990459|q(paperback ;|qSt. Martin’s)

If adding a different UPC for a DVD that matches an existing record, add the UPC with the distributor in parentheses after it in 024 1_.  If it has a publisher number, also add that in 028 42, being sure to include the |b with the publisher/distributor name.  For example:

024 1_  683904200587|q(Mill Creek Entertainment)

028 42  D80587|bMill Creek Entertainment

Insert the new ISBN after the others in the record by placing the cursor at the end of the field of the last ISBN and pressing Enter.  This opens a blank line.

Tab over the tag, enter 020 for an ISBN, space over the indicators, and enter the ISBN and identifying information after it.

For a DVD, open a new line after any other 024s in the record; tab over the tag, enter 024, first indicator 1, second indicator blank.  Enter/scan the UPC and add identifying information after it.

Save the record.  The appropriate tag will be automatically added.

Remote Searching

If a match is not found in the MORE database, you can search other databases for a record.

In the search bar, change where you are searching from Local to Remote.

The popup screen is asking you to select the remote databases you want to search.  The recommended sites are:

It is a good idea to include the MORE catalog in case you missed something in your initial search.  If you have a non-fiction item or something on academic lines, add UW-Madison and/or UWEC.  For your first search, do NOT check OCLC WorldCat.  If no records are found, you can go back and check OCLC, but only after you’ve searched everywhere else first.  Click OK.

Choose what index you want to search; the list is much smaller here.  ISBN is the best choice.  If the item doesn’t have an ISBN you can try author or title.  Using subject or word is not recommended as the results will be too large; you will max out the number of records that can be retrieved and you would not be able to sort through them all.

Enter your search criteria and click Search.

The Searching Remote Databases window will open.  Each database you selected will be listed on a line and as the search progresses the number of records found will be listed in the Found column and as they are downloaded will be listed in the Received column.  As the search completes for each database the Status column will change from In progress to Done.  If the search is retrieving a high number of records, you can click Stop.

A title search in progress:

An ISBN search completed:

If there is a number in the found column after the MORE catalog, close this screen, change back to a Local search, and click search again to see the record in MORE and decide if it is a match to your item.

Once the search is complete, click Close.  This closes the search screen and displays the results.

Disregard the format icon in the media column.  Records come in with a blank format code so there is no information to populate this column; it defaults to a, audiobook/cass, as the first in the format list.  You can see the title/author in the middle, and which database it came from on the right.

Double click on any title to view the full record.  If you have more than one choice for your item, look at several to see which record is the most complete.  Look first for an RDA record, then one with subject and genre headings.

You can choose a record that is close to what you have and edit it to match exactly your item.

Once you have chosen the record to use, you must edit it to MORE standards.  See instructions here.

Subject and Genre Headings

Having subject and genre headings in a bib record is important not only to help patrons find something they might be interested in but also to give them a sense of what this thing is about. If these headings are lacking in a record you are adding, please take the time to add appropriate ones. If you need help finding headings, look in records for this title in another format, or on a record with the same subject.

To differentiate between subject and genre headings, remember that subject headings are what the content is about, and genre headings are what it is. This story is about 650_0 Insurance crimes|vFiction, but it is 655_7 Detective and mystery fiction.|2lcgft

MORE has a limited list of local subject headings here and local genre headings here. Use only those terms on the lists.

Verify Headings

All author headings (100, 110, 700, 710) and subject/genre headings (600, 650, 655) need to be checked against the authority file to  make sure they match if an authority record exists.  This is done so people searching for a certain heading will find all results in one place.  For example, if entries for John Wayne were entered under Wayne, John and Wayne, John, 1907- and Wayne, John, 1907-1979 the person searching would need to look in 3 places to find all the records with John Wayne in them instead of just one.

To verify all headings in the record, click the Verify icon in the top right of the screen.

Codes will appears in front of the ISBN, the author, title, all the subject headings and all the 7xx headings.  Look at these closely to see if further work is needed.

You can see an explanation of the codes by going to Tools and clicking on Explain Verification Codes.  A “B” means this heading is in another bib record; this should not be in front of an ISBN number but is common in front of authors, titles and subject/genre headings. A “+” means a longer version of this heading exists; it needs to be updated to the full version.  This is often a date field. A “4” means this is a “see from” reference and the heading needs to be changed to the offical version.  The heading can be eaisly updated by verifying that heading. With the cursor in the field you wand to verify, go to Tools and click on Verify Heading (or use the shortcut Ctrl-G).

You will be taken to the index for the type of heading you are working on.  Look for the line tha says Authority Record.  For authors, this needs to match exactly.  In RDA records, author fields will have a |e in the record; this needs to be ignored, and the main part of the heading matched.  This will usually involve scrolling up to see the authority record; in some cases you may need to delete the |e from the search to see the main heading. For subject headings you are looking for the main heading, or what is in |a.  Again, this may mean you have to delete the subfields in order to get to the authority record.

If the heading needs to be updated, double click on the authority record line.  A pop-up will list the current heading, what the heading from the authority index is, and if there is a subfield what the heading will be with the extended information (this is most common in subject headings).  You then choose to use the heading from the index, or the heading with the extended information (the subfield).

Make the appropriate choice (this is usually with the extended information) and click OK.  NOTE: currently you are not given the choice to retain |e on author fields.  If one of these headings needs to be updated (100 and 700 fields) you will need to add the |e back after the heading is changed (good use for macros).  You are taken back to the bib record and the heading has been updated.

If you need more information on the heading to make sure it is the one you want, click the View icon to see the full authority record,  For author headings the title of one of their books is listed and there is often other information that can help you identify if this is the right person (very important with same/similar names).  For subject headings there ar notes on when/for what kind of books to use the heading

Short Bib Records

If you cannot find a matching record in Z39.50 enter a short bib record.  It will be filled out or overlaid by MORE staff later. This allows you to add your item and get it into circulation.

Go to Admin – Settings – Record templates tab.  Move the bib templates for Monogragh, DVD, Audiobook on CD and Music CD from the Other Templates column on the right to the Preferred Templates on the left.  When finished, click Save Settings.

When you need to create a new short bib, go to Admin – Settings – New Records tab.  In the bottom part of the screen, in the New Record Templates section, check the template selected for Bibliographic; if it is not the one you need, use the down arrow to select the appropriate template.

Alternately, you can leave this at Always prompt for template and each time you create a new bib record this list of templates will come up and you can choose the one you need at that time.

After “Records to attach to new bibliographic records:” checking the item box will automatically start your item template when the bib record is saved.

Clicking Save Settings saves this choice so that the next time you log in it will be the default.  Clicking OK will save that selection just for that session.

Once the template starts, all the required fields will be prompted.  Fill in as much of the information as you can.  RDA fields are already added for you.  Be extra careful with the 300 field for description and please add a summary statement in the 520.

Deleting Bib Records

  • Select Catalog from the Function drop-down menu.
  • Search for and open the record.
  • Verify the Edit icon is selected. It will be grayed out and will say Edit Mode (OVR) at the bottom of the screen.
  • Select File and then Delete Bibliographic Record.