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Cataloging

Information on managing items in the catalog, adding and deleting items, basic MARC cataloging and other information

1. General information

1.1. SPARK Cataloging Listserv

Welcome to SPARK!  All catalogers are encouraged to join the official SPARK Cataloging Listserv at https://mail.hslc.org/mailman/listinfo/spark-cat

Also check out the Catalog Forums in the Forum section.

1.2. The SPARK Cataloging Committee

The SPARK Cataloging Committee works to maintain the quality of our bibliographic database, ensuring that it provides an accurate, easy-to-use interface for our patrons and staff.  Our members come from the cataloging staff of SPARK libraries and systems.  We work together to develop our shared cataloging procedures and standards, and we provide cataloging training and assistance to all of SPARK.  We believe that by serving the SPARK community as a whole, we help to provide the best possible catalog for our own individual libraries. 

Membership in the Cataloging Committee is open to cataloging staff from any SPARK library.  If you are interested in joining, or if you have any questions about the committee, please contact jonathan@wyopublib.org


Options for sharing and communication about records and problems include direct contact via phone or email with fellow SPARK Libraries, or use community options:

 


1.3. Official Cataloging Policies and Procedures

  1.

SPARK follows OCLC Bibliographic Formats and Standards (https://www.oclc.org/bibformats/en.html) and the Resource Description and Access (RDA) Cataloging Standard. (https://www.oclc.org/en/rda/about.html)

  2.

As per chapter 3 of RDA, General Materials Designations (GMDs) may not be used in the 245 MARC field.

  • Information about content, carrier or media should be noted in the appropriate 3XX field.
  • Exceptions will be made for older records that are left over from AACR2, but any new records are expected to adhere to RDA rules.

  3.

As per OCLC rules, Series title or information may not appear in the 245 MARC field, unless the series title appears in the title page: https://www.oclc.org/bibformats/en/2xx/245.html.  Series should be recorded in the appropriate 490/8XX fields.

  4.

Local information may not be entered into the 590 and other Local Notes tags.  Bibliographic Records are shared in SPARK; local information must stay with the item record, not on the Bibliographic Record.)

  5.

Monograph Parts may not be used to manage multi-disc Blu-ray, DVD or CD sets.  SPARK libraries that currently do not use Monograph Parts, but wish to start doing so, must seek approval from the Cataloging Committee.

  6.

Copies and volumes must not be created for Electronic Resources. Instead, local scoping is controlled by having the library’s org unit code in 856 delimiter 9.

  7.

Empty bibliographic records may be deleted, but only if the creation date is one month ago or older.

  8.

Item barcodes should never be reused.

  9.

The master, consortium-wide precat bib record (TCN -1), should never, NEVER be edited.


Added after fixed field/authority cleanup projects, October 2019:

  10.

6XX_7 $2(FAST) subject headings should be removed from bibliographic records before importing.

  11.

$0(True) authorized headings should not be changed or removed.


Added November 2020:

  12.

MARC Batch Edit should never be used to add to, edit, or delete data from 856 fields.  The risk of accidental damage is too great.

  • If batch changes in 856 fields are needed, contact SPARK technical support. Explain what needs to be done, and let them make the changes.

1.4. Cataloging Permissions in SPARK

Cataloging permissions in SPARK are organized into three tiers: "Local Cataloger", "Copy Cataloger," and "Original Cataloger."



I.  The entry-level tier is "Local Cataloger".

  • At this level, we teach catalogers how to navigate the Evergreen Web client, and how to manage their local collections.
  • Permissions for this level include:
    • Add local holdings to SPARK
    • Edit local holdings
    • Delete local holdings
  • In order to be granted permissions at this level, a cataloger should:



II.  The middle level tier is "Copy Cataloger".

  • At this level, we teach catalogers how to add new records to the SPARK-wide catalog.
  • Permissions for this level include all Local Cataloger permissions, plus:
    • Add MARC records with Z39.50
    • Import batches of MARC records
    • Manage e-records
    • Monograph parts
  • In order to be granted permissions at this level, a cataloger must:



III.  The highest level tier is "Original Cataloger".

  • At this level, we teach catalogers how to edit records that are already in the SPARK-wide catalog, and how to create brand (original) MARC records
  • Permissions for this level include all Local and Copy Cataloger permissions, plus:
    • Edit current MARC records
    • Merge current MARC records
    • Overlay MARC records
    • Batch update MARC records
    • Create original MARC records
    • Delete MARC records
  • In order to be granted permissions at this level, a cataloger must:
    • Already have "Local Cataloger" and "Copy Cataloger" certification
    • View the "Original Cataloger" training webinar  see https://www.gotostage.com/channel/sparkcataloging
    • Successfully complete the "Original Cataloger" knowledge check questionnaire


.

1.5. SPARK Cataloging and ILL Community Contacts

SPARK Cataloging and ILL Community Contacts:

https://docs.google.com/spreadsheets/d/1mkSwxmUZLB9amX6Urs9JCGhWV9TZh2D-DAeB4wyqhKU/edit?usp=sharing


2. Welcome packet for new SPARK catalogers

2.1. Guides to print out

PDF guides to print out, compiled from elsewhere in the Cataloging knowledge book.

2.2. Online cataloging resources

Documentation




Web Tools




ABLE Cataloging Training Courses



3. Adding and Deleting Bibliographic and Item Records

3.1. Searching the SPARK Catalog

Is it already in the SPARK catalog? Look there first!

When a new item is received at your library and needs to be cataloged, your first step should always be to search for the title across the entire SPARK catalog.  If a bibliographic record for the item already exists in SPARK, do NOT create (or import) a new MARC record!  Simply add your item to the existing bibliographic record.

To search the SPARK catalog:


1.  Go to Cataloging > Search the Catalog in the web client.


 

2.  Click the Numeric Search tab, and select ISBN as the search field.

 

3.  From the Search Library filter, select SPARK Libraries. This will ensure that you are searching all locations throughout the SPARK system.

 

4. Scan or type in the ISBN, then click Search.  (If the item has no ISBN, go back to Advanced Search and search by UPC.)

  • If possible matches are found, proceed to Step 5
  • If no matches are found, try a Title Search under Advanced Search.  If still no matches are found, proceed to instructions for importing records.
     

5. Examine the search results to find an existing record in the catalog that most closely resembles the item in hand.  Click the MARC View tab to examine the record and find 3-5 match points.

  • 020  ISBN
  • 024  UPC
  • 100  Author / Main entry statement
  • 245  Title and sub-title.
  • 250  Edition statement (Verify the format: Abridged or unabridged for audiobooks, full screen or widescreen for videorecordings, large print ed. for large print books).
  • 264  Place of publication, publisher, and publication date.
  • 300  Pagination, dimensions etc.
  • 5XX  Special or supplemental features
  • 505  Listed contents
     

6. After you have verified that the record matches your item, go to Step #7.

  • If it does not match, look for another qualified record in SPARK.
  • If, after considering several potential matches, you still cannot find a qualified record in SPARK, go to the instructions for importing records from other sources.

 

7. Click the Add Holdings button, and follow instructions for adding volumes and copies.

3.2. Add holdings to SPARK

Once you have found a bibliographic record in the SPARK catalog that matches what you are cataloging, you can attach your local holdings to that bibliographic record.  Follow these steps:


1.  Click the “Add Holdings” button.


2.  Enter the call number in the appropriate space, then scan (or type) the barcode.


3.  Configure the “Item Attributes”.

  • At minimum, be sure to set the Shelving Location, Circulation Modifier, and Price
  • Set other attributes per local policy at your SPARK location




4.  Finally, scroll down to the bottom of the screen and click “Save & Exit”.


5.  Refresh the record page to display your newly created copy.






3.3. Importing MARC records using Z39.50

If you are unable to find a suitable MARC record in the SPARK-wide collection for an item you are cataloging, you may import a new MARC record by using Z39.50.

From the Cataloging menu, select Import Record from Z39.50.  Then, follow the steps below:

 

1.  First, you will need to select which “outside sources” to search.  To do this, look in the column to the far right, “Services and Credentials”.  Select a source by clicking the relevant checkbox.

  • The more services you select, the longer your search will take.  Searches will load quicker if you can settle on a half-dozen or so favorites.
  • If you click the box next to “Local Catalog”, Z39.50 will also search SPARK’s holdings.  This can be helpful in preventing importing a duplicate record – see note at step 3 below.
  • If you click “Save as Default”, the sources you pick will be automatically selected the next time you load Z39.50

2.  Next, enter your search term(s).

  • You can choose to search by one field, or multiple fields.  We recommend you start with ISBN.
  • If searching by one field (or multiple fields) gives you no matches, try another combination of search fields, or try searching a different Service and Credential.
  • Once your search term(s) are entered, click the “Search” button.

3.  Search results will appear below.

  • Check under the “Service” column – if any of the results say “native-evergreen-catalog”, it means that matching records already exist in the SPARK-wide collection.
  • If this happens, do not import a new record!  Leave Z39.50, and attach your holdings to the current SPARK record.

4.  To determine if any (or all) records are appropriate for the item you are cataloging, select one of the search result rows, then click the “View MARC” button.

5. When you are finished examining the MARC record, click “Cancel”.


6.  Go through steps 4 and 5 until you have determined which search result to use.  When you have made your decision, select that row.  Next, click “Edit then Import”.


7.  If any corrections need to be made to the MARC coding, make those corrections now.  When you are finished, click the “Import” button.


8.  A pop-up window will confirm that the record was successfully imported.  Click “Go to record”.


9.  The MARC record has been successfully added to the SPARK-wide database, ready for you to add your local holdings.







3.4. Batch Upload: "MARC Batch Import/Export" (with or without attached holdings)

Importing a batch of records:

To start:  From the “Cataloging” menu, select “MARC Batch Import/Export”.  Use the screenshot below as a guide for the instructions that follow:

a.  At the dropdown box next to “Record Type”, select “Bibliographic Records”

b.  Next to “Select or Create a Queue”, type in a unique queue name

c.  At the dropdown box next to “Record Match Set”, select “ISBN”

d.  If your batch of records has attached holdings: at the dropdown box next to “Holdings Import Profile”, select “Evergreen 852 import and export format”. (Note: before you do this, contact SPARK Tech Support to configure “Vandelay / Batch Import Settings”).

  • If your batch of records does not have attached holdings, leave this dropdown blank.

e.  At the dropdown next to “Merge Profile”, select “Match-Only Merge”.

f.  At the dropdown next to “Select a Record Source”, select “System Local”.

g.  Click the checkboxes next to “Import Non-Matching Records”, “Merge on Single Match”, and “Merge on Best Match”.

h.  Click the “Choose File” button. Browse to where your record batch is, and select the file.

i.  Finally, click the green “Upload” button.

3.5. Batch Upload: "MARC Batch Import/Export" (for electronic records)

Importing a batch of electronic records:

To start:  From the “Cataloging” menu, select “MARC Batch Import/Export”.  Use the screenshot below as a guide for the instructions that follow:

a.  At the dropdown box next to “Record Type”, select “Bibliographic Records”

b.  Next to “Select or Create a Queue”, type in a unique queue name

c.  At the dropdown box next to “Record Match Set”, select “ISBN”

d.  Next to “Holdings Import Profile”, leave the dropdown box blank.

e.  At the dropdown next to “Merge Profile”, select “Add 856”.

f.  At the dropdown next to “Select a Record Source”, select “System Local”.

g.  Click the checkboxes next to “Import Non-Matching Records”, “Merge on Single Match”, and “Merge on Best Match”.

h.  Click the “Choose File” button. Browse to where your record batch is, and select the file.

i.  Finally, click the green “Upload” button.


3.6. Batch Upload: Import with Holdings (On Order Copies) Part 1

Why is this helpful?

  • If your vendor provides MARC records for items in your orders, you can create use Evergreen to add an "On Order" copy of the title during the import process.
  • Acquisitions Module is not required with this method.
  • Facilitates your patrons placing holds on the title before you have it in hand.
  • Helps avoid the issue of empty Bib Records in SPARK which then display in every library catalog.

Step 1: Set up Vandelay/Batch Import Settings (One Time Setup)

Due to Permission Limitations Contact SPARK Support for help setting up any or all of these

You will need:
  • First 5 digits of your library's unique item barcode range
  • Default Call Number Prefix
  • Default Circulation Modifier
  • Default Shelving/Copy Location
Example Vandelay/Batch Import Settings:
Administration --> Local Administration --> Library Settings Editor


Step 2: Download and Install MARC Edit (One Time Setup)

You will need this to:

Step 3: Determine a naming strategy for your vendor records

Example:  xxxx_mm-dd-yyyy_File01 — Brodart_01-01-2021_File01

  • xxxx  Vendor
  • mm  Month
  • dd  Day
  • yyyy  Year
  • File#  In case you split files containing more than 500 records

Step 4: Create your 852 line

❗Tip: Put this line of text in a word doc in the folder you store your vendor files. 

Example:  $bBC_ALT$zOn Order

  • $b  Owning/Circulating Library Short Code
  • $z   Status of item

Once these steps are completed you are ready for Part 2 of this process.


3.7. Batch Upload: Import with Holdings (On Order Copies) Part 2

Step 1: Add 852 Line to Records using MARC Edit



If the file you received from your vendor contains more than 500 records, you should split them up using MARC Edit. See Instructions here.

Step 2: To Preview Records and what they might merge onto in SPARK

  • Select the Record Type: Bibliographic Records
  • Create a queue: [assign a name]
  • Select a Record Match Set: ISBN
  • Select a Holdings Import Profile: Evergreen 852 import and export format
  • Select your File to Upload and click Upload to upload the records to your queue for review.
  • Review the uploaded records in queue.

Step 2 of 2: When you are ready to import the records:

  • Import All Records or Import Selected Records
  • Select a Merge Profile: Match Only Merge
  • Select the following options: Import Non-Matching Records, Merge On Single Match, and Merge On Best Match
  • Click Upload to upload your records.
  • The bib records should be imported into the catalog and the new on order item should be added to the catalog.



3.8. Batch Upload: Using MarcEdit to split large record batches

When using MARC Batch Import/Export to upload very large record batches, the maximum recommended upload size is 500 records per batch.  Anything larger may cause the system to time out while processing the batch during the upload.

If the batch of records you need to upload is larger than 500 records, you can split the batch into smaller sizes by using a program called “MarcEdit”.  To download MarcEdit, go to: https://marcedit.reeset.net/downloads

Note:  MarcEdit is available for both Windows and Mac computers.  Screenshots in the guide below are taken from Windows, but the basic layout and organization is the same for both versions.


 

1.  Open MarcEdit.  From the menu at the top, select “Tools”, then “MARC Processing Tools”, then “MARCSplit”.
          A screenshot of a cell phone

Description automatically generated


2.  At the “MARCSplit Utility” window, make the following changes:

A.   Click the folder icon next to “Source File”.  Browse to where your batch of records is stored, and open it.

B.   Click the folder icon next to “Destination Folder”, and choose a location to save the smaller batches.  To help with keeping things organized, you may wish to create a new folder with a unique name for every batch that is split.

C.   Click in the space under “Records Per File”, and type the number “500”.

D.   Finally, click the “Process” button. 



3.   A message will display, confirming that the smaller batches have been successfully created. 
           



You may now upload the smaller record batches using “MARC Batch Import/Export”.

3.9. Can't find it anywhere? Original Cataloging Help

New bibliographic records should only be created if a matching bibliographic record for your material cannot be found in the SPARK catalog, or from another source via Z39.50.

If you need help with original cataloging, we encourage you to reach out for assistance from your local library, system, or district center.  You can also ask for help on the SPARK Cataloging Listserv – we are eager to help!
 

To create original MARC bibliographic records:

  1. Click the “Cataloging” button at the top of the screen, and select “Create New MARC Record”.

      
  2. Click the drop-down box, and select the appropriate format template.  Then click “Load”.

     

  3. Before anything else, enter fixed-field details in the 008 field (and 007 field, if relevant to the format)!  This is a very important step – if the information in fixed fields is missing or incorrect, the format for your record may display incorrectly in the Evergreen OPAC.
     
    1. If the checkbox next to “Flat Text Editor” is checked, un-check it.

       

    2. Enter 008 details in the fields at the top of the screen. If you right-click in a text-entry area, you can select from a list of all possible values.

       
       
    3. If your format uses a 007 field, fill that out next.  For help, click the blue icon next to the 007 field to bring up a “Physical Characteristics Wizard”.

       
  4. Once fixed fields are accounted for, complete the rest of the MARC record.  You may find it easier to do this by re-checking the box next to “Flat Text Editor”.  When you have completed all of the relevant fields, click the “Save” button.

     
  5. The new bibliographic record is now officially in the SPARK Catalog.  Click the “Add Holdings” button to create a call number and item record for your material (see instructions elsewhere in the Cataloging Support Book).


3.10. Deleting item records

To delete individual item records: 


1.  Go to “Item Status” and enter the barcode(s) of the item(s) to be deleted.



2.  Make sure that the check box next to every row is selected.  Then go to the “Actions” dropdown, and select “Delete Items”.



3.  A message will appear, warning that items are about to be deleted.  Click “OK/Continue”.



4.  The item(s) are now deleted from the catalog (as confirmed by “Item Not Found” notification).



 

To delete groups of item records:



5.  Create a new item bucket specifically to hold item records that are to be deleted:

a.  From the “Cataloging” menu, select “Item Buckets”.



b.  From the “Buckets” dropdown, select “New Bucket”.



c.  Enter a name for the new bucket (such as “Items to delete”), then click “Create Bucket”.



6.  Once all items to delete have been added, open the item bucket.  Make sure that the checkbox next to every row is selected.  Then go to the “Actions” dropdown, and select “Delete Selected Items from Catalog”.



7.  A message will appear, warning that items in the bucket are about to be deleted.  Click “OK/Continue”.



8.  If any of the items being deleted are the last items attached to a bibliographic record, a warning message will appear.  Click “OK/Continue”.



9.  The items are now deleted from the catalog, but the item record listings will still display in the bucket.  To remove them, open the “Items to delete” bucket.  Make sure that the check box next to every row is selected.  Then go to the “Actions” dropdown, and select “Remove Selected Items from Bucket”.



3.11. Deleting bibliographic records

Before deleting a bibliographic record, check to see whether other libraries have item records attached.  If other libraries do have item records attached, do not delete the bibliographic record.

1.  If you delete all of the item records attached to a bibliographic record, the bibliographic record will be automatically deleted.  To do this:

  1. Go to “Item Status” and scan the item barcode.  Then, at the “Actions” dropdown menu, select “Delete Items”.


b.  A warning message will appear; click “OK/Continue”.


c.  The item record has been deleted…

d.  ...as has the bibliographic record.



3.  If a bibliographic record is empty (no item records attached), it may be deleted, as long as the bibliographic record is older than three months:

a.  First, double-check that the record is truly empty:  click the “Holdings View” tab, set “Show holdings at or below” to “SPARK”, and verify that nothing is listed.


 

b.  Then, go to the “MARC Edit” tab, and click the “Delete” button.
 
  

c.  A warning message will appear; click “OK/Continue”

 

d.  The bibliographic record is now deleted from the catalog.


4. Editing, Transferring, and Overlaying

4.1. MARC Tag Field Guide

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For a more printer-friendly version of this guide, see attached PDF.




MARC Tag Field Guide
Created by: SPARK Cataloging Committee, 3/30/2020  |  Last Updated: 1/27/2021
 

General notes:

  • The purpose of this guide is to understand the components and evaluate the quality of a MARC record.
  • For further instructions on proper MARC coding, punctuation, and spacing, consult LOC’s MARC 21 Format for Bibliographic Data:  https://www.loc.gov/marc/bibliographic/


Field

Indicators

Notes

007


Fixed fields.  Use Evergreen’s 007 “physical characteristics wizard” to select each value. See https://sparkpa.helpspot.com/index.php?pg=kb.page&id=439

008


Fixed fields.  Un-check “Flat Text Editor” to edit values.

010

\\

LCCN (Library of Congress Control Number)

020

\\

ISBN.  Mandatory if available.  Add q subfield as needed for format (ie, hardcover, paperback, trade)

  • Hardcover or Trade Paper may be on the same MARC record. 
  • Mass Market Paperbacks should be given their own MARC record.
  • Remove ISBNs for non-matching formats such as e-books, audiobooks, or large print.

024

1\

UPC.  Mandatory if available.

035

\\

OCLC number Do not edit or delete!  MARC records with OCLC numbers are assumed to be of high quality and should be preferred.

082

04

Bibliographic Call Number.  Displays in “Record Summary” section of OPAC display.  Do not remove or substitute with your local call number.

090
092
099

\\



Used (in other consortiums) for local call numbers.

  • Per SPARK policy, local call numbers should be indicated on the item-record level.
  • Do not list local call numbers in 09_ fields (or any other MARC fields).

100

1\

Main entry, personal name.  Author when applicable.  Editors do not belong in 100-tag.

110

2\

Main entry, corporate name.

245

1#

Title information.

  • # for nonfiling indicators: “A” = 2, “An” = 3, “The” = 4
  • Series information should not be included in 245. Use 490/830 fields to indicate series.
  • Per RDA regulations, $h[GMD] should not be included in 245.

246

3\

Varying form of title.  Optional.

250

\\

Edition statement.

260

\\

Publisher info (pre-RDA).

264

\1

Publisher info.  Add if missing, even if 260 field is already present.

  • $a = place of publication ; $b = publisher name ; $c = date of publication

300

\\

Physical description.

336
337
338

\\

RDA fields.  Use the values in SPARK’s MARC templates.

490

#\

Series statement.

  • #:  0 = series not traced ; 1 = series is traced
  • if series is traced, include a corresponding 8XX series field

500

\\

General notes.  May be deleted if clearly of no value, such as “Title from container”.

505

0\

Contents.

508

\\

Production credits.  Normally usually for audiovisual materials.

511

1\

Participant or performer.  Normally usually for audiovisual materials.

520

\\

Summary.  Unformatted information that describes the scope and general contents of the material.

521

#\

Target audience.

  • #:   \ = Audience  ; 0 = Reading grade level  ; 1 = Interest age level ;  2 = Interest grade level

526

0\

Study Program (ie, accelerated reader)

538

\\

System details note.

546

\\

Language note.

6__


Subject headings.

  • At least one subject heading field should be included.
  • Use authorized LOC subject headings (see https://authorities.loc.gov/).
  • Remove OCLC Fast Add headings.

600

10

Subject heading:  Person.

650

\0

Subject heading:  Topic.  Delete any fields with $2bisacsh

651

\0

Subject heading:  Geographic.

655

\7

Subject heading:  Genre/form.  For a list of authorized genre/form terms, consult: https://www.loc.gov/aba/publications/FreeLCGFT/freelcgft.html

700

1\

Added entry, personal name.  For secondary authors, narrators, actors, etc.-

710

2\

Added entry, corporate name.

830

\#

Uniform title series.

  • # for nonfiling indicators: “A” = 2, “An” = 3, “The” = 4
  • Subfield a = series title ; Subfield n = number of part ;
    Subfield p = name of part ; Subfield v = volume of part 

852

\\

Local holdings info.  Leave as is if found.

90_
91_


Local data.  Do not edit or remove.


 

The following tags should be deleted if found:

015


016

 

019

 

029

 

037

 

05_

Any tag beginning with “05”.

92_
through
99_

Any tag beginning with “92” or higher




4.2. 007 Physical Characteristics Wizard

Evergreen has a built-in guide to the 007 fixed field: a "physical characteristics wizard" that lists all options for each value.

To launch the wizard, open a MARC record with a 007 field, and uncheck the box next to "Flat Text Editor".  Then click the blue icon () next to the 007 field.


Use "Previous" and "Next" to move between the different 007 values (the currently selected value is the letter in red).  Use the dropdown box to select the appropriate option.  When everything is set, click "Save".

4.3. 008 guides: Books, Sound recordings, and Video recordings

008 quick reference guide:
Books





008 quick reference guide:
Sound Recordings





008 quick reference guide:
Video Recordings


4.4. OPAC Icons in Evergreen

The attached guide explains which fixed fields in a MARC record control the "format" icon when the record is viewed in OPAC.

(updated 2/24/2020 to include Preloaded Audio icon)

4.5. Circulation modifiers

What is a Circulation Modifier?  A circulation modifier is an assigned value that allows your library to set circulation and hold rules. 

You can report on circulation or collections owned by these categories too.

See the table below for a listing of Circulation Modifiers that are currently available in SPARK.


History of Circulation Modifiers in SPARK:

  • User Group is consulted before additional circ mods are created.  If a new one is added it usually means a lot of policies need to be adjusted.
  • The most recent change to Circulation Modifiers was when High Demand DVD-r was added in November of 2018.   There is a current proposal that High Demand Audiobook should be added.
  • Very few in the community use "New Book".  The high demand modifiers gave a greater range of options, so this one is not set up for new locations.
  • Your location may want to run a report to see if there are any items that are "outliers" and use circulation modifiers that do not have an associated policy at your location.  Be clear with your location which circulation modifiers are to be used and how they are used in Circulation and Hold Policies.



 
CodeNameDescriptionSIP2 Media Type
AudiobookaudiobookCD, Cassette, Playaway
 
Book
Bookbookbook, ebook, large print, paperback, etc.
 
Book
BookClub KitBook Club KitBook Club Kit
 
Other
DVDdvdDVD (including BluRay and HD-DVD)
 
Other
DVD NonfictionDVD NonfictionDVD Nonfiction
 
Other
DVD-RDVD-RDVD-R
 
Book
EquipmentEquipmentdigital camera, projector, remote control, etc.
 
Book
High Demand BooksHigh Demand BooksBooks that don't capture holds outside of owning library
 
Book
High Demand DVD and BluraysHigh Demand DVD and BluraysVideos that don't capture holds outside of owning library.
 
Other
High Demand DVD-RHigh Demand DVD-RDVD-Rs that don't capture holds outside of owning library
 
Book
ILLILLMaterials received to fill ILL requests for library's patrons
 
Book
New BookNew bookOne week circulation
 
Book
RefNoncirculatingnon-circulating materials
 
Book
SoftwareSoftwarevideogames, computer programs
 
Book
e-deviceElectronic Devicedevice used to read or playback downloadable media
 
Book
Gov DocGovernment Documentlocal, state and federal documents
 
Other
KitKitkit, storybox, binge box, portfolio, collection
 
Book
MediaMediaslides, microforms, music sound recordings (LPs, CDs, cassettes)
 
Other
MusicMusicscores, sheet music
 
Other
RealiaRealiaart, toys, puppets, games, puzzles
 
Other
SerialSerialmagazine, newspaper, newsletter
 
Magazine
UnknownUnknowncatchall for copies that do not comfortably fit elsewhere or that failed to associate during a batch process.
 
Book
VideoVideoVHS tapes
 
Videotape








4.6. Holdings templates

Setting up Holdings Templates can save you a lot of time when creating item records.  They also improve consistency and accuracy.  If you plan to always apply the same item attributes to a particular kind of material, you may wish to create a Holdings Template to help automate the process.


The Holdings Template Editor lets you make brand new templates, or edit existing templates.

  • To access the Holdings Template Editor, go to the “Administration” menu at the top of the screen, and select “Local Administration”.  The Holdings Template Editor will be in the middle column, third entry down.
  • You can also get to the Holdings Template Editor directly from the “Edit Holdings” screen.  To do this, click the “Item Templates” tab.
  • Holdings Templates may be saved and exported. This allows you to share templates with another user, and create backups of your templates in case they are accidentally deleted or edited. (See #4 below for instructions.)

1.  To create a new template:

a.  First, click in the blank space next to “Template”, and type in the new template’s name,
b.  Then, set all of the item attributes that you want to be included, and
c.  Finally, click the “Save” button.



2.  To edit an existing template:

a.  First, click the dropdown box, and select the template you want to change
b.  Next, click the Apply button – this will show all of the current settings for the template
c.  Then, make changes to the item attributes as needed
d.  Lastly, click the “Save” button



3.  To apply a holdings template from the Edit Holdings screen:

a.  Click the dropdown box,
b.  Select the template from the list, and
c.  Click “Apply”.

Remember to save your changes at the bottom of the screen!


4.  To create a backup copy of your holdings templates:

a.  Click the “Export” button.

b.  Save the file.

c.  To restore the backup copy, click the “Import” button. Then select the backup, and click “Open”.  (If you want to share your templates with another user, make sure they are logged in before the backup is imported.)



4.7. Transferring call numbers and items

A.  Transferring a call number from one bibliographic record to another:

  1. Open two tabs in your browser.  In the first tab, open the bibliographic record that has the item you want to transfer.  In the second tab, open the bibliographic record to which you want to transfer your item (the “target” record).
     
  2. Go to the tab with the “target” bibliographic record.  Click the “Mark for:” dropdown box, and select “Holdings Transfer”.
     
  3. Go back to the first browser tab, and click the “Holdings View” tab.  Select the row with the item you want to transfer.  Then click the “Actions” dropdown box; under “Transfer”, select “Call Numbers to Previously Marked Destination”.

     
  4. The call number should now be transferred from one bibliographic record to the other.  To confirm the transfer, refresh both browser tabs.

 


B.  Transferring items between call numbers in the same bibliographic record:

  1. Open the bibliographic record with the item that needs to be transferred, and click the “Holdings View” tab.

    1. If the “target” call number is already listed, proceed to Step 2.
       
    2. If the “target” call number does not already exist, you will need to create it.  Click the “Actions” dropdown box, and under “Add”, select “Add Call Numbers”.

       
    3. In the empty space under “Call Number Label”, enter the name of the new call number you want to create.  Then click the “Save & Exit” button.

       
    4. Refresh the window, and the newly created call number will be listed.
       
  2. Select the row with the “target” call number.  Click the “Actions” dropdown box, and under “Mark”, select “Library/Call Number as Transfer Destination”.

     
  3. Select the row with the item you want to transfer.  Click the “Actions” dropdown box, and under “Transfer”, select “Items to Previously Marked Destination”.

     
  4. The item should now be attached to the new call number.  Refresh the screen to confirm the transfer.

 

 

C.  Transferring items between call numbers in different bibliographic records:

  1. Open two tabs in your browser.  In the first tab, open the bibliographic record that has the item you want to transfer.  In the second tab, open the bibliographic record that has the call number to which you want to transfer your item (the “target” call number).
     
  2. Go to the browser tab with the “target” call number.  Click the “Holdings View” tab, and select the row with the target call number.  Then click the “Actions” dropdown box, and under “Mark”, select “Library/Call Number as Transfer Destination”.

     
  3. Go back to the first browser tab.  Click the “Holdings View” tab, and select the row with the item you want to transfer.  Double-check the barcode to make sure you have the correct row.
     
  4. Click the “Actions” dropdown box.  Under “Transfer”, select “Items to Previously Marked Destination”.

     
  5. The item should now be attached to the new call number.  Refresh the screen to confirm the transfer.

     

 

4.8. Overlaying a MARC record

There are four basic steps to follow when overlaying a MARC record:

  • First, locate a poor-quality MARC record in the SPARK database;
  • Second, set the poor-quality MARC record as an “Overlay Target”;
  • Third, find a better-quality MARC record in Z39.50, and
  • Finally, replace the poor-quality MARC record with the better-quality record.
Note:  Temporary (or “stub”) MARC records and minimal-detail MARC records are also good candidates for overlay.




1.  To evaluate whether a record should be overlaid, always start by examining the MARC coding.  To do this, click the “MARC View” tab.



2.  If you decide that the record should be replaced, you need to mark it as a target for overlay.  To do this, go to the “Mark for:” dropdown box, and select “Overlay Target”.



3.  Search Z39.50 for a better MARC record.  When you have found a suitable replacement, highlight the record, then click the “Overlay” button.



4.  If the replacement record needs to be edited, click the button that says “Edit Z39.50 Record”.  Make your changes, then click “Save”.



5.  Finally, click the “Overlay” button.





The process is now complete, and the newly-overlaid record will display.


4.9. Buckets: Creating copy buckets

Creating Copy Buckets

Copy buckets can be created in the Copy Bucket interface as well as on the fly when adding copies to a bucket from a catalogue search or from within the Item Status interface. For information on creating buckets on the fly see Adding Copies to a Bucket (needs section ID).

  1. In the Copy Bucket interface on the click Buckets in either the Pending Copies or Bucket View tab.

    Copy Bucket Interface
  2. From the drop down menu select New Bucket.

    Copy Bucket Interface
  3. Enter a Name and a Description (optional) for your bucket and click Create Bucket.

    Copy Bucket Interface

    The bucket can also be set as Publicly Visible at this time.

The functionality for making buckets publicly visible does not appear to be in place at this time.

Editing Copy Buckets

  1. In the Copy Bucket interface click Buckets in either the Pending Copies or Bucket View tab.

    Copy Bucket Interface
  2. From the drop down menu select the bucket you would like to edit. The bucket will load in the interface.
  3. Click on Buckets.
  4. From the drop down menu select Edit Bucket.

    Copy Bucket Interface
  5. Update the desired information and click Apply Changes.

     
    Note--The functionality for making buckets publicly visible does not appear to be in place at this time.

    © 2008-2017 GPLS and others. The Evergreen Project is a member of the Software Freedom Conservancy.

    Creative Commons License

4.10. Uploading Barcodes in batches

Summary:  If you have report output that includes item barcodes and you want to do some batch edits, upload in small batches via Search-->Search for Items by Barcode.   Upload a .csv file (the file can contain only barcodes, nothing else)

Sign up to watch a video that shows how to create/edit a .csv file and upload it



Use this feature to upload small batches of items to the item status screen. 

You can batch edit from the action menu, edit just those checked or open all after they are uploaded.

It is not recommended to upload more than 500 at a time.  Smaller batches are always better.

You can also upload patron barcodes in batches to User Buckets


This is a handy feature when you have a lot to review or change in batches.

4.11. Buckets: Sharing buckets

Record Buckets and Item Buckets

After you have created a bucket, find the Bucket ID.   It is listed at the top of the screen, or at the end of the URL.

You can share this number with anyone who needs to access the bucket.  

A bucket number is a handy number to share with SPARK Support when you are submitting support requests.

How To Open a Shared Bucket:

  1. In the Copy Bucket interface click Buckets.  You can use the Bucket View tab.
  2. From the drop down menu select Shared Bucket.
  3. Enter the bucket ID number-->Load Bucket.
  4. The shared bucket will display for you to work with its contents.



Permissions are needed to ensure you can share buckets with people outside your organization.  This is a current project SPARK is working on.

4.12. Using "MARC Batch Edit"

MARC Batch Edit allows you to make changes in batch to groups of MARC records.  This is a very powerful feature, and the potential exists for a user to cause unintended harm to the SPARK-wide catalog.  If you have any questions, please reach out to the Cataloging Community or to SPARK Tech Support before using MARC Batch Edit!

Before opening MARC Batch Edit, place all MARC records that you wish to edit into a single Record Bucket.



To access MARC Batch Edit, go to Cataloging --> Marc Batch Edit.

a.  First, select the Action you wish to perform.  At the dropdown next to “Action (Rule Type)”, select either “Replace”, “Add”, or “Delete”.

b.  In the text entry area next to “MARC Tag”, enter the MARC Tag you wish to edit.

c.  If you only want to make changes to a specific subfield – in the text entry area next to “Subfields (Optional)”, enter the subfield you wish to edit.

(Only take steps “d” and “e” if you are adding or replacing data…)

d.  In the text entry area next to “MARC Data”, type the full, exact text for the information you wish to add or replace.

e.  The space underneath “Update Template Preview” will show what your changes will look like.  If things do not look 100% correct, proceed no further!

f.  Make sure that the dropdown next to “Record source” is set to “a Bucket”.  At the dropdown underneath, select the bucket that contains the records you wish to edit.

g.  Finally, click “GO!” to execute the batch change.



4.13. Working with Pre-Cats.

What are "pre-cat" records?

  • A pre-cataloged item is, essentially, an item record without a bib record.
  • People use them for a variety of things:
    • Inter-Library Loans
    • Checkout of items where they don't want an item record in the catalog, ie: equipment that circulates in-house
    • If a patron wants to check out a book on the shelf that has a barcode, but no item record, and you don't want to hold the patron up, you can circulate it as a pre-cat checkout, and take care of cataloging when the item gets back
  • Because precats are item records without a bib record, they can't have holds placed on them, and they can't be seen by patrons in the catalog.


How are pre-cat records created?

  • Unlike most item records, pre-cat records actually start off in the circulation module. The pre-cat creation happens right at the time of checkout.
  • Suppose a patron comes to pick up an ILL book:
    • If you scan the barcode into Check Out, an message comes up saying "Barcode ____ was mis-scanned or is a non-cataloged item"
    • Enter the Title (at minimum) and the Author (optional but recommended).
    • You can use the ISBN field to enter the ISBN, or to enter an access number for ILL.
    • Select the appropriate Circulation Modifier so that the item will circulate for the appropriate duration
      Finally, click "Precat Checkout"
  • When the item is returned and the barcode is scanned into "Check In", an Alert message will display saying that "This item needs to be routed to Cataloging." At this point, the person checking the material in should send it along for proper cataloging, or (if an ILL) send it back where it came from, whatever the procedure is.


When should pre-cat records be deleted?

  • Once pre-cat materials have been returned, we recommend that you delete the pre-cat item record.
    • Scan the barcode into "Item Status", right-click, and select "Delete Items".
    • A message will display, asking if you want to permanently delete the record; select "OK/Continue"
    • The "Item Not found" notification will confirm that the pre-cat item record is deleted.
  • If the pre-cat is something you want to be a part of your regular collection, delete the pre-cat record, and start again from scratch by cataloging it as you would any other item.


Very important: Never edit TCN-1!

  • All precat records are linked to TCN-1. TCN-1 is essentially a "blank" bibliographic record, linked at a consortium level to every pre-cat in SPARK.
  • Never, NEVER try to make changes to TCN-1!
    • Do not try to edit the MARC information
    • Do not try to place holds, or add any holdings directly onto TCN-1
    • Do not try to merge it with another record
  • If TCN-1 is changed, it will screw up every pre-cat throught the SPARK catalog.


To prevent accidental creation of pre-cat records:

  • If your library uses "13-digit plus a check-digit" for barcode symbology, make sure you have the "Strict Barcode" box checked at the "Check Out" screen. This can help prevent accidental mis-scans leading to unnecessary creation of pre-cat records.
    • With the "Strict Barcode" box checked, a "Bad Barcode" message will display when invalid barcodes are entered at "Check Out"
    • Compare the barcode in the error message with the barcode on the item
    • If they do not match, click "Cancel" and try scanning again.


In conclusion:

Remember these things about Pre-Cats:

  1. They are meant to be one time use. Do not try to re-use, edit, or merge them.
  2. Leave TCN-1 alone! Do not try to change MARC information, add holdings, or merge.
  3. Pre-Cats cannot be targeted for holds or viewed in the OPAC.
  4. Keep "Strict Barcode" selected to avoid accidentally creating pre-cats from mis-scans.

4.14. *** NEVER ever edit the MARC in Bib Record TCN-1!

The Bib Record with ID TCN-1 is reserved for all pre-cats. This MARC Record should never be edited.

If it is edited, every pre-cat in the system will take on those characteristics. It will change the over 20,000 pre-cat items in the System and make the record display in the catalog as though it is available.

The record should always look like this:

https://cportal2.esilibrary.com/index.php?pg=file&from=3&id=12443&reqid=35748lhyahf&reqhisid=410110



How Does Editing the TCN Actually Happen?  DON'T DO THIS. 

If a person accidentally scanned the barcode in Item Status and then clicked on the MARC link that appeared.  They added and edited Fields on this record. (I assume they had to save the changes too.)   This causes system chaos because the TCN-1 is a shared bibliographic record. 

Please report to Support if you edit the TCN by accident.



4.15. Steps for restoring the TCN-1/ID-1 record if it's edited

1. Create or Find a Pre-Cat.  
2. Call up barcode in Item Status.
3. Click on the MARC hyperlink.
4. Go to MARC Edit tab.
5. The record will appear as in the example below. At this point you can edit the heck out of the MARC record.
6. Fix it by removing all tags except the ones in the screen shot


Here are more recent Instructions:
  • To access the pre-cat bib record's MARC, you will need a pre-cat item's barcode (for example: 39427103168027).
  • Go to Search for Items by Barcode and enter the barcode for the pre-cat item.
  • Click on Actions and under "Show" click Record Holds.
  • When the record comes up, you can then click on MARC Edit or MARC View as needed.


Here is what the record should looks like:
 
<record    xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"    xsi:schemaLocation="http://www.l
oc.gov/MARC21/slim http://www.loc.gov/standards/marcxml/schema/MARC21slim.xsd"    xmlns="http://www.loc.gov/MARC21/
slim"><leader>         a              </leader><controlfield tag="001">-1</controlfield><controlfield tag="003">Tru
e</controlfield><datafield tag="901" ind1=" " ind2=" "><subfield code="a">-1</subfield><subfield code="b">AUTOGEN</
subfield><subfield code="c">-1</subfield><subfield code="t">biblio</subfield><subfield code="s">oclc</subfield></da
tafield></record>
 
 
 
index.php?pg=file&from=3&id=12443&reqid=35748lhyahf&reqhisid=410110
 

 

Questions for SPARK Community Input:
1.  What Staff Permission Profile allows an account to edit the TCN-1?  How can we reduce the risk of accidentally making an edit to this record?
2.  Who should be responsible to correct the problem when it is found? 
3. What is the expected timeline for correction of the error?
4. What documentation do we need to reduce our risk of this happening again and to increase our ability to respond if it does? 


 

5. Non-book formats

5.1. E-Resources: Using MarcEdit to add $9 to field 856

All eRecords that you import into SPARK must have a customized 856 field, with:

  • $u, containing: a hyperlink to your library’s e-record
  • $9, containing: the “short code” for your SPARK location
  • Optional:  $z, containing: a custom message to display rather than the text of the hyperlink

If the eRecords that you want to import do not have $9 in 856, you can add it in batch using a program called “MarcEdit”.  To download MarcEdit, go to: https://marcedit.reeset.net/downloads

Note:  MarcEdit is available for both Windows and Mac computers.  Screenshots in the guide below are taken from Windows, but the basic layout and organization is the same for both versions.
 



  1. Open MarcEdit, and click on the icon that says “MARC Tools”:


  2. Click the folder icon next to “Open”, browse to where the batch file is stored, and open it.  The batch should be in “.mrc” format.


  3. In order to edit the file, you need to convert it from “.mrc” to “.mrk” format.  Click the folder icon next to “Save As…” – browse to where you want to save the file on your computer, then click “Save”.


  4. Finally, to convert the file, click “Execute”:


  5. A message will show that the conversion was successful.  To edit the converted file, click “Edit Records”:


  6. The next screen will show the MARC coding for your e-records.  To make your batch changes, go to the “Tools” menu, and click “Edit Subfield Data”:


  7. The window that pops up will say “Edit Subfield Utility”.  Take the following steps:
    1. In the area under “Field”, enter 856
    2. In the area under “Subfield”, enter 9
    3. In the area under “Replace with”, enter the appropriate shortcode for your location
    4. Click the box next to “Add subfield if not present”
    5. Click the box next to “Match case”
    6. Finally, click the button that says “Replace Text”


  8. A warning box will appear, asking you to confirm that you want to continue.  Click “Yes”.

  9. Another message will appear, confirming that modifications were successful.  Click “OK”.  Then, click the “Close” button:


  10. Lastly, convert the “.mrk” file back into “.mrc” format.  Go to the file menu, and select “Compile File into MARC”.  Choose a file name which will make it clear that this is the “.mrc” file that has been edited.  Then click “Save”.

5.2. Ebooks: Adding ebooks to the catalog by editing the 856 in the Import Queue

Access to ebooks is restricted to libraries or library systems through the 856 tag.

The $9 subfield in the 856 tag needs to contain your local library or library system's SPARK Org Unit short code to make the item appear in your catalog.

Below:

  • download instructions provided by Equinox to add the needed information to the 856 tag using the Import Queue in Evergreen. 
  • download instructions created in 2018 by York County with their process.

Here's a library staff note to accompany the Adding eRecords to the Catalog, which is York's process documentation:  "There is no difference between the way we uploaded for Overdrive or Hoopla vs Axis.  I always upload my records first, BEFORE I import them, to compare matches and make sure my records look good and my subfield 9’s are present.  If Axis is directly sending them files like we get, it should be the same process.  If the vendor is not adding the $9’s, they will need to add them in MARC Edit.  There are different kinds of matches.  In the documentation it goes into eMatches as well as physical book/audio, etc. matches caused by bad ISBN’s.  If you have more than one match, pick the better one and/or the one with the most libraries on it.  With matches, selecting only Merge on Single Match and Merge on Best Match will automatically keep the record Evergreen thinks is the best and import your library’s 856 onto it.  The thing to remember with matches is they can be GOOD (i.e. the same item you are trying to import and yes, you may see more than one “good” record match) or BAD (there is an ISBN in the record that is causing a match to an item that isn’t in eFormat and you must remove the bad ISBN to import your record) or a mix of the two.  Every match must be looked at individually.”

5.3. Periodicals

Many libraries in SPARK do not use Evergreen's Serials module for adding magazines and serials, but if you are interested, please inquire.



Instead they attach the magazine item copy to a bibliographic record, similar to the process of adding a book to an existing bibliographic record. 

Some locations use a Bibliographic Record for each year's issues, others keep all titles on the same record.

Magazines are currently a little messy in our shared bibliographic catalog.


Highlighted idea: Use a standard call number format for entering your magazines.  Add your items/copies to the same bibliographic record every time.  Ensure you have a standard protocol for barcode placement and call number format.


Instructions:

  1. Search for and Find the Magazine or Serials record for the Item in Hand.
  2. Go to the Holdings View tab.
  3. Select the library to which you would like to add a volume and copies and right click, or click Actions and select Add Volumes and Copies.   Note: If you are adding the first volume at your library, right click under the Owning Library column and select Add Volumes and Copies.
  4. A new tab will open that contains the volume/copy editor.   Enter your call number information (e.g. CR APR 2018) – please do not leave this call number field blank - and scan in the new barcode you are affixing to the item.
  5. Create your item record by applying a copy template or manually editing the fields. It is recommended that you create a Magazine copy template for this purpose.
  6. Click Save & Exit to create the new copy.
  7. Refresh the Holdings View screen to see your newly created copy.

If your library is interested in learning how to use the Serials Module of Evergreen for more accuracy, to use routing lists, to claim issues that do not arrive if you use a vendor, or just to try a different workflow, start by looking at the Evergreen Community documentation about the Serials Module.  If it interests you, contact SPARK support to work on an implementation plan. Cool features like routing slips are available. Existing members who use the module may be able to offer ideas.

5.4. Kits

The Office of Commonwealth Libraries often distribute kits, such as STEM kits, to Pennsylvania Libraries.

There may need to be a couple of variations of the catalog record:

  • Some locations barcode and scan each part of a kit
  • Others keep the kit together and only have one barcode for the kit with its contents list.  
  • Some may want to use the Booking Module because many of these kits need to be reserved for use by libraries.  

While it was discussed in the June 2019 meeting of the Cataloging Committee, no final decision was made on how to best handle kits. 

When you receive a kit, please check the SPARK catalog to see if there is already a record for the kit and catalog appropriately.

If there is no record, please send an email to Cataloging listserv, and the community can work together to ensure a correct record into the catalog.



5.5. Audio-Enabled Books

"Audio-Enabled Books" are pre-loaded digital audiobook players, permanently attached to the inside of a hardcover book. Two common versions are "Playaway Wonderbooks" and "VOX Books":



 
 

The proper OPAC format for audio-enabled books is "Preloaded Audio".  The display icon for this is:


To make a record display in this format, go to "MARC Edit" and unclick "Flat Text Editor". Set the fixed-field Type to "i", and Form to "q". Finally, click "Save". Refresh the screen, and the icon will change to "Preloaded Audio".

6. Spine labels

6.1. Printing spine labels ONLY (no pocket labels)

To remove pocket labels and print only spine labels-

Remove the Pocket Label by clicking on Label Template (visible to the right, above Call Number Preview).
 
First Save the default by typing a name in Template, e.g. Pocket and Spine,  and then clicking Save.
 
Scroll down in the big text box and remove the section that begins with <!-- Pocket Label contents -->.
 
In the Template box at the top, type a  different name, e.g. Spine Only,  and click Save.
 
Choose this new spine label template to use when it's time to print.

6.2. Setting up Dymo Spine Labels

Instructions from the York County Library System

6.3. TSC TTP-247 spine labels

These instructions were created by a staff member at Scranton Public Library after attendance at the Evergreen Conference in late April 2019. 

Note: This page includes only the text.  Download the full document to see screenshots and images to complement the instructions.

TSC TTP-247 Spine Labels from Webby

Step 1: Configure TSC TTP-247 Printer.

  1. Make sure your printer drivers are up to date.
  2. Under My Computer à Open Control Panel à Devices and Printers
  3. Right click on your TSC TTP-247 printer and select "Printing Preferences".
  4. Under the Page Setup Tab, edit your stock.
  1. Under the stock tab, put in the appropriate media and type.

Step 2: Build Your Print Template

  1. From item status, item bucket, or holdings view, select Actions à Print Labels.
  2. Configure your settings tab. Make sure you save your template.

Step 3: Configure your Print Dialog box

  1. From the label settings, click Print in the upper right hand corner to prompt the Print Dialog Box.
  2. Click on More Settings and select the name of the paper size you created in Step 1.
  3. Set margins to none and make sure options for background graphics and headers and footers are deselected.
  4. Adjust Scale if necessary.

 

You will get one blank label at the end of your print queue. I haven't been able to find a way to eliminate this yet.

Troubleshooting

  1. The Print Dialog box won't open when I click on Print.
    1. Make sure Hatch is disabled. Spine Label printing does not work well with Hatch. It is recommended that you either remove Hatch completely from the workstation or, if you need Hatch for other functions, create a second Chrome profile without Hatch to be used specifically for cataloging and spine label printing.
  1. I have a lot of blank labels in between printed labels.
    1. Double check your Label Template and printer configuration. Pay special attention to your gap height.
    2. Try adjusting your scale in the print dialog. We found scaling back to 95 eliminated blank labels in between printed labels.
  1. I don't like the font/style.
    1. You can change font, size, and weight.  
    2. We tested the following fonts and found that they worked well: Arial, Arial Black, Garamond, Courier, Comic Sans MS, Verdana.

6.4. Other documentation

The Evergreen Consortium in Georgia has some helpful documentation on Spine Label printing here:

https://pines.georgialibraries.org/dokuwiki/doku.php?id=cat:spine-label-printing

The page includes instructions for printing lables with Continuous Rolls, using Sheet Printing and using Third Parties like Bartender.



CC Attribution 4.0 International

7. Other cataloging features

7.1. OCLC: Adding and deleting records for OCLC accounts

Instructions for Batch Adding and Deleting Records using the OCLC Connexion Client.

For use by OCLC members only.

7.2. Cover images

7.2. Cover images

SPARK contracts with ChiliFresh, which powers our ChiliPAC, to supply cover art images to the catalog.  Cover art errors and omissions can sometimes occur!

ChiliFresh retrieves images based on the following identifiers found in bibliographic records:

  • ISBN
  • UPC
  • ISSN

Before opening a support ticket about a missing or incorrect cover image, please verify all the ISBNs on the record at isbnsearch.org or your favorite source for checking ISBNs. If there are multiple ISBNs in a record, the wrong cover art could be coming from one of them.

If the incorrect ISBN or UPC is removed the cover will typically correct itself within 48 hours.

Some books have several covers depending on the edition, so please check that the image is not a jacket from another version causing it to look different from the title in hand.

The UPC in the 024 field can also influence cover art. If that field is present in the record, please check to make sure that it is correct.

The "blank image" rule will trigger when no image is available. If there is no image available, a "no image available" placeholder will appear.

After you have checked all the ISBNs/ISSNs and UPCs and you are confident that the record is correct but the cover image is incorrect, please open a ticket with SPARK Support and include:

  1. TCN for the record
  2. Link to the public catalog page
  3. Link to the image you expect it to display
  4. Any other relevant information

SPARK Support will then update the cover image.


7.3. SHAREit: Correcting failed records

PaILS Support Staff complete a quarterly export of records to AccessPA which go through the full file replacement process so that your library's items are kept current and can be requested through statewide Interlibrary Loan via SHAREit.

Full file exports from SPARK are generated on:

  • January 1st
  • April 1st
  • July 1st
  • October 1st

The exports include holdings received or weeded before each of those dates. The export file is uploaded to ACCESSPA within the week and the fail file is available once the vendor (Auto-Graphics) finishes processing it. This usually takes less than a week but can also take up to a month depending on the vendors schedule.

After each export, it is a good idea to verify that things went as expected in the import.  Cataloging staff should take a quick look at Access Pennsylvania to make sure holdings seem correct.  It's a good idea to spot check a few new items, weeded/discarded items, and any others you have corrected since the last upload to make sure things are correct.  If there are problems, send the examples to SPARK Support so we can compile and send on to AccessPA.

Why do records fail to upload?

When PaILS Support staff complete quarterly updates in SHAREit, we receive an email from HSLC with a link to the records that "failed" to load in the database. These records might fail for a number of reasons.

AccessPA will reject a record for upload if said record:

  1. Lacks a title (MARC tag 245); or,
  2. Lacks a publisher (MARC tag 260 $b, or MARC tag 264 $b); or,
  3. Contain fewer than six MARC fields in the entire record.

Some libraries have requested access to the failed records file so they can view and correct their records. Since the records are loaded as the combined catalog, it can be difficult to find and isolate records from a particular library. 

Use this workflow to find your library's "failed" records:

1.  Download a copy of the fail file, pails.fail.mrc

  • A copy of the most recent fail file is attached to the bottom of the page.
  • You can also go to https://agcloud.auto-graphics.com/index.php/s/wjH0bY9mbCM3xtC
  • Access is password-protected; please contact SPARK Support for the password. Open the folder named FAILRECORDS, and look for the file called pails.fail 
     

2.  Download a program to open the list of MARC records.  We recommend the application "MarcEdit", which is available for download here: https://marcedit.reeset.net/downloads
 

3.  Open MarcEdit, and click the "MarcEditor" icon.

 
 

4.  At the next window, go to "File --> Open".  Browse to the location where you saved the fail file.  Select "MARC Files (*.mrc)" from the dropdown box, and open the fail file.


 

5.  Press Control-F to bring up the find function.  In the space next to "Find what:", enter $b plus your library's SPARK short code (ie, $bSOC for Somerset).  Then click the "Find All" button.


 

6.  Select a line from the results, and click "Jump to Page" to view the failed MARC record. Note that "$bSOC" is found TWICE or more per 852 line, so the correct number of found records in this search is often half of the number of times the "$bSOC" was found.

If you would like to export a list of all your records including the TCN, see directions further down this page.

Please remember:

Once you have located your failed records, and you have identified why the record failed, you still must correct them in Evergreen!

Find the records in Evergreen, make corrections, and save the changes.  This way, the improved records will be included with the next quarterly upload to SHAREit.

When correcting your records, please adhere to the guidelines in Cataloging in SPARK.

   

Exporting your library Failed Records

Using some of the advanced features of MarcEdit, it is possible to export a list of everything you need to correct, including the TCN of each problem record.  If you wish to do this, here are directions:
 

1.  Follow steps 1 through 4 from the instructions above.
 

2.  Once the Fail File is open, go to the "Tools" menu, and select Swap Subfield Data


 

3.  Make the following changes:

    1. Under "Original Data", in the area beneath "Field", enter 001

    2. Under "Modified Data", in the area beneath "Field", enter 852

    3. Also under "Modified Data", in the area beneath "Subfields", enter t

    4. Under "Search Options", make sure the boxes are checked next to Copy Source and Add to existing field

    5. Finally, click the Process button


 

4.  A box will appear, telling you how many changes were made.  Click OK
 

5.  Press Control-F to bring up the "Find" function:

      1. In the area next to "Find what", enter $b plus your library's SPARK short code (ie, $bBANG for Bangor)

      2. Then, click the Find All button


 

6.  In the search results, the TCNs will be included under "Found Text" as the final entry of each line.  To save your list of records as a text file, click the icon indicated below (the one that looks like a green arrow going into a folder).  Enter a name for the text file, and  click "Save"


 

7.  You can now open the text file, and copy the TCN from each line.  Go to the Evergreen web client, and from the "Cataloging" menu, select Retrieve Bib Record by TCN


7.4. SHAREit: Logging in to AccessPA in z39.50 in SPARK

Please contact SPARK support for the current login information.

7.5. Digital Bookplates (also known as Copy Tags / Item Tags)

Digital Bookplates (also known as Copy Tags / Item Tags in various screens and versions of Evergreen, so these terms are used inconsistently in documentation) allow your location to add a tag to draw attention to a feature of your particular copy.

SPARK Libraries have agreed on the following Digital Bookplate / Item/Copy Tag Types:





They can be searched in the catalog. They were designed for memorial, honor, and special item recognition for items in the catalog. 

Permissions:

In SPARK below are currently assigned to the Library Admin and Technical Services permission group.  As we look at scope of permissions, this may be revised so that Copy Tags can only be administered by User Group decision.

  • ADMIN_COPY_TAG_TYPES: required to create a new tag type under Server Administration→Copy Tag Types  (Only PaILS Support staff can add a new type: this is intentional to keep the list limited.)
  • ADMIN_COPY_TAG: required to create a new tag under Local Administration→Copy Tags
  • UPDATE_COPY is required to assign a tag to a copy

Library Settings: 

OPAC: Enable Digital Bookplate Search is set to True for the search option to be available in the catalog. This is set to true at the SPARK level; this is a system standard setting that the SPARK Community has agreed to.   This means that patrons can search the catalog by the Digital Bookplates



Create Copy Tag Types  (Only SPARK Support staff can create new types)

  1. Go to Administration→Server Administration→Copy Tag Types.
  2. In the upper left hand corner, click New Record. A dialog box will appear. Assign the following to create a new Copy Tag Type:

    1. Code: a code to identify the copy tag type.
    2. Label: a label that will appear in drop down menus to identify the copy tag type.
    3. Owner: the organizational unit that can see and use the copy tag type.
  3. Click Save and the new Copy Tag Type will appear in the list. Next create the associated Copy Tags.


Create Copy Tags

  1. Go to Administration→Local Administration→Copy Tags.
  2. In the upper left hand corner, click New Record. A dialog box will appear. Assign the following to create a new Copy Tag:

    1. Copy Tag Type: select the Copy Tag Type with which you want to associate the new Copy Tag.
    2. Label: assign a label to the new copy tag.
    3. Value: assign a value to the new copy tag. This will display in the catalog.
    4. Staff Note: a note may be added to guide staff in when to apply the copy tag.
    5. Is OPAC Visible?: If a copy tag is OPAC Visible, it can be searched for and viewed in the OPAC and the staff catalog.
    6. Owner: select the organization unit at which this tag can be seen and used.
  3. Click Save and the new Copy Tag will appear in the list.
media/copytags3.PNG




Creating and Applying a Copy Tag During Cataloging

Copy tags can be created in the Copy Editor on the fly while cataloging or viewing an item:

  1. In the Copy Editor, click on Item Tags. A dialog box called Manage Item Tags will appear.
  2. Select the Tag Type from the drop down menu and type in the new Tag you want to apply to the item. Click Add Tag, then click OK. The new tag will be created and attached to the item. It will be owned by the organization unit your workstation is registered to. The tag can be modified under Admin→Local Administration→Copy Tags.

Removing Copy Tags from Copies

  1. 1. In the Copy Editor, click on Item Tags. A dialog box called Manage Item Tags will appear.
  2. 2. Click Remove next to the tag you would like to remove,and click OK.
  3. 3. Click Save & Exit. The copy tag will now be removed from the catalog

Applying Copy Tags in Batch

Copy tags can be added to multiple copies in batch using Copy Buckets. After adding the items to a copy bucket:

  1.  Go to Cataloging→Copy Buckets→Bucket View and select the bucket from the Buckets drop down menu.
  2.  Select the copies to which you want to add the copy tag and go to Actions→Apply Tags or right-click and select Apply Tags
  3.  The Apply Copy Tags dialog box will appear.
  4.  Select the Tag Type and enter the Tag. Click Add Tag, then click OK. The copy tag will now be attached to the copies.

 

Editing Tags

Existing copy tags can be edited by selecting a tag and clicking Actions→Edit Record or right-clicking on a tag and selecting Edit Record. The dialog box will appear and you can modify the copy tag. Click Save to save any changes. Changes will be propagated to any copies that the tag has been attached to.

Deleting Tags

Existing copy tags can be deleted by selecting a tag and clicking Actions→Delete Record or right-clicking on a tag and selecting Delete Record. Deleting a tag will delete the tag from any copies it was attached to in the catalog.


 

7.6. Non Cataloged Types

Administration-->Local Administration-->Non-Cataloged Type Editor.

This is a very handy feature of Evergreen to track use counts in a different way. 

Libraries use it in many ways to count things used, events attended, people in attendance, to loan items that aren't cataloged (and won't be "checked in" on return), etc. 

Current uses in SPARK include: computers, password distribution for wi-fi, magazine, seeds,  community collections, ILLs, parking passes, bathroom keys, and other what-nots.  

There is not a Best Practice in the consortium for these, but there are many ideas.  Existing SPARK level non-cataloged types are under review for workflow effectiveness.


Make careful decisions about which non-cataloged types you enter:

  • In-House Use: Typically used for program attendance or tracking things used inside the building.  These are not attached to a specific patron account.
  • Non-Cataloged Circulations:  These items are charged to a patron barcode to track items you lend them that don't have a barcode.  These items don't get "checked in" but will appear as checkouts on their account and go away when the date due comes. 


Understand how Non-Cataloged types will be considered in your Evergreen Reports and other statistic collection workflows at your location.



To create Non-Cataloged Types:

Focus Location should be your Org Unit.   If you can see other ORG Units, do not Edit them.

Tips for Filling out the Form:  DO THIS ON THE TEST SERVERS FIRST unless you are experienced.  Try it out, test it works as you desire, then do it on production. 

  • You can Create a new one at the top or Edit which opens the current settings.
  • Enter a name for the type of Non-Cataloged material or thing you are tracking use of.
  • Choose the desired duration.  This period of time will be used to calculate a due date that is displayed to the patron for non-cataloged circulations.  The item will be is removed from the My Account view the day after the due date.
  • The Circulate In-House? checkbox makes it in-house circulation, if the box isn't checked it will be a non-cataloged circulation.



Notes:
Deleting is not known to work easily.  If there is any data associated with that field, it won't delete.  
If you make an error in entry, it must be removed on the database side.  Be careful when entering numbers here. 
Permission Notes:
  LibAdmin can edit the Non-Cataloged Types at your location.


When Non-Cataloged Types are configured for your location, they are used from the Circulation Menu: Record In-House Use:

Enter or select the # of Uses in the first box and select from the dropdown menu to type of In-House Use or Non-Cataloged Use that you want to record.  Then use Submit.



7.7. Bib Source

Bibliographic Source Variables are used in our catalog. 

Bib source is set at Select a Source in the image from MARC edit below:

Items with some Bib Sources display in all local catalogs, whether there is an item or not. 

Example: Project Gutenberg as a Bib Source will make the record display in all location catalogs: 


When in doubt, use oclc or System Local.


Here's a clip from Evergreen Documentation about them:


8. Online resources and documentation

8.1. Documentation and Web tools

Documentation




Web Tools


8.2. Library of Congress: ISBN field guidelines

Learn about the importance of the 020 Field in a proper MARC bibliographic record.

https://www.loc.gov/marc/bibliographic/bd020.html 

SPARK Cataloging guidelines suggest that you should remove ISBNs that are not the same item format, example, remove all audiobook or e-record or Large Print ISBNs if you are adding the record for a regular paper copy of the book.

Even if you are importing a record, you should check the ISBNs to make sure they are correct.

The ISBNs also help to populate the cover art that displays in the catalog.


Note: It is ok and expected to have multiple ISBNs for print books.  Children's materials are especially difficult because they wind up with different bindings and printings that are, essentially, the same book, just in a different wrapper/binding.  All of these can and should be included on the same bibliographic record.

8.3. Library of Congress: "MARC 21 format for bibliographic data"

Link to MARC 21 Format for Bibliographic Data 

MARC 21 Format for Bibliographic Data

8.4. Library of Congress: "Understanding MARC authority records"

Link to Understanding MARC Authority Records

Understanding MARC Authority Records

8.5. Library of Congress: Understanding MARC bibliographic

Link to Understanding MARC Bibliographic: Machine-Readable Cataloging

Understanding MARC

8.6. Library of Congress: Authority headings

Link to Library of Congress Authorities Search

Library of Congress Authorities

8.7. North Texas Libraries Consortium: "Cataloging Standards and Manual"

North Texas Libraries Consortium: "Cataloging Standards and Manual"

8.8. Cataloging parties

Cataloging Parties and SPARK: A (Very Loose) Proposal

written by Jonathan Moore, Cataloger, Wyomissing Public Library

Friday, May 24, 2019

When I attended the 2019 Evergreen International Conference, one of the most interesting events for me was a session led by Anna Goben of Evergreen Indiana. Her presentation was titled "Catalogers Know How to Party", and it described a unique process their cataloging community has developed to offer support to member institutions.

I believe the theory behind what Ms. Goben described could be very helpful to SPARK. In the following outline, I will attempt to describe how such a resource-sharing venture could be applied to our community, and what the inherent requirements and benefits would be.

What:

  • A Cataloging Party would be a day-long event, where catalogers from multiple SPARK institutions gathered at one library and volunteered their services to help address specific cataloging needs.

Where:

  • At any SPARK library with significant quantities of items that needed either to be newly cataloged, or to have significant editing or review.
  • Smaller institutions, with fewer staff devoted to cataloging, would find particular benefit.
  • Institutions that recently migrated to our system, and discovered problems with their newly-transferred records, could also find this concept useful.

Who:

  • Catalogers of all skill levels could participate, as most work would be done on the copy cataloging level.
  • Considering that SPARK includes members from all parts of the state, the geographic location of the target library would probably play the largest part in determining which catalogers are involved.

When:

  • Realistically, the timing for cataloging parties would need to be based around the availability of guests.
  • Once a date is established when the most number of catalogers could help, the host library would need to change its schedule to accommodate — setting aside a portion of the building to provide workspace, or even closing the doors to patrons for an afternoon if needed.

Why:

  • First and foremost, because the only real way to improve the collective SPARK catalog, is to improve individual SPARK member catalogs. Many of our institutions do not have the staffing necessary to meet even their basic cataloging needs. Many others have very limited cataloging staff, and cannot "do any more" than they are currently doing. Cataloging parties would provide at least a partial way to address each of these needs.
  • Secondly, because catalogers in SPARK have shown that they are more than ready to give of their time and services. We volunteer to participate on the Cataloging Committee, we volunteer to serve on special SPARK projects, we volunteer to train and help each other, and we volunteer our time to attend User Group meetings and conferences. Given the chance to help with a project like this that would provide such a clear benefit, I have no doubt that our catalogers would jump at the chance.
  • Finally, because the best way to convince someone that they should help support a group effort, is by showing them how much good that collective help can do. SPARK is built on community and member participation. If we show our members that we are willing to "go the extra mile" for them, they will be the most likely to return the favor.

In conclusion, I do not want to pretend that something like a Cataloging Party would be easy to make happen — the logistics of coordinating volunteers, providing equipment, and organizing the work would be significant. I also freely admit that one Party could not realistically solve all of a library's cataloging problems — even given a massive number of participants, there is only so much that can be accomplished in one day or one afternoon. But even considering the inherent difficulties, the collective benefits of a Cataloging Party would be more than worth the effort.

 

 

 

9. Training videos, level 1: "Local Cataloger"

9.1. Getting started

This SPARK Cataloging Training Video shows how to get started with Evergreen cataloging.  Topics include:

  • Logging into the web client
  • Training Server vs. Production Server
  • Register a workstation
  • The Home Page
  • Search Menu
  • Cataloging Menu


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.2. Workstation configuration

This SPARK Cataloging Training Video shows how to configure your Evergreen workstation.  Topics include:

  • Settings
  • Shortname (Org Unit codes)
  • Default Search Library
  • Preferred Library
  • Advanced Search Default Pane


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.3. Table management

This SPARK Cataloging Training Video shows how to manage tables in Evergreen.  Topics include:

  • Sorting Rows
  • Manage Columns
  • Manage Column Widths
  • Saving Changes


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.4. Searching the catalog

This SPARK Cataloging Training Video shows the basics of how to search the SPARK catalog.  Topics include:

  • Search Menu
  • "Advanced Search" tab:
    • Fields, Operators, and Modifiers
    • Filters
    • Search Library
  • "Numeric Search" tab
  • "Expert Search" tab
  • Searching by TCN
  • Search Results:
    • Sorting Options
    • "Show More Details" button
  • Individual Record:
    • Record Summary
    • "Catalog View" tabs
    • Holdings
    • Description


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.5. Catalog views

This SPARK Cataloging Training Video shows the different options when viewing a record in the SPARK catalog.  Topics include:

  • "OPAC View" Tab
  • "MARC Edit" Tab
  • "MARC View" Tab
  • "View Holds" Tab
  • "Monograph Parts" Tab
  • "Holdings View" Tab
  • "Conjoined Items" Tab


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.6. Search Matchpoints

This SPARK Cataloging Training Video discusses what to consider when deciding if a record in the SPARK catalog matches what you need to catalog.  Topics include:

  • What to look for
  • How many to look for
  • Errors in records?
  • Incomplete records?


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.7. Add holdings

This SPARK Cataloging Training Video goes through the process of how to add local holdings to the SPARK catalog.  Topics include:

  • "Add Holdings" button
  • Call Numbers
  • Call Number label
  • Barcode
  • Part
  • Item Attributes
  • Saving your work


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.8. Holdings templates

This SPARK Cataloging Training Video goes through the process of how to add local holdings to the SPARK catalog.  Topics include:

  • Holdings Template Editor
  • Creating a New Template
  • Editing an Existing Template
  • Getting there directly from "Edit Holdings"
  • Applying a template


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.9. Item extras: Notes, Alerts, and Tags

This SPARK Cataloging Training Video explains three special kinds of item attributes:  Item Notes, Item Alerts, and Item Tags.


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.10. Item Status

This SPARK Cataloging Training Video explores the Item Status screen.  Topics include:

  • How to get there
  • How to enter barcodes
  • Actions
  • Detail View


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.11. Item buckets

This SPARK Cataloging Training Video demonstrates the uses and features of Item Buckets.  Topics include:

  • Why use them?
  • How to get there
  • Open an item bucket
  • Create a new item bucket
  • Delete an item bucket
  • Adding contents
  • Sharing
  • Actions


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.12. Edit holdings

This SPARK Cataloging Training Video explores the many ways you can edit your local holdings in the SPARK catalog.  Topics include:

  • Editing from "OPAC View" tab
  • Editing from "Holdings View" tab
  • Editing from "Item Check In"
  • Editing from "Item Status"
  • Editing from "Item Buckets"


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.13. Delete holdings

This SPARK Cataloging Training Video discusses how to delete your local holdings from the SPARK catalog.  Topics include:

  • Deleting from "Item Status"
  • Deleting from "Item Buckets"
  • Deleting from "Holdings View"
  • Warning Message


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.14. Transfer holdings

This SPARK Cataloging Training Video discusses how to transfer your local holdings from one record to another within the SPARK catalog.  Topics include:

  • Call Number transfer
  • Item transfer:
    • Within same MARC record
    • Between different MARC records


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


9.15. Working with Pre-Cats

This SPARK Cataloging Training Video discusses the concept of "Pre-Cat" circulations in the SPARK catalog.  Topics include:

  • What are pre-cats?
  • How they are used
  • How to delete


The video is taken from the training webinar, SPARK Cataloging Training, Course 1: "Local Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


10. Training videos, level 2: "Copy Cataloger"

10.1. Searching the catalog (level 2 review)

This SPARK Cataloging Training Video reviews the process of searching the SPARK catalog.  Topics include:

  • The Search Menu
  • Advanced Search:
    • Fields, Operators, and Modifiers
    • Search Filters
    • Search Library
  • Numeric Search
  • Expert Search


The video is taken from the training webinar, SPARK Cataloging Training, Course 2: "Copy Cataloger ".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


10.2. Search matchpoints (level 2 review)

This SPARK Cataloging Training Video reviews the concept of search matchpoints.  Topics include:

  • What to look for
  • Check multiple points
  • Look carefully at everything


The video is taken from the training webinar, SPARK Cataloging Training, Course 2: "Copy Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


10.3. Monograph parts

This SPARK Cataloging Training Video explains when, why, and how to use Monograph Parts when cataloging with Evergreen.  Topics include:

  • When and why to use
  • Holds in Evergreen:
    • Title holds
    • Volume holds
    • Item holds
  • When not to use?
  • "Monograph Parts" tab
  • "Monograph Parts" manager:
    • Edit
    • Merge
    • Add
    • Delete
  • Applying monograph parts


The video is taken from the training webinar, SPARK Cataloging Training, Course 2: "Copy Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


10.4. Importing from Z39.50

This SPARK Cataloging Training Video explains (and demonstrates) how to import individual MARC records from Z39.50 into the SPARK catalog.  Topics include:

  • General notes
  • How to get there
  • Screen Layout:
    • Services and Credentials
    • Search Fields
    • Query Default
  • Example Search #1
  • Example Search #2


The video is taken from the training webinar, SPARK Cataloging Training, Course 2: "Copy Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


10.5. MARC Batch Import / Export

This SPARK Cataloging Training Video introduces MARC Batch Import/Export, an Evergreen feature that lets you add batches of records to the SPARK catalog.  Topics include:

  • General notes
  • "MARC File Upload" settings
  • Queue Summary
  • Matching Records
  • Inspect Queue
  • Newly Created Records
  • Viewing the Imported Records


The video is taken from the training webinar, SPARK Cataloging Training, Course 2: "Copy Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


10.6. Batch import with attached holdings

This SPARK Cataloging Training Video shows how to use MARC Batch Import/Export to add batches of records with attached holdings to the SPARK catalog.  Topics include:

  • Holdings Import Profiles
  • "New Import Item Attribute Definition"
  • Select Form Template
  • Create Queue
  • Select Holdings Import Profile
  • Select file to upload
  • Inspect Queue
  • "View Import Items" link
  • View Holdings Summary for Imports


The video is taken from the training webinar, SPARK Cataloging Training, Course 2: "Copy Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


10.7. eRecords in Evergreen

This SPARK Cataloging Training Video explains how holdings are attached to electronic records in Evergreen.  Topics include:

  • eRecord OPAC View
  • Links in 856 field
  • "Scoping" shortcode in Subfield 9
  • Batch importing and eRecords:
    • Import requirements
    • Merge profile


The video is taken from the training webinar, SPARK Cataloging Training, Course 2: "Copy Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


10.8. MarcEdit

This SPARK Cataloging Training Video explains how to use MarcEdit to properly configure batches of electronic records before importing into the SPARK catalog.  Topics include:

  • Convert record batch from ".mrc" to ".mrk"
  • Edit the ".mrk" file
  • Convert ".mrk" file back to ".mrc" format


The video is taken from the training webinar, SPARK Cataloging Training, Course 2: "Copy Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


10.9. Importing eRecords

This SPARK Cataloging Training Video demonstrates the process of uploading a (properly configured) batch of electronic records into the SPARK catalog.  Topics include:

  • Load "MARC Batch Import/Export"
  • Upload Settings
  • Inspect Queue
  • Spot-checking an Upload


The video is taken from the training webinar, SPARK Cataloging Training, Course 2: "Copy Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11. Training videos, level 3: "Original Cataloger"

11.1. Edit MARC records

This SPARK Cataloging Training Video shows how to edit MARC records already in the SPARK database.

Topics include:

  • "MARC Edit" tab
  • 008 Fixed Field chart
  • Fields, Indicators, and Subfields
  • "Stack Subfields"
  • Flat Text Editor
  • Help Button


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.2. Fixed fields (part 1 of 2)

This SPARK Cataloging Training Video discusses the role that fixed fields play in editing MARC records.

Topics include:

  • General notes
  • 008:
    • Overview; Guides; Minimum Requirements
    • "Right-Click Helpers"
    • Don't delete the 008 code line!


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.3. Fixed fields (part 2 of 2)

This SPARK Cataloging Training Video discusses the role that fixed fields play in editing MARC records.

Topics include:

  • 007:
    • Overview
    • Physical Characteristics Wizard
  • When in doubt, check MARC templates


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.4. Specific MARC fields (part 1 of 2)

This SPARK Cataloging Training Video discusses specific fields that you will interact with when editing MARC records.

Topics include:

  • 020 (ISBN)
  • 024 (UPC)
  • 245 (Title info)
  • 246 (Publisher info)
  • 336/337/338 (RDA Fields)


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.5. Specific MARC fields (part 2 of 2)

This SPARK Cataloging Training Video discusses specific fields that you will interact with when editing MARC records.

Topics include:

  • 490; 800/810/830 (Series Statement)
  • 505 (Formatted Contents)
  • 6XX (Subjects)
  • 90X/91X (Local Data)


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.6. Record buckets

This SPARK Cataloging Training Video introduces the concept of record buckets.

Topics include:

  • How can they be used?
  • Creation
  • Adding Contents
  • Adding from Baskets
  • View Contents
  • Shared Buckets
  • Delete a Bucket


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.7. Merge MARC records

This SPARK Cataloging Training Video shows how to merge duplicate MARC records within the SPARK catalog, and demonstrates the process.
 


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.8. MARC Batch Edit: Intro

This SPARK Cataloging Training Video introduces MARC Batch Edit, an Evergreen feature that lets you edit multiple MARC records at the same time.
 


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.9. MARC Batch Edit: Batch Replace

This SPARK Cataloging Training Video shows how you can use MARC Batch Edit to replace data from multiple MARC records at the same time.
 


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.10. MARC Batch Edit: Batch Add

This SPARK Cataloging Training Video shows how you can use MARC Batch Edit to add data to multiple MARC records at the same time.
 


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.11. MARC Batch Edit: Batch Delete

This SPARK Cataloging Training Video shows how you can use MARC Batch Edit to delete data from multiple MARC records at the same time.
 


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.12. Overlay MARC records

This SPARK Cataloging Training Video explains how to overlay individual MARC records from the SPARK catalog, and demonstrates the process.
 


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.13. Create original MARC records

This SPARK Cataloging Training Video explains the steps one should follow when creating original MARC records.

Topics include:

  • The basic approach
  • Step 1: Choose a Template
  • Step 2: Complete the Fixed Fields
  • Step 3: Enter Data
  • Step 4: Add Fields As Needed
  • Step 5: Delete Unused Fields
  • Step 6: Save!


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.14. Sources for information

This SPARK Cataloging Training Video shows some of the sources for information you can use when doing original cataloging.

Topics include:

  • Three options:
    • The thing being cataloged itself
    • Worldcat (www.worldcat.org)
    • Similar MARC records already in SPARK
  • "Borrowing" From Other Records


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


11.15. Delete MARC records

This SPARK Cataloging Training Video explores how to delete MARC records from the SPARK catalog.

Topics include:

  • The "logic" behind how MARC records are deleted
  • How to delete specific records
  • Deleting MARC records in batch


The video is taken from the training webinar, SPARK Cataloging Training, Course 3: "Original Cataloger".  To view all of our complete training webinars, register at the link below:

https://www.gotostage.com/channel/sparkcataloging


12. Cataloging Town Hall notes

12.1. 2019.10.23: "How SHARE-it gets SPARK records with your items"

A videorecording of the town hall is available here:

Notes for the presentation are attached.

MarcEdit is available for download here:

12.2. 2020.02.05: “Never Stop Questioning: Learning (and Reviewing) the Basics of SPARK Cataloging”

A videorecording of the Town Hall is available here:

https://attendee.gotowebinar.com/recording/6572860024841902086


Notes for the Town Hall are attached.

12.3. 2020.09.23: "Answering Your Questions"

A videorecording of the Town Hall is available here:
https://attendee.gotowebinar.com/recording/6080042425723500547


Notes for the Town Hall are attached.


12.4. 2021.01.20: "New Training Webinars and Permission Structure"

A videorecording of the town hall is available here:

https://attendee.gotowebinar.com/recording/4404078844353316877


Minutes are attached.

Deduplication Process after Migrations

1. Equinox After Migration Deduplication Process

Attached is a PDF that explains the deduplication process for migrations in general.

It was written by Rogan Hamby, MLIS, Data and Project Analyst for Equinox.

 

 I'm attaching a new draft document, Deduplication Overview Document, also by Rogan, that is an updated version.  He says it's not ready to share widely,  because it's still a draft, but its here for our reference.