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At the MARCcat working group meeting 7/23 is was decided to document typical workflows for catalogers - experienced, less experienced cataloguers etc. The intention with this, is for the atCult team and the UX designers to learn more on how the FOLIO libraries catalogue MARC records (e.g. MARC21 but also other MARC-structured formats like danMARC2, PICA3/PICA+) in their existing systems today, and typical environments like OCLC, and Union Catalogues.

Tiziana Possemato and Annalisa Di Sabato are planning to do a demo of WeCat (MARCcat) at one of the upcoming MM-SIG meetings - e.g. August 1, 2018 (TBD). The demo would be quite similar to the demo at the MARCcat subgroup meeting - see link to the recording at the meeting minutes

All subgroup and MM-SIG members: please add any relevant use cases. In the table the documentation of the usecases have been categorized, but feel free to ad many more categories. If a use case is already represented, then add your name and library, if you have exactly the same workflow process. Please fell free to add any additional details.

It might work well to add a link to a document with screen dumps.


Use case (brief)

Use case description

Region (US, Sweden, Germany ...)

Submitted by

Notes

Link to document
Experienced cataloguer:



1original catalogingCreate bibliographic record in OCLC; verify/update/create authority records as needed & control headings in OCLC record; bring record into local system (would we bring into FOLIO via MarcCat or could we import directly into FOLIO?); add/edit administrative data such as cataloging level, cataloger initials, cataloged date; create holdings/item recordsUS

Also true for UChicago, Natascha Owens; Would the administrative data in use case description be added in MARCcat or in Inventory App?


Create bib record in union database CBS using the client software WinIBW; link authority records to the bib records, if authority record does not exist, create a record in the shared authority file (GND) using the WinIBW client software; create holdings/item records; push bib/holdings/item to local ILS LBS4 using an online update mechanism

Special case: journals and continuing resources: these resouces are not catalogued in the union database; they are catalogued in the central journal database (ZDB) and automatically imported into the CBS afterwards

Germany (GBV)

https://docs.google.com/document/d/1AI9tl7REtcXoKA5JnXynvt-ck5SQAhtfO7IZk6bmFCw/edit#heading=h.7thnjnfr5dib

continuing resources: https://docs.google.com/document/d/1AI9tl7REtcXoKA5JnXynvt-ck5SQAhtfO7IZk6bmFCw/edit#heading=h.vdk9nl367y4j

2original or copy cataloging, local notes needed for Special CollectionsSame as above, except we would need to edit the record in MarcCat to add local notes (such as provenance)US

Also true for UChicago, Natascha Owens


3original or copy cataloging, local edits to recordAside from notes, sometimes changes or additions to bibliographic records are made locally (perhaps we might add a 246 locally and do not want to make that change in OCLC, for example)US

4original or copy cataloging, simple editsStaff need to correct a typo in record (in this case no addition of a tag or subfield is necessary)USNatascha Owens

5merging authority recordsManually merge or link duplicate authorities as needed within FOLIOUSNatascha Owens

Newly hired cataloguer:
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Copy cataloguing:
9Add a record to the libraries inventory

Start a search in the central database CBS; verify the bib data (determine whether the manifestation is identical to the present one), add new elements and do corrections; create holdings/item records

If no record is found in the GBV CBS, a new search will be started in external databases via Z39.50/SRU

Germany (GBV, hbz?)

Hi Martina Tumulla, does this use case also apply to the hbz?

https://docs.google.com/document/d/1AI9tl7REtcXoKA5JnXynvt-ck5SQAhtfO7IZk6bmFCw/edit#heading=h.emtbq9zc9wzt
10Clone a bibliographic record within appClone a bib record in MARCcat in order to create a new identical bib, then edit itUS

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Other processes:
12outsourced authority control/record updates-- bibliographicWe send monthly files of records to a vendor who adds some fields (such as 33x) if needed and also matched access points in bib records with authority records. We then receive bib records back with updated fields and reports with unmatched access points. Records are reloaded.USLaura Wright

13outsourced authority control/record updates-- authorityWe receive quarterly files of authority records that correspond either to new (to our database) access points or changed access points. These files, when loaded, trigger an automatic authority control process that acts on our bibliographic records (locally) and updates access points, matching on 4xx and 1xx fields. Changes to access points would need to occur in MarCat.USLaura WrightThere is also a lot of manual searching, matching, and updating that has to be done based on reports of unmatched headings. This work would also need to be performed in MarcCat.
14Automatic mass importApplies (mostly) to eBook/eJournal metadata from vendors/publishers; data is enriched and converted to PICA+ format; then eBook metadata is imported into the CBS, eJournal metadata into the central journal database (ZDB); Holdings and items are added either in ZDB or CBS.Germany (GBV)Felix Hemme

15Mail correspondenceInform other libraries of major changes or ask questions about certain matters; our current cataloging software has a build-in mailbox service implemented; all libraries associated with this bib record and named as recipients can retrieve messagesGermany (GBV)

16Short bibsAcquisitions staff, ILL staff and sometimes cataloging staff use a template with default tags which can be filled in by the staff person (should involve keying in only, no drop-down menus); these records are sometimes just a placeholder from which to hang and item (ILL) or as a placeholder until full copy is found or created (Acquisitions or Cataloging staff)

US

Germany (GBV)

Natascha Owens

Perhaps this will happen in Inventory App?

Since 2018 all GBV libraries are switching to local cataloguing in the union database. These records are only visible to the library to which the data sets belong, Felix Hemme


17Print recordPrint a bib record, with or without MARC coding

US

Germany (GBV)

Natascha Owens

Also true for GBV, Felix Hemme


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