Cataloging in OPAL

Part Two: Procedures

  1. Cataloging in OPAL.

    Cataloging in OPAL is shared. All members use and view the same bibliographic record for an item. When cataloging your materials within OPAL, the most important factor influencing the cataloging process is WHETHER OR NOT AN APPROPRIATE BIBLIOGRAPHIC RECORD ALREADY EXISTS IN THE OPAL DATABASE.

    If an appropriate bibliographic record exists in the OPAL database, it is NOT necessary to export a new copy of the record from the OCLC database.

    In most instances, it is preferable NOT to export a new copy of the record so that local additions not reflected in the OCLC master record are not eliminated. Occasions under which new copies of a bibliographic record can be exported from OCLC include (but are not limited to):

    • serial records that have been closed or updated
    • CIP or K-level records that have been upgraded to a higher encoding level

    In these instances, great care should be taken to make sure that local enhancements (e.g. enhanced contents notes, local added entries) are not lost.

    When records are loaded into the OPAL database (e.g. when exporting a record from OCLC), the system does NOT check the OPAL database for an existing copy of the record. If the record exists in the OPAL database (i.e. a record with the same OCLC number), the system will automatically ADD a new record to the database, creating a duplicate record.

    As such, the OPAL database should be checked for an existing copy of the record before exporting from OCLC, using the process outlined below.

    If an appropriate bibliographic record does not exist in the OPAL database, then you should export the appropriate record from the OCLC database.

    1. Record exists in OPAL Database

      When an appropriate bibliographic record exists in the OPAL database, you should simply attach an item record (or item records) to represent your holdings.

      To attach an item record to an existing bibliographic record:

      1. In Millennium Cataloging’s Quick Edit mode, retrieve the record by any of its
        indexed fields.
      2. With the bibliographic record displaying on the screen, switch the “View” to show “Item” (by selecting “Item” from the “View” drop-down in the “Summary” tab)
      3. Select “Attach New Item.”
      4. If creating multiple item records (e.g. for a multiple volume set), select “Multiple items” and enter the appropriate parameters in the “New Item Options.” Otherwise, leave the “Single Item” selected and select “OK.”
      5. The first time you create an item record in a given session, you will be prompted to select an item record template (templates specify default values for fixed-length fields and prompts for both fixed-length and variable-length fields). You can change the template used for item record creation by selecting “Settings” from the “Admin” menu and selecting the appropriate template in the “New Record Templates” section of the “New Records” tab and selecting “OK.”
      6. After selecting the appropriate template, you will be prompted for a series of fixed-length and variable-length fields.
      7. After entering the appropriate data for the prompted fields, you can make any other changes as needed.
      8. To add the item record to the database, select “Save” (either by clicking the “Save” button or by closing the bibliographic record at which point the system will prompt you to save the item record).

      Once the item record has been added to the OPAL database, it is still necessary to update your holdings on the record in OCLC and to print labels for the item(s).

    2. Record does not exist in OPAL Database.

      When an appropriate bibliographic record does not exist in the OPAL database, it is necessary to export the appropriate bibliographic record from the OCLC database. To do so, you must add 949 fields to the OCLC record. You should add:

      • one 949 (with blank indicators) to instruct the OPAL system how to create the bibliographic record, and
      • [optional] one (or more, up to ten) 949 1 (with second indicator one) to instruct the OPAL system how to create the item records.
      949 To Create Bibliographic Record

      Each bibliographic record exported from OCLC MUST have at least one 949 field added to it before the record is exported. For example:

      949    *recs=b;ins=wajv;bn=wa;

      The following commands must appear in subfield a

      1. *recs=b;

        This command tells the system which load table to use to apply labels to each MARC tag. The *recs command must be the first command listed in the 949 subfield a.

      2. ins=[your system initials]; (e.g. “ins=wajv;”)

        This command tells the system whose authorization to use to create the record. The system will not create the records if the “ins” command is missing or the individual whose initials are listed is not authorized to create the records.

      3. bn=[location code]; (e.g. “bn=wa;”)

        This command tells the system to set the newly created bibliographic record’s LOCATION to your institution’s location code. See Appendix D for a list of location codes.

      The first 949 can also include any of the following commands in subfield a. For example:

      949    *recs=b;ins=wajv;bn=wa;dflt=wabib,waitem;

      • dflt=[bib template code],[item template code]; (e.g. “dflt=wabib,warefi;”)

        This command is REQUIRED if you are creating item records using 949 fields, method 1 (see below). This command tells the system which templates to use when creating the new records. Using the template that corresponds to the type of item you are creating will minimize the number of field values you need to specify in your item record 949s.

      • b2=[bibliographic record MAT TYPE code]; (e.g. “b2=s;”)

        This command tells the system to set the newly created bibliographic record’s MAT TYPE to the code specified. If you do not use this optional command, the bibliographic record’s MAT TYPE field will default to the value in the MARC record’s LEADER byte 7 (OCLC fixed field Type).

        This command is REQURIED when exporting serial and thesis records. When exporting a serial record, you must include “b2=s;” since the LEADER byte 7 is “a” (for printed language material) but the OPAL label for MAT TYPE “a” is “BOOK.”

        When exporting a record for a thesis, you must include “b2=z;”. For a complete list of MAT TYPE codes, see Appendix E.

      • b3=[bibliographic record SUPPRESS code]; (e.g. “b3=z;”)

        This command tells the system to set the newly created bibliographic record’s SUPPRESS field to the code specified. For a complete list of SUPPRESS codes, see Appendix E

      • ov=[bibliographic record number or order record number] (e.g. “ov=.b12345678;” “ov=.o12345678;”)

        This command tells the system to overlay the existing OPAL bibliographic record or order record specified with the contents of the exported record.

      949s To Create Item Record(s) — Method 1 — Using the dflt command and template

      Additional 949s with second indicator 1 can be added to instruct the system how to create item records that will be attached to the newly created bibliographic record.

      By using the “dflt=” command explained above, the system will create one item record for each 949 with second indicator 1. The system will populate the newly created item(s) with the default values in the specified template. Thus it is only necessary to enter the values to be used for the item records’ variable length fields or those fixed-length fields that should use values other than those specified in the item record template.

      The following subfields should be used to specify the variable-length fields or to override the fixed-length field values specified in the item record template:

      • subfield a – item record call number’s class number
      • subfield b – item record call number’s Cutter number
      • subfield z – MARC tag for call number*
      • subfield i – item record BARCODE
      • subfield c – item record VOLUME
      • subfield g – item record COPY #
      • subfield h – item record OPACMSG
      • subfield l – item record LOCATION
      • subfield m – item record MESSAGE
      • subfield n – item record NOTE
      • subfield o – item record OPAC NOTE
      • subfield q – item record ICODE1
      • subfield r – item record ICODE2
      • subfield s – item record STATUS
      • subfield t – item record ITYPE
      • subfield u – item record IMESSAGE
      • subfield y – item record ACCESSION #

      * This subfield is required if adding a call number. If the call number is a Dewey call number, subfield z should be 092. If the call number is an LC call number, subfield z should be 090. If the call number is a locally-defined call number scheme, the subfield z should be 099.

      Examples:

      • wagen item

        949    *recs=b;dflt=wabib,waitem;ins=wajv;bn=wa;

        949  1 HD9502.I42 |b D65 2002 |z 090 |i 39408000002063

      • waref item

        949    *recs=b;dflt=wabib,warefi;ins=wajv;bn=wa;

        949   1 LB1028.5 |b .N68 2001 |z 090 |i 39408000451254

      949s To Create Item Record(s) — Method 2 — Without using the dflt command

      It is also possible to create item records without using templates and the “dflt=” command by putting the information into one or more 949s with second indicator 1. The subfields are the same as those used in method 1.

      Any new records will be created using the values in the template specified by the load table. You only need to specify any subfields for which you want the values to be different from those found in this “generic” template, for example subfields such as copy #, location, status, or itype.

      The pertinent default fields are:

      • COPY #: 1
      • I TYPE: 0
      • OPACMSG: -
      • LOCATION: bad
      • STATUS: –

      Examples:

      • ccgen item

        949    *recs=b;ins=ccgs;bn=cc;

        949   1 738 |b P442c |z 092 |g 1 |i 32223000615914 |l ccgen |r – |s p |t 012

      • ccref item

        949    *recs=b;ins=ccgs;bn=cc;

        949   1 Ref. 338.025 |b Oh3s |c 2003 |z 092 |g 1 |i 32223000599308 |l ccref |r – |s p |t 053

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