Online Public Access

System (OPAC)
Copy Cataloging, Library
Automation Systems

Dr. Janet Amann

2016

Organizing Media

Spring

Online Public Access Catalog

(OPAC) and Library Automation
/Management Software
https://www.iii.com/community/videos/1109
OPAC

COLLECTION

PATRONS

LIBRARY

OPAC and Collection Access:

Copy Cataloging Decisions
Your Library Cataloging Policies
1. Decide what is to be included for your
library from copied records.
2. Decide how the information appears and if
it does
mesh with your library.
3. Decide if copying or editing is valued use
of time
versus original cataloging.

Copy Cataloging
Source: Weihs, J. & Intner, S. Beginning Cataloging, Chapter 8.

Copy Cataloging (derived cataloging) : Use existing records

as data sources for materials being cataloged, editing records in
accordance with local policies.
- pg. 127

Why?
1.Saving time
2.Saving money
3.Ensuring quality records
Weihs and Intner (2009), Chapter 8, Pg.
127

Copy Cataloging
1.Saving time Compare:
(Create descriptions, determine descriptive and subject
headings, perform authority control, classify, and enter) to
(find a source record to copy, verify it matches item, edit for
elements and local call numbers)
45 minutes / 60 minutes VS. 10 minutes

2.Saving money Catalogers time $

$$$
(Cost of access to records VS. cost of original cataloging)

3.Ensuring quality records Consider

source
Weihs and Intner (2009), Chapter 8, Pg.
127

Z39.50 Protocol
What Is Z39.50?
a protocol that allows computers with different search
syntaxes to share information when they adopt the
protocol. Schultz-Jones, B. (2006), pg. 68
Why Do I Care?
Its an international computer standard.
Allows ability to search libraries that run a Z39.50
server, which allows copy cataloging because the
records retrieved in full MARC from another library can
be imported to yours for edit and revision.

Sources? Library of
Congress
Online Catalog
http://catalog.loc.gov/

Sources? WISCAT Badgerlink

WorldCat
WISCAT (WI DPI support and Copy Cataloging)
http://dpi.wi.gov/rl3/resources/wiscat
http://dpi.wi.gov/sites/default/files/imce/rl3/pdf/WISCAT/MARC_Download_
in_WISCAT.pdf
WISCAT (search)

http://www.badgerlink.net/

Sources? MORE Consortium

http://www.more.lib.wi.us/

5 Copy Cataloging Policy Issues A copied record is NOT as is !

1. Acceptable Sources
2. Record Fullness
3. Error Checks
4. Call Numbers
5. Tracings

Weihs and Intner (2009), pgs. 128129

1. Acceptable Sources
REMEMBER - ALL SOURCES ARE NOT QUALITY, CHECK THEM!

Sometimes lack data, incorrect data

Use list of preferred and
unacceptable sources
National libraries are at the top
Trained members of Program for
Cooperative Cataloging (PCC)
http://www.loc.gov/aba/pcc/

2. Record Fullness
Local policies govern amount of
information;
Most small public and schools are Level 2;
Some libraries eliminate extras, even if
helpful to patron, due to budget and time
limits.

3. Errors!!
Policy Actions when errors are found
Correct all errors;
Correct no errors; or,
Correct selected errors **
Questions to ask??
Affect retrieval, such as spelling ??
Affect findings, such as subject
headings?

4. Call Numbers
Local call number likely to vary
It is a local address, wont be uniform or
conformed to Library of Congress
Examples: Fiction, periodicals, Biographies
(921 or 920 or within subject area)
Cutter numbers
Childrens area identified in different ways,
like E [picture books] for Easy or
Everyone

5. Tracings
Tracings are subject headings and
added entries/access points.
Local decision about how much
should appear.
Additions mean added cost, this can
be okay if added benefit for patrons.

REVIEW- 5 Copy Cataloging Policy

Issues It is NOT as is !
CHECK FOR:

1. Acceptable Sources (look for best shared

resources)
2. Record Fullness (amount of information needed
at your library)
3. Error Checks (what affects retrieval such as
misspelled words)
4. Call Numbers (varies, local classification and
shelf-marking policies mandate)
Ex. FIC or F / REF or R / BIO or 921
5. Tracings (subject headings and added
entries/access points)
Weihs and Intner (2009), pgs. 128129

6 Step Overview of Copy

Cataloging
1. Searching and Retrieving Copy from Source
- Choose the Source of the Copy (CIP first choice)
- Search source databases to find the MARC record
(use ISBN number or LCCN number first)
2. Verify record matches
(type fixed field for the format, date fixed field, title statement,
edition, publisher, and physical description). If OK, even if it is
partial record, select the record.
3. Edit the Source Record Capture and Edit
(Add call numbers from Dewey, subject headings, added entries)
(Correct any errors)
4. Enter local data
(vendors, prices, dates of order, deliver, funds)
(copy specific circulation data such as call numbers, copy
numbers, loan types)
5. Produce the record (Save = upload the record)
6. Verify record has been entered, ex.: can do a checkout or if
needed print barcodes
Weihs and Intner, (2009), pgs. 130 - 132

Automation Systems

Automation Systems
Source: Schultz-Jones, Barbara. An Automation Primer for School
Library Media Centers and Small Libraries, Worthington, Ohio :
Linworth Publishers, 2006.
Automation System = software, hardware technology to support and
deliver range of information services to patrons and management of
the library. (Schultz-Jones, p. 19)
ILS = Integrated Library System

FOUR THEMES OF AUTOMATION SYSTEMS TO

CONSIDER:

1.
2.
3.
4.

People
Access
Matching with Goals of Library
Technology

1.People

Patron
Borrower
Student
Parent
Librarian
Technician
Para-professional
Cataloger
Teacher
Administrator
Parent/s
Vendor
Stakeholders

Schultz-Jones, 2006, p. 13

2. Access
Access to resources and locations
Extension of access, consider possibilities
Goals for providing access, including
growth

Schultz-Jones, 2006, p. 14

3. Matching the Goals:

Library and Automation
Software
Match goals of the library to the scope of the
automation system.
All automation systems are not equal in capacity,
support, costs, etc.
Have knowledge of range of options / capabilities of
software system.
Settle for the trade-offs, may not be perfect so take
best possible.
Can you ever plan for upgrades? It can
be difficult!

3. Matching the Goals:

Library and Automation
Software
Migration Process:

Pre-implementation Plan (Consultant talk about tech specs,

requirements, demonstration, bandwith, server, desktop requirements,
product evaluation)
Implementation (Account Manger talk about data services, oversees
implementation remote or on-site, key players, data enhancement for
conversion, record clean-up, standardization, install on your server).
Professional Learning (Trainer/Coach talk about needed training,
updates twice a year)

4. Technology
System options
Direction of automation systems
Think creatively about future needs
Changing standards, advances in technology
Upgrades from software vendor, hardware on a
cycle locally
Implementation of new software, training for all
Budget

Schultz-Jones, 2006, p. 14

Independent or Collaborative??
Options???
Consortium = large-scale collaboration by independent library systems
(Schultz-Jones, 2006 p. 25)

Offers:
Reduced costs through economies of scale
Increased resource sharing
Services to broader base of users
Faster delivery and lower cost over inter-library loan
Efficient storage of bibliographic records
Combined catalog through layer of software, gateway to
Z39.50 server
Concerns:
Balance between total sharing and local control
Options:
Single automation system, separate bibliographic database for
each library
Single automation system, holdings records indicate the
owning library

Schools and Networks

Shared access to Server: Home and
School Choices

A centralized system, passwords or logon needed.

Consider Needs of
Automation
SUMMARY: Consideration of automation system assesses the four
themes for your library (People, Access, Goals, and Technology) and
matches these to the features of the automation system software
and capabilities.

Automation System
Features
1. Cataloging
2. Online Public Access Catalog
(OPAC)
3. Circulation
4. Inventory Control
5. Acquisitions
6. Reports
7. Serials Management
8. Media Booking
9. Inter-Library Loans
10. Backup and Restore
11. Maintenance
Schultz-Jones, B. (2006), Chapter 2

Additional Automation System

Features - Schools
1.Synchronicity with student management
systems
2.User-Friendly
3.Data Collection
4.Embedding 21st century skills
accountability, information literacy, media
literacy, self-direction, critical thinking,
leadership, social features, collaboration:
Students can rate books, request, hold,
create a list, create reviews like video boot
trailers,
make recommendations, source list
Teachers can make lists History Read

Needs and Security Features

Needs:
Seek to match librarys unique desires, systems have a
variety of potentials:
ex. large routing list (academic library) or AV equipment
checkout (schools)
Security:
Important on many levels from patrons to collection
database and records:
ex. allow access, reservations, without access to data for
protection

Cataloging Requirements
Features
1. Adding titles or copies easily in MARC
2. Modifying existing records individually or globally
3. Importing and exporting multiple MARC records
4. Extracting information from MARC records, ex. for barcodes
5. Maintaining MARC templates for material types, ex. for CDs
6. Maintaining authority control record data (review on next slide )
7. Fine tuning cross references
8. Producing barcodes
9. Producing spine labels
10.Printing shelflists
11.Printing barcode lists
12.Producing collection statistic reports

Schultz-Jones, B. (2006), Chapter 2, pg. 42

Review: Authority Control

Authorized form when there are various forms, bringing it all together
for consistent presentation. Ensures effective searching. LC authority
files: http://authorities.loc.gov/
1XX Main Entries
4XX Series Statements
6XX Subject Headings
7XX Title and Author Added Entries
8XX Series Added Entries
Carroll, L.
Carroll, Lewis.
Carroll, Lewis, 1832-1898.

Schultz-Jones, B. (2006), Chapter 2, pg. 47

OPAC Features
1. Ease of Use
2. Help Features
3. Text and Visual Aspects (need choices for grade levels,
vendor options)
4. Toolbar can be Customized
5. Search Options and Parameters allowed:
Basic: (keyword, title, author, subject, series, call number)
Advanced: (Boolean logic and, not, or)
6. Enriched content book reviews, book jacket images, first
chapters, author biographies, table of contents, etc.)
7. Retrieval Results (limits, brief format, restrictions)
8. Search history
9. Print or Save Options
Schultz-Jones, B. (2006), Chapter 2, pg. 49

Circulation: Patron Information

and Material Tracking
1. Grouping Patrons (teachers, staff, grade-levels, parents)
2. Adding, editing, or deleting patrons (database fields like name,
id, items out)
3. Importing, exporting, and maintaining patron records in batches
4. Inserting photos of patrons
5. Setting circulation policies for loan periods, holds, and fines
6. Enabling patrons to view accounts and place holds
7. Identifying circulation types (ex. new, reference, restricted)
8. Checking resources in, out, or renewing
9. Generating customized notices for overdues, recalls, holds, or
fines
10.Dealing with fines
11.Dealing
with lost
copies
Privacy
and ethical
consideration
of patron
history ?

Other Considerations:
1. Inventory
2. Acquisitions
3. Reports (Collection Analysis like Folletts TitleWise,
http://www.titlewave.com
4. Serials
5. Media Booking Potential
6. Backup and Restore
7. Maintenance (periodic database repair, rebuilds,
etc.)
8. Crashes and customer support

Schultz-Jones, B. (2006), Chapter 2, pg. 54-57

Library Automation
Systems
Circulation, Cataloging, Inventory
and
Vendor Specs

Automation Systems and

Unified Resource Solutions
Alexandria

http://www.goalexandria.com/

Surpass

https://www.surpasssoftware.com/

Follett Destiny

http://www.follettsoftware.com/library-automation-software

Mandarin

http://www.mlasolutions.com/

Horizon

http://www.sirsidynix.com/horizon

Alma

https://www.youtube.com/watch?v=kSCUwyVLxas

Koha (open source)

http://www.koha.org/

http://www.goalexandria.com/

Automation software can assist you with tracking budget and expenditures.

Automation software can assist you with publisher and vendor contact information.

Automation systems are set up to sequence barcodes and import MARC data.

Automation software can be set up to match your Authority records.

Automation systems can be set up to identify materials needed for a class.

Automation systems can be set up to locate items by vendors or publishers.

Automation software can show cover image of item.

Automation software shows call number and material type.

Automation software allows you to easily keep track of your subject headings.

Content Notes for individual tales or chapters.

Even with a shared automation system, there can be differences between the
primary and secondary notes, if the automation system allows.

Lexile codes for reading levels can be included.

Shows
copies
available

Shows replacement cost if item is lost.

Patron Privacy, for

staff viewing only

Automation software can show only the circulation librarian the previous checkouts of an item. This can be helpful in fine assessment if an item comes back
damaged. But some libraries do not retain patron check-out history.

Automation software can have a visual locator / virtual map for the item.

Item location

Funding Source, Donations Identified

Internet links to support the item can be added.

Award notes can be added.

Serials can add stop and start dates.

Serials call letters for local holdings can begin with MAG. (for magazines).

Serials each month the magazine is checked in, which adds it into inventory.

Inventory totals are given for each individual magazine.

You can set up the magazine to be routed to individuals in school or library first.

http://mitinet.com/

MARC Magician from Mitinet

MARC record templates can be set up for the

material types.

Serial Template

Processing
Processing =

Technical / clerical preparation of material for your library.

This is site specific and consistency is valued.
Site Specific Policy Manual/Website Processing and Vendor Specs
School Library Example:
http://www.sde.idaho.gov/schoollibraries/docs/tech/slim.pdf
http://nekls.libguides.com/content.php?pid=289984
Public Library Example:
http://libguides.lib.siu.edu/content.php?pid=82537

Library Supplies for Processing:

Examples: Brodart: http://www.shopbrodart.com/
Demco: http://www.demco.com/goto?PNHA12&LPCA12

References:
Schultz-Jones, Barbara. (2006). An Automation Primer for School
Library Media Centers and Small Libraries, Worthington, Ohio :
Linworth Publishers.
Weihs, J. & Intner, S. (2009). Beginning Cataloging, Santa
Barbara, Ca : Libraries Unlimited.
Images: Microsoft Office Clip Art