2016 Evergreen Indiana Fall Cataloging Roundtable – Record Buckets and Merging


Good morning! My name is Britta Dorsey, and I am a cataloger at Thorntown Public Library. The first part in today’s roundtable is merging records, and I’ll be going over that with you. Monica Boyer will be going over transferring volumes and copies in the second part. The merge function allows you to eliminate
duplicate bibliographic records. You select the best record, or the lead record, and the holdings and any patron holds from the other records are transfer to the lead record selected. The records which were not selected as the lead are deleted from the catalog. There are a couple pros and cons to this. Some pros: The catalog is less congested and holds are more likely to be fulfilled in a timely manner where there are more copies to choose from. A couple cons: It can cost the consortium
money. Once we begin sending out records for authority control, we pay per record, and having duplicate records means we’ll be paying more than once for essentially the same record. Also, if merging is done incorrectly, items end up on the wrong record, and they will have to be moved which causes more work for us catalogers. To merge records in Evergreen, we use the record buckets. Record buckets are virtual containers used for batch processing of bibliographic records. This is a screen shot of the record buckets; we’ll be using the live version in a little bit, but I wanted to give you a quick idea on what the screen you be working with the most looks like. We will not go over all the features, we will only use the features are relevant to merging. When in doubt… do not merge! If you have any question about if a record should be should be merged, just leave it be. It’s better to not merge at all than to merge
something that should not have been merged. Some of the rules you want to keep in mind: we will use the same criteria for matching records
to be merged that you would use to copy catalog an item. So, if these fields are
present in the records, they must match. So, of course, we have the LOC control number, the ISBN, the 024, 028, title, edition statement, publication or
distribution, physical description and contents. The matching details for each field: Each field has a “must match” or a “may
match”, and there are exceptions to the rules. And all of this information can be found in the Cataloging Procedures Guide, Chapter Two. And we have useful links at the end of this for you if you need them. Some exceptions are Scholastic books. These are often republished books that were originally published by another company for the purposes of distributing inexpensive
reading material to children and young adults. These books are often identical to their original versions and have the same pagination, and the same publication and/or copyright date. Scholastic books often feature different ISBNs than what was on the original version. Catalogers may add their holdings for a
Scholastic version of a book to the record or
merge with the original version despite the difference in publisher and ISBN as long as the publication
date and all of description in the 300 field matches the book. When you merge these types of records, make sure you add the
Scholastic ISBN to the lead record. Another exception would be library and trade [edition] audiobooks. They’re usually identical except for the ISBN, publisher or distributor, and packaging. You can merge with the original record if
everything else matches. You’ll definitely want to add the 028 and 020s for your edition. So when you merge the library and trade
audiobook records, make sure which is the lead
has both of the ISBNs and 028s from each record. One more exception that we’ll go over is the variations in publishers’ names. They can be republished under subsidiaries of publishers. There is a list in the Procedures of some of the more well-known subsidiaries and publishers. So you can add to the original record if there’s a known connection and the records match. Some tips to remember while you’re merging:
When you are merging a lot of records into one,
adding records to the buckets from the bucket manager will allow you to
highlight and add a lot of records to your bucket
at once rather than searching and viewing each record individually in the catalog. You can open the bucket manager in one tab and keep a separate tab open in Evergreen for searching for records and adding them to your bucket. You will likely find it useful to be able to go back and forth between your search screen, record screens, and bucket screens when merging. Another tip is search under alternate spellings. Other records may have commonly misspelled words, that’ll keep them from coming up with the rest of records. And also searching by title or author while using the record bucket module will yield more results If a record doesn’t have an ISBN or the ISBN includes hyphens, they may not show up when you search for specific ISBN. So now we’re going to go live into Evergreen. Ok, there are two ways you can add records to a bucket: through the catalog and through the record
buckets module. While adding through the
catalog works well, adding records directly through the module is more effective. You can work on multiple records
quickly by utilizing the tools available in the record
buckets, but we’ll go over both ways to do it. So adding records to a bucket via the OPAC, you search for the record you want to add to a bucket, so we’ll just a search for “The help” by Kathryn Stockett. And then once you find the record that you
want, you open it, and then go to Actions for this Record, and then Add to Bucket. Now, this will allow you to add to an existing bucket or to… you can add a new bucket from here as well. So we’ll go ahead and add it to a new bucket as “Roundtable”. Ok, and then it automatically adds it to the bucket. So, if you already have the record buckets module open, you’ll need to refresh it before the new
bucket appears in the list. We’re going to add records to the bucket via the record buckets module now. From the splashscreen, excuse me, you can click on Record Buckets at the bottom of the central column or click on Cataloging and then Manage Record Buckets. The Bucket View will load first. You can either choose a bucket you’ve already made from the
dropdown list or click on Bucket Actions and select New
Bucket. Once your bucket is selected, you can click on the Record Query tab, and this is where you will search for the records. The query box is where you enter your search terms, whether it’s the ISBN, title, author, etc. The help button on the right side of the screen shows are search keys you can use to help
narrow down the search. So we’re going to search for “End of act three” by Gilbert Morris. Now, as you can see I like… We have 6 hits with this title and I will organize it by ISBN, and this is a
quicker way to… if you want to check to see if they’re the same ISBN. So as you can see from here, we have…a lot of these look different, however, the bottom one, the 2454, and this one are the same even though there are hyphens, it’s still the
same record. If all the records in the results are possible
matches, you can click on Add All to Pending Records. This will move all the records are visible whether there are 6 or 100 into the Pending
Records screen. If there are only a select
[number], you want to highlight them and you can do that by clicking on it, and then holding down the control button, and clicking on multiple ones and then Add
Selected to Pending Records. And this will automatically move them to the Pending Records screen. From pending records, you can either further refine the records to be added by selecting records and clicking on Add Selected the Current Bucket or you can Add All to Current Bucket. We can look further into the record when we add them to the bucket. One of the good things about the bucket view or when we are merging is it allows us to check records side by side. So even if they do have a different pub date, or maybe even, like, a different edition
statement, this will allow you to… to check to see if they are actually the same words or if they are separate. So we will go ahead and add it to the Bucket View, just we can check to see if they are the same. So I’ll click on Add All to Current Bucket. And this will add all of the records in the
Pending Records to the Bucket View. So we’ll switch over to the Bucket View, and so here are the two records. And then, at this point, you can also remove any of the titles that may not be a duplicate at this
point. Or, excuse me, you can wait until viewing the records in Merge All Records. So we’re
going to go ahead and review the records by clicking Merge All Records. And this does not merge the records right now. This just allows you to view the records. So, as you can see, since we only have two records they are viewable on the screen completely. The records in the bucket will open in a new tab, and we recommend only merging a few at a time as you will need to scroll between records depending on the size of your screen. If the records match using copy cataloging
criteria, you can select the lead record. We can see that the only difference in these records is the pub year. Looks like we have a matching ISBN, minus the hyphens. We have the same author, title, series information, pagination, and so, that is good. However, since there is a different pub date, they may not necessarily be
an actual match. So this would be a good time to…this would be a good example of not having to merge. One of the good things is you don’t…once you are in the merge, you don’t…you still don’t have to merge. You can always cancel or Remove from
Consideration if you have multiple copies or multiple records in the bucket. So let’s go ahead and cancel. And I have a couple others. So, another one that we can look at is “Love takes wing” by Janette Oke. I’ve gone ahead and added them to the record bucket. And at a cursory glance, they look the same. They have the same ISBN. They have the same
publication date and publisher. So let’s go ahead and take a look at the time at all of the records. And so I’ll go ahead and click on Merge All. And then they all come up together. And you can see here, they all have the same LC number; they have the same ISBN. And you’ll have to scroll down and view them each individually. Now once you’ve decided all three are a match, you’ll…the next step is to decide which record you want as the lead. Now we can see a couple of these, two of these records are not the greatest, So we could have 440 fields for series and, over here, like, in the middle, we have the 490, which is correct. So, if you agree with me, I would choose this one as the lead record. It has all the information we need, it has the 520 field, and it does not need any editing. So, to choose the lead record, you click the
radio button next to Lead Record at the top. And then, when you are ready, and you’re sure this is what you want, you click merge. and what will happen is, it will refresh into the catalog, and will go to the main record that you chose as the lead. And it just shows all of the merged holdings, and any patron holds will have transferred over
as well. I will give you a note. If you edit a record in the merge window, you cannot resize the individual records
sections to access the save button if you edit
the record. So, we’ll see here. See? It’s right here. This is a Save button, butt you can’t reach it really. There is a way around this though. You can
click on the Validate button and then hit the tab, and that will highlight the Save button, and then you can hit Enter, and then that way, it’ll save
any changes you make in the record. Ok, there is a little bit of mismerge etiquette that I wanted to go over. You regularly want to check your e-mail and monitor the Evergreen Cataloging Listserv for information.
Failure to correct catalog mistakes adversely
affect your library, its staff and patrons, and the consortium as a whole. So it’s always good to keep track of any
e-mails sent out to the listserv. The Contact List is periodically updated and currently can be located on Google Drive; we do
have a link available for you. When you identify a mismerge, check to see if the mismerge was caused by duplicate ISBNs
or UPCs in the record. You can delete any unique identifiers are not relevant to the format you have in hand. If you
determine that you have a situation in which two different records shared duplicate ISBNs or UPCs, remember to use the subfield Z per the instructions in Chapter 3 of the Procedures Guide. If holdings contain multiple formats on one
record, but the majority is one type, you want to edit the record to match the majority of holdings. And then you’ll want to alert the libraries, using the listserv or the contact list. It is possible to unmerge items as long as it’s caught within a certain time frame. You will need to submit a Help Desk ticket with information about the record to have it
unmerged. Alright, that is all for merging records! Good morning, everybody! This is Monica Boyer.
Thank you to Britta for covering merging. I am
going to talk to you about transferring volumes and items. This is a pretty basic topic, but occasionally we’ve seen some items that haven’t been transferred properly, so we just wanted to give you a refresher. When you’re transferring or moving volumes and items from one record to another, or from one branch to another if you have
multiple locations. It can be helpful when, you know, a new library comes on during a migration and items get attached to the incorrect record; you need to know how to transfer items and volumes then. Also, as Britta mentioned, sometimes there will be emails on the listserv about mismerged records, and, again, that’s a good time for
transferring volumes and items. And if you have multiple locations, sometimes you decide you want one of your locations to own an item and not the other one, and so you want to be able to transfer of them between your individual locations. There is a little bit of a difference between
transferring a volume vs. transferring an item. When you transfer the volume, you are taking the call number… the call number and volume are somewhat…can be used interchangeably in this sense…and you’re
taking the call number and all the items that have that particular call number at that particular location, and you’re transferring the call number and all those items to a different record or location. Items, on the other hand, you’re just taking one specific item with the one specific barcode not everything with the same call number, just this specific item. And that will be transferring just that one thing. It is important to follow the procedures that we’re going to talk today when you’re trying to transfer volumes and
items. You should never delete an item and then re-add it to the catalog, just so you can move it to a different volume or a different record. This causes problems because you lose
circulation statistics, any of the circs that it had before you deleted it have been lost. It can also create confusion in the future with reporting and various other things, so, you never want to delete the item and then re-add it just so you can move it. And then the other thing. Just a quick tip before we get into Evergreen. If you’re transferring items between either a different record or just different
locations, there must already be the call number there that you want. You can’t just move the item. You
have to call number there. So, I’m going to show you how to do that, but it’s something to keep in mind. So, we’re going to go into Evergreen and transfer some things. This record, “Captain Disaster,” if we look at this record further down, we can see that this is the fourth one in the Squish
series. Unfortunately, my library and some other
libraries have Volume 7 attached to this So I’m going to transfer some of these today, because, obviously, our number, Volume 7 doesn’t belong on this record for Volume 4. So this is where we are going to be transferring from. And then I want to transfer it to a Volume 7
record. And this is Volume 7, “Deadly disease of
doom.” Ok, so the thing about when you transfer
volumes and items in Evergreen, instead of starting…ok, well, first of all, we’re going to be working in the Holdings’
Maintenance screen in both of these. So, we want to go to Actions for this Record and look at Holdings’ Maintenance. You can see my four locations, and that two of my locations have items, some of which are correct and some of which are not, and then in the other record we want to look at Holdings’ Maintenance as well. Which we’ll have any holdings on. And so what I started to say, the thing about working in Evergreen when you’re transferring items and volumes is that instead of starting with what you want to transfer, like this has my Volume 7s that I need to move, instead of starting here, you have to start with where you want them to go, which, in this case, I want to come to this record. And you want to highlight it…highlight the library that you’re going to be moving it to. We’re going to move Seymour’s copy first, so I’m going to highlight the Seymour library. Please note, I do have four locations at my
library; some of you only have one location. But you still have to select the specific library location to do this. It also might be necessary, depending on your view in Holdings’ Maintenance, to go up here and click on “Hide Empty [Libs].” If that is checked, you may not see your library there, so be sure that’s unchecked. So you highlight the item, er, the library that you want transfer your volume to. First, we’re starting with transferring a volume between two separate records. So, I’ll transfer my volume here to Seymour. To…you’re going to highlight it, and then you can either right click on it, or you can go to Actions for Selected Rows And you are going to Mark this Library as the Volume Transfer Destination and you will get an confirmation that this
worked, and you just say OK. Now, you go back to the one that you actually want to transfer. So, back here, I have my Volume 7 in Seymour; I want to move that to Seymour on the other record. We’re going to move the whole volume which means we’re going to move this volume, that has this call number, Volume 7, and all the items with it. In this case, this volume only has one item but if this volume had five items, they would all be moved to the same record when we do what we’re about to do. So we highlight it, and, again, right click or
Actions for Selected Rows, and we’re going to Transfer the Volumes to the Previously Marked Library The previously marked library is on different record but it’s still there, so, we will do that. It will give me a confirmation screen before it actually does it and says, “Is really what you want do?” It wants to know if you want transfer the volume or call number, and this is at the very top JUV GRAPHIC NOVELS SQUISH V.7? If I want to transfer it to JCPLS, which is my
Seymour library, on this particular record? You can look at this record, you can see, this is not a whole lot of information. If you want to verify…verify, you can see the title by stretching out the window. And you can also view the MARC by clicking on this highlighted [link] here. And then you say, “Yes, this is this is a record that I want to move it to.” You…you think that that should be fine because you already selected this. But you need to remember that if any time in the session previously you have marked a volume to be your destination volume, er, destination library, it will still be in Evergreen. Evergreen
remembers that, so if you did that earlier this
morning, and then decided not to transfer that one from this morning, it’s still your transfer…it’s still your destination. And so you want to be sure in…when this confirmation screen comes up that you are actually transferring to the
correct title and record that you need. But this is the correct one, so I’m going to
transfer it. And it will say, “Volumes transferred.” And this is the record that the item came from, and you’ll see now I only have the one volume in Seymour. So that works, and then, if you go, I go back to my other record, it still shows as blank, but if I refresh it, it will show that I moved that volume to this record. So that’s how we transfer a volume between two separate bibliographic records. I also want to show you how to transfer just between branches on the same record. This is very similar, but there’s just a lot less going back and forth between tabs. “Killer honeymoon” here You can see from our Holdings’ Maintenance screen that my library has a copy of this at our Crothersville Branch. But I want to make this copy…I wanted to move it to my Seymour, my main library. So, this works the same as before. We’re just not going to be going back and forth between tabs. So, I want to make Seymour the de-…We still have to start with a destination library; Seymour
is gonna be the destination. So I’m going to highlight it and Actions for
this…for Selected Rrows, and click Mark Library as Volume Transfer Destination. And it will confirm it, and then I go up here and select the volume, again, the call number so that it has the item under it. I want the call number at volume level; I’m going to right click and Transfer Volumes to the Previously Marked Library. Again, I get confirmation. It says this is “Killer honeymoon,” I want do this this call number to Seymour,
which is correct, so I want to transfer it. It will say that, and this one will automatically update. And now, that item, that volume belongs to the Seymour Library instead of the Crothersville Library. So that’s transfering volumes. I also want
discuss transferring items. Which is very, very similar, but, again, like this last one that is still on the screen, “Killer honeymoon,” we transferred the volume so it took this and everything under it to Seymour. Now, we’re gonna be transferring items. Which would mean I’m just add, in this case, I would just transfer this particular barcode. So, if there are other items there, they would still stay. But this one would move. So we’re going to transfer a few items also. Ok,we’re back to “Captain Disaster,” because, as I mentioned, both my Seymour and my Discovery Bus, my bookmobile, had Volume 7 on this Volume 4 thing, so so we now are going to move the Discovery Bus’ copy to the Volume 7 record. But we’re going to do it a little bit differently than we did the first time, just so I can demonstrate moving an item. So, again, you start with the record that you
want to be destined for, so this is the “Deadly disease of doom,” Volume 7, this is the one we need to move [to], so looking at my Holdings’ Maintenance, I’m going to be moving our bookmobile, or our Discovery Bus, copy. So our Discovery Bus is here, but, as I mentioned earlier, and I told you we’d talk about this, that you can’t transfer an item if there’s not already a volume there. Well, you can see that my Discovery Bus
doesn’t have a volume for this. So, in order to transfer an item there, and just the item, I need to have a volume there. So I’m going to add a volume by highlighting the location, right clicking and hitting Add Volume. We’re going to put in a new call number for this new volume. And just that. Because we’re not putting,
creating a new item so we don’t need to put in a barcode. We’re just creating a call number, which is the volume. So we’re going to create with defaults. You can see that my Discovery Bus now has an empty volume. It has a call number with no items attached. So now we can use this volume as our
destination. So, I’m going to right click on the volume, and I’m going to Mark the Volume as the Item
Transfer Destination. Which is similar to what we did before, but the wording is a little different because it’s more narrow. So, I have marked the volume as the item
transfer destination. And I want to go back over here. I want to take my Discovery Bus copy, that is Volume 7, and I’m going to transfer just this item with this barcode to that volume. So I’m going to right click and Transfer Items to Previously Marked
Volume. And again, I’m gonna get confirmation screen. Again, you can’t see a whole lot, but if you stretch out this box, you can. You can see this, I’m going to the “Deadly disease of doom,” which is what I wanted, and it says it is going to transfer my bookmobile copy to this volume on this record. Make sure you’ve got the right volume; make sure you’ve got the right title. You can hit “View MARC” if you need to. But this is correct, so we’re going to hit Transfer. And it says it transferred! So you hit OK and
you’ll notice that that Volume 7 on my Discovery Bus is gone, but so is the call number, not just the item, the call
number because I moved to the item so then that left that volume being empty, and since the volume was empty, Evergreen deleted it. So, now, you’ve cleaned up this, and if you go back to where you actually want it to live and you refresh it. Now that item has been moved to the Discovery Bus under that [new] volume. Now we’re…much like we did with the volumes,
we’re going to move an item just between the same record instead of moving it to a whole different record. So, my library system currently has one copy of this book at our Medora branch; I want to move
it to our Seymour branch. But if I’m going to move just the item, again, there needs to be a volume at the Seymour branch, and there’s not. Now if this was something else, and you already had one at your Seymour branch and you just wanted more copies at your Seymour branch, then there would already be a call number there, and you could just transfer them very easily. But, in this case, you need one. So we’re going to add another volume just like we did a minute ago, And, again, just the call number here and again you’re not going to put in a barcode.
Create with defaults. And you can see that now I have an empty
volume at Seymour. So, now there is a destination for the item that I want to move to Seymour. So, I’m going to Mark this Volume as the Item Transfer Destination and then I’m going to choose the item. Again, this is just like what we did before only I’m not going back and forth between tabs. Choose the item and Transfer the Item to the Previously Marked Volume. And it will tell you that it is transferred, and it will refresh. And now that item belongs to Seymour. One last thing that I want to show those of you who have multiple locations, what I find to be the easiest way of transferring items just between your branches is in Item Status. This…this won’t work for transferring between records, so those of you with single locations this won’t help. But for those of you who want to transfer items between your multiple locations, this is really easy. All you need to do is put your item into Item Status. So I’ve entered “Seasons of tomorrow.” You can also do this…a whole bunch at once in batch so if you have several things, a whole collection or something, that you need to move from one location to another, you can put them into Item Status and highlight them all and then do what what we’re about to do, and you can change the location on a bunch of items at once. So, you want to highlight it, and then you’ll right click or Actions for Selected Items, and go to Edit Item Attributes. And in here, you will want to change both your circulation library and your owning library. So the circulation library, in this item, I’m wanting to move this one to my Seymour branch as well, so I need to go down here and find Seymour Main Library. Be sure to apply it. Go down to the Owning Library. Select the same library that you’re going to move it to, so, Seymour, and apply that. And you’ll modify your copies, and it will refresh your item, and you can see that now my circulation library, my circulation library was Crothersville and now it’s Seymour. So now, I transferred that without going back and forth to the bibliographic records, and it was very simple. So, we just want to show you how…remind you how to do some transfers and stuff, but remind you, please, do what we did today. Do not delete an item just so you can add it to another record or another volume. And that’s the end of my transferring talk! These are our helpful links that Britta put together, some things that might be useful to you, and talking about what we talked about today. But we’ll be glad to take some questions on either Britta’s talk on merging records and buckets or mine on transferring. I’m glad you brought this up, because this problem is not something that I had thought about when I was putting my presentation together. My library, since we started in Evergreen, my library has used the same shelving locations at all of our different locations. For instance, you said you use FICTION-LB or something like that for your branch, but my Adult Fiction is the same shelving location whether it’s at my main branch or for one of my other branches. So for me, what I did in Item Status is simple, and I only have to change the owning library and the circ library. But, for you, you probably do have to change shelving location, and I think that there are other libraries out there like yours that do use different shelving locations for…at different branch locations. In which case, they would need to do that In short, what I demonstrated during the roundtable is good for people who use shelving locations where they use the same shelving locations at all branches. And, Sarah, yes we are using the system level. And, Anita, I’m not aware of any issues that that causes. It’s, it’s great for… from the staff perspective, it’s great! And I’m not aware that it causes any patron problems.

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