Editing Bibliographic Records

• Login to Voyager in Cataloging Happening Location.
• Import Records from Connextion file. Click here for instructions.
• Verify bibliographic information in record including the title (245 field), publication information (260 field), and physical description (300 field).  If any of these elements do not match the piece, consult a cataloger.
• Remove any <   > symbols from the record.
• If the bibliographic information matches, edit the following MARC fields as needed.
  

Fixed Fields

• Leader 
•  For a serial, the Bibliographic level should always be s.
• 008 
• Verify that Entry Convention is 0.  Refer records with Entry Convention 1 to a cataloger.
  

035 Field

• Records imported from OCLC should have only one 035 ǂa field that should contain the OCLC number.
• Records already in the Voyager database may contain a DRA system number in an 035 ǂ9 field.
• Retain the 035 ǂa (oclc number) and the 035 ǂ9 (DRA system number).  Delete other 035 fields.

049 Field

• Subfield ǂa 
• GPMD

049

ǂa GPMD

086 Field

• First Indicator
•  Blank
  
  
• Second Indicator
•  Blank
  
  
• Subfield ǂa Classification Number - Verify that call number is complete.
  
  
• Subfield ǂ2 Number Source - Verify that number source is recorded.      

086

ǂa A675.A3 M1 2001 A3  ǂ2 gadocs

• Delete extra call number fields including 082, 090, 092, 096,098,099.
  

260 Field

• First Indicator
•  Blank
  
  
• Second Indicator
•  Blank
  
  
• Subfield ǂa  - Place of Publication
  
  
• Subfield ǂb -  Name of Publisher or Distributor - Verify that publisher name is included rather than shortened names such as The Company or The Dept.
  
  
• Subfield ǂc -  Date of Publication - Always include if date is can be determined.
• Verify that date is correct if available.  
• If the date is not known, omit subfield ǂc.  
• In the case of no date, no punctuation should follow the publisher name.  If the record includes a comma after the publisher name but no date, remove the comma.
• If the publication is currently published, include the beginning date followed by a hyphen indicating that the publication does not have an ending date.
• If the publication has ceased, include both the beginning and ending date followed by a period.
  
  
  Title Currently Published
  

  260

  ǂa Atlanta, Ga., ǂb Dept. of Agriculture, ǂc 1989-

  
  Ceased Title
  

  260

  ǂa Atlanta, Ga., ǂb Dept. of Agriculture, ǂc 1989-2003.

  
  Title with Unknown Beginning Date
  

  260

  ǂa Atlanta, Ga., ǂb Dept. of Agriculture

362 Field

• Indicator 1 
• 0 Formatted if dates can be determined.
• 1 Unformatted if only part of date information is known.
  
  
• Subfield ǂa - Contains beginning and/or ending alphabetic, numeric and/or chronological designations of the issues or parts.
  
  
  Ceased Title with Known Beginning & Ending Dates
  

  362

  0

  ǂa Vol. 8, no.6 (Aug. 1965)-v.38, no. 4 (winter 1995).

  
  Ceased Title with Known Ending Date
  

  362

  0

  -v. 116, no. 5 (Nov. 1959).

  
  Tile Current Published With Know Beginning Date
  

  362

  0

  ǂa Vol. 1 (fall 1970)-

  
  Title with Incomplete Date Information
  

  362

  1

  ǂa Began in Oct. 1970.

530 Field

• Records with an 856 field must have a 530 field.
• Add a 530 field to any record with an 856 field if it does not have this field.
  
  

  530

  ǂa Also available online from the Georgia Government Publications database in GALILEO (PDF file only).

  
  

780/785 Fields

• 780 field links to earlier titles of the publication.
• 785 field links to later titles of the publication.
  
  
• First Indicator 
•  0 to allow linking in OPAC.  Many titles will have a first indicator of 0 which is correct, but does not allow the title to become a link in the OPAC.  Local practice includes changing all first indicators to 0.
  

 
856 Field

• Most Georgia documents will have an 856 field. If the record in OCLC does not have an online link, go to the Georgia Government Publications database in GALILEO and capture the Express Link.  Create an 856 field with this link.
  
  
• First Indicator
• 4 - HTTP

• Second Indicator
• 0 - Resource  (Use when original or only version of resource is electronic.)
• 1 - Version of the resource (Use when print resource is converted to an electronic format)
• 2 - Related resource (Use when link is not to actual resource but to related information)
  
  
• Subfield ǂ3 - Materials Specified
  
  
• Subfield ǂu - Uniform Resource Identifier - Copy from GALILEO Georgia Government Publications if not available in OCLC record.
  
  
• Subfield ǂz - Public notes - Copy and past the following note and logo information.
• Click here to access this resource online in Georgia Government Publications.<img src=http://neptune3.galib.uga.edu/images/sm_galileo_half_color.gif height=30 border=0
  
  

  856

  4

  1

  ǂ3 PDF version: http://purl.galileo.usg.edu/govdview/govdirmagcgi:page=1&path=dbs. /2001/ga/a675%5Fpa3/rn1/2001/a3.con/ ǂz Click here to access this resource online in Georgia Government Publications.<img src=http://neptune3.galib.uga.edu/images/sm_galileo_half_color.gif height=30 border=0

  
  

• Verify the 856 link
• Select Record at the top of the Voyager screen.
• Scroll down and select:  verify 856 links.
• A screen will appear showing the link.  Click on the link and verify connection.

Saving the Edited Record

• After all editing is completed and record has been reviewed for accuracy, select the boat icon at the top of the Voyager screen and save the record to the database. 
• Go into the OPAC and review the record for errors.  Verify that the online link accesses the title.
  

Duplicate Titles

• There should be only one bibliographic record for an individual title.
• There should be only one bibliographic record for any OCLC number.
• If a duplicate warning appears upon saving the record to the database, the records must be consolidated.
• If there are holdings in collections other than Government Documents, a decision will be needed about whether to consolidate the holdings or to maintain holdings in more than one location.  
• If no duplicate warning appears, search the Voyager database by title to be sure that a bibliographic record with a different OCLC number is not present in the database.  This is most important for older titles. If  two records for the same resource appear, a cataloger must determine which record to retain, and the holdings must  be consolidated. 

Consolidating Duplicate Bibliographic Records

• A cataloger must determine which bibliographic record to retain.
• Any holdings attached to the bibliograhic record to be deleted must be relinked to the record to be retained.
• If holdings are to be consolidated in a single collection, items must be relinked to the determined collection location, and the holdings record deleted.
• Volumes must be removed from the shelves, relabeled, and moved to the new location.