Procedures for creating original records in Sierra for Chinese books

Procedures for creating original records in Sierra for Chinese books

Department: Technical Services

Procedure: Creating Original Records in Sierra for Chinese Books

6/26/2008

Purpose: This procedure describes how to create records in Sierra for Chinese books when no OCLC copy is available.

Overview: We do not have the expertise to meet OCLC requirements for create records for Chinese books in OCLC. However, with the help of a native Chinese speaker, we can create records directly into Sierra. The directions below are intended for the native Chinese speaker. The template they use has most of the correct MARC tags in place for them to provide basic descriptive cataloging. The records are suppressed from public view. After the descriptive cataloging is done, a professional librarian will review the record for MARC coding, verify author and series entries, add subject headings and assign a classification number.

Required Knowledge/Skills: Ability to read Chinese characters and Pinyon, and to translate Chinese characters into Pinyon. Also, knowledge of Sierra cataloging for creating records.

Equipment/Supplies: PC with login to Sierra.

Procedure

Create Descriptive Catalog Records on Sierra

General Guideline: If you have any questions or concerns at any time while working on this project, ask a Prof. Resetar, Prof. Hogan-Vidal or Prof. Umbach for help. Work slowly and accurately.

1. Use either of the two center workstations in the U-shaped work area in Room 172. The VU tag numbers are: #018624 and #018629. Login in the network using your Novell login. Click on the Sierra icon. Sierra will ask for a login and password. Use Chinese for both. Sierra will then ask for your initials and password. Enter your Sierra initials and password.

2. Click on the “New” icon at the top of the screen. This login is set up to automatically bring up the templates for Chinese books. You should then be looking at a screen with a template for the bib record.

3. Click on the “Edit” icon at the top of the screen. You are now ready to edit the bib record.

4. Chief source of information for the bibliographic description is the title page, and the verso of the title page. If the information here is incomplete, you may use information from the front or back covers, or the spine.

5. For most fields in the template, you will replace information in brackets with the Pinyon translation of the information taken from the chief source of information. Leave the MARC tags as is. Edit out the bracketed information after you have entered your data.

6. Title proper (245 field): The title consists of the name of the concert. Library records do not use traditional title capitalization. Capitalize any initial article, the first word after that and any proper nouns in the title. The title proper appears before the :|b in the record.

7. Subtitle: The subtitle is entered after the :|b but before the /|c

8. Statement of responsibility: Enter the statement of authorship as it appears on the chief source of information after the :/c.

9. Edition (250 field) : Enter the edition statement as it appears on the piece.

10. Publication information (260 field): Enter the place of publication and the name of the publisher before and after the :|b respectively.

11. Date of publication: Enter the date of publication after the |c. Among the various dates that may appear on the piece, choose first a publication date that appears on the title page or that is clearly associated with the edition statement. If there is a copyright date instead of a publication date, use that. Enter a small c in front of the year, ie c2008. If you use a copyright date it will look like this: |cc2008. Do not use a printing date unless it is the only date on the piece.

12. Series statement (440 field): Enter the series statement as it appears on the piece.

13. Bibliography note (504 field): If the book has a bibliography, use whichever of the two examples below is most accurate: List of author’s works: p. \[inclusive pages\] Includes bibliographical references (p. \[inclusive pages\])

14. Local note (590 field): This is where you describe the contents of the book in your own words. The librarian will use your description to add subject headings and assign a classification number. The first word your description should indicate whether the book is fiction or non-fiction.

15. When you have finished the above, click on the save icon. The correct item record template should automatically appear. It will begin prompting you for fields to edit.

16. Icode2: Change the Icode2 field from 1 (bound) to 2 (unbound).

17. Price: Leave the price at 0.

18. Barcode: Attach a barcode to the back of the book and scan it in. Click on save.

19. If there are multiple copies of the book, click on the summary tab. Click on the “Attach item” button and repeat the above process. Once the second item record is finish, change the Copy field from 1 to 2. Click on save.

20. If you want to make any changes or corrections to the bibliographic record, click on the Edit icon. This will take you back to the bibliographic record and allow you to change it. When you are finished, click on the save icon.

21. Check your work before exiting the record. Click on the “Close” icon to exit the record. If you forget to save at the end, Sierra will remind you to do so. Make sure you do!

22. Remember: Accuracy counts!! Type all information slowly and carefully!! Ask if you have questions.

23. Put the book on the designated truck for a librarian to review.