Cataloging Pre-1900 Canadiana Collection
Purpose: to provide instructions for creating
original MARC (machine readable cataloging) records for the national bibliographic
utility OCLC and subsequently downloading bibliographic records to represent the
collection in our online catalog, URSUS.
Setting up Template
- Open OCLC application, Passport for Windows from desktop
- Resulting dialog box will offer a couple choices.
Highlight and click open 'Canadian'. Welcome screen will display.
- With cursor in the home position, upper left-hand corner,
type: 'wfs' followed by the send key <F10> to send the command to OCLC.
This will produce a workform (template) to key data into on
- Type 'acd canada both' send <F10>. This command
will apply constant data to the empty template for both the fixed and variable length
Note: All OCLC commands
are entered in the home position in upper left corner of screen. The function key
template above the keyboard will help you to identify the necessary function keys for
various OCLC commands.
Fixed field section
- Constant data will fill in many of these fields but you will
have at least 3 areas to add codes to from the worksheet provided by the Canadiana
- Check other fixed fields on the worksheet for additional
values to be added or changed.
Variable length fields
For the purposes of keying in data, you can toggle back and
forth between inserting text and overriding data already in the template. The
followng are field tags that often appear in a record. For a complete list of
tags see the MARC 21
Concise format for bibliographic data. Diacritics...
- 007 - fill in the information for subfield 'f' of this field
- 022 - ISSN (international standard serial number). If
provided on worksheet, key in.
- 082 - Dewey call number
- 110 2 - Corporate author field not always
present. Note the first indicator value must be defined. (No period at the end of
- 245 - Title field always present with the following
subfields (subfield character on OCLC produced by typing <ctrl> d).
- |h [GMD] general material designator which for this
collection is always 'microform'. Must use square brackets
- |b - subtitle (if present)
- |c - statement of responsibility
- 260 - publisher field
- 500 - note field (if present)
- 533 - reproduction note. Constant data will provide
most content but must fill in accession number and date.
- 300 - physical description
- 310 - frequency of serial publication
Note: Records are often
more than one screen. Be sure to send edited fields <alt> F10 to save all your
work before hitting the page down function key F4 to display the second screen and
continue with edits.
- 610 - corporate name as a subject heading (if
provided). Watch for 2nd indicator value '6' on worksheet which indicates a Canadian
authorized heading as opposed to an LC heading.
- 710 - additional corporate author access point (if
provided). Check indicators. (No period at the end of this field).
- 830 - series note. Add the accession number to the
constant data generated content. Be sure this matches the number in the 533 field.
- Type <alt> <F10> to save edited fields when you
have finished keying in data on second screen.
- Type <F2> to reformat record. This clears out
all of the unused fields in the template. (Record may reduce from two to one
- Check record for spelling, missing data, indicators,
subfield codes and punctuation. Remember to use <F2> to page down to second
screen to finish review.
- Make a printout of the record using the <F12>
function key. [Note: Printer should be set to the Epson 850 side printer]
- Type 'save' then send <F10> key
- OCLC will return a save number. Write this and date on
the original worksheet. (eg. /2342)
Review and revision
- Return worksheet and printout to Canadiana cataloger for
- When returned, open record in Passport using the save file
- Make any necessary corrections and/or additions as indicated
on reviewed record
- Type 'upd' then send <F10> to update the record.
- At this point the OCLC system validates the record you have
created and will notify you of any fields that require corrections. Instructions are
fairly explicit however you may need to consult the Canadiana cataloger or Sharon.
- When validation is completed, the system will return an OCLC
number. Write down on printout.
Adding local fields for downloading to URSUS
- 092 - local call number field
- Start of line character created by <ctrl> \
- Macro defined on workstation may be applied here with the
Fiche CIHM |b A00458
- End of line character created by <ctrl> enter/return
- 949 - download command field
- Another workstation defined macro as follows:
949 33 *recs-b110n;b1-s;b2-o;b3-a;ben-oro [F3 macro
on DE's workstation]
- Hit send <F10> key to download the record
- 'xpo' send <F10> to export
- Type 'ue' to unedit the record. (Removes local fields
from the record being shared through the OCLC national database.)
- Make printout and attach to worksheet. Return to
- Ready for your next record.
If you have a set of records representing a serial with 2
or more title changes, you will be adding 780 and 785 tags to link the records
together. The subfield w of both these MARC fields contains the OCLC number.
When creating the first record you will not yet have the OCLC number to place in the 785
(Continued by) field. Leave this blank and continue with record. After you
have created a subsequent record with a new OCLC number assignment, go back to the first
record to update (lock and replace).
Lock and replace record
- Call up record in Passport by OCLC number
- In home position type 'lock' send <F10>
- Make changes (in linked record example, type in missing OCLC
number in the |w of the 785 field)
- Type 'rep' send <F10> to replace the record.
- Call up corresponding record in URSUS and update the 785
field as well using the full screen editor.
Return to the Technical
Created by: Sharon
Quinn Fitzgerald | Revised: