Help - Web Cataloguing
Help - Index
- What is the web cataloguing form?
- Who can use the web cataloguing form?
- Libraries Australia cataloguing standards
- Adding a record using the web cataloguing form
- Inputting a new bibliographic record
- Data input boxes
- System generated data
- Mandatory data
- Sub fields
- Punctuation
- Saving a record
- Login to update record
- Holdings screen
- Adding records from an external database
- Adding holdings
- Editing holdings
- Deleting holdings
- Closing the web cataloguing form
- Unfamiliar cataloguing codes in the web cataloguing form
What is the web cataloguing form?
The Libraries Australia web cataloguing form can be accessed from Libraries Australia Search. It allows libraries to create bibliographic records as well as add, edit and delete library holdings in the Australian National Bibliographic Database. Web Cataloguing form supports input of Latin 1 characters only; diacritics and special characters cannot be input.
Who can use the web cataloguing form?
Libraries Australia customers with a cataloguing sign on can access the web cataloguing form. You can only add, edit and delete the holdings of your own library. If you would like to contribute bibliographic records to the Australian National Bibliographic Database using the web cataloguing form, please contact the Libraries Australia Help Desk and ask for a cataloguing sign on.
Libraries Australia cataloguing standards
Details of the Libraries Australia cataloguing standards are available here: http://www.nla.gov.au/librariesaustralia/standards.html
The standard for descriptive cataloguing used in Libraries Australia is the Anglo American Cataloguing Rules (latest edition and revisions) and the Library of Congress Rule Interpretations. Please use these tools when determining the bibliographic content of the record.
For full descriptions of the data elements that are supported in the Web Cataloguing interface consult the MARC 21 Format for Bibliographic Data Standards.
Adding a bibliographic record using the web cataloguing form
1. Inputting a new bibliographic record
To input data in the web cataloguing form, click on the Add Record tab. If you are unsure of what data to enter into each box, click on the label to get help.
Open a new session of Libraries Australia if you wish to search the ANBD at any time. You can copy and paste text from a Libraries Australia record display, or other documents, into the web cataloguing text boxes.
If you wish to add a second or third Standard Number, Note, Subject or Name click on the Add button. You can also click on the Remove button to remove these fields. If you decide that you do not wish to Save the data that you have input click on the button to re-set the Web Input screen or the button to return to Libraries Australia.
The Libraries Australia system does not allow a record to be saved unless all mandatory data fields have been completed. The mandatory headings on the web cataloguing form are Title, Publication Date, Publication Place and Country of Publication.
The system does not support the use of sub field codes and delimiters within an input box. Any sub field codes or delimiters that are entered on a Web Input form will be treated as text.
Where appropriate the system automatically inserts a full stop at the end of the following fields: Title, Name, Edition, Publication Date, Physical Description, Note, Summary, Subject. The system automatically inserts a comma after Publisher, and a comma or colon after Publication Place as required.
2. Saving a record
4. Holdings screen
The holdings screen will have a red number at the top of the page. This number PICA PPN (PICA cataloguing system number). The PICA PPN number is the same as the ANBD number except that it has a check digit on the end of the number. You can find this exact record by searching on the ANBD number using the Number index in Advanced Search and removing the last (check) digit. The bibliographic record you have entered will appear on the screen.
Inserted: This is the date that the bibliographic record was created.
Modified: This is the date that the bibliographic record was last modified.
Status: This is the date that the bibliographic record was added to the ANBD.
NUC: This is the National Union Code of your library. The system will automatically populate the NUC field based on your user login. You do not need to enter any information into the NUC field.
Call no: This is the call number of the item you are cataloguing.
Local system no.: If your library has a local identifying number for this item, enter it here.
Serial volume nos: This is the volume number/s if you are entering a serial/journal.
Serial dates: These are the dates of the serial you are entering.
Completeness note: This is the completeness note for serials. (850$h)
Referral note: This is the referral note for serials. (850$k)
Retention period: This is the retention and guaranteed subscription note for serials. (850$x)
URI: The Uniform Resource ID field is to be used for URLs of electronic resources available only through local access. This is the 956 tag. For example, if your library only offers access to a particular electronic database for your patrons, and not all people, put the URL of this electronic resource in the URI field. The URI field will only be visible to your patrons. URLs for freely and/or widely available electronic resources should be included on the main web cataloguing form page under URL.
Once you have entered in the holdings screen information, click on the button.
Adding records from an external database
You can search external databases, such as the OCLC and RLG Union Catalogues, to find bibliographic records. Having found the bibliographic record you want, you can then add (or import) the record to the ANBD and then add your library's holdings.
1. From the search screen, click on the Select databases button
2. Choose the external database you wish to search, eg. RLG Union Catalogue and then click Save Changes
3. Conduct a search
4. Click on the record you wish to add. In the full view of the record, click on the button.
5. You will then be taken to a screen where the data you have entered into the web cataloguing form appears in a box with MARC codes and numbers. The codes and numbers will appear in PICA MARC format. The PICA MARC format is a version of MARC used by the Libraries Australia Cataloguing Client which has been developed by the OCLC/PICA company in the Netherlands. To find out more about these codes and numbers, click here. If you wish to add the new record to the ANBD, click on the button. If you get unusual error messages, you can find out what they mean by clicking here. You will then be taken through to the Holdings screen.
6. Add your holdings to this record following these steps.
Adding your library's holdings to an existing bibliographic record
If your library holds an item that is already listed in the Australian National Bibliographic Database, you can add your library's holding details.
1. Search the ANBD and find a record that you wish to add your library's holdings to.
2. Click on the record you wish to add your holdings to. In the full view of the record, click on the
button.
3. Add your holdings to this record following these steps.
Editing your library's holdings attached to an existing bibliographic record
If you wish to change your library's holdings attached to an existing bibliographic record in the Australian National Bibliographic Database, you can edit your library's holding details.
1. Search the ANBD using Advanced Search, and limit the results set by using the "in my library" delimiter.
2. Click on the record that you wish to edit your holdings. In the full view of the record, click on the button.
3. Add your holdings to this record following these steps.
Deleting your library's holdings attached to an existing bibliographic record
If you wish to remove your library's holdings attached to an existing bibliographic record in the Australian National Bibliographic Database, you can delete your library's holding details.
1. Search the ANBD using Advanced Search, and limit the results set by using the "in my library" delimiter.
2. Click on the record that you wish to edit your holdings. In the full view of the record, click on the button.
3. In the top right hand corner of the Holdings screen, there is text saying Delete holding with a check box. Click the check box.
4. Click on the button,
Closing the web cataloguing form
Data input boxes
Australian - Australian Content Indicator | |||||||||||||||
MARC tag: | This is a flag within the Libraries Australia database, not a MARC 21 field. | ||||||||||||||
Obligation: | Required if applicable | ||||||||||||||
Description: | Tick the ‘Australian’ box for resources published in or about Australia or if it has an Australian creator. | ||||||||||||||
Bib Level – Bibliographic Level |
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MARC tag: | Leader/7 | ||||||||||||||
Obligation: | Mandatory | ||||||||||||||
Description: | Select the term that best describes the bibliographic level of the resource. The Web Input interface will automatically input the appropriate MARC 21 code based on your selection:
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Country – Country of Publication |
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MARC tag: | 008/15-17 | ||||||||||||||
Obligation: | Mandatory | ||||||||||||||
Description: | Select the place of publication of the resource. The system will insert the corresponding Country of Publication code in the record. If you do not know the place, select ‘No place, unknown or undetermined’. If different places are associated with different parts of the resource, select ‘Various places’. | ||||||||||||||
Edition |
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MARC tag: | 250 |
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Max. Length: | 500 characters | ||||||||||||||
Obligation: | Required if applicable | ||||||||||||||
Description: | The designation given to all copies of a resource that contain essentially the same content and are produced by the same entity. | ||||||||||||||
Examples: | 2nd ed. Rev. 1999 New ed. |
Filing indicator | |||||||||||||||
MARC tag: | 245 |
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Obligation: | Mandatory | ||||||||||||||
Description: | Select the number of character positions associated with a definite or indefinite article that are to be ignored in the sorting or filing of the title. If punctuation or special characters precede or follow the article these characters should also be counted in the filing indicator. If the first word of the title is not an article then retain the default filing indicator of ‘0’. | ||||||||||||||
Examples: |
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Form – Form of Item | |||||||||||||||||||||||||||||
MARC tag: | 008/23 or 008/29 | ||||||||||||||||||||||||||||
Obligation: | Required if applicable | ||||||||||||||||||||||||||||
Description: | Select the term that best describes the physical form of the resource. Unless the work is in one of the forms listed, retain the default value of ‘Not applicable’. The Web Input interface will automatically input the appropriate MARC 21 code based on your selection:
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Note: | The Form of Item term ‘Electronic’ is not used for computer software, numeric data, computer-orientated multimedia, online systems or services, instead select ‘Computer file’ from the Type of Material menu. | ||||||||||||||||||||||||||||
Examples: |
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Holding text If data is input in this field, the Web Input interface will automatically create a sub field 850$a containing the union catalogue symbol (NUC) for your library. Call no. |
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MARC tag: | 850 |
Max. Length: | 700 characters |
Obligation: | Required if applicable |
Description: | The call number, or other information, which describes the location of the resource in your library. |
Guideline: |
Your may include serial holding information, but do not include sub field codes or delimiters. If required by your local system, local system numbers may be included and should be enclosed in angle brackets. |
Examples: |
686.430 CBA <2345> S580.5 B748 v.1-4 580.560 JOU Vol. 9, no. 1 (1995)-v. 14, no. 2 (2000) PN1992.6 .T414 S 647.959441 B38S <A45678> |
Local system no. | |
MARC tag: | 850 |
Max. Length: | 80 characters |
Obligation: | Required if applicable |
Description: | The number of the record in your local system. |
Examples: | A47254 31778 |
Medium – General Material Designation | |
MARC tag: | 245 $h |
Obligation: | Optional |
Description: | Select the appropriate General Material Designation from the menu. Choose the term which best describes the most important aspect of the work. |
Name | |||||||||||||||||||||
MARC tag: |
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Max. Length: | 500 characters | ||||||||||||||||||||
Obligation: | Required if applicable | ||||||||||||||||||||
Description: | The name of the person or organisation primarily responsible for the content of the resource. |
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Guideline: | Corporate names should be listed according to a hierarchy, listing parts of the hierarchy from largest to smallest, and separated by full stops. If the hierarchy is unclear record the name as it appears. Personal names should be listed surname or family name first, followed by forename or given name, and separated by a comma. If in doubt, record the name as it appears. A second name may be recorded in the Other Name box. |
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Examples: |
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Note | |
MARC tag: | 500 |
Max. Length: | 1024 characters |
Obligation: | Optional |
Description: | General information about the resource. |
Example: | Map on lining papers |
Other Name | |||||||||||||||||||||
MARC tag: |
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Max. Length: | 500 characters | ||||||||||||||||||||
Obligation: | Required if applicable | ||||||||||||||||||||
Description: | The name of the person or organisation primarily responsible for the content of the resource. |
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Guideline: | Corporate names should be listed according to a hierarchy, listing parts of the hierarchy from largest to smallest, and separated by full stops. If the hierarchy is unclear record the name as it appears. Personal names should be listed surname or family name first, followed by forename or given name, and separated by a comma. If in doubt, record the name as it appears. A second name may be recorded in the Other Name box. |
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Examples: |
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Physical Description (Extent) | |
MARC tag: | 300 |
Max. Length: | 500 characters |
Obligation: | Required if applicable |
Description: | The number and physical description of the items that make up the resource. |
Examples: |
300 p. 4 v. 2 sound discs |
Place of Publication | |
MARC tag: | 260 |
Max. Length: | 400 characters |
Obligation: | Required if applicable |
Description: | The place in which the resource was produced. |
Examples: | Paris Ringwood, Vic. |
Publisher | |
MARC tag: | 260 |
Max. Length: | 250 characters |
Obligation: | Required if applicable |
Description: | The name of the entity responsible for producing the resource. |
Guideline: | Follow the same guidelines for the form of the name as for Name. If the name of the publisher is unknown give s.n. (sine nomine) |
Examples: | Fremantle Arts Centre Press Penguin [s.n.] |
Publication Date | |||||||||||||||||||||||
MARC tag: | 260 |
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Max. Length: | 100 characters | ||||||||||||||||||||||
Obligation: | Mandatory | ||||||||||||||||||||||
Description: | The date the resource was created or became available in its current form. | ||||||||||||||||||||||
Examples: |
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Description: | Select the type of standard number (ISBN, ISSN, ISMN) from the menu and type the number in the box. |
ISBN | |
MARC tag: | 020 |
Max. Length: | 10 characters |
Obligation: | Required if available |
Guideline: | Input only a valid ISBN. |
Example: | 2442068657 |
ISSN |
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MARC tag: | 022 |
Max. Length: | 9 characters |
Obligation: | Required if available |
Guideline: | Input only a valid ISSN. |
Example: | 1066-0437 |
ISMN |
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MARC tag: | 024 |
Max. Length: | 10 characters |
Obligation: | Required if available |
Guideline: | Input only a valid ISMN. |
Example: | M571100511 |
Subject | |
MARC tag: | 653 |
Max. Length: | 360 characters |
Obligation: | Optional |
Description: | The subject or topic that best describes the content of the resource. |
Guideline: |
Choose the most significant and unique words that describe the resource. The words chosen do not need to be derived from a controlled subject heading system or thesaurus. However a heading from such a system (e.g. Library of Congress Subject Headings) may be used. For Library of Congress Subject Headings, separate subdivisions with double hyphens. Separate successive subject terms with a semicolon. |
Examples: | Orienteering--Maps Public relations--Study and teaching; Marketing research--Methodology Heritage; paintings; photographs; postcards |
Summary | |
MARC tag: | 520 |
Max. Length: | 500 characters |
Obligation: | Optional |
Description: | A description of the content or purpose of the resource. |
Example: | An illustrated collection of eighteenth century political verse |
Title | |
MARC tag: | 245 |
Max. Length: | 500 characters |
Obligation: | Mandatory |
Description: | The name given to the resource. |
Guideline: | Transcribe the Title as it appears on the resource. |
Examples: | Integrating instruction in social studies: strategies, activities, projects, tools and techniques / by Imogen Forte and Sandra Schurr Wildflowers of the Adelaide Hills |
Type of Material | |||||||||||||||||||||||||||||||
MARC tag: | Leader/ 6 | ||||||||||||||||||||||||||||||
Obligation: | Mandatory | ||||||||||||||||||||||||||||||
Description: | Select the term that best describes the content of the resource. Select ‘Book or serial’ for microforms and electronic resources that are basically textual (NB. the physical form of these resources is indicated by selecting the appropriate term from the Form menu). Select ‘Computer file’ only for computer software, numeric data, computer-orientated multimedia, online systems or services. The Web Input interface will automatically input the appropriate MARC 21 code based on your selection:
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URL – Uniform Resource Locator | |
MARC tag: | 856 41 $u |
Max. Length: | 500 characters |
Obligation: | Required if applicable |
Description: | The web address for the resource. |
Example: | http://www.nla.gov.au |
System generated data
When a record is input the software will automatically create the following data elements.
Amicus number | |||||||||||||||||||||||
MARC tag: | 001 | ||||||||||||||||||||||
Description: | A valid Amicus number will be added to the record when it is entered on the database. You will be advised of the Amicus number on the Confirmation screen. | ||||||||||||||||||||||
Cataloguing Source |
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MARC tag: | 040 |
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Description: | Automatically set to the NUC associated with User id. | ||||||||||||||||||||||
Date Entered on File |
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MARC tag: | 005 | ||||||||||||||||||||||
Description: | System generated in the format yymmdd | ||||||||||||||||||||||
Date of publication code |
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MARC tag: | 008/07-10 | ||||||||||||||||||||||
Description: | The Date of Publication code will be automatically generated based on the data that you input in the Pub. Date box. | ||||||||||||||||||||||
Examples: |
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Encoding Level |
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MARC tag: | Leader/17 | ||||||||||||||||||||||
Description: | Automatically set to 3 (abbreviated record) | ||||||||||||||||||||||
Record Status |
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MARC tag: | Leader/05 | ||||||||||||||||||||||
Description: | Automatically set to ‘n’ (new). | ||||||||||||||||||||||
Transcribing Agency |
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MARC tag: | 040 |
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Description: | Automatically set to the NUC associated with Userid. |