Help - Web Cataloguing

Help - Index

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 New button to re-set the Web Input screen or the Close button to return to Libraries Australia.

Mandatory data

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.

Sub fields

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.

Punctuation

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

Click on the Save button at the bottom of the input screen to save a record. The system will check that you have input all mandatory data elements, prompt you to edit if required, and then display the new record on the Web Cataloguing - Review screen. Please check the record. If you wish to change any data, click on the Edit button to return to the Web Input form. If you wish to add the new record to the ANBD, click on the Save button. You will be taken to the Login to update record screen.

3. Login to update record

Login with your cataloguing username and password. 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 Save button. You will then be taken through to the Holdings screen

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 Save 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 Import record 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 Save 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 Edit holdings 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 Edit holdings 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 Edit holdings 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 Save button,

Closing the web cataloguing form

Click on the Close button in the navigation bar or Close the Web Input browser window to return to Libraries Australia. NB. If you click on the Close button or Close the browser window before you save the record it will not be added to the ANBD and any data input using the Web Cataloguing form will not be saved.

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
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:

Bibliographic Level Code inserted in record
Collection c
Monograph/item (default) m
Monographic component part a
Serial s
Serial component part b
Subunit d

Country – Country of Publication
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
MARC tag: 250 bb $a
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 b# where # is the filing indicator
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:
Title Filing indicator
A report 2
L’enfant 2
An example 3
The dog 4
"The cat" 5
[The bird] 5
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:
Form of item Code inserted in record
Not applicable (default) b
Braille f
Electronic s
Large print d
Microfiche b
Microfilm a
Microopaque c
Regular print reproduction r
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:
Item Type of Material Form of Item
Electronic book or serial Book or Serial Electronic
Microfiche book or serial Book or Serial Microfiche
Braille book or serial Book or Serial Braille
Large print book or serial Book or Serial Large print
Electronic map Printed map Electronic
Microfiche map Printed map Microfiche
Microfiche music Printed music Microfiche
Computer software Computer file Not Used
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.
MARC tag: 850 bb $c
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 bb $b
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:
Name MARC tag
Personal - Surname 700 1b $a
Personal - Forename 700 0b $a
Personal - Family name 700 3b $a
Corporate - Name (direct order) 710 2b $a
Corporate - Place or place and name 710 1b $a
Corporate - Surname (inverted) 710 0b $a
Conference or meeting - Name (direct order) 711 2b $a
Conference or meeting - Place or place and name 711 1b $a
Conference or meeting - Surname (inverted) 711 0b $a
Max. Length: 500 characters
Obligation: Required if applicable
Description: The name of the person or organisation primarily responsible for the content of the resource.
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.

Examples:
Personal - Surname: Forster, Raymond R., 1922-
Fielding, Henry, 1707-1754
MacDonald, Roger
Personal - Forename: Jerome, Saint, d. 419 or 20
Personal - Family name: Wentworth family
Corporate - Name (direct order): National Heart Foundation of Australia
National Trust of Australia (New South Wales). Hunter Regional Landscape Conservation Committee
Corporate - Place or place or name: Australia. Parliament. House of Representatives. Committee of Privileges
Corporate - Surname (inverted): Newman (Jean and Dorothy) Industrial Relations Library
Conference or meeting - Name (direct order): National Conference on Robotics (3rd : 1990 : Melbourne, Vic.)
Conference or meeting - Place or place and name: Brussels. Exposition universelle et internationale, 1958
Conference or meeting - Surname (inverted): Smith (David Nichol) Memorial Seminar
Note
MARC tag: 500 bb $a
Max. Length: 1024 characters
Obligation: Optional
Description: General information about the resource.
Example: Map on lining papers
Other Name
MARC tag:
Name MARC tag
Personal - Surname 700 1b $a
Personal - Forename 700 0b $a
Personal - Family name 700 3b $a
Corporate - Name (direct order) 710 2b $a
Corporate - Place or place and name 710 1b $a
Corporate - Surname (inverted) 710 0b $a
Conference or meeting - Name (direct order) 711 2b $a
Conference or meeting - Place or place and name 711 1b $a
Conference or meeting - Surname (inverted) 711 0b $a
Max. Length: 500 characters
Obligation: Required if applicable
Description: The name of the person or organisation primarily responsible for the content of the resource.
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.

Examples:
Personal - Surname: Forster, Raymond R., 1922-
Fielding, Henry, 1707-1754
MacDonald, Roger
Personal - Forename: Jerome, Saint, d. 419 or 20
Personal - Family name: Wentworth family
Corporate - Name (direct order): National Heart Foundation of Australia
National Trust of Australia (New South Wales). Hunter Regional Landscape Conservation Committee
Corporate - Place or place or name: Australia. Parliament. House of Representatives. Committee of Privileges
Corporate - Surname (inverted): Newman (Jean and Dorothy) Industrial Relations Library
Conference or meeting - Name (direct order): National Conference on Robotics (3rd : 1990 : Melbourne, Vic.)
Conference or meeting - Place or place and name: Brussels. Exposition universelle et internationale, 1958
Conference or meeting - Surname (inverted): Smith (David Nichol) Memorial Seminar
Physical Description (Extent)
MARC tag: 300 bb $a
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 bb $a
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 bb $b
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 bb $c
Max. Length: 100 characters
Obligation: Mandatory
Description: The date the resource was created or became available in its current form.

Examples:
260$c 008/07-10
2000 2000
2000- 2000
c1999 1999
1998? 1998
[1995 or 1996] 1995
between 1991 and 1995 1991
[199-] 199u
[199-?] 199u
[19--] 19uu
n.d. uuuu

Standard number

Description: Select the type of standard number (ISBN, ISSN, ISMN) from the menu and type the number in the box.
ISBN
MARC tag: 020 bb $a
Max. Length: 10 characters
Obligation: Required if available
Guideline: Input only a valid ISBN.
Example: 2442068657

ISSN
MARC tag: 022 bb $a
Max. Length: 9 characters
Obligation: Required if available
Guideline: Input only a valid ISSN.
Example: 1066-0437

ISMN
MARC tag: 024 bb $a
Max. Length: 10 characters
Obligation: Required if available
Guideline: Input only a valid ISMN.
Example: M571100511
Subject
MARC tag: 653 bb $a
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 bb $a
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 b# $a
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:

Type of Material Code inserted in record
Book or serial (default) a
Computer file m
Kit o
Manuscript t
Manuscript Map f
Manuscript Music d
Map e
Mixed material p
Music c
Nonprojected media k
Projected media g
Sound recording (Musical) j
Sound recording (Nonmusical) i
Three dimensional artifact r
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
MARC tag: 040 bb $a
Description: Automatically set to the NUC associated with User id.

Date Entered on File
MARC tag: 005
Description: System generated in the format yymmdd

Date of publication code
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:
Pub. Date (260$c) 008/07-10
2000 2000
2000- 2000
c1999 1999
1998? 1998
[1995 or 1996] 1995
between 1991 and 1995 1991
[199-] 199u
[199-?] 199u
[19--] 19uu
n.d. uuuu

Encoding Level
MARC tag: Leader/17
Description: Automatically set to 3 (abbreviated record)

Record Status
MARC tag: Leader/05
Description: Automatically set to ‘n’ (new).

Transcribing Agency
MARC tag: 040 bb $c
Description: Automatically set to the NUC associated with Userid.