Cataloguing service FAQ

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Cataloguing Client (the 'Client')

  1. What is the Cataloguing Client & when should I use it?
  2. How do I install/reinstall the Client?
  3. Can I change the font?
  4. Where can I search for deleted duplicate records?
  5. How do I enter non-English characters?
  6. Will correct punctuation be inserted in the appropriate places?
  7. How are diacritics input?
  8. Can I use templates?
  9. Which fields require the @ as a filing indicator?
  10. Is there a list of MARC21 codes?
  11. How do I find a name, title or subject?
  12. When you link an authority to a heading, what happens to the indicators?
  13. How do I change the material type in a newly copied/cloned record?
  14. How do I import a record onto the Client from another database?
  15. How does the copy/clone function work?
  16. What non-Latin scripts are supported?
  17. Are there keyboard shortcuts?
  18. After I have updated a record, what is the delay before it appears in the search database?
  19. What happened to Amicus numbers and what are PPN numbers?

Holdings

  1. Adding Holdings through Libraries Australia Search
  2. Error messages
  3. Records with no holdings attached
  4. Closure of or amalgamation of libraries and holdings
  5. Deleting holdings

Cataloguing Client FAQ

1. What is the Cataloguing Client & when should I use it?

The Cataloguing Client is a windows based software which supports cataloguing directly onto the ANBD. Libraries can create and edit bibliographic records; add, modify and delete holdings; perform authority work and import records from external databases. Records can be created in non-Latin scripts including Chinese, Japanese, Korean, Cyrillic, Greek, Tamil, Thai, Arabic and Hebrew.

2. How do I install/reinstall the Client?

You must first subscribe to Libraries Australia. Before installing the Client you should read the Installation & Configuration Guide and the Release notes. Once you have subscribed you will then be sent a link to install the Client. There may be a charge to use the client.

If you need to re-install the Client you just need to follow your instructions for installing the Client or contact the Help Desk.

3. Can I change the font?

Yes, you can select the font and it's size for inputting text.  Non Roman script characters (eg CJK) will be input using the Microsoft Windows Input Method Editor (IME). A Unicode compliant font should be used to view these characters, with a point size of 14 or greater recommended.

Change your font by choosing Options, then Preferences, a screen will then appear enabling you to change your fonts, including the colours. However, of the default fonts available, only Arial Unicode supports Non-Roman scripts and diacritics.

4. Where can I search for deleted duplicate records?

You can search for deleted duplicate records in the XN field, they are then displayed in the 099 field of records.

5. How do I enter non-English characters?

Non Roman script characters (e.g. CJK) are input using the Microsoft Windows Input Method Editor (IME). A Unicode compliant font should be used to view these characters, with a point size of 14 or greater recommended. Information on Unicode compliant fonts can be found at Unicode. Please note if you have changed the font of your client - only Arial Unicode supports Non-Roman scripts and diacritics.

6. Will correct punctuation be inserted in the appropriate places?

Punctuation will be added to the bibliographic record on export and in the MARC View. Cataloguers will generally not have to enter punctuation and will not see punctuation in the Edit screen. The exception is punctuation before $b in the 245 field. Because this $b can be preceded by . ; or : the cataloguer needs to supply the punctuation.

7. How are diacritics input?

In the Client diacritics and special characters appear on a Special characters toolbar:

To access the Special Characters toolbar click View > Special Characters

When using a combining diacritic, place the cursor after the letter the diacritic will combine with and click on the diacritic in the toolbar.

We recommend that a Unicode font, point size 14 or greater, be used when inserting diacritics and special characters. Script characters can be entered via the user’s Windows Input Method Editor (IME).

Note: When the diacritics are turned on the edit screen shrinks, to un-shrink turn off the diacritics.

8. Can I use templates?

In addition to the predefined templates available in the Client, you can create your own templates. Your own templates are stored locally on your computer, not as records on the database.

9. Which fields require the @ as a filing indicator?

The @ symbol is used in cataloguing instead of filing indicators. It is only used in those fields that require a filing indicator. It is placed before the term that you consider to be the index term. A # symbol is used in place of the filing indicators in First and Second indicator positions as required.  For example, the title 'The wonderful world of libraries' is inserted as 245 1#$aThe @wonderful world of libraries

Note: The 246 tag does not use filing indicators or @, and should be entered with any initial article omitted.

10. Is there a list of MARC21 codes?

You will find the full list of codes used in the cataloguing client at http://www.nla.gov.au/librariesaustralia/cathelp/bib/index.html, with links to more detailed information.

In the client you can bring this screen up by clicking on the icon with a question mark in it. When editing a record you may also get help screens for particular codes by placing the cursor on the line the code is on, then pressing F1.

11. How do I find a name, title or subject?

To find a Name, Title or Subject in the Libraries Australia Cataloguing Client using the NA (name), TI (title) or SU (subject) index you must enter starting words of the exact phrase, e.g. f ti man from snowy river.

The words 'and', 'or' and 'not' must be enclosed in single quotes or else they are interpreted as Boolean operators (e.g. Wallace 'and' Grommit). You can also use the truncation symbol ? or the wildcard ! (e.g. Trust? for Trust, Trusting, Trustee, etc). There are also keyword indexes, for instance for Names (NW), Titles (TW) and Subjects (SW).

A full list of the search term indexes is listed in Appendix 2 of the manual, and details of the use of wildcards and truncation in section 3.2.7.

12. When you link an authority to a heading, what happens to the indicators?

The way the client works is that the indicators go missing when you link an authority to a heading. After doing the linking you will need to add the relevant indicators. For example, when linking a subject, the authorised heading should be a Library of Congress subject heading and so the second indicator will be zero. If unsure of indicator values, just press F1 while your cursor is on the line the heading is on, and an online help screen will come up.

13. How do I change the material type in a newly copied/cloned record?

Select the record, bring it into edit and click the Change Material Type button.

Note: You need to review the record as not all material specific fields relevant to the original material type are deleted.

14. How do I import a record into the Client from another database?

To import a record into LACC from another database simply click on the External Databases button. This will take you to the search screen from where you can choose which databases you would like to search. Searching in the command line will only search the ANBD.

Note: When importing a record from OCLC using the web interface, the 600 field disappears. This is a known problem and has been reported to our vendors. The easiest way to fix the problem is to manually copy the fields across.

15. How does the copy/clone function work?

To copy/clone a record, you open the record you wish to copy/clone and then you click on the Copy/Clone Record button. Item specific fields are lost when copying or cloning a record and these include the fields: 020, 022, 024, 260, 5XX and 9XX.

These codes are removed as a safeguard against data specific to the copied record being incorrectly left in the newly created record. However, if you wish to add information from these fields to the copied or cloned record you can copy and paste the fields from the original record.

16.What non-Latin scripts are supported?

  • CJK (Chinese, Japanese and Korean)
  • Cyrillic
  • Greek
  • Thai
  • Tamil
  • Arabic
  • Hebrew

Note: After inputting Chinese you can then click the Transliteration button and LACC will automatically transliterate the text into an empty field.

17. Are there keyboard shortcuts?

Yes. You have the option of using the default shortcuts as listed in the manual or you can create your own keyboard shortcuts.  To create your own go to Options>Customize on the Windows Menu Bar and create your keyboard shortcut. The default shortcuts are also listed here.

18. What is the delay be in updating the search database from the client database?

Synchronisation between the Libraries Australia Cataloguing Client and the Libraries Australia Search Database is in near real-time.

19. What happened to Amicus numbers and what are PPN numbers?

In the Libraries Australia Cataloguing Client system MARC tag 001 contains the record control number which is referred to as the ANBD (Australian National Bibliographic Database) or AN number.  In bibliographic records migrated from the Amicus system the Amicus number has been retained in field 001 to provide for backwards compatibility with Amicus numbers that exist in local systems.  All migrated authority and CJK bibliographic records and new records added following implementation have a new ANBD number in the 001 field issued by the Libraries Australia Cataloguing system.  Superseded record control numbers (i.e. Amicus numbers in migrated Authority records and record control numbers in migrated CJK records) have been transferred to field 099. In migrated authority records the Amicus numbers are still searchable in the AN index. The CJK control numbers are searchable in the XN index.

The PPN (Pica Production Number) is a system generated record control number which is used within the Libraries Australia Cataloguing Client system. It will not appear in exported MARC records, or in Libraries Australia Search.  The PPN number is based on ANBD (Australian National Bibliographic Database) in the 001 tag of a bibliographic record.  The PPN is identical to the AN except that it has a check digit added.

Holdings FAQ


1. Adding Holdings through Libraries Australia Search

You will need a cataloguing sign on to add, edit and delete holdings in Libraries Australia Search. If you do not have a cataloguing sign on please contact the Help Desk.

  1. Login to Libraries Australia Search (http://librariesaustralia.nla.gov.au)
  2. Search for the record you want to add your holdings to.
  3. If multiple results are listed, click on the title of the result you wish to add the holdings to.
  4. In the Full View, click on the Edit Holdings button .
  5. Add your holding to the Call Number field – you do not need to enter your NUC symbol in the NUC field. This is added automatically.
  6. Click on the save button

If nothing happens when the Edit Holdings button is clicked it may be that you may have a popup blocker installed on your browser.

To allow popups for Libraries Australia site:

  • In Internet Explorer 7 and 8 Go to Tools > Pop-up blocker > Pop-up Blocker Settings. Enter the domain names to allow:
    • catclient.librariesaustralia.nla.gov.au
    • librariesaustralia.nla.gov.au
  • In FireFox v1Go to Tools/Options/Web Features/Allowed Sites. Enter the domain names to allow:- catclient.librariesaustralia.nla.gov.au- librariesaustralia.nla.gov.au- Save settings

2. Error messages

If you get an error message you may have a firewall that is blocking the pop up window from loading. Please advise your I.T. section that you need to have access to the server catclient.librariesaustralia.nla.gov.au on port number 80. Your proxy server may have a firewall, and your individual computer may also have a firewall if you are running Windows XP or above.

3. Records with no holdings attached

Records are loaded regularly to the ANBD from a variety of sources, eg national cataloguing agency records from Australia, Britain, Canada, New Zealand, Singapore, Vietnam and the United States etc. For a detailed list see our description of the ANBD.

Australian libraries can then attach their holding statements to these records, thus reducing the amount of time they need to spend on original cataloguing. However some records may not have the holding of an Australian library added to the record, either because there is no copy of that item in Australia, or because an Australian library with a copy of that item, may not yet have added their holding to the record. It is not mandatory for ANBD records to have a holding statement.

4. Closure of or amalgamation of libraries and holdings

We can arrange a global deletion of your library's holdings, or if your library is amalgamating with another library, we can arrange a global transfer of your library's holdings to the other library.

There is no charge for this service. Please contact the Help Desk - describing your requirements and include the date of closure/amalgamation and your library's NUC symbol. If two or more libraries are amalgamating, include the NUC symbols for both libraries.

5. Deleting holdings

We can do a global deletion of holdings. You will need to contact the Help Desk - listing the records by ANBD number and include your library's NUC symbol. There is no charge for this service.