Tips for using Libraries Australia Cataloguing

Authority Records

Tip 1: You do not need to know if there is a pre-existing authority record before you search, however, if you do you can use the Search Link Exact button instead of the Search Link button.

Tip 2: In the Edit screen subfield coding will not appear in linked headings and the headings will be green.

Tip 3: Before undertaking authority work you must consider the impact on all the linked records.

Tip 4: Names can be either a name authority or a name subject authority.  They are differentiated by the coding used in the authority record.

Cataloguing: General

Tip 5: Where the only difference between two manifestations of a work is the name of the distributor or the place of publication, it is not necessary to treat the work as a different version, or to create a new record.

Tip 6: A record for a multipart work cannot be changed to represent only one volume or a part of the work, and vice versa.  Create a new record instead.

Tip 7: When cataloguing online, records with an 'Under Construction' note should be completed within 5working days.

Tip 8: When creating anew record based on a record for a similar work, ensure that all data reflects the work being catalogued, including standard numbers such as LC control number, that is, when close copy cataloguing change all relevant fields, not just some.

Tip 9: Institution or copy specific notes are not valid data for the ANBD.  Changes to bibliographic records should not place institution specific data in shared data fields and should retain all valid data in the record.

Tip 10: If you have already created or partly created your record and you decide you need to change the material type, save your record, then select the Change Material Type button and select the new material type from the Doc Type list.  Your existing record will be changed to the new material type with the appropriate coded data tabs and drop down menus.  You may lose your existing Coded Data, so check the record carefully to ensure the copied data is correct.

Tip 11: Clicking ‘copy external bib’ button takes you to a new screen which displays the copied record.  Those tags which relate to the record you copied will be deleted, for example, the record number, 9XX tags and so on, but ISBNs and ISSNs and OCLC Numbers will be copied.

Tip 12: A second ISBN may be added to a record, providing that the record is for the same manifestation, for example, for a different binding.

Tip 13: Only records that have no holdings can be deleted from the ANBD.  If you are unsure, do not delete or only delete records that you have created and no longer need.

Cataloguing: MARC tags

Tip 14: 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#$a The @wonderful world of libraries

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

Tip 15: In other tags which require indicators which are not filing indicators, the indicators should be entered by the cataloguer.  Otherwise indicators will default to a hash ('#') and will appear like that in the MARC export format as a hash.

Tip 16: 040 must be entered manually.  When you click the 'Cataloguing Source' button it will add an appropriate 040 with the text 'NUC' in the appropriate subfields.  Please remove the word 'NUC' and add your own library's NUC symbol.

Tip 17: Parallel fields are now used for inserting non Roman scripts in records.  880 tags will be created from these fields when records are exported or displayed in the MARC View format.  Imported records with 880 tags will have parallel fields created.

Tip 18: When records are exported the correct filing indicators are inserted into the record and the @symbols are removed.  If a title has @ as part of the title you should use @@.The @@ symbols do not display in MARC view.

Tip 19: Do not add a $a with your NUC symbol to the Holding.  It will be automatically added when you save the record.

Cataloguing: Screen

Tip 20: To change the view of a record from an external database you will need to use the Command Line rather than the Toolbar.  Use the following commands:

  • extsho m21x (MARC view)
  • extsho u (labelled view)
  • extsho m21 (coded data view)
  • extsho k (brief view)

Tip 21: The Customize dialog box must be open for you to be able to move and delete menu items and buttons.

Tip 22: All shortcut keys in a given menu or submenu should be unique.

Tip 23: The settings for the Full Display screens also apply to a large number of other screens that only display information, for example, show and update user information and some parts of the Brief Presentation and Edit screens.  Also, screens supplied by External databases may contain font settings that override user preferences and settings and therefore will remain unchanged.

Tip 24: If you select a drop down pick list and then do not select a value, the insert box will remain blank.  Make sure you double click on the highlighted term or press Enter to select your choice.

Tip 25: Using any of the buttons above the Command line, except Save, will result in exiting the record with no dialog box and no changes saved.

Tip 26: The Download…function downloads records as text files, not MARC21 files.  To download MARC21format records, use Libraries Australia Search or the Records Export Service.

Tip 27: To display non-Roman characters correctly, make sure you have a Unicode font installed.


Tip 28: If you search with two terms, for example, “f tw cats dogs” the Client will ‘and’ them, so both terms will be present in the record, but not necessarily in the same field.

Tip 29: Entering ‘?%’allows you to search for titles with that word appearing twice.  For example “foo ?% foo” will search for titles with the word “foo” appearing twice.

Tip 30: CJK numbers must include the full stop and b, for example, f xn .b10018876.

Tip 31: The vast majority of records on the ANBD that have Chinese, Japanese or Korean characters have been coded to be found by SCR 1, rather than the more specific SCR 4 (Japanese), SCR 7 (Chinese) or SCR 13 (Korean).  You may narrow down a search by including both the language code and SCR 1.  However, such a search may also get some records which have CJK script but are not the script specified by the language code.  This can occur because the language code searched on may be present in an041 field if the item is a translation or has content in multiple languages.

Tip 32: The history screen for external databases will display the last search executed against external database targets rather than the search history of the session.

Special Characters

Tip 33: Not all fonts or point sizes that can be used will display the special characters correctly in the Special characters bar.  A Unicode font should display all the characters correctly and a font size of 14 is preferable.

Tip 34: If you use diacritics and special characters, then it is recommended that you use a Unicode font and set this font for the Diacritics bar, Presentation and Edit screens to ensure that the characters display correctly.

Tip 35: While either the right or left Alt keys can be used for some of the special characters, the right Alt key may produce a different diacritic.  If you do get an unexpected result when using the right Alt key, delete the character and use the left Alt key instead.


Tip 36: When using Personal Templates, do not use two colons in a title (eg 'My template:book:with holdings').  The template will save, but when you try to access the template the Client will freeze.

Tip 37: You cannot use templates in Novice Mode.