Adding / editing records using the web cataloguing form

Adding a bibliographic record using the web cataloguing form

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 question mark button that displays when you hover next to a 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 plus button. You can also click on the minus button to remove these fields. If you decide that you do not wish to Save the data that you have input click the Cancel 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 Place, Publication Date, Country of Publication, Type of material, Bibliographic level, Content type and Carrier type.

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.

Saving a record

Click on the Save Record 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 Record button to return to the Web Input form. If you wish to add the new record to the ANBD, click on the Save Record button. You will be taken to the Login to update record screen.

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 (reference table of PICA codes associated with MARC tags). 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. 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.

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 More 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 (reference table of PICA codes associated with MARC tags). 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. 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.