Cataloging Procedures Manual

Appendix 1: Editing on VIRGO

Logging-On
1. Double click on the SIRSI icon.
2. At the sirsi.lib.virginia.edu login: type userid, press [Enter].
  [userid's] password: type [password]
  Enter your pin: type [pin]
3. [FLOATING] press [Enter].
4. [ ] type 11, press [Enter].
5. Select wsclient.
Logging-Off
1. After completing session on VIRGO, click oncee EXIT button. Click OK.
2. [ ] Type exit
3. Click on FILE, click on EXIT.
Edit Item Command
Changes to the copy, call number, title, and descriptive text must be made through the Edit Item Command. To invoke the Edit Item screen, use any of the available command options (Dashboard CMD button, Remote Control (Pencil with eraser), or COMMAND on the menu bar).
Defaults should be set as:

entries: ALL

add empty 006: NONE

fixed field

comments

*Currently, ALL does not display holdings information. A request has been submitted to change the policies to allow it.
Click on the field to be edited. Type over existing information; or use insert. The text will automatically wrap.
When editing is complete, click on Go or press Enter. VIRGO should indicate Record updated at bottom of screen.
Adding a New Field
Click in numerical order next to the field to be added. (Note: In SIRSI, fields are arranged in the order in which they are added to the "Edit Item" screen, NOT automatically in numerical order). Choose Before orAfter from the button bar, depending on the field to be entered.
Deleting a Field
Click anywhere on the field to be deleted. Click on Delete, from the button bar.
Deleting Information Within a Field

Use the Delete Key on the Keyboard to delete one character at a time.

OR

Highlight information to be deleted and use the Delete Key on the Keyboard.
Shadowing Records/Items/Call Numbers
The shadow catalog allows the library to retain full catalog records searchable only by library staff.
1. Shadowed Copy
  A copy marked as shadowed copy:Y, can be searched in the shadow catalog and nowhere else. The title may be searched in either the standard or the shadow catalog.
  1. Choose Library Catalog
  2. Find and display the existing title. Use the Display 1 item command if the call number, title key (OCLC #, LCCN, ISBN, etc.) or the item ID of an existing copy is known. Or, use other searches to find the title.
  3. Once the title is found,
    1. Click on the copy to be shadowed.
    2. Choose the edit item command.
    3. Choose the following from the edit item screen as needed.
      1. Added empty fields - entries box must be highlighted full.
      2. Fixed fields
      3. Charges
      4. Comments
    4. Click on GO or press [Enter].
  4. The copy information screen contains a shadowed copy (Y/N) field. This field is used to mark a single copy for the shadow copy.
    1. Current location box should be updated to withdrawn.
    2. The shadow copy box updated to y.
    3. Click on GO or press [Enter].
  5. At public workstations the shadowed item immediately disappears from the Lookup/views display.
    At staff workstations the title can not be searched in the shadow catalog until an indexing report is run. After the indexing report, the title will display if the Display1 item shadow field is set to yes or both .
2. Shadowed Call Number
  The shadow catalog allows the library to retain full catalog records searchable only by library staff.
  A call number marked as shadowed title:Y, all the copies belonging to that call number can be searched on in the shadowed catalog and nowhere else.
  The title of the call number may be searched in either the standard catalog or the shadow catalog. When the title displays, the shadowed call number with all copies may be displayed as well, alone or with all other call numbers belonging to that title.
  1. Choose Library catalog
  2. Find and display the existing title. Use the Display1 item command if the call number, title key (OCLC #, LCCN, ISBN, etc.) or the item ID of an existing copy is known. Or, use other searches to find the title.
  3. Once the title is found:
    1. Click on the call number to be shadowed.
    2. Choose the edit item command.
    3. Choose the following from the edit item screen as needed:
      1. Added empty fields - entries box must be highlighted full.
      2. Fixed fields
      3. Charges
      4. Comments
    4. Click on GO or press [Enter].
  4. The call number information screen contains a shadow call number (Y/N) field. This field is used to mark a call number/volume for the shadow catalog. If shadowed call number is Y all linked copies are in the shadow catalog.
    1. Current location box should be updated to withdrawn.
    2. The shadow call number box updated to "Y".
    3. Click on GO or press [Enter].
  5. At public workstations the shadowed item immediately disappears from the Lookup/views display.
    At staff workstations the title can not be searched in the shadow catalog until an indexing report is run. After the indexing report, the title will display if the Display1 item shadow field is set to "yes" or "both".
3. Shadowed Title
  The shadow catalog allows the library to retain full catalog records searchable only by library staff.
  A title marked as "shadowed title:Y," all of the call numbers and copies belonging to that title are indexed in the shadow catalog and nowhere else.
  1. Choose Library Catalog
  2. Find and display the existing title. Use the Display1 item command if the call number, title key (OCLC #, LCCN, ISBN, etc.) or item ID of an existing copy is known. Or, use other searches to find the title.
  3. Once the title is found:
    1. Choose the edit item command.
    2. Choose the following from the edit item screen as needed:
      1. Added empty fields - entries box must be highlighted full.
      2. Fixed fields
      3. Charges
      4. Comments
    3. Click on GO or press [Enter].
  4. The title information screen contains a shadow title (Y/N) field. This field is used to mark a title and its descriptive text record for the shadow catalog. If shadowed title is Y the title, descriptive text, and all call numbers/volumes and all copies linked to that title are in the shadow catalog.
    1. Current location box should be updated to withdrawn.
    2. The shadow title box updated to "y".
    3. Click on GO or press [Enter].
  5. At public workstations the shadowed item immediately disappears from the Lookup/views display.
    At staff workstations the title can not be searched in the shadow catalog until an indexing report is run. After the indexing report, the title will display if the Display1 item shadow field is set to "yes" or "both."
    After the last copy of a title moves from the standard catalog to the shadow catalog, the message "Item Unavailable For Display" appears in place of the catalog citations until an indexing report is run.
Removing Records
The Remove Item command is used to delete records at the copy, call number, or title level from the VIRGO database. Copy records must be removed before linked call numbers are removed; call numbers must be removed before the linked title record is removed. When the Remove Item command has been issued, the copy, call number and/or title CANNOT BE RETRIEVED.
1. Retrieve item using the barcode number, if available. If no barcode is available, the item can be retrieved by other standard searches (i.e. control key, title, author, etc.). Click on the pertinent copy or call number.
2. Click on the Remove Item button on the remote control pad. The remove title option is checked. If all copies, call numbers, and the title are to be removed; leave the check. If the title is to be retained even though all copies have been removed, click on remove title to erase the check.
3. Press [Enter] or click on GO. Input override operator [ ]. Click ok.
4. The system responds with messages such as: item removed, call number and copy removed, or title, call number and copy removed.
5. Other activities in the system may prevent the removal of a copy, call number, or title and result in the display of an error message (Section XII).
Record Duplication
1. Call up the record to be duplicated. View the entire record or work from a highlighted entry in a group of search results.
2. Issue the DUPLICATE ITEM (double pencils and book icon) command via the CAT control pad in the lower right corner of the SIRSI screen, or use the COMMAND pull-down window shade on the menu bar at the top of the screen. A new screen with the heading Duplicate Item will appear.
3. Fill in a new call number for the new record you wish to create. Other blocks on this screen do not need to be changed.
4. Issue the GO command. A screen with the heading Copy Information will appear.
5. Copy Information
  Fill in type with the appropriate media (example: BOOK).
  Fill in home location (example: ALD-STKS).
6. Call Number Information
  Fill in library (example: ALDERMAN).
  Set Entries to ALL.
7. Title Information
  Set add empty entries to N.
  Set fixed field to Y.
  No other values on this screen need to be changed in most cases.
8. Issue GO command. Look for the message Item Created in red type above the GO control.
9. Issue EDIT ITEM command via the control pad or through the menu bar. Edit the fixed and variable MARC fields on the new record as needed.
Reformatting Records
If the record format is incorrect (ie. b for a video recording), change the format using the Edit Item command.
1. In the Title information area, change record format using the pull down menu.
2. In the Descriptive information area, change the Rec_Typ. Click on GO or press [Enter].
3. Click on Edit Item or use the menu bar. Click on entries, select template. Click on add empty fields and fixed fields.
The appropriate fixed and variable fields will display for editing.

VIRGO Item Creation for Records Not Found in OCLC or VIRGO

Verify authority for personal names, corporate and conference headings and series.
Choose ACQ1 mode (for ordering) or CAT mode (for cataloging) from the Control Pad.
Create Item
1. Choose Create Item. Note that TITLE is the default which is correct.
2. New call number - defaults to AUTO or enter a LC or other type of call number.
3. Cop(ies) NO (for ordering); [Blank] (with book in hand)
4. Click on GO or press [Enter]. At this point, the ITEM is created. Message displays Creating new title.
5. Copy, Call Number, Title and Descriptive Information
  1. Copy Information
    BARCODE
    Scan a barcode label or select AUTO.
    
    TYPE
    Choose from the pull down menu (Click on arrow to see list of choices, then highlight the correct choice or type the first letter of the choice and the entire word will be filled in automatically).
    
    HOME LOCATION
    Choose from the pull down menu (This is a required field).
    
    Fill in other blanks as needed.
  2. Call Number Information
    1. Class scheme - default is LC or click on arrow to see list.
    2. Library - pull down menu and select library (e.g. ALDERMAN)
    3. Shadowed call number - default is N.
  3. Title Information
    1. Record format - Choose from pull down menu (NOTE: MARC=Books format).
    2. Entries - Select TEMPLATE.
    3. Fixed fields - NO (for ordering); YES (for cataloging).
    4. Shadowed title - default is N. Click on GO or press [ENTER]. Message will display Item created.
    5. Current location - IN-PROCESS
    6. Created by [userid]
    7. Date cataloged TODAY. If this is a brief record, leave as NEVER.
  4. Descriptive Information
    Pull down the box in the scroll bar (left side of Focus window) to move to the part of the record that displays the fixed and variable fields.
    1. Fixed fields
      Complete the fixed fields as appropriate.
    2. Variable fields
      Complete the variable fields as needed.
      For brief records add 911 field with zoo or class range note.
6. Click on GO or press [Enter]. Message displays Record updated.
7. Click on Edit item. Click GO or press [Enter]. For brief records, add appropriate notes to the Comments field.
ERROR MESSAGES
1. Display1 Item
  1. NO KEY SPECIFIED
    An item ID, call number and copy, or title key has not been entered.
  2. ITEM NOT FOUND IN CATALOG
    The item ID, call number, or title key, as entered, does not match any record in VIRGO database. Try entering the item ID again, or look up the item with SEARCH ITEM or FIND ITEM.
2. Copy Information
  1. CENTS FIELD MUST CONTAIN 2 DIGITS
    Two digits must be typed for the cents when entering a dollar amount.
  2. ITEM ID ALREADY EXISTS
    The item ID (barcode) entered for the new copy is already assigned to an item in VIRGO. A DISPLAY1 ITEM command will find the copy that has the current item ID.
3. Title Information
  1. 'BRIEF' SYNONYM NOT DEFINED FOR THIS FORMAT
    Every format defined in the policies must have the 'BRIEF' synonym defined if that format is used in DISPLAY1 ITEM, EDIT, CREATE, or DUPLICATE.
  2. CONFLICT IN ENTRY LIST
    Combining two entry list policy names (MARC-FULL, MAP-TEMPLATE), or two entry list synonyms (BRIEF, FULL), or an entry list policy and a synonym, (FULL, MARC-BRIEF) will produce this error message.
  3. 'FULL' SYNONYM NOT DEFINED FOR THIS FORMAT
    Every format defined in the policies must have the 'FULL' synonym defined if that format is used in DISPLAY1 ITEM, EDIT, CREATE, or DUPLICATE.
  4. 'TEMPLATE' SYNONYM NOT DEFINED FOR THIS FORMAT
    Every format defined in the policies must have the 'TEMPLATE' synonym defined if that format is used in DISPLAY1 ITEM, EDIT, CREATE, or DUPLICATE.
4. Descriptive Information
  1. DATA VALIDATION ERROR(S)
    One or more entries in the bibliographic description did not pass data validation tests. The message appears in the message area at the top of the screen. The specific error message(s) might display beside and entry with an error.
  2. EDIT NOT PERMITTED
    According to the format specifications, the data in this tag may not be modified.
  3. ERROR, MAXIMUM SIZE
    According to the format specifications, the data in this tag cannot contain more than a certain number of characters. The entry is more than the maximum size.
  4. ERROR, MINIMUM SIZE
    According to the format specifications, the data in this tag must contain at least a certain number of characters. The entry is more than the minimum size.
  5. ERROR, NON ALPHABETIC DATA
    According to the format specifications, the data in this tag can only be alphabetic characters. The entry contains data which is not alphabetic.
  6. ERROR, NON ALPHANUMERIC DATA
    According to the format specifications, the data in this tag can only be alphabetic characters or numerals. The entry contains data which is neither alphabetic nor numeric.
  7. ERROR, NON NUMERIC DATA
    According to the specifications for this tag in the format file, the data can only be numerals. The entry contains data which is not numbers.
  8. ERROR, NON PRINTABLE DATA
    According to the format specifications, the data in this tag can only be printable characters. The entry contains data which is non-printable.
  9. INVALID ENTRY
    The entry name specified does not exist or is not valid for the current format.
  10. COPY DOES NOT EXIST
    The specified call number does not have a copy linked to it, or the copy number entered does not exist. This message displays along with the call number, title, and descriptive text records.
5. Remove Item
  1. CALL NUMBER UNDER SERIAL CONTROL--CANNOT REMOVE
    The call number is tied to one or more serial control records. The serial control record(s) must be removed before the call number can be removed.
  2. COPIES STILL EXIST
    A call number cannot be removed if a copy is still linked to it.
  3. ITEM CHARGED--CANNOT BE REMOVED
    The item is currently checked out. The item s charge(s) must be discharged before the item can be removed.
  4. ITEM HAS BILLS--CANNOT BE REMOVED
    The item has unpaid bills. The item s bill(s) must be paid/forgiven/canceled before the item can be removed.
  5. ITEM IS BOOKED--CANNOT REMOVE
    The item has one or more bookings (reservations) placed against it for some user. The booking(s) must be removed before the item can be removed.
  6. ITEM HAS RESERVES--CANNOT REMOVE
    The reserve records must be removed before the item can be removed.
  7. ITEM ON HOLD--CANNOT BE REMOVED
    The item is currently on hold for some user. The hold must be removed before the item can be removed.
  8. MUST REMOVE TITLE ALSO
    The last call number linked to a title cannot be removed without removing the title as well.
  9. UNABLE TO REMOVE--CLEARANCE LEVEL LIMITATION
    The clearance level for this item is higher than the clearance level assigned to the operator s login; the current operator is not permitted to remove this item.
EXPORT HOLDINGS TO OCLC IN PROCESS

FUNCTION KEYS/MACROS FOR INFOVIEW

Click on Preference on the menu bar.
Select Function Keys.
Choose Command mapping. Click on CHANGE MAP.
On Setup Function Keys Map screen
Select command desired from Pull Down menu to right of each function key (e.g. F1, F2, Shift F1, Alt F1). Only the commands authorized for the user will display as options. Commands are stated Veb/Noun, sorted by Noun, (e.g. ITEM). Scroll up or down to find each group of commands>

DIACRITICS/SPECIAL CHARACTERS

Diacritics and other special characters are located in two character sets. To enter a diacritic, press Alt [character set number] and type the key sequence.

Example:

Superscript 2 Press Alt and 2 at the same time, then type Shift 2 Umlaut Press Alt and 1 at the same time, then type h

ALA GRAPHIC CHARACTER NAME CHAR SET KEY SEQUENCE

| subfield delimiter

⁰ 0 superscript 2 Shift - 0

¹ 1 superscript 2 Shift - 1

² 2 superscript 2 Shift - 2

³ 3 superscript 2 Shift - 3

⁴ 4 superscript 2 Shift - 4

⁵ 5 superscript 2 Shift - 5

⁶ 6 superscript 2 Shift - 6

⁷ 7 superscript 2 Shift - 7

⁸ 8 superscript 2 Shift - 8

⁹ 9 superscript 2 Shift - 9

⁽ ( superscript 2 Shift - [

⁾ ) superscript 2 Shift - ]

^- - superscript 2 _

⁺ + superscript 2 +

₀ 0 subscript 2 0

₁ 1 subscript 2 1

₂ 2 subscript 2 2

₃ 3 subscript 2 3

₄ 4 subscipt 2 4

₅ 5 subscript 2 5

₆ 6 subscript 2 6

₇ 7 subscript 2 7

₈ 8 subscript 2 8

₉ 9 subscript 2 9

₍ ( subscript 2 [

₎ ) subscript 2 ]

_- - subscript 2 -

₊ + subscript 2 =

± plus or minus 1 Shift - =

£ British pound 1 9

alif 1 .

` ayn 1 0

´ miagkii znak or prime sign 1 '

tverdii znak or double prime sign 1 7

· middle dot 1 Shift - 9

musical flat 1 Shift - 0

musical sharp 1 _

® registered trade mark 1 Shift - 8

phono record copyright mark 1 }

© copyright mark 1 ]

° degree sign 1 a

¿ inverted question mark 1 ?

¡ inverted exclamation mark 1 /

script l lowercase 1 Shift - .

lower case alpha 2 a

ß lower case beta 2 b

lower case gamma 2 c

Æ upper case Æ 1 Shift - 5

æ lower case æ 1 5

upper case OE 1 Shift - 7

lower case oe 1 6

Ø upper case slash O 1 "

ø lower case slash O 1 2

upper case Polish L 1 Shift - 1

lower case Polish l 1 1

upper case crossed D 1 Shift - 3

lower case crossed d 1 3

Þ upper case Icelandic thorn 1 Shift - 4

þ lower case Icelandic thorn 1 4

lower case Turkish I 1 8

O upper case hook O 1 <

o lower case hook o 1 ,

U upper case hook U 1 =

u lower case hook u 1 -

ð Anglo-Saxon eth 1 :

´ acute accent 1 b

` grave accent 1 `

¨ umlaut or diaeresis 1 h

^ circumflex 1 c

¸ cedilla 1 p

~ tilde [accent] 1 ~

breve 1 f

- macron 1 e

circle above or angstrom 1 j

candrabindu 1 o

hacek 1 i

left half-ligature 1 k

right half-ligature 1 l

right hook 1 q

low rising tone or pseudo-question 1 Shift - 2

high comma off-center 1 m

double acute 1 n

superior dot 1 g

dot below character 1 r

double dot below 1 s

circle below 1 t

double underscore 1 u

double tilde (right half) 1 [

double tilde (left half) 1 z

left hook 1 w

high comma centered 1 Shift - 6

right cedilla 1 x

upadhmaniya or half circle below 1 y

Table of Contents

Appendix 2

Cataloging Procedures Manual

Appendix 1: Editing on VIRGO

Contents: