Cataloging Procedures Manual

Appendix 24: Enhance Guidelines

Contents:

1. Enhance Guidelines

2. Enhance Procedures

I. Enhance Guidelines

1. Which records can be changed. Review Section 6.7 (p. 68-71) of the Cataloging User Guide, "Guidelines for Replacing Records." That section has been given to you separately and should be kept with these procedures. Important points are summarized below:
   1. There are many records that can be replaced by any library in Full-mode:
      1. Our own records, if no one else has used them. If someone has used them, we can add a call number and subject headings in Full-mode; other changes, additions, or deletions would require Enhance-mode.

      2. CIP records (Enc lvl 8). We can add a 300 field and a call number and subject headings.

      3. All other records. We can add an Library of Congress-like call number and subject headings; other changes, additions, or deletions require Enhance-mode.

      4. Minimal-level records (Enc lvl K, M, 2, 5, 7). These can all be upgraded to I-level using Full-mode. When upgrading minimal-level records, be sure to follow the upgrade policies of p. 70 of Section 6.7: "Exercise caution lest the records [you wish to upgrade] actually represent different items from those you are cataloging.... If you are in doubt about the match, do not upgrade the minimal-level record. Instead, edit the record for local use [or] input a new record," and leave the minimal-level record alone. If you "find that your cataloging differs from that contained in the minimal-level record ... do not assume that your information is correct and the cataloging record is incorrect .... In the same vein, do not change anything you are uncertain about. It is better to leave the record alone than to change or delete data which are useful for other users. Questionable data may be reported to OCLC on Bibliographic Record Change Request fofrms."

   2. Replacing full-level member-input records requires Enhance-mode. In addition to all those things we can correct and replace using Full-mode, Enhance mode allows us to:
      1. Change encoding levels I down to K (we would not usually do this) and L or J up to I or K (we will almost always be upgrading records to I-level).

      2. Enhance and replace any monographic (Type a and Bib lvl m) member-input record with encoding levels of:

         I -- (full-level cataloging input by OCLC library)

         L -- (full-level non-LC and non-NLM cataloging added from tape)

         J -- (record deleted by LC from it MARC file but retained in OCLC; we would not need to enhance a J-level record if another LC record can be found in OCLC for the same item)

2. Even with Enhance authorization, we cannot:
   • - change any format other than BOOKS

   • - add, change, or delete field 019

   • - change field 040, subfield =c

   • - delete a bibliographic record from OCLC

   • - modify Type or Bib lvl to a value not valid in Books Format

   • - modify or delete any other system-supplied data (e.g. Date Entrd)

   • - change national-level records (DLC, NLC, UKM, NLM, AGL, governed by Enc lvl blank, 1, 8, E) except for field 300 in CIP, and adding call numbers and subject headings

3. Other points:
   1. In both Full- and Enhance-mode replaces, remember not to delete existing Dewey or other non-LC call numbers or any non-LC subject headings. Do not substitute our LC call number for one already in the record unless the member-library's number is (1) obviously the wrong choice altogether (not just a valid alternate choice) or (2) is constructed incorrectly (e.g. CLU's literary author numbers, which are almost always formulated on the wrong letter; these must be corrected). Do not add our call number if an 090 field is already present unless the existing number is a held-together number and ours is a class-separate one or vice-versa. In like manner, do not change or delete LC subject headings unless they are obviously the wrong choice or are constructed incorrectly.

   2. Do not fix records you are not cataloging.

   3. It may save you time not to edit the record on VIRGO but to enhance it first on OCLC, then overlay the existing VIRGO record with the corrected OCLC record. You may still have to modify the new VIRGO record somewhat, but any necessary editing should be minimal.

4. Keep the number of searches used in retrieving records to a minimum:
   1. Search the authority file for all names, series, and uniform titles before retrieving the bibliographic record.

   2. Put a record in Save (type s, press <F11>):
      1. if you discover it or retrieve it for any reason while in Full-mode and it can be replaced only in Enhance-mode. You can then switch to Enhance-mode, retrieve the saved record, lock it, and work on it.

      2. if you retrieve it for any reason at a time when you will have to work on it later.

      There is no need to be overly strict about this. Search what you have to search; just be mindful of the cost of unnecessary searches.

II. Enhance Procedures

1. Preparation
   1. Log-off from Full mode (M310's -- press [Alt-o] (lower case letter o); M300's -- press [Control-Shift-o]).

   2. Log-on in Enhance mode.
      1. Press [Alt-a] or [Control-Shift-a].

      2. Move bar to PR-OTHER.

      3. Press [Return].

      4. At prompt, enter Enhance Authorization Number (100-078-109) and press [F10].

      5. Enter Password ("Enhance") and press [F10].

   3. Search name authority file (NAF) for any name, uniform title, or series headings that are already in the record to be enhanced, and for any headings that you plan to add to the record. Make printouts of authority records found for future reference and for VIRGO authority work.

   4. Retrieve the record to be enhanced.
      1. Search by author, author-title, or title search keys rather than just the OCLC number or ISBN alone.

      2. Take note of any duplicate records, LC records, helps, etc. (The target record may no longer need to be enhanced.)

      3. Display record to be enhanced.

   5. Lock the record.
      1. Type loc.

      2. Press [F11].

         The system retrieves and displays the latest version of the master record and displays the message "Record Locked." The indicator LOC appears in the upper-right corner of the record.

      3. Print the locked record before editing.

2. Enhancing
   1. Edit the locked record
      1. Activate Full-Screen Edit function. (press [Alt-F9] or [Control-Shift- F9]).

      2. Edit required fields one screen at a time.
         1. Fixed fields - change Enc lvl to I.

         2. Add call no.

         3. Compare name, uniform title, and series headings with printouts of authority records. Make necessary changes to match LC.

         4. Check and correct all filing indicators (fields 240, 245, 440, 730, 830); delete initial articles from =t of any 6xx, 7xx, or 8xx fields.

         5. Make any other necessary corrections or additions.

      3. After editing each screen, send the whole screen (press [Alt-F10] or [Control-Shift-F10]) and proceed to the next screen.

      4. When editing is complete (or at any point you wish to see how a particular change looks) reformat the record (press [F2]).

      5. Proof-read carefully.

      6. Print the edited record and attach the old printout.

      7. Put the record in Save (type s, press [F11]) and write save number, date, and your initials on top of the new printout.

      8. Proceed to next record or get out of Enhance-Mode (press [Alt-o] or [Control-Shift-o]).

   2. Remember these editing hints.
      
      Start-of-message ( ) [Ctrl-\]
      
      Subfield delimiter ( | ) [Ctrl-d]
      
      Field terminator ( ¶ ) [Ctrl-Enter]
      
      Delete a line (in Home position) type line #, press [F11]
      
      Reformat press [F2]
      
      Save a record type s, press [F11] (Make a noteof the Save no.)
      
      Retrieve a saved record type / [save no.] (e.g., /2307) press [F11]

      When you are adding data at the end of a field, you may over-type the field-terminator ( ¶ ), and it is not necessary to replace it; it will reappear when you are reformatting the record.

      When you are adding more than one field in the Home position, it is not necessary to add a field terminator at the end of each new field except the last. The Start-of-Message mark ( ) is enough to separate each field from the preceding one.

Table of Contents

Appendix 25