4 EDITING RECORDS

Cataloging records are edited through the Edit Records subfunction. You access this option by selecting the Edit Records node from the Cataloging tab. The screen below shows a sample catalog record in the Edit Records environment.



Note that the Catalog Editor (upper pane) must be in focus for editing purposes.

When records are opened for editing through the "Edit Records" option of the Cataloging tab, they are listed under the Edit Record node of the Navigation Tree.

Records saved on the server are listed in the following format:

[Library code]-[system number (Local number)]

Example: 
B-TIT-1 (NEW773.MRC)
Local records are listed in the following format:

[Local number (Local)].

Example: 
NEW773.MRC (Local)
After performing changes to either type of records, their representation is changed by a preceding asterisk, for example: 
* B-TIT-1 (NEW773.MRC)
* NEW871.MRC (Local)

top

5.0 MOVING AROUND A RECORD

Up/Down arrows - moves up/down one line
Left/Right arrows - moves left/right one space
Tab - moves from field to field
PageUp- moves up one page
PageDn - moves down one page
Home -moves to the beginning of the line where the cursor is positioned
End - moves to the end of the line where the cursor is positioned
Ctrl+Home - moves to the beginning of the record
Ctrl+End - moves to the end of the record top

4.2 EDITING PORTIONS OF A FIELD

Editing the tag
The tag works in overwrite mode only. To change the tag, simply type over it. To delete a character, use the spacebar (not the delete key).

Editing the indicator
The indicator works in overwrite mode only. To change the indicator, simply type over it. To delete a character, use the spacebar (not the delete key).

Editing the subfield code
The subfield code works in overwrite mode only. To change the code, simply type over it. It is not possible to delete a character with either the spacebar or the delete key. To delete a subfield, use the shortcut key Ctrl+F7 or select Delete Subfield from the Delete submenu of the Edit menu. This will delete both the subfield code and its contents.

Editing the contents
The contents area is set to work in insert mode. To work in overwrite mode, press the Insert key. Note, however, that you may enter only one blank space at a time; you are prevented from inserting a number of blank spaces in a row.

To delete a single character while working in insert mode, use the delete key (not the spacebar). To delete a group of characters, select the text, then use the delete key or the spacebar.

You may select text by pressing the left mouse button and dragging the mouse cursor over the desired text.

To cut text, use the shortcut key Ctrl+X or select Cut from the Cut submenu of the Edit menu. To copy text, use the shortcut key Ctrl+C or select Copy from the Copy submenu of the Edit menu. To paste text, use the shortcut key Ctrl+V or select Paste from the Paste submenu of the Edit menu.

Note that you cannot enter consecutive dollar signs ($$) as the system uses two consecutive dollar signs to define subfields. Consecutive dollar signs should be entered with spaces in between.

Additionally, note that fields are limited in ALEPHINO to 2000 bytes. Records are limited to 5000 subfields and to 30000 bytes.

For this reason, when cataloging online, the system does not allow the user to enter more than 2000 bytes per field. top

4.3 AVAILABLE EDITING FUNCTIONS

This section includes the following:
Table of Available Editing Functions
The table below contains the full list of available editing functions. More complicated functions, for example Fix Record and Derive New Record, are described in more detail immediately after the table. Description
Function Shortcut key
Undo Ctrl+Z This function enables you to reverse your last action. Each click reverses one more action.
Redo Ctrl+Y This function enables you to restore the last action that was undone by using the Undo function.
Open Form Ctrl+F Opens a form that enables you to edit the contents of a field.
Expand from Template Ctrl+E Adds fields and subfields from a template to your current record.
Help on Field None This function enables you to select Tag Information tab from the lower pane. The Tag Information tab provides a guide to the use of valid indicators, subfield codes and values. To receive help on a field, place your cursor on the field of interest. The tab will automatically display the relevant tag information.
Locate Similar Record None Finds records in your local database or in another database that are similar to the one currently being edited.
Record's Triggers None A trigger is a reminder to perform a task related to the record. This function enables you to view, add and delete triggers.
Change Record's Format None This function enables you to change the record's format. Changing the record's format will also change the forms and the checks that are performed on the record.
Enter Unicode Values F11 This function enables you to enter unicode values for characters not present in your keyboard. The unicode values can be entered after selecting the Enter Unicode Values option and to finish, you must select the Enter Unicode Values option again or use the F11 shortcut key. The status bar displays a message to indicate that the user is currently working with the Enter Unicode Values option.
Select HOL Record None The Select HOL Record option enables you to select automatically the HOL Records tab from the lower pane. This tab also enables you to access a selected record for editing and to create new holdings records.
New Field (choose from list) F5 Enables you to add a new field by choosing from a list of fields.

New Field (user-defined) F6 Enables you to add a field whose tag, indicator and subfields you may define by yourself.
New Subfield F7 Opens a new subfield below the current subfield.
Search Field Headings of Current Library F3 This option enables you to add contents to a field by choosing from a list of headings in your current library.
Search Field Headings of Other Library Ctrl + F3 This option enables you to add contents to a field by choosing from a list of headings in a library other than the home library to which you are currently connected.
Search Subfield Headings of Current Library F4 This option enables you to add contents to a subfield by choosing from a list of headings in your current library.
Search Subfield Headings of Other Library Ctrl + F4 This option enables you to add contents to a subfield by choosing from a list of headings in a library other than the home library to which you are currently connected.
Search Subfield Options Strg + F8 This option enables you to choose subfield text from a list of options defined by the library.
Browse URL None This option enables you to check the URL cataloged in subfield $u of the current field.
Cut Ctrl+X This function enables you to move the selected text to the Windows clipboard. This can be used for deleting text. Since the text is moved into the clipboard, it is also possible to paste the text somewhere else in the record or to another record.
Cut Subfield(s) None This function enables you to move the selected subfield(s) to the Windows clipboard. This option can be used for deleting the subfield(s). Since the subfield is moved into the clipboard, it is also possible to use this option together with the Paste subfield option in order to move the subfield(s) from one place to another.
Cut Field(s) None This function enables you to move the selected field(s) to the Windows clipboard. This option can be used for deleting the field(s). Since the field is moved into the clipboard, it is also possible to use this option together with the Paste field option in order to move the field(s) from one place to another.
Copy Ctrl+C Copies highlighted text into the Windows clipboard.
Copy Subfields Ctrl+S Copies the selected subfield(s) into the Windows clipboard. Both the subfield code(s) and contents will be copied.
Copy Field(s) Ctrl+T Copies the selected field(s) into the Windows clipboard. The tag(s), indicators, subfield codes and the contents will all be copied.
Copy Record Ctrl+D Copies the entire contents of the current record into the Windows clipboard. Used with Paste Record, this option can be used to merge records.
Paste Ctrl+V Inserts the copied text.
Paste Subfield(s) Alt+S Inserts the copied subfield(s) below the current subfield. Both the subfield code(s) and the contents will be pasted.
Paste Field(s) Alt+T Inserts the copied field(s) below the current field. The field's tag(s), indicator(s), letters of the subfields and the contents will all be pasted.
Paste Record Alt+D Pastes the entire contents of the copied record into the current record. This option can be used to merge records. Note that duplicated fields will appear one after the other if a sorting procedure is defined.
Delete Subfield Ctrl+F7 To delete a subfield, place the cursor anywhere in the desired subfield (either in the subfield or in the contents of the subfield). Then use the shortcut key Ctrl+F7 or select Delete Subfield(s) from the Delete submenu from the Edit menu.

To delete a group of subfields from the field, highlight the desired subfields to select them. Then use the shortcut key Ctrl+F7 or select Delete Subfield(s) from the Delete submenu from the Edit menu.

Note that if only an "a" subfield is remaining, you can delete its contents, but not the letter "a". If any other subfield is the only remaining subfield (for example, only a subfield "c" remains) you can delete both the subfield code and its contents. In their place, an subfield "a" with empty contents is displayed.
Delete Field Ctrl+F5 Deletes the current field.

To delete a field, place the cursor anywhere in the desired field (on the tag, the indicator, the code of any subfield, or the contents of any subfield).

To delete a group of fields, higlight the desired fields to select them. Then use the shortcut key Ctrl+F5 or select Delete Field(s) from the Delete submenu of the Edit menu.
Delete Record from Server Ctrl+R Deletes the current record from the server. It is possible to set up the system so that when a cataloger tries to delete a record, the system will check to see if there are any associated records, items, subscriptions, orders, loans or hold requests.
Find None This function enables you to find text in the current record. You can find text with the same capitalization style as the text you type and whole words instead of parts of words.
Replace None This function enables you to find and replace in the current record a character string with another string wherever the first string appears in the record. This option has two replace modes. In the first mode, all replacements are done automatically (Replace All). In the second mode, each replacement requires you to press the Replace button. You can find and replace whole words instead of parts of words and find and replace text with the same capitalization style as the text you type.
Check Field Ctrl+W For the current field, this function:
  • Checks that the indicators and subfield codes are valid for the tag.
  • Checks that mandatory subfields are present.
  • Checks that non-repeatable subfields are not repeated.
  • Checks dependencies between the selected field and other fields in the record.
Check Record Ctrl+U For the current field, this function:
  • Checks that the indicators and/or subfield codes are valid for the tag.
  • Checks that the required fields and subfields are present.
  • Checks that non-repeatable fields and subfields are not repeated.
  • Checks that all dependent fields are present.
Sort Record Ctrl+M Sorts the fields of the current record.
Fix Record None Automatically fixes the current record according to standard library-defined procedures which make changes. Creating 030 and 050 Fields.
Derive New Record None Enables you to use fix routines in order to create a new record rather than fix the current one. For example, you can create an authority record based on the current bibliographic record.

Routines that have been set to fix the current record appear under the Fix record option. Routines that have been set to create a new record appear under the Derive new record option.
View Record's Catalogers None This option enables you to view the list of catalogers who have edited the selected record. The date and hour of each person is given.
Enter Text Mode Ctrl+F12 This option functions as a toggle switch. When it is activated via a shortcut key Ctrl+F12, the system is ready to receive input. The input is displayed on the status bar as it is typed in. The input is in the form of command-like language. Refer to the Enter Text Mode section below for more details.
Close All Records None This option enables you to close all the records that are currently opened. The list of opened records appears under the Edit Records node of the Navigation Tree in the Cataloging tab.
Close Record None This option enables you to close the currently displayed record.


Opening Forms
A form enables you to edit the contents of a field. To open a form, follow these steps:
  1. Place the cursor on the field you want to edit. From the Edit Menu, select the Open Form option or use the shortcut key Ctrl+F.

    The form for editing the field will be displayed. The form lists the subfields and provides spaces for you to type in the contents.

  2. Edit the contents of the field. You may move from space to space by using the tab key. Note that the spaces of the form are of fixed length; you may not enter text that is longer than the space provided on the form. Click OK.

    The contents of the field will be automatically inserted into the cataloging record.
For fixed-length fields, each line of the form is not a separate subfield, but rather part of one field. A single string of text is created from the data you enter, with fixed locations for each data element.

The form below is an example of the form for the 008 MARC 21 field:



The Tag Information tab of the lower pane provides a guide for filling in the form, advising you on the use of valid indicators, subfield codes and values for the current field.



If the form has been set to be verified for correctness, after you click OK, the system checks for potential errors. If errors are found, the error messages are shown in the Messages tab of the lower pane. The system displays warnings and asks you if you are sure that you want to close the form.



If you click No, you can go back to correct the form. Click OK when you have finished correcting the form.
Expand from Template
The Expand from Template function adds fields and subfields from a template to your current record. To do this, follow these steps:

  1. From the Edit Menu, select the Expand from Template option or use the shortcut key Ctrl+E. A pop-up dialog box will be displayed, from which you can select the template of your choice.



  2. Select a template and click the Open button.

    The current record will be enhanced with the fields and subfields in the template.

Help on Field
When you are positioned on a field or subfield, the Tag Information tab on the lower pane provides a guide to using the field. This tab gives a description of the currently highlighted field, along with information regarding the indicators, valid subfields, and a description of the subfields. It also specifies which fields and subfields are repeatable. An example for MAB 100 is shown below.



Note that the Help on Field option from the Edit menu enables you to select automatically the Tag Information tab.

Locate Similar Record
The Locate Similar Record function finds records in another database or in the local database similar to the one you are currently editing. To locate similar records, follow these steps:

  1. On the Edit Menu, select the Locate Similar Record option. The Locate Similar Record window will be displayed.



  2. Highlight the desired database(s) and click the Locate button.
The right column of the window, No. Records, displays the number of hits for each database. To see the records, select one of the databases and click the Show Record button.

If only one similar record was found, a window with the record in Full format will be displayed. You can view record by clicking the Select button.

The MergeRecord variable in the catalog.ini file specifies whether or not the located record should be automatically merged with the current record.

If the variable is set to Y, the selected similar record is merged automatically with the current record without a message being displayed. If the variable is set to N, the cataloging draft of the selected similar record will be displayed.

If the variable is set to Q, a message is displayed asking whether the records should be merged. Clicking the Yes button will merge the records; clicking the No button will display the catalog card of the selected record.

If more than one record was found, a window with the list of the records in Brief format will be displayed. Highlighting a record and clicking the Full View button will display the selected record in Full format. From both windows, you can either View or Merge the record with the one you are currently editing by clicking the Select button.

More than one record can be selected at the same time by pressing the Ctrl key while pointing at the pertinent records and clicking the left mouse button. In this case, even if the MergeRecord variable is set to Y or Q, when clicking the Select button the cataloging cards of the selected records are displayed without merging.

To see the Find command performed by the Locate function, click the Show Request button. The system will display a message containing the search request (for example, wau= Auster, Paul and wti= chance and music).

Record's Triggers
A trigger is a reminder to perform a task related to the record. To view, add or delete triggers for the current record, select the Record's trigger option from the Edit Menu. The List of Triggers for Record window will be displayed.



Adding Triggers
To add a trigger to the list, follow these steps:

  1. Click New.
  2. The Open Date field will be automatically filled in by the system. It contains the date on which the trigger is defined.
  3. Fill in the Trigger Date field. This is the date on which you should perform a particular task related to the record. By default, it is set to the current date.
  4. If needed, fill in the optional Department field.
  5. Fill in the Trigger Text field. Enter information reminding you of the task that must be performed.
  6. Click Add.
Modifying Triggers
To modify a trigger from the list, follow these steps:

  1. Highlight the appropriate trigger from the list (in the upper pane).
  2. Change the trigger's date, department or text (in the lower pane).
  3. Click Update. The trigger is automatically updated.
Deleting Triggers
To delete a trigger from the list, follow these steps:

  1. Highlight the appropriate trigger from the list.
  2. Click Delete. The trigger will be removed from the list.
Change the Record's Format
This function changes the record's current format. The Change Record's Format option will also change the forms and the checks that are performed on the record. To do this, follow these steps:

  1. From the Edit Menu, select the Change Record's Format option. The Choose Record Format window will be displayed.



  2. Highlight the format of your choice and click OK.
The new format will appear on the cataloging bar. Forms and checks that are format-sensitive will match the new format of the record.

Add New Fields From a List
You can open a new field below the current field by selecting a field from a standard library-defined list. To do this, use the shortcut key F5 or choose the New Field (choose from list) option from the Edit menu. The dialog box with the list of fields will pop up:



To add a new field, press the first character of the field code to jump to the relevant section of codes. Then highlight the desired field and click OK. If subfields have been defined, the tag and its subfields will be displayed. If subfields have not been defined, by default only subfield "a" will be displayed.

Search Headings and Options
Several types of search functions are available to help you fill in the contents of a field. Refer to the Search Headings and Options section in the Cataloging chapter for more information on each available type.

Find
To find specific text on the current record, select the Find option from the Edit menu. The Find window pops up:



  1. In the Find what field, type the text you want to find in the record. To find only text with the same capitalization style as the text you type, select the Match case checkbox. To find only whole words instead of parts of words, select the Match whole word only checkbox.
  2. Click Find Next.
To find more occurrences of the text, click Find Next again.

The direction of the Find command in the record is defined according to the selected option in the Direction section of the window (Up or Down).

Replace
To find and replace text with another string, select the Replace option from the Edit menu. The Replace window pops up:



  1. In the Find what field, type the text you want to replace in the record. To find only text with the same capitalization style as the text you type, select the Match case checkbox. To find only whole words instead of parts of words, select the Match whole word only checkbox.
  2. In the Replace with field type the replacement text.
The Find Next button is used to find the selected text (without Replace). The Replace button replaces the first occurrence of the text with the new string. The Replace All button replaces automatically all occurrences of the text in the record with the new string.

Check Field and Check Record
To check the current field, place the cursor on the tag of the relevant field or in the contents area and select the Check Field option from the Edit menu or use the shortcut key Ctrl+W.

To check the current record, select the Check Record option from the Edit menu or click the Check Record icon from the Cataloging bar.

Upon completion of either check, the system displays the potential problems in the Messages tab of the lower pane. If no problems are found, the Messages tab is left empty.



The View Related button becomes enabled when the highlighted message is related to a check routine that performs checks associated with another record connected to the one that is being checked. For example, whether or not a duplicate record is opened. When clicking on theView Related button, the system retrieves the related record, in the example below, the record that contains the direct index that appears as duplicate in the current record.

An example of the messages window is shown below:



Fix Record and Derive New Record
The Fix Record option automatically fixes the current record according to standard library-defined procedures. The Derive New Record function enables you to use fix routines in order to create a new record rather than fix the current one. The Fix Record and Derive New Record options are available from the Editmenu.

Routines that have been set to fix the current record appear under the Fix Record option. Routines that have been set to create a new record appear under the Derive New Record option. For both functions, the fixing procedures are listed in the Choose Fixing Routine window.



View Record's Catalogers
This option enables you to view the list of catalogers who have edited the current record. To do this, select the View Record's Catalogers option from the Edit Menu. A window will be displayed listing all the catalogers who have edited the selected record. The cataloger level of each person is given, along with the cataloging hour and date



Edit Text Mode
This option functions as a toggle switch. When it is activated (either via the Edit menu or via a shortcut key - Ctrl + F12), the system is ready to receive input. The input is displayed on the status bar as it is typed in.

The input is in the form of command-like language. Examples:

  1. search tag=100

  2. search sf=a

  3. search text=revolution

In the first example above, "search" is the operation code, "tag" is the parameter (that is, which element to search for), and "100" is the value (in this case, the tag) to be searched for.

When the typing of the text is finished, the Enter Text Mode option should be activated once again in order to end the text mode, execute the command and return to the regular edit mode.

The following rules apply to the Text Mode mechanism:

top

4.4 Alephino-KEYBOARD

The Alephino Keyboard is a utility that displays a virtual keyboard on your screen. It enables you to insert characters that are not present in your workstation's standard keyboard.

To use the Alephino Keyboard in the Cataloging module, follow the process described in this step-by-step example:

  1. From the Cataloging menu, select the Activate Keyboard option , or use the shortcut key Ctrl+K, or click the Activate Keyboard icon from the Cataloging bar. The Alephino Keyboard is displayed in the lower pane:

  2. Choose the appropriate tab and type text by clicking on the corresponding on-screen character keys. The characters selected from the Alephino keyboard are automatically inserted into the cataloging record being edited. These characters are added to the record at the cursor's last position.

    In the example below, the title of a book in German is Österreich. The first character of the title contains a diacritic. When the Ö is typed from the Alephino Keyboard, as shown below:



  3. Deactivate the Alephino Keyboard by selecting the Activate Keyboard option from the Cataloging menu, or by clicking the Activate Keyboard icon from the Cataloging bar.

top

4.5 PRINTING A RECORD

This function enables you to print the currently displayed record. To do so, follow these steps:

  1. Use the shortcut key Ctrl+P or select Print from the Cataloging menu. The Print Format dialog box is displayed:



  2. Select by highlighting the appropriate printing format for your record from the Print Format dialog box (MARC Tags, Name tags). The record will be printed in the selected format.

top

4.6 DIFFERENT WAYS TO VIEW A CATALOG RECORD

4.6.1 Full Screen

The Full Screen option enables you to display as much as possible on the screen of the cataloging record currently being edited.

To view the current cataloging record in Full Screen mode, select the Full Screen option from the View menu or click the Full Screen icon from the Cataloging bar. When this option is selected, the lower pane is not displayed and the cataloging record takes up the upper and lower pane:



If the option is selected once again, the navigation pane is not shown and the cataloging record takes up the whole screen:



To turn off the Full Screen mode and switch to the previous view, select again the Full Screen option from the View menu or click the Full Screen icon from the Cataloging bar.

4.6.2 Split Editor Mode

Split Editor Mode enables you to split the Catalog Editor into two sections for viewing and/or editing two cataloging records simultaneously.

To switch into the Split Editor mode, select the Split Editor Mode option from the Cataloging menu or click the Split Editor Mode icon from the Cataloging bar.

To view a record in a particular section, first highlight the desired section from the upper pane and then either open a new record by calling it up from the Cataloging bar or by selecting an already opened record from the list of records displayed under the Edit Records node of the Navigation Tree in the Cataloging tab. The following is an example of the Split Editor mode:



To turn off Split Editor Mode and switch to the previous view, select again the Split Editor Mode option from the Cataloging menu or click the Split Editor Mode icon from the Cataloging bar.

4.6.3 View in Web OPAC

This option lets you view the record that is being edited in Web OPAC format. The record is shown in the Browser tab of the lower pane in the Cataloging tab after the View in Web OPAC option has been selected from the Cataloging menu or when you use the Ctrl+O hotkey:



The record is displayed as it is in the database and might not reflect the specific state of editing registered in the cataloging draft (upper pane). This option is only available for records that have already been sent to the server.

top

Go to next section (Search Headings & Options)