Cataloging - Searching Guide

Cataloging - Searching Guide

Before Searching

Before modifying, importing or creating records, make sure to familiarize yourself with the MSC Standard Cataloging Procedures (SCP), which cover record standards, attachment rules and more.

Searching WorkFlows

Always search at least two different ways for an item before importing a record through SmartPort or creating a new record.

When you search in WorkFlows, you're sifting through data in a variety of indexes. The quality of this data impacts how findable records are. The three most basic indexes are title, author and subject, though WorkFlows has many more.

The Call Number and Item Maintenance wizard offers three different ways of searching: keyword, browse and exact. For most cataloging work, you'll perform browse searches. To see learn more about different search strategies in WorkFlows, see Circulation - Searching Guide.
To learn about searching when doing circulation, see Circulation - Searching Guide. To learn more about searching your library's online catalog, see Enterprise - Searching Guide.

Browse Searching by Title

1. Select Cataloging module > Call Number and Item Maintenance wizard.
      
Call Number and Item Maintenance wizard search screen

2. Select Title from the Index drop-down and ALL from the In this library drop-down (see above).
3. Select Browse in the Type box to the right of the drop-downs.
       Box with Browse search type selected
4. To save these search settings:
      a. If the wizard is open, close it.
      b. Right-click Call Number and Item Maintenance.
      c. Select Properties…
      d. Set the Search Preferences drop-downs as outlined above.
      e. Click OK.
      f. If prompted, choose to save preferences before closing WorkFlows.
5. Type the item title in the Search for field.
6. Click Search or press Enter.
7. Add your item to the record that best meets MSC record standards
See Standard Cataloging Procedures, section 2, for record standards.
Examples
1. The search includes stopwords: the catcher in the rye
      a. A browse search looks for stopwords (in this case the and in) in a record.
      b. Click the Author tab to sort records by author last name.
       Browse search that contains stopwords and is sorted by author last name
Stopwords - usually articles, prepositions or conjunctions - are ignored when keyword searching. For a list of typically defined stopwords, see Circulation - Searching Guide.
2. The search includes a Boolean operator : the not so big house
      a. A browse search looks for Boolean operatorsand, or, not – in a record.
      b. A keyword search for not so big house returns over 900,000 results.
       Browse search that contains a Boolean operator
Operators tell WorkFlows how to interpret a keyword search. To learn more about operators and how to use them, see Circulation - Searching Guide.

Browse Searching by Author

1. Select  Cataloging module >  Call Number and Item Maintenance wizard.
2. Select Author from the Index drop-down and your library, sharing group or ALL from the In this library drop-down.
3. Select Browse in the Type box to the right of the drop-downs.
4. Type the author’s last name in the Search for field.
5. Click Search or press Enter.
Example
1. A search for an author with a difficult-to-spell last name (Chuck Palahniuk): pala
      a. Scroll until you see the correct author.
      b. Unauthorized headings are marked with red arrows. Highlighting one will display a hotlink to an authorized heading.
      c. Authorized headings are marked with green check marks. Highlighting one will display records with that heading.
       Browse search by author with results that contain unauthorized and authorized headings, and a hotlink      
      d. Click the Title tab to sort records alphabetically by title.
       Browse search by author sorted alphabetically by title
Use the Configure options for Item Search helper before or after conducting a browse search to quickly narrow results by item type, publication date and more.
1. Select Cataloging module > Call Number and Item Maintenance wizard.
2. Select your preferred Index and In this library drop-downs.
3. Select Browse in the Type box to the right of the drop-downs.
4. Perform a search.
5. Click the Configure options for Item Search helper (binoculars with tools crossed).
       Configure options for item search helper
6. Set your parameters in the Search Options box that appears.
7. Click OK.
8. Click Search or press Enter.
Search parameters don't automatically reset when you perform a new search. Re-open the helper to change parameters.
Example
A search for the Outlander TV series: outlander title, narrowed by DVD item type.
       Browse search for Outlander TV series narrowed by DVD item type

Searching SmartPort

Always search at least two different ways for an item before importing a record through SmartPort.

Setting Properties in SmartPort

Set your properties before searching SmartPort for the first time to avoid importing duplicate records.

1. Right-click on the  SmartPort wizard  (Cataloging module > Common Tasks toolbar > SmartPort) .
2. Select  Properties.
3. Select  Match and Load as your default.
4. Select  Match on title control number or indexed MARC tag.
       Tab with round radio button options, two of which are highlighted with orange

5. For  Title control number source, click the diamond-shaped gadget to see the selection list.
  1. Select the following so that the matchpoints display as "opils":
    1. OCLC number (001)
    2. OCLC number (035). Make sure this number is listed below 001; this order is necessary to prevent duplicate records.
    3. ISBN (020)
    4. LCCN (010)
    5. ISSN (022)
       White field highlighted in orange with an orange arrow pointing to list of options

6. Click OK.

7. For Indexed MARC tag number, click the gadget to see the selection list.
  1. Select the following so that the matchpoints display as "cSils":
    1. Control Number (001)
    2. System control number (035)
    3. ISBN (020)
    4. LCCN (010)
    5. ISSN (022)
       White field highlighted in orange with an orange arrow pointing to list of options

8. Click  OK.

9. Your  Call source depends on your library's local call number practices, i.e., if your library uses the Dewey Decimal or Library of Congress (LC) classification system.
  1. Click the diamond-shaped gadget to the right of the Call sources field.
  2. Set your Classification, e.g. DEWEY or LC (Library of Congress).
  3. Set your Entry ID, e.g. 082 if DEWEY; 050 if LC.
  4. Click the Subfields gadget.
    1. Uncheck Select all.
    2. Check a and b.
    3. Click OK.
    4. Click Add.
    5. Click OK.
Dewey Decimal classification settings.

Library of Congress classification settings.
10. Set  In this library  to your library.
11. Set  Format to  MARC.
12. Select  Yes for both  Verify options and  Strip junktags.
13. Click  OK.

Opening SmartPort

1. Click the SmartPort wizard.
2. Select OCLC.
3. Click Connect.
4. Type in your authentication ID/password, e.g. 123456789/password.
5. Click OK.
       SmartPort login window
Your login is assigned by OCLC. Contact OCLC directly to retrieve login information.

Searching SmartPort

1. Click the Change Search Pane View helper (circled below) to increase your search functionality.
       SmartPort Change Search Pane View helper
The search window will now look like this:
       SmartPort advanced search window
2. Fill out your preferred index(es) to search, e.g. Author, Title, ISBN, etc.
3. Click Search.
4. View a record by highlighting it then clicking Display.
a. The Hit limit for brief display property defaults to 5 results per page. (See Setting Properties in SmartPort.)
       SmartPort search results and Display button
5. Navigate from one page / record to another using the arrows at the top of the window.

SmartPort Search Tips

These tips can be found in the Standard Cataloging Procedures (SCP) , sections 3.3.4 and 3.3.5.
Search / browse by author: last name first name (no comma) format.
Search / browse by title: start with first significant word.
      o If a search returns an Invalid Search Expression Near error:
            • Put the title in quotes; it probably contains a Boolean term / stopword that disrupts the search.
Search / browse by ISBN: omit hyphens.
Search / browse by ISSN: include hyphen.
Search / browse by LCCN: omit hyphen.
Search / browse by OCLC: digits only, omit “ocm”. See Searching OCLC.
Search by Document Type in combination with other search indexes (see SCP section 3.3.5 for full list):
      o Books – bks
      o Sound Recording – rec
      o Serials – ser
      o Visual Material - vis

Selecting a Record in SmartPort

When viewing a record, check the Formatted box to view MARC field descriptions; uncheck to view tags only.
       SmartPort formatted record view with MARC field descriptions       SmartPort record view with MARC tags only

Select a record that includes most, if not all, of the following (refer to SCP section 2.1 for more detail):


000 (Leader)

Condensed version of box of information at the top of a record.

The 3rd character should ideally contain a blank space or an I (capital i).
K or M are acceptable.
001 (key)
OCLC control number (also in 035). Reads ocm or ocn then #.
007
Physical characteristic for AV, large print and kits only.
010 (LCCN)
Library of Congress catalog number.
020 (ISBN)
13-digit, 10-digit or both. May appear at the bottom of the record.
035 (Local system #)
OCLC control number (also in 001). Reads OCoLC then #.
040 (Cataloging source)
DLC (Library of Congress) preferred
1XX (Author)
Most records list personal author (100). Corporate author (110).
245
Title.
260 / 264
Publication information.
300
Physical description.
336, 337, 338
Indicate the record was created / updated to follow RDA standards.
Make sure all three appear in the record.
Additional fields (when applicable)
Subject (6XX), Series (490), Contents (505), AR Level (526), etc.
Information that will enhance patron searching.

Importing a Record from SmartPort

1. Click Capture at the bottom of the record you want to import.
2. Review your properties if necessary. (See  Setting Properties in SmartPort.)
3. Click OK.
4. Review the record you just imported and enhance as needed. (Refer to SCP section 6.)
5. Click Save.
      a. The Save button will turn grey to indicate the record is saved.
6. Click Close.
7. Without closing SmartPort, open Common Tasks > Call Number and Item Maintenance wizard. 
8. Click the hotlink to the record you imported (see below).
       Record hotlink in Call Number and Item Maintenance wizard
9. Click Add Item at the bottom of the window.
10. Edit the fields as you normally would.
11. Click Save.

Error: Call number must be unique for CREATE

This error occurs when the record already exists in the MSC.
       Call number must be unique for create error message
1. Click OK.
       Error message containing title control number for matching record
2. Make note of the title control # provided.
3. Click OK
4. Wait for a new window to open.
5. Click Close.
6. Click No – you don't want to save this record to the database.
7. Wait for the window to close.
8. Without closing SmartPort, open  Common Tasks >  Call Number and Item Maintenance wizard.
9. Perform an exact search for the record using the Title Control # listed in your second error message.
       Title Control number search in Call Number and Item Maintenance wizard

Error: Call Number ### Already Exists

This error occurs because the record requires a unique call number to be imported.
       Call number already exists error message
1. Type AUTO in the pop-up (see above) as a unique call # (you will edit this later).
2. Click OK.
3. Review the record you just imported and enhance as needed (refer to SCP section 6).
4. Click Save.
      a. The Save button will turn grey to indicate the record is saved.
5. Click Close.
6. Without closing SmartPort, open Common Tasks > Call Number and Item Maintenance wizard. 
7. Click the hotlink to the record you imported (see below).
       Record hotlink in Call Number and Item Maintenance wizard
8. Click Add Item at the bottom of the window.
9. Update the Call number.
10. Edit the remaining fields as you normally would.
11. Click Save.

Searching OCLC 

There are three places you can go to search OCLC’s database of bibliographic records: OCLC WorldCat, OCLC Connexion Browser or OCLC Connexion Client.

WorldCat

You can use WorldCat for ILL and to look up the OCLC number of a title, which you can then use to search SmartPort.

WorldCat Addresses
https://montanastatelib.worldcat.org/ - Montana State Library version where MSL collections appear first.

Searching WorldCat
1. Search for the correct title in WorldCat.
      To learn more about searching in WorldCat, see:
      a.  WorldCat Help
      b.  Search - OCLC Support
2a. For ILL: click Worldwide libraries own this item (circled in orange) to  see libraries that own the title and their proximity to you.
       WorldCat record with link circled and OCLC number highlighted
2b. To find a record in SmartPort:
      1 . Copy the OCLC number (highlighted in yellow).
       2. Paste the OCLC number (digits only, no ocm) into SmartPort.
3. Click Search.
4. See Selecting a Record in SmartPort.
      a. You must assess the overall quality of the record in SmartPort because the ability to do so in WorldCat is limited.

Connexion 

Both Connexion Browser (http://connexion.oclc.org/) and Connexion Client, a version of Connexion you download onto your computer, use WorldCat to search OCLC. So, using the tricks you learned in the section above will work in these two tools.
Connexion displays the entire record and gives you the ability to enhance the record if necessary; however, it lacks faceted searching and often returns collapsed results, which makes browsing WorldCat in these tools more challenging.

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