Library catalogue: how to create a Library record

The Library catalogue contains records of library collections, including books, serials, maps, articles, and other items. This data sourceClosed The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. implements the ISBD cataloguing rules for bibliographic items and also references the IFLA’s Library Reference Model. The purpose of key fields is explained below and reference is made to the ISBD and IFLA guidelines where useful: if in doubt of the purpose of fields not described below, refer to the ISBD Standard (both it and the IFLA Reference model can be accessed using the two prior links).

Note that while data can be imported into Collections from MARC and exported to MARC, it is not stored / catalogued natively in MARC; the same information documented in MARC can be documented using the ISBD Standard however.

To record details about items in your library collection:

  1. Select New in the Main menu.

    The Select data source box displays with a list of all data sourcesClosed The management of a collection can involve a vast amount of information about objects / items / books, people and organizations, events, administration and more. This information is stored as records in data sources. Each data source stores a specific type of information: details about collection items, people, events, loans, and so on. you are authorized to work with:

    Library catalogue

  2. Double-click Library catalogue.

    A new record opens in Record details View ready for editing. If the New Catalogue record tab is closed, click the downward pointing triangle in the tab's title bar to open the tab and view the available fields:

    Library catalogue

    You will see that:

    • the Record type field already holds a value; this is a default value. Your Application Administrator can specify that a value displays in a field by default whenever a record is created. A default value is the most commonly used value in a field and is intended to save time and effort during data entry. It can be overwritten at any time.
    • the Document type field has a red background; this is a mandatory field and must be completed in order to save the record.

    Note:

    Fields are grouped in a series of tabs in Record details View and in this example we work through the tabs in the order in which they typically appear in Collections. Following this sequence of tabs when adding data to a new record provides a useful workflow.

    We start by identifying the type of library material to be documented.

    Documenting a Work

    In a Work record we document the library material (a book for example) as an abstract entity, an idea, along with information common to all copies of this book owned by the organisation. Actual copies of the Work held by your institution are recorded as Item records.

    Documenting an Item

    We select Item from the Record type / record_type (Df) drop list when documenting an instance of a Work in your institution's holdings (e.g. an actual copy of a book), along with the information unique to that copy (storage location, acquisition date, condition, etc.).

    Note: Any copy of Axiell Collections has the ability to create Work records in the Library catalogue. However, only Library and XPlus applications have the ability to create and manage Item records.

  3. Save the record.

To create another record: