Contents

• About Cataloging
• Starting Cataloging - Logging into the Cataloging Software.
• Adding a new Magazine
• Adding a new Book
• Adding new Audios, Videos, and Other Items
• Searching for and Editing Existing Records

About Cataloging

When the library gets new books, magazines, video tapes, audio cassettes, etc., it must be added to the computer's catalog of items.
Items are added through the Catalogin module of the M3 software. After being recorded, records can be corrected or changed.
All records are added in the same format, a version of the MARC standard. The difference between the different types of items is distinguished by loading different templates.

Starting Cataloging

• If Circulation is open, click the _ button in the top-right corner of Circulation to minimized it. Double click the Mandarin M3 icon, and then the Cataloging icon.
  
• Cataloging requires a login. Use the same one you used for M3 Circulation, and click OK. The Cataloging screen will come up.
  

Adding a new Magazine

When a new magazine comes in, it needs to be barcoded, property stamped, recorded, and added into the catalog. To add a magazine into the Catalog, Circulation needs to be minimized and M3 Cataloging needs to be opened.

• Open the Cataloging module. (see above)
• To start adding the record, click the File menu, the New sub-menu, and then Bibliographic Record.
• The Templates window will appear. Scroll down until MAGAZINES is visible, click it, and then click OK.
  
• The Bilbliographic Record window will appear. Click the right mouse button somewhere in the white space, and click on the Toggle Prompts item that appears in the context menu. This will display the field titles.<
• For a magazine, the fields with which to be concerned are Title and Classification Part. Click in field to the right of the title and fill in the appropriate information.
  • For Title: The format is MAGAZINE TITLE in all capital letters, Month, for the publishing date (multiple months are in the format Month 1/ Month 2, and weekly issues are in the format Month DD, where DD is the date), and YYYY for the year, where YYYY is the four digits of the year.
  • For Classification Part: For the juvenile magazines, inputJMAG, otherwise input MAGIf you don't know of which type a magazine is, look in the gray magazine box. Those with blue stripes on theircards are JMAGs.
• Once the necessary fields are filled out, look at the After Saving... part of the window, and click the Create Holding button. Then click Save.
  
• The Holding Record window will appear. Click the right mouse button somewhere in the white space, and click on the Toggle Prompts item that appears in the context menu. This will display the field titles.
• For a magazine, you need to change the Standard Group from General Collection Magazines. Click the down arrow by the field to do so.
• The Classification Part field should be imported from the bibliographic record, so the Barcode field is the only one that needs to be filled in. Click the white space of the field to the right of the label, and scan the barcode.
• Once it scans, click the Save button in the top right part of the window.
  
• The finished record will be displayed in the Cataloging window.Repeat the above steps for each new magazine, then they are ready to be displayed.
  

Adding a new Book

When a new book comes in, it needs to be barcoded, property stamped, shelfisted, spine labeled, card/pocketed (if it's adult fiction), and added into the catalog. To add a book into the Catalog, Circulation needs to be minimized and M3 Cataloging needs to be opened.
Note: Most new books we get come with records pre-loaded from Baker and Taylor, so the only books that generally get added manually are donations.

• Open the Cataloging module. (see above)
• To start adding the record, click the File menu, the New sub-menu, and then Bibliographic Record.
• The Templates window will appear. Scroll down until BOOK-MCPL is visible, click it, and then click OK.
  
• The Bilbliographic Record window will appear. Click the right mouse button somewhere in the white space, and click on the Toggle Prompts item that appears in the context menu. This will display the field titles.<
• For a book, you need the information that's on the shelflist card.
  • Internation Standard Book Number: Enter the ISBN number from the shelflist. If it's not there, delete the template.
  • Terms of Availability: Enter the price from the shelflist. If it's not there, delete the template.
  • Author: Enter the Author from the shelflist.
  • Title: Enter the title number from the shelflist.
  • City of Publication: Enter the publisher's city. This is usually New York, NY, but check the book to be sure if it's an obscure publisher. If it's not there, delete the template.
  • Publisher: Enter the publisher from the shelflist. If it's not there, delete the template.
  • Copyright date: Enter the year from the shelflist. If it's not there, delete the template.
  • Classification part: Enter the categorization from the top left corner of the shelflist, or the spine label. Like F or JF.
  • Item Part: First three letters of the author's name, from the top left corner of the shelflist, or the last line of the spine label.
  • Call Number Prefix: Only necessary if there are three lines from the top left corner of the shelflist, or the spine label. This usually only applies to J or E series nonfiction.
• Once the necessary fields are filled out, look at the After Saving... part of the window, and click the Create Holding button. Then click Save.
  
• The Holding Record window will appear. Click the right mouse button somewhere in the white space, and click on the Toggle Prompts item that appears in the context menu. This will display the field titles.
• The Classification Part field should be imported from the bibliographic record, so the Barcode field is the only one that needs to be filled in. Click the white space of the field to the right of the label, and scan the barcode.
• For a book, leave the Standard Group field as General Collection
• Once it scans, click the Save button in the top right part of the window.
  
• The finished record will be displayed in the Cataloging window.Repeat the above steps for each new magazine, then they are ready to be displayed.

Adding Other Types of Records

In addition to books and magazines, we catalog audio books and video cassettes. Follow the instructions above for a book or magazine, but use the proper template (be sure to delete anything that is not applicable from the template before saving):

• Books: MCPL-BOOK
• Magazines: MAGAZINES
• Audio Book: MCPL-AUDIO
• Video: MCPL-VIDEO

Searching for and Editing Existing Records

Cataloging can manipulate records already in the database. To access them, you must search for records.

• Open the Cataloging module. (see above)
• Open the Cataloging module. (see above)
• Click the Edit menu, then click Search.
• You have two options for searching - the bibliographic half of the records, or the holdings half.
  • If you want to search by Author, Title, or Subjet, use Bibliographic (that's the default screen). Click the down arrow by the search terms to pick your criteria, then fill in the field under that and click Search.
    
  • If you want to search by Barcode, Call Number, or Item part, use Holdings. Click the down arrow by the Search for: box at the top of the search window and change it to Holdings. Click the down arrow by the search terms to pick your criteria (Barcode and Call Number are the most useful), then fill in the field under that and click Search.
    
• If there are any matches for your search, they will appear in the results window. Double click on any titles in either half of the window to access the record for manipulation.
  If your search did not match anything, check your spelling and search categories.