Creating ORBIS records for Official Card Boxes for LSF Transfer

Creating ORBIS records 

In order to move completed Official Catalog Boxes to LSF, nineteen ORBIS records will be created to keep track of the 9060 boxes of the Official Catalog cards. For the efficiency of this process, each record will describe a maximum of 500 boxes at the bibliographic,holding and item levels. 

Bibliographic Record:

  • Create a new bibliographic record by deriving from the template record: 
  •   Leaders 
      Bibliographic level: m monograph/item 
      Encoding level: 7 minimal level 

      008 Fields 
      Date: 2002
      Place of publication: ctu
      Language: eng 

      110:2  : ‡a Yale University ‡b Library 
      245:10: ‡a Official Catalog boxes ...through... ‡p From ... 
      260:    : ‡a New Haven, CT ‡b Yale University Library, ‡c 2002 
      300:    : ‡a 500 boxes 
      500:    : ‡a The heading on the first card in the first of the 500 boxes is recorded in the 245 subfield p.

    •   Record box numbers in five digits; add leading zeros if a number is shorter than five digits 
    •   Record the main entry of the first card within the 500 boxes in 245 subfield ‡p. Begin ‡p with the word "From."

    Example

    Holdings Record:

    • Create five MFHD records for the holdings, each representing 100 boxes: 
    •   Use"81"for the 852 field indicators

    •   Use"lsf"for the location code in 852 subfield

    •   Record the beginning and ending numbers of every array of 100 boxes in the call number fields ‡h and ‡i
    •  

      Example:

       MFHD 1:  852 81 ‡b lsf ‡h Box 00001-‡i Box 00100
       MFHD 2:  852 81 ‡b lsf ‡h Box 00101-‡i Box 00200
       MFHD 3:  852 81 ‡b lsf ‡h Box 00201-‡i Box 00300
       MFHD 4:  852 81 ‡b lsf ‡h Box 00301-‡i Box 00400
       MFHD 5:  852 81 ‡b lsf ‡h Box 00401-‡i Box 00500

    Item Records:

    • Create one item record for each box: 
    •   Use the New Items button or theRecord>>Create Items to create an item record

    •   Wand a new barcode in the Barcode field

    •   Input the main entry if the first card in the box of the ENUM field following the instructions in How to Imput Main Entry Headings on Item Records

    •   Record the individual box number in the SPINE field 

    Example

 

Main Entry Headings on Item Records

  

How to Input Main Entry Headings on Item Records:

  •   Click the Search button to bring up a search window
  •   Search the main entry heading of the first card
  •   Display from the index window a bib record that contains this heading
  •   Copy the form of heading from the bib record
  •   Switch to the item record window and paste the heading into the ENUM field
  •   Truncate the heading if necessary
  •   Type in the heading following the normalization rules below if the heading is not found from the search

ORBIS Normalization Rules:

  •   Leading articles are deleted for main title entries
  •   All alphabetic characters are set to upper-case
  •   Diacritics and leading characters are deleted
  •   Apostrophes are deleted; all other punctuation characters are replaced by a space
  •   Delimiters and subfield codes are deleted
  •   The music symbol for "flat" is replaced by its spelled out version (FLAT)
  •   The music symbol for "sharp" is deleted
  •   Greek characters are carried as upper-case alphabetic characters
  •   Superscripts are replaced by asteriks
  •   Subscripts are carried as simple numbers
  •   Data inside the angle brackets is deleted if the first four characters following the left angle bracket are "i.e."
  •   Following completion of the above normalization if more than one space in a row exists, the extra space is deleted
  •   Diagraphs are carried as two upper-case alphabetic characters

Examples:

  Leading Articles

  The history and Adventures of Little Henry (original)
  HISTORY AND ADVENTURES OF LITTLE HENRY (normalized)

  The Fight against Fraud
  FIGHT AGAINST FRAUD (normalized)

  Diacritics

  K¨oster, Albert (original)
  KOSTER ALBERT (normalized)

  N¯ad¯i al-Kit¯ab al-‘Arab¯i (London, England) (original)
  NADI AL KITAB AL ARABI LONDON ENGLAND (normalized)

 ‘Abd al-Sal¯am, A!hmad (original)
  ABD AL SALAM AHMAD (normalized)

  Apostrophes:

  O'Hare, Aileen (original)
  OHARE AILEEN (normalized)

  People's Action for Cultural Ties (original)
  PEOPLES ACTION FOR CULTURAL TIES (normalized)

  Other Punctuation Characters:

  Evan-Iwanowski, R.M. (original)
  EVAN IWANOWSKI R M (normalized)

  Fitzgerald-Jones, Sandra (original)
  FITZGERALD JONES SANDRA (normalized)

  Auto/biography studies (original)
  AUTO BIOGRAPHY STUDIES (normalized

  Democracy & the Arts (original)
  DEMOCRACY THE ARTS (normalized)

  5% 10-15 Gold Debutantes (original)
  5 10 15 GOLD DEBUTANTES (normalized)

  Greek Characters:

  ‡-glucosidases (original)
  BETA GLUCOSIDASES (normalized)

  An α- and γ- spectroscopic study (original)
  ALPHA AND GAMMA SPECTROSCOPIC STUDY (normalized)

  Superscript:

  [A]²B-K (original)
  A2 B K (normalized)

  Subscript:

  H2[subscript]S data reduction (original)   H2S DATA REDUCTION (normaized)
  More than One Space in a Row:

  Wilson, H.B. (Harry Bristow). 1774-1853 (original)
  WILSON H B HARRY BRISTOW 1774 1853 (normalized)

  Freschi, Andrea, b. 1774 (original)
  FRESCHI ANDREA B 1774 (normalized)

  Milton, William, d. 1790 (original)
  MILTON WILLIAM D 1790 (normalized)

  Digraph:

  Æ (original)
  AE (normalized)

  Æ gahmands bænk (original)
  AE GAHMANDS BAENK (normalized)

  Œuvres de P. Corneille (original)
  OEUVRES DE P CORNEILLE (normalized)