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Home > Minerva > Cataloging > Millennium > Creating a New Bib Record using a Template

Creating a New Bib Record using a Template

Starting with basics | Opening | Checking settings | Prepare item record templates | Searching for biblio records | Attaching holdings | View a record in public catalog | Deleting records | Importing records | Adding original record | Creating new biblio record | Miscellaneous

(Note: DO NOT EDIT these generic templates in ANY way. If you want to customize the template for your library highlight the template you want and click Edit at the bottom of the screen. When the template opens go to the word Edit at the top of the screen and Copy Template. Edit the new template that opens and Save. )

If you are unable to find a suitable record for copy cataloging you will need to create a new record using a template.

  1. To select a bib record template click on Admin. and select Templates. The Record type should be Bibliographic. Scroll down theright column until you find a set of generic templates for all types of material. You may use these instead of creating unique one for you library. Highlight the appropriate template under Other Templates and use the arrow to move it to the left column. Be sure to click Save Settings and OK after moving the templates.
    Move template to left column.
  2. (Note: NEVER go to Admin and Templates to create a new record.) To use the template to create a new record click on the New icon at the top of the screen
    Clicking on new icon to use template
  3. If only one template was moved it will open at this point. If multiple templates were selected a window will open offering you a choice of templates. Highlight the one you need and click on Select.
    Select appropriate template
    The template will open with prompts for you to complete.
    Follow prompts within the template
    (Note: Do not SAVE your work until all editing is complete. Fields without text will be deleted when you Save.) When a prompt opens either make a change or add information as needed. Click on Next when you are finished. New prompts will continue until the fixed field at the top of the screen is completed. When the prompt for CAT DATE opens double click on the white section of the box and a calendar will open with the correct date. Click OK and the date is automatically added.
    Add date automatically
  4. The MARC Leader will not need to be changed. If you have selected a template for a non-book item the 007 is correct as it appears and will not need to be edited.
  5. You will need to edit the 008 field. To open the field right click and select Expand field on the drop down menu or key Ctrl and the letter "r."The information in the 008 field is determined by the REC Type in the MARC Leader. The following example is for a video recording.An example of a video record
    (Note: The information about the dates and country is taken from the 260 field and the Run Time from the 300 field.) The date is entered with the year followed by month and day, e.g. 070419. Be sure to check each field against the material being cataloged. You will need to add Date One and the Run Time. Check the Date Type. Click on the white area to see the choices. Add Date Two if needed; change the country code to match the fixed field at the top of the record; change Audience and Language if different. Follow the same procedure to close the field.
  6. Add to and edit the remainder of the fields. Fields lacking text will automatically be deleted when the record is saved.
    Complete the fields and save the new record.

Miscellaneous Tips and Tricks

  • The words at the top of the screen “File, Edit, Window, etc.” usually refer to the window that is open. An icon usually will open other screens. For example, if Edit is selected the drop down menu has choices related to the screen being displayed but if the edit icon is selected a bib record screen will open.
  • To view call numbers assigned to an item by other libraries click on the word View at the top of either the summary or bib screen and select Public Display. Scope the search to all libraries.

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