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Home > SOLAR > Operating > How to Use Z39.50

How to Use Z39.50 Through GUI Cat

Overview

The GUI Cat software module allows the cataloging user to search remote databases for a good bibliographic record when one cannot be found already in place in the local catalog.  One or multiple databases of the user's choosing may be searched in a single operation.  Once found, a good quality bibliographic record can be saved into the local catalog and one or more item records attached to it.  GUI Cat is used within both the Minerva system and SOLAR system.

Starting Z39.50

All cataloging and retro conversion operations always start with a search of the local database.  If a match is found and the bibliographic record appears accurate and complete, routine cataloging is done, including the creation of an item record.  This process is described in the Innovative User Manual and in other InfoNet documentation.

If no matching bibliographic record is found, however, proceed to Z39.50.  To do so, first minimize the local catalog search window, then click the Z39.50 icon at the top of the GUI Cat screen. Select one or more target databases.  Usually URSUS is a good choice.  Public libraries may wish to also check off several large public libraries on the list.  Usually 2 to 4 libraries are enough to provide a choice of records.  Click OK and a new Z39.50 search window opens.

Enter search information and click Submit to run the search.  A list of the target libraries appears, along with a table that displays a running tally of results returned by each.  You may either wait for all remote databases to report results and then click Close, or click Stop before that point to work with the results reported to that point.  In either case, all the hits returned by the search appear in a browse list.  Depending on the size of the list and the speed of your PC, there may be a delay of several seconds before the formatted list of results appears.  Inspect the records and add the best one to the local catalog by clicking the diskette icon, which  represents the Save function.

Selecting a Record

A record should be considered a match only if it meets the following criteria:

  1. Author, title, publisher, publication date and pagination are the same in the record and for the item in hand.
  2. If present, ISBN or ISSN is the same for the record and the item in hand.
  3. If present, edition statement is the same for the record and the item in hand.

Given a choice of matching bibliographic records, how does one select the best?  In descending order, the following criteria can be used to differentiate among matching records:

  1. Record was created by Library of Congress, as indicated by "DLC" in the record.
  2. Record was created by an OCLC library, often indicated by "OCoLC" in the record, and/or an 8-digit number preceded by "ocm" in the record.
  3. Record contains most, if not all, of the following fields: 008, 007, 010, 020, 022 (serials only), 005.
  4. Record contains full and complete information in MARC fields 100, 245, 260, 300, 6xx.

Editing the Record

Please observe the following editing procedures: 

  1. Insert your 3-character library symbol in the Location fixed field.
  2. Delete any 09x fields. These typically hold local call numbers from the library that most recently cataloged the title in the source database.  In Minerva and the Holdings Database, local call numbers are always stored in an item record and never in a bibliographic record.
  3. Delete any 9xx fields that contain obvious local information from the source database, e.g. library names and holding information, call numbers, notes.  These fields are irrelevant within our context.
  4. If desired, Minerva users may enter additional 6xx headings as access points.  This should be done carefully and only by those with subject cataloging experience.  It is important that the second indicator of any new 6xx field properly reflect the source of the subject heading ("0" for Library of Congress, "1" for the Children's Subject Heading project, "2" for National Library of Medicine, "4" for unknown, "7" for other system, as designated by a subfield 2 within the 6xx itself.
  5. Click the Item tab across the bottom of the bib record display to view the item summary screen.  Some users may have to reduce the size of the bib record edit window in order to see the tabs.
  6. Click the Create Item icon within the Item Summary screen.  Select an item template.  If none has been created, you will have to digress and do that from the File...Template...New...Item menu sequence before proceeding.
  7. Within the Item Edit screen pay particular attention to entering correct fixed field values for copy #, price (optional), item location (always 5 characters) and item type.
  8. In the variable field area, enter a call number in 092, if Dewey, 090 if LC, and 096 if NLM.  (Never use a generic Call Number field.).  Minerva users will enter the barcode in the Bar Code field.  Additional item record values are possible.  Type "?" at the left-hand margin to see a list of possibilities.
  9. Click the diskette icon to save the new item record.  Close the item editing screen.  You may now exit the Item Summary screen using the icon with the red circle and black "X", and you are done.  Note that you will have to click the Reformat icon in the Item Summary screen if you wish to see a refreshed item list that includes the new item.

Overlaying an Existing Record

Note that Z39.50 searches can be used not only to create a new bib record, but also to improve an existing record.  This is done by using the Overlay icon in the Z39.50 search window.  (Note that briefly placing the mouse pointer over each icon will cause information about its function to be displayed for a moment.)

First locate and open the existing incomplete or low quality bib record for editing.  Leave this window on the screen, or minimize it while you do the Z39.50 search.  Note that icons across the top of the GUI Cat screen allow you to tile the brief and the new and better record either vertically or horizontally.  This is a good idea, as it allows easier confirmation that the records do indeed represent the same title.  When you are satisfied of this fact, click the Overlay icon and the Z39.50 record will displace the current local bib record.  Any attached item records will be left untouched.

Note that all access points in the existing brief record will disappear as a result of the overlay.  If you wish to preserve some of these headings, and they are not present in the Z39.50 record, you may wish to copy them to the Z39.50 record prior to initiating the overlay.

Reasons A Search May Fail

Sometimes good Z39.50 searches fail.  The remote server may be too busy to respond in a timely manner.  The server may be down.  It may have been reconfigured in a manner that no longer matches the expectations of your local gateway link to that server.  Only experience will serve to point to the most dependable sources of good quality records for your needs.

The Future

Innovative Interfaces will be introducing Millennium Cataloging, a new cataloging client, with Release 2001 due in the near future.  Eventually, MilCat will supplant GUI Cat.  Only experience with the new product can determine how soon it may make sense to switch over to the product for the various purposes to which GUI Cat is now put.