Cataloguing Titles, entering Local data

The cataloguing grid consists of several pages. One page contains the Local Data fields, i.e. information specific to your library.

Number field

Contains the record number. This number must be unique. It is usually assigned automatically by the system. In Document File Options, you can define the next desired number for each document type.

Status field

Contains a code of 1 to 5 characters. This code is used to "mark" the document file for easy retrieval. It's up to you to invent the codes and their meanings.

To obtain the list of assigned codes, click on the field label.

Examples : the DAM code could mean that the document is damaged, the BC code could mean that the barcode label has to be printed, etc.

Cataloguer field

Contain the name of the person entering the record.

Date Acquired field

Contains the document acquisition date. Useful for finding documents acquired during a certain period and for printing a list of new acquisitions.

By default, the field is automatically filled in with the date the record was entered. If you are cataloguing retrospectively, simply delete this date or enter an earlier one.

Category field

Contains the document category. It's up to you to invent the categories that make sense to you.

Examples : Fiction, Non-fiction, Novel, Thriller, Poetry, Internal report…

Note: we advise you not to enter a keyword to indicate the general theme of the document. For this purpose, please use the Subjects or Keywords fields.

Location field

Contains the location of the document, usually the room. If all documents are located on the same premises, you can leave this field empty.

Examples : Archives, Library, Geneva branch, Office 123, Kids section…

Class Mark field

Class mark of your classification (= shelf) where the document is stored. This class mark can be an alphabetical, numerical or alphanumerical code. For example, if you use the UDC or Dewey classification, this is the number indicating the general subject of the document.

You can simply enter the beginning of the class mark, and the program will display a selection of all class marks beginning with the characters entered. So, for example, if you enter 12, the program will display class marks 12, 121, 122, 122.3 and so on. You can also enter a word from the class mark definition preceded by a / sign (e.g. /law) and the program will display all class marks containing this term.

The chosen class mark is also copied into the Shelf mark field.

In general, fiction works contain a shelf mark consisting of the first letters of the author's surname. In this case, you can leave the Class mark field blank.

Shelf Mark field

Contains the "address" (location) of the document on the shelf. The shelf mark (or "call number") is usually given on a label stuck to the edge of the book.

For a non-fiction work, the shelf mark generally consists of a class mark followed by the first letters of the main author's surname. For a work of fiction, the shelf mark often contains only the first letters of the author's surname.

Depending on the classification adopted, the shelf mark may contain a number indicating its position on the shelf for a given class mark (e.g. for the ABC class mark: ABC 12 would indicate that the document is the 12th on the ABC shelf). BiblioMaker is able to propose the next number to be assigned to a document according to the chosen class mark. Automatic numbering is activated in the Class marks file Options, and the next number is assigned in the Class mark record.

Price field

Contains the price of a document copy.

Enter this amount always in the same currency (e.g. CHF, Euro, etc.), if necessary converting the amount into the chosen currency. This will enable you to perform calculations (sum, average, etc.) on these amounts.

Observations and Remarks fields

Contains a commentary about the document.

Confidential field

Check this box if the document is not to be displayed to certain users (library staff or readers via the online catalog). Please note that you must first set access authorizations for user accounts  in Maintenance.

Custom fields

These fields can be used to enter information specific to your library, such as the name of the donor of the document, the condition of the document (e.g. damaged), etc. Four fields are alphanumeric and two are Boolean (in the form of checkboxes).

You can name these fields in the Documents file Options, for each type of document.