Setting Up or Changing Valid MARC Record Components

When your library installed Horizon, both bib and authority records were defined as “cataloging types” according to the MARC standards your library uses. The cataloging type establishes the possible tags and subfields you can use when you add a record of that type to your database. You can edit or add to these cataloging types as needed using processes found in the Cataloging Control Menu folder:

You should never delete a cataloging type you did not create. If you accidentally delete a basic cataloging type, you may be able to re-create it yourself. If you need help, contact your system administrator.

You must have cataloging types defined before valid tags, subfields, and indicators can be created in MARC records. (Your staff can enter invalid components in MARC records. Invalid components can be searched and indexed, but Horizon marks them as errors based on your MARC definitions.) If you need help with this task, contact your system administrator.

You specify whether your library uses USMARC or UNIMARC tags when you set up your system-wide parameters in the matham view. You also use the matham view to set up certain subfield, punctuation, and import options. (For more information, see “System-Wide Settings” in the “General Setup” chapter of the System Administration Guide and Other Subfield Setup Tasks.)

You can edit the cataloging types and valid MARC components (such as tags, subfields, and indicators) that catalogers can add to MARC records depending on your library’s MARC standards. (If you upgraded from a previous version of Horizon, your existing definitions were imported.) You might choose to edit these components for these kinds of reasons:

To add local tags such as local call numbers, local subject headings, and so forth.
To determine which components are valid for a given format as well as which components are repeatable.
To make some tags mandatory.
To make it impossible to add duplicates of certain tags.
To add newly-defined official MARC components not yet represented in the tables as supplied by Horizon.
To set up uniform titles.

Catalogers can add valid and invalid components directly into a MARC record. They can also display a list of valid tags or subfields to choose from:

Here is an example of a list of valid subfields:

If you set up the MARC Editor to use error checking, any invalid MARC components that catalogers add can display in the MARC Editor using a different font color so that they are easily recognizable. (For more information, see “Choosing Field Options” in the Cataloging Guide.)

Whenever you open a MARC record in the MARC Editor, Horizon checks to see how you have defined the parts of a record, and whether the parts of the record you open are valid according to your definitions. Horizon lets you define your MARC records using a process called Syntax and Validation.

The Syntax and Validation process lets you set up or change these MARC components:

Cataloging types. A cataloging type defines the components of your MARC records and how they relate to each other. For each cataloging type, you can set up or change these things:
General parameters, such as the order in which the tags of a MARC record display.
Advanced parameters, such as validation procedures for specialized data.
Tags. MARC rules define what information a tag identifies. The term “tag” is sometimes used to designate an entire piece of information, including the three-digit number, the indicator, and all the subfields. For each MARC tag, you can set up and change these things:
General features, such as the tag’s required level and repeatability.
Linking relationships.
Indicator usage and values.
Advanced procedures, such as updating usage codes for authority records.
Subfields. A subfield contains information within a field. Each subfield starts with a delimiter and is labeled with either a letter or number, called a subfield code. For each subfield, you can set up and change these things:
General parameters, such as linking relationships, read-only status, how the subfield behaves when a MARC record is saved, display spacers, and spell check action.
Advanced procedure, such as validation of ISBNs or ISSNs.
Elements. In MARC records, elements are codes in fixed fields. They are also control subfields (subfield w) in other tags such as authority 400 tags. For each element, you can set up and change things such as position and values information, repeatability, and read-only status.

This illustration shows the organization of the main System and Validation Setup process. If you know the part of the software you want to go to, you can use this illustration to find that part and do the task you need:

Some parts of the Syntax and Validation Setup use “grids.” Grids are windows containing columns and rows of information that display current MARC settings. You can edit most of the fields in the columns and rows in multiple ways. (For example, you can sometimes edit data directly in a field, or use a drop-down list to choose what you want to enter.) Some grids also let you access other parts of the setup. Horizon also uses separate windows called “forms” for each component. Each form consists of a tab that contains fields that either display read-only information or let you enter new information that defines the MARC component you are working with. Often, a grid summarizes the information from the form. (For information on how to use grids and forms, see “Working with Grids and Forms” in the “Horizon User Interface” section of the Horizon Basics Guide.)

If you know that you want to change only one MARC component, you can use a shortcut. Horizon calls these shortcuts “Quick Setups.” Quick Setup processes are available for indicators, subfields, and elements. You can use any of these Syntax and Validation processes at any time.

Before Horizon recognizes any of the changes you make in any of the Syntax and Validation Setup processes, you must close the Launcher and restart it.

This section explains these topics:

 


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