SkyRiver Client Cataloging Procedures for Black …...2014/02/19 · SkyRiver Cataloging Procedures rev. 2/19/2014 CU/ktn 6 D. Settings: Colors: Change the default color settings

SkyRiver Cataloging Procedures rev. 2/19/2014 CU/ktn 1

SkyRiver Client Cataloging Procedures

for Black Gold Cooperative Library System Catalogers

These procedures cover the following topics:

I. Background/Purpose II. Downloading the SkyRiver Client III. Authorizations IV. Customization Settings V. Searching VI. Editing VII. Verifying Headings VIII. Saving Records IX. Exporting Records X. Help/Resources

I. Background/Purpose

A. SkyRiver Client:

In July 2013, Black Gold Cooperative Library System moved from OCLC to the SkyRiver bibliographic utility/client

as a source of bibliographic records for new materials added to library collections. Cataloging staff can use the

client to find, edit, and export records out of the client and then load them into Polaris using a SkyRiver import

profile. The client can also be used to verify headings and search for authority records. The Bibliographic Unit

will no longer maintain OCLC holdings after June 2013, so jurisdiction catalogers will no longer add “590 ADD

LOC” and “590 DEL HOLD” notes in Polaris records.

SkyRiver bibliographic records come from a variety of cataloging agencies and may be based on either old Anglo‐

American Cataloguing Rules revised 2nd edition (AACR2R) or the new Resource Description & Access (RDA) rules.

The Black Gold Cooperative Library System accepts both types of records, with preference given to the RDA

record, unless the AACR2R records is fuller/more complete (based on Leader Encoding level). All new records

created in SkyRiver should be based on the new RDA rules. New fields created for RDA, like the 336 Content

Type field, are highlighted in a different color in SkyRiver records to help the cataloger quickly identify them as

RDA records.

B. Z39.50 Database Option:

To save time, jurisdiction cataloging staff may instead choose to use the SkyRiver Z39.50 database within Polaris

to search for and save the matching record directly into Polaris, making edits in Polaris to meet local cataloging

input standards. See the separate document at http://ats.blackgold.org/ titled “SkyRiver Z39.50 Database

Searching in Polaris” under Departmental Resources > Cataloging.


II. Downloading the SkyRiver Client

SkyRiver client software is downloaded beforehand on the workstation of the cataloger who will use it.

Download procedures:

1. Click on the following URL link to download the SkyRiver Cataloging Client software client onto the appropriate workstation: http://bigsky.iii.com/iii/skyserv/app/download?file=installSkyRiver.exe.

2. You will see a “File Download” window pop up. Click on the “Save” button to save the client to your workstation:

3. When downloading the software, you can maintain all of the default settings.

The SkyRiver icon on your desktop will look like:

The current link for downloading the SkyRiver client can also be found at http://ats.blackgold.org/ under Admin

Resources > ATS Downloads > SkyRiver Cataloging Client (ver 3.8) (112MB)

If you have any problems downloading the client, please let the Network Administrator (Gary See) know.


III. Authorizations

All Black Gold staff will use the same login information:

Username: bgold

Password: sky3437

Double‐click on the SkyRiver icon and enter the login information when prompted for it:

After you click on the “Login” button, you should see the SkyRiver “Cataloguer’s Workstation” window appear:

Note: As with any Windows program, you can use more than one method to take actions within this application

after it’s open:

Click on drop‐down menu at the top and select a function; e.g., “File” > “Save to local”.

Use buttons like those you set up on the Toolbar.

Use shortcut keystrokes; e.g., F4 to save to local file. A list of the “SkyRiver Default Quick Keys” can be

found at http://ats.blackgold.org/ under Departmental Resources > Cataloging > SkyRiver. It’s also part

of the “SkyRiver Quickstart Guide”. You can set up macros and customize shortcut keystrokes as needed.


IV. Customization Settings

You can customize the SkyRiver client by creating macros and editing your “Settings” found under the “Edit”

drop‐down menu. Most jurisdiction catalogers may choose to edit the settings for Login, Editor, Colors, Export,

Keymap, Spelling, and Toolbar to save time and improve local cataloging workflows. The Bibliographic Unit will

also use “Derive” for creation of original records in the client.

A. Macros:

Click on the “Macros” drop‐down menu and choose “View/Edit Macros” to create/edit macros for when you

want to quickly add a MARC field to a bibliographic record using specific keystrokes.

Click on the “New” button to create a new macro, or select a numbered macro from the left column. You will

see a default 000 MARC field for a new macro. Enter the macro Name, MARC tag number, any indicators if

needed, and the default data. Example:


Default shortcut keystroke(s) may be provided, or you can enter new keystrokes in the box next to “Press new

shortcut key” and click on the “Assign” button if needed. Click on the “Save” button when you are done.

Note: You can also use shortcut keys set up under Edit > Settings> Keystrokes for common menu actions.

B. Settings: Login:

After logging in the first time, click on “Edit” from the menu in the upper left hand corner and then select

“Settings”. Click on “Login”:

Enter the “Username”, “Password”, and your “Email address” so these settings will be retained the next time

you login. Click on the box for “Display statistics before exiting” if you want to keep track of the number of

records you’ve exported during each session.

C. Settings: Editor:

Choose the Editor settings that best fit your needs. For example, increasing the font size helps some catalogers

see text more easily:


D. Settings: Colors:

Change the default color settings if desired. Make sure the 336,337,338 fields have a different background color

so you can more easily identify RDA records:

E. Settings: Export:

Change the default Export settings as needed. Recommended fields to not include in exported records include

the 012,029,653,891,9XX as shown below:


F. Settings: Keymap:

With “Keymap”, you can see existing assigned keyboard shortcuts for menu actions that save time. You have the

option to assign a new shortcut if needed. If the assigned shortcut has already been used, try another.

Note: You can also use shortcut keys with macros you set up to add specific MARC fields within bibliographic

records. Go to “View/Edit Macros” found in the drop‐down menu under “Macros”.

You can find a list of the default shortcut keystrokes in the “SkyRiver Quickstart Guide” found at

http://ats.blackgold.org/ under Departmental Resources > Cataloging.

G. Settings: Spelling:

Change the settings for “Spelling” if desired. You can specify which fields to spell check.

Note: Do not automatically correct spelling in fields like the 245 title or 490 series field because those fields

should match the spelling of words found on the material as found. A spelling check might be useful in 5XX fields

like the 520 summary field.


H. Settings: Toolbar Setup:

Click on “Edit” from the drop‐down menu in the upper left hand corner and then select “Settings”. Click on

“Toolbar”:

You have the option to put shortcuts on your SkyRiver toolbar. To do this, select an action from the “Available

actions” column, and drag it over to the “Toolbar actions” column. You can change the order of the actions by

selecting and dragging the action to another position within the “Toolbar actions” column. When you’re done,

click on the “Save” button.

Tip: Add only the actions you will use the most, as there is limited room on your toolbar. For example, the

“Undo” function is useful if you make mistakes and want to restore the data you changed. You can edit the

toolbar for the “Record editor” which appears in an open record, and for “Batch search”.


V. Searching

You can perform a basic keyword Search or an Advanced search in the SkyRiver client. You have the option to

use Batch Search to enter multiple search keys, such as ISBNs. Catalogers may also use the Authorities Search to

search for authority records.

A. Basic Search:

The basic search comes up by default. Enter keyword(s) to look for a bibliographic record. You can either click on

the Enter button or click on the magnifying glass to submit your search. You can try an ISBN search first or enter

keywords for title and/or author. You can limit your search by Serials if needed.

Example search results:

Note that you can further limit your results list by clicking on a category on the left; e.g., “Projected medium”.

Click on the “SELECT” button or the highlighted title to open up the bibliographic record.


Example bibliographic record:

Note the SkyRiver control number is found in the upper left hand corner of the record. Fixed fields display at the

top, and variable MARC fields display below. New RDA fields are highlighted in this example. You can use the

“Back to results” link at the upper top corner to look at other records.

No matching record found?

If you can’t find a matching bibliographic record, follow the directions provided under “Report Unavailable

Records to SkyRiver” in the Help/Resources section of this document. SkyRiver can create a brief record for you

within 48 hours.


B. Advanced Search:

Click on the “Advanced Search” option at the top of the client. Enter the data and limits and then click on the

“Search” button. You can limit your search by format, language, year, publisher, and by serials format.

C. Batch Search:

You can use the Batch Search for entering multiple search terms, such as ISBNs. Select “Search” from the drop‐

down menu and then “Batch Search”. You will see a window pop up:

Enter your search key and then hit the “Enter” button on your keyboard. Repeat for the next one. The Search

keys you’ve entered will be displayed below. Example:


You also have the option to import a file of search keys, such as a Notepad file of ISBN searches.

Click on the “Search” button when you’re ready to search all the search keys at once. You will see the search

results with the first bibliographic record in the list displayed below the list. Example:

You can right‐click on a row in the top list to take specific actions to 1 or more records (like Export, or Remove

entries from list), or edit/take actions on just the displayed record below the Batch Processing list.

Note: You can click on “Window” > “Tile windows” to view 2 records side‐by‐side, such as when you use Batch

search and select multiple records.

D. Authorities Search:

Select “Search” from the drop‐down menu and then click on “Authorities” (or use Shift‐F2) to do a search for an

authority record to verify a heading in a bibliographic record, such as a name, title, or subject.


VI. Editing Records

You have the option to edit bibliographic records within SkyRiver, or edit them after they are loaded in Polaris.

Make edits based on the Cataloging Input Standards Manual (Polaris); e.g., adding a 599 initials field and 908

CAT NOTE field for nonfiction books.

A. Editing Fields:

Drop‐down menus can be used to make changes to fixed fields and you can click within the variable fields of the

record to add, delete, or edit data.

To enter a new field, you can simply click on a field in the record, and press the Enter button (or use Edit > Insert

field from the drop‐down menu). A blank line will display:

To copy or delete a field, right‐click and select that option. You can take other actions, like “Cancel changes” or

“Move field up”, by using the Edit drop‐down menu or pre‐set keystrokes.

B. Diacritics and Special Characters:

If you need to enter diacritics in a SkyRiver record, place your cursor in the field behind the letter where you

want it to go, and then select “Edit” and “Enter diacritics” from the drop‐down menu, or type Ctrl‐E to bring up

the Character Map. Select the diacritic and then “Insert”. You also have the option to use a Shortcut key; e.g.,

Ctrl‐Alt‐Quote for the Acute character.


C. MARC Help:

Right‐click within a field in the bibliographic record, and select “MARC Help” if you need to look up details about

the MARC tag, indicator, or field information.

Clicking on “MARC Help” will bring you to the MARC 21 Format for Bibliographic Data which is located at:

http://www.loc.gov/marc/bibliographic/


VII. Verifying Headings

One of the features of the SkyRiver cataloging client is the ability to verify record headings against the Library of Congress authority files. With your cursor placed in the bibliographic record, click on the “Verify Headings” button on your toolbar (or use “Edit” > “Verify Headings” from the drop‐down menu, or Shift‐F12). When verifying headings, colored dots are used to describe the match between your record and what was found in the LC authority record database. The goal is to choose the correct authorized heading, so the patron can find all the works by a specific person using that heading, or all the versions of a specific work under one title.

See below for the meaning of each colored dot that may appear in a bibliographic record after you use “Verify Headings”. Clicking on dots next to the headings in bibliographic records will access matching authority records.

Green dots signify exact matches against 1XX fields in authority records

A green dot will appear when there is an exact match against the entire 1XX string being checked. This prevents false positives which can occur with partial matches.

Yellow dots signify partial matches

A yellow dot will appear when there is a match against one or more components of a heading, but not all of them. Note that this can occur if the heading that is being validated includes a standard subdivision. Standard subdivisions (genre subdivisions such as Fiction; format subdivisions such as Dictionaries; and geographic subdivisions) are not present in LC’s file of authority headings and, thus, will not match entirely against headings in the bibliographic record that include these subdivisions.

Red dots signify exact matches against 4XX fields

The appearance of a red dot means that there has been an exact match on the entire string of a 4XX field. When this occurs a simple click on the red dot automatically invokes the option to replace the invalid heading with the valid 1XX form

White dots signify non‐matches

A white dot indicates that no matching authority record was found for any portion of the heading. This may mean that a new authority record is needed, or that the heading in the record is incorrect and requires further authority checking.

Note: You can also search for an authority heading by using the Authorities search if needed:


VIII. Saving Records

After editing the bibliographic record as needed, click on the “Save to local” button on your toolbar, or use “File”

> “Save to local” under the drop‐down menu, or F4.

You can verify if a record has been saved in the Local Bibliographic Records file by using “File” > “Open Save File”

> “Bibliographic” from the drop‐down menu, or F3:

You should see the record(s) in the Local Bibliographic Records file:


IX. Exporting Records

1. Open the “Local Bibliographic Records” file by using “File” > “Open Save File” > “Bibliographic” from the

drop‐down menu, or F3.

2. Within the “Local Bibliographic Records” window, select the title(s) you want to export and then click on

the “Mark for Export” button to mark them. You should now see a checkmark under the “Export?”

column next to the records you marked.

3. Then click on the “Export Marked Records” button. A window will pop up:

4. Enter a unique name in the “File Name” and navigate to the location on the Desktop or folder where you

want the file to be saved. (The file is a .mrc file, but can be saved without the “.mrc” extension as “All

Files” file type.) Click on the “Save” button. A window pops up to let you know the file exported.

You will now import the SkyRiver file into Polaris using the appropriate SkyRiver import profile.

See the separate instructions in the document titled “Importing SkyRiver Records into Polaris Using an Import

Profile” found at http://ats.blackgold.org/ under Departmental Resources > Cataloging > SkyRiver.


X. Exiting the Client

When you are done with your session, close the client by clicking on the X in the upper right hand corner or

using the drop down menu File > Exit. Click on the “Yes” button after the Exit prompt comes up:

If you setup your Login settings to keep statistics, you will also see a statistics summary of exported records:

XI. Help/Resources

A. SkyRiver Customer Service Help:

Click on the “Help” drop‐down menu and select “Contact SkyRiver” to send an email to SkyRiver for customer service within the client. A draft email will pop up with the correct email address: [email protected].

B. Black Gold Help: Contact the Bibliographic Unit if you have any questions about cataloging using the SkyRiver client. You can also send enhancement requests for SkyRiver to the Supervising Cataloger. Problems with accessing SkyRiver can be referred to the Bibliographic Unit or the System Administrator. Supervising Cataloger: Kim Tubbs‐Nelson

Black Gold Cooperative Library System ‐ Bibliographic Unit

[email protected]

Phone: (805) 543‐6082 ext. 25

Network Administrator: Gary See

Automation & Technical Services

[email protected]

Phone: (805) 543‐6082 ext. 23


C. SkyRiver Customer Portal:

SkyRiver is now part of Innovative Interfaces Inc. Access to SkyRiver documentation is through the Innovative

Interfaces CSDirect website. This is a replacement for the web portal that was previously accessible from

http://theskyriver.com/

Cataloging staff can access CSDirect at: http://csdirect.iii.com

Username is 8BGLD with password skill2

D. Report Unavailable Records to SkyRiver:

To report unavailable records to SkyRiver after you failed to find the record you need, use the “File” drop‐down menu and choose “Report need for record”, or click on the “Report unavailable record” link found in the upper corner of any bibliographic record:

Fill out the email form, and make sure to check off the box to “Send email confirmation” so you have a copy of the request. Check off the box for “Accept brief records” if you want SkyRiver to provide you with a brief record within 48 hours based on the information you provided them. SkyRiver can look for a fuller record for up to 6 months after your request if you would like a full replacement record later.

Example “Report need for record” request:

SkyRiver Client Cataloging Procedures for Black …...2014/02/19 · SkyRiver Cataloging Procedures rev. 2/19/2014 CU/ktn 6 D. Settings: Colors: Change the default color settings

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