Using MARC21 Templates for Bibliographic Records

Creating Templates

Each institution will have different needs for bib and holding templates, so catalogers should take care to save their templates in their institution zone only. CARLI staff will share templates via the network zone as needs arise.

Creating a Bibliographic Template from Scratch

  1. Open the Metadata Editor.
  2. Go to File > Options. 
  3. Change the setting for Placement of new records and templates to "Local". Click Save.
  4. Go to File > New > MARC21 Bibliographic.
  5. Edit the bibliographic record as desired to fit the needs of your template.
    • If a tag you want is not present, add it using Edit > Add Field (F8).
    • If a tag is missing a subfield that you want, click into the row for that tag, then add the subfield with Edit > Add Subfield (F9).
    • Remove any tags that you don't plan to include, using Edit > Remove Field (Ctrl-F6).
    • If creating a template for new bib records (e.g., for acquisitions or reserves), you may edit the LDR and 008 via the form editor. Click into the field, then use Edit > Open Form Editor (Ctrl-F).
    • If you are adding local extension tags to your template, use Edit > Add Local Extension (Ctrl-L). NOTE: Local extensions may only be added to IZ templates. The NZ does not contain local extensions.
  6. When the template is ready, go to File > Save as Template.
  7. Enter a unique name for the template. Names should identify how the template may be used. E.g., "new order bib" or "local tag 590 gift".
  8. Enter a description that offers information to future users to know what distinguishes this template from others.
  9. Select whether the template is private--to your account only--or shared to all catalogers at your institution.
  10. Do NOT check the box for Default unless you are ready to change the default template used by all catalogers at your institution. 
  11. Click Save. The new template may not appear immediately in the template list. You may need to exit the metadata editor and re-enter to see your new template.
  12. Be sure to re-check your metadata editor options (File > Options) before returning to regular cataloging.

Creating Templates from an Existing Bib Record

  1. Search for a bib record in your repository that has characteristics you would like for a template.
  2. Find the bib in the results list, click Edit Record.
  3. In the metadata editor, Go to File > Options. 
  4. Change the setting for Placement of new records and templates to "Local". Click Save.
  5. Edit the bibliographic record as desired to fit the needs of your template.
    • If a tag you want is not present, add it using Edit > Add Field (F8).
    • If a tag is missing a subfield that you want, click into the row for that tag, then add the subfield with Edit > Add Subfield (F9).
    • Remove any tags that you don't plan to include, using Edit > Remove Field (Ctrl-F6).
    • If creating a template for new bib records (e.g., for acquisitions or reserves), you may edit the LDR and 008 via the form editor. Click into the field, then use Edit > Open Form Editor (Ctrl-F). Be sure to delete the existing record number from the 035.
    • If you are adding local extension tags to your template, use Edit > Add Local Extension (Ctrl-L). NOTE: Local extensions may only be added to IZ templates. The NZ does not contain local extensions.
  6. When the template is ready, go to File > Save as Template.
  7. Enter a unique name for the template. Names should identify how the template may be used. E.g., "new order bib" or "local tag 590 gift".
  8. Enter a description that offers information to future users to know what distinguishes this template from others.
  9. Select whether the template is private--to your account only--or shared to all catalogers at your institution.
  10. Do NOT check the box for Default unless you are ready to change the default template used by all catalogers at your institution. 
  11. Click Save. The new template may not appear immediately in the template list. You may need to exit the metadata editor and re-enter to see your new template.
  12. Be sure to re-check your metadata editor options (File > Options) before returning to regular cataloging.

Using Existing Templates

Remember that short records used for acquisitions, course reserves, and other local service objects (e.g., headphones, calculators, room keys, etc.) should be saved in the institution zone only. Acquisitions records may be linked to NZ copy later.

  1. To begin, you would open the metadata editor (Resources > Open Metadata Editor). This will be the old metadata editor for now, as templates aren't available in the new MDE yet.
  2. Next, change where you save records. Go to File > Options, set records and templates to Local. 
  3. Click Templates.
  4. Click into the MARC21 Bibliographic folder, expanding into Shared. You'll see a lot of templates. Those with a black house icon are generic templates from Ex Libris. Any with a blue house icon are custom templates to your IZ. Those with blue network icon are templates created by any I-Share library and saved to the network. Any template may be used. The zone where a template is saved does not affect where the bib will be saved.
  5. Locate and click on the template you want to use, for example, "Short record order bib RDA," then click New.
  6. Edit the contents of the bib record.
    • Add fields using F8, or Edit > Add Field.
    • Add subfields by using F9, or Edit > Add Subfield, or typing $$. The subfield code follows immediately after the second $$, e.g., $$a.
    • Add local extension fields using any fields that you feel you need with Ctrl+L, or Edit Add Local Extension.
    • Delete any unused fields using Ctrl+F6, or Edit > Remove Field. 
  7. You may add other tags and details if you want, otherwise, click Save when ready to save the record. You may want to make note the MMS ID for the bib.

Once the record is saved, you may use the bib record in other processes.

  • If you are using the bib for an order, you may start the order within the metadata editor: Go to Tools > MARC21 Bibliographic > Create PO Line & Exit, or use Ctrl+Alt+O. The acquisitions process will add inventory to the bib.
  • If you are using the bib for course reserves or another kind of inventory, you will need to create the inventory before continuing.

For new physical inventory:

  1. Create a holding
    • using Ctrl+Alt+H, or go to File > New > MARC21 Holdings.
    • If you have any holdings templates saved, you may click the Templates list and expand the MARC21 Holdings folder tree. Select the desired holdings template, then click New.
  2. Edit the holding as you did with the bib record, then Save.
  3. After a holding is in place, you may create an item record using Alt+I, or going to Tools > MARC21 Holdings > Add Item.

For new electronic inventory:

1. Create a portfolio using Ctrl+O, or go to Tools > MARC21 Bibliographic > Add Local Portfolio.

Note: Bibs and their inventory are added to reserves by adding citations to reading lists (Fulfillment menu > Reading Lists: Edit reading list: Add Citation > Add Repository Citation). Reserves processes are detailed elsewhere.