Summary

Resource records can be duplicated via the resource Details screen. The function enables staff to duplicate an existing resource record that has some information applicable to a new resource they want to add to the catalog thereby removing some of the data entry required if creating the record from scratch.

This guide provides the steps required to duplicate a resource record. It also provides an explanation of what happens if a duplicated resource with a MARC record is edited via the Details screen rather than the MARC Editor screen. Separate guides provide the steps required to complete a search, add MARC records via Z-Cataloging, and manually create a non-MARC record. There are also guides with information on Authorities.

What is MARC Cataloging

MARC records evolved to enable a computer to read and interpret data in a cataloging record. While the catalog (or bibliographic) record contains a number of pieces of information such as author/s, subject headings, call number or call numbers, MARC (and more recently RDA) records contain a significant number of additional bibliographic element descriptions entered by qualified library staff according to cataloging rules (either AACR2 or RDA).

Duplicate a Resource

Resource records, both with or without a corresponding MARC record can be duplicated via the resource Details screen. So, if you are creating a new non-MARC record by duplicating an existing one (then editing and/or adding data) make sure the resource is also a non-MARC , that is, it does not have a corresponding MARC record. 

To Check Whether there is a Corresponding MARC Record: 

If the library catalog contains both MARC and non-MARC records, and you are wanting to create a new non-MARC resource by duplicating an existing record and editing the details, it is recommended that you check whether the duplicated resource has a corresponding MARC record or not.

If the MARC Editor screen includes tags, subfields and corresponding data then edits must be made and saved in the MARC Editor screen not the Resource Details. Edits made in the Resource Details screen, for any duplicated resource with a MARC record, will be overridden by the data contained in the MARC record. 

If a duplicated resource does not have corresponding MARC record, the MARC Editor screen will contain no MARC tags and subfields with associated data.

In this case click the Cancel icon, to return to the resource Details screen, then click on the Edit button and make any edits required.

What Happens if a Duplicated Resource with a MARC Record is Edited in the Details Screen

In the following example steps, the duplicated resource has a MARC record. The authors will be changed in the resource Details screen:

If the author already exists in the Author Authority file, it is included in the list-box that displays below the field. Click on Plus icon next to the author required.

6. Click the Save icon at the top of the screen.

7. In the resulting Details screen the edited author will display in the Author field. It appears that the edit is successful.

HOWEVER: 

Be aware that if the MARC record corresponding to the resource record is subsequently accessed and saved by cataloging staff, any data (in this instance the author), added via the resource Details screen, will be overwritten by the data (in this instance authors) on the MARC record. 

As a result, the authors included on the MARC record will still display in the Author field on the resource Detail screen.

While the author that was added via the resource Detail screen remains in the Author Authority file it is no longer identified as being used on that resource.