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Orbis Cataloging Manual

Editing a Bibliographic Record

PROCEDURE:

1. Search for and display the appropriate bibliographic record.

2. If format is incorrect type command FMT followed by a space, dash, space and the correct format code. (See correct format codes on page I-5).

   EXAMPLE: FMT - S

3. Type same after LTYL on request line. This will allow checking the record before entering the revised data into the database and will allow machine checking of field and subfield validity.

4. Revise fixed and variable fields as appropriate.

5. New fields are added at the bottom of the screen. Use repeat numbers to re-order the new fields as necessary.

   NOTE: back tab from the home position will take you to the bottom of the screen.

6. There are three methods for changing the data within the field.

   CAUTION: When editing multi-line fields extra spaces at the ends of lines must be deleted using the delete key. See also "Editing Spaces" in the command summary in Appendix I.

   • a. Data can be overtyped.

     CAUTION: This method may be used only when the new data takes no more lines than the replaced data; otherwise, the next field will be overtyped.

   • b. Data can be inserted within an existing field.

     (1) Delete the [space] |a [space] at the beginning of the field, and/or delete the repeat number and the slash that precedes it. Also delete any spaces which appear at the ends of lines.

     (2) Press INSERT key.

     (3) Add data until keyboard locks, with at least one visible character to the right of the cursor. Be sure that the cursor is placed in front of the last character, as in the example below with the cursor before the period.

     EXAMPLE: Smith .

     (4) Reformat the bib record by using same (or F12).

     (5) Record will be redisplayed with some of the data expanded onto a new line.

     (6) Add remainder of new data.

     (7) Repeat process if necessary until all new data have been added.

   • c. Data can be added to the end of a variable field.

     (1) Tab (or back tab) to the bottom of the bibliographic data.

     (2) Type the tag and repeat number of the field to which data are being added, then an asterisk between colons, then the data.

     EXAMPLE: 504/2:*:and indexes.

     (3) Press RETURN with same on request line to proofread added data; do further editing if necessary.

     7. The order of repeatable fields can be changed.

     8. Reformat the record by pressing RETURN with same on the command line or by pressing F12. Proofread document.

     9. If necessary, the original record can be restored by pressing CLEAR once.

     10. After all revised data have been input and proofread, press RETURN with done on the request line.

     11. If changes have been made in a multi-line field, the system may place unwanted space characters at the end of one or more lines of the field, and an extra check is necessary:

     a. After entering the updated record into the database, type long over HLDG and press RETURN.

     b. Check the reformatted data for spacing irregularities.

     c. If unwanted spaces exist, press F6 and delete them.

     d. Press RETURN with done on the request line.

     e. As a final check, type long over HLDG and press RETURN to make sure there are no spacing irregularities.

See "Editing Spaces" in Appendix I.

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Yale University Library
Last Revised: 25 July 1995
Contact: Matthew Beacom

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