The Catalogue data structure: Titles, Copies and Copy Items
This topic gives an overview of the catalogue and data structure used in Know All Matrix’s cataloguing module.
Cataloguing is at the centre of KnowAll Matrix, and is your record of all types of items (books, periodicals, newspapers, videos, documents, websites, online services and conference proceedings) held in your library. All other information is connected to a central catalogue record that must exist before other functionality can be accessed. For example you must have a catalogue record before you can place orders, process loans or manage serials. You must also have a catalogue record (including Title, Copy and Copy Item records for each item) for the item to be visible to library users in the Web OPAC.
The Catalogue holds bibliographic data for Titles which does not change from copy to copy. For example, the author for all copies of the title is the same even though you have a copy in the London and the Oxford branch of your library.
Media types such as books, periodicals, newspapers, videos, online services, conference proceedings and government papers can all be catalogued using the same catalogue screen.
Once you have created the catalogue record for a title you are ready to add your copies and holdings & local information. It is important to understand that you do not need to create a new bibliographic record for each Copy. You can have several copies attached to one Catalogue Record as long as they share the same characteristics, i.e. they have the same ISBN, Title, edition etc.
While most books are straightforward and only have one copy item some copies of a title have more than one copy item. For example you could have a copy that is a 2 part dictionary, an encyclopaedic set of 26 copy items, a loose-leaf set of 4 copy items or a main copy item plus its supplement. You need to be able to identify and track each of these physical items in the copy set using a unique number.
KnowAll Matrix automatically creates one Copy item for each Copy that you add, so for straight forward Copies which consist of a single physical item you do not need to take further action. However, if you do want to add further copy items for a multi-part set you will find instructions to do this in the relevant Help Centre Topic.
The Automatic Cataloguing tool will create a Title, Copy and Copy Item record for every ISBN you enter into the system that it finds a match for in the online records. You will then only need to manually create Copy and Copy Item records if you require more than Copy and/or Copy Item record for each Title. Instructions on using AutoCat can be found in the relevant Help Centre Topic.