HERC Library Book Entry Protocol
8/8/2008

Getting Started:

Two computers in the library are used for book entry. The laptop, and the 2 iMacs at the middle desks. These computers have the necessary databases and settings files to allow for consistent data entry. DO NOT MODIFY ANY SETTINGS IN ENDNOTE UNLESS INSTRUCTED.

You will be assigned a section of books to work on . All of these books will be in the same subject category, currently indicated by post-it notes on the first shelf of the category, which you will enter for every book in the “Subject” field.

When you remove a book or a series of books from a shelf for entry , use one of the blue clipboards to mark the place the book/s came from so that you can return books to the right place, in the same order, when entry is finished.  BE CAREFUL WHEN HANDLING BOOKS. Many of the books in the library are old, rare, and/or irreplaceable.

When you are finished with a shelf of books line up the fronts of all the books on the shelf so they are set back 1 inch from the lip of the shelf.

First set up a book entry database . This will only need to be done once by each person , who will do all subsequent entry in that database.

CAUTION:  EndNote databases can be transferred between the library computers so long as both the “.enl” file and the “.data” folder are BOTH copied EACH time. If only one of the two is transferred, the entry database will be corrupted and you will lose all of your work. A Firewire hard drive for transferring your entry library and backing up your work can be found at the center desks in 5088.

At the end of each week, bring your backed up entry database to your supervisor who will format it and enter into the main HERC library database. You will then start the next week with a blank database that maintains the settings you are about to input.

Setting up your EndNote Library:

Open EndNote X1. Create a new library with the name “<YOUR NAME>_Entry” in the “Book Entry” folder on the desktop. This will open a new empty library .

Alternatively, Ben or Kyle can create empty templates for you so that you don't have to follow these steps.

Go to >>Tools>>Define Term Lists. First you will need to create lists for the four custom fields you will be entering for each record. Click on the “Create List” button and name the list “Ownership.” Repeat this step with the following names, “Location” “Subject” and “Conservation.”

With the Ownership list highlighted, click on the “Import List” button. In the “Choose a File” window navigate to the “EndNote Settings Folder” in the “Book Entry Folder” and select the “Ownership.txt” file. Click on “Choose” to import the ownership term list. Repeat these steps for “Location.txt” “Subject.txt” and “Conservation.txt” making sure that the appropriately named list is highlighted before clicking the “Import List” button.

Next link the lists to the appropriate fields. Click on the “Link Lists” button to open up the “Linking Fields with Term Lists” window. Make sure that <YOUR NAME>_Entry is selected in the top pull-down menu. Scroll down to Custom 2 and click in the “Term List” column. Select “Ownership” from the pull-down menu. Then click on the “Term List” column for Custom 3 and select “Location” from the pull-down menu. Next, click on the “Term List” column for Custom 4 and select “Subject” from the pull down menu. Then click on the “Term List” column for Custom 5 and select “Conservation.” After linking Custom 5 click “OK.” This links the appropriate term lists to the fields you will be entering for each book. Once the term lists are linked, your database is ready for entry, and you can remove books from the shelf, marking their place with a clipboard.

Our goal is to create a single database with ALL HERC books and reprints.

There are three possible ways to create a record for each book .   First try to find the book in the already-entered HOMINID Bibliography.  If it is there already, you will check the entry as described below.

If it is not there, download a record of the book from the Online Computer Library Center’s (OCLC) WorldCat, an online database built from library catalogs across the world.

If the book is neither in the HOMINID Bibliography nor on line with OCLC, you will have to create a new record and enter information about the book by hand. 

Using the HOMINID Bibliography:

Open the HOMINID_BIBLIO_COPY library found in the “Book Entry” folder. DO NOT MAKE ENTRIES IN THIS LIBRARY; IT IS FOR REFERENCE PURPOSES ONLY.

Use Command-F or >>References>>Search References to check whether the book is already entered. Search for database entries using the “Any Field” selection for all search terms. The best searches in EndNote use a combination of unique words from the Title and the Author/s. For example, if you are searching for The Shanidar Neandertals by Trinkaus, your search window should look like this:

The results of this type of search will typically include 4-5 records, and would include the book in question if it is in the HOMINID database.

For further tips on searching within EndNote see EndNote Help (Command-?) under “Searching for References.”

If the book is already in the HOMINID database, click on the record and drag it into your entry library. Then see the “Editing Imported Records” section to finish the entry.

If the book is not in the HOMINID database, then you will have to find it on OCLC or enter the book’s information manually.

Finding Books via OCLC:

There are two methods of finding and importing books using the OCLC database, online and through the Endnote Connection file. Each of these methods are described below. As a first choice use the Endnote Connection file as the importing is more precise and will prevent the added step of manually entering accented characters.

Using the Endnote Connection file:

With your entry library open, click on the “Online Search” button in the toolbar (The button looks like a page with a target on it). This will bring up the “Choose a Connection” window. Select “Worldcat (OCLC).enz” from the list. You can find it by scrolling down or entering “Worldcat” in the search bar. Then click on the “Choose” button. This brings up the “Remote Password” window. Leave all fields blank and click “OK.” You are now connected to OCLC, indicated by the appearance of an Endnote search window.

The functions within this window are identical to those described in the Hominid Bibliography section, above. In this case, more specific searching is required. Again searching for The Shanidar Neandertals by Trinkaus, you should change the “In Field” pulldown menu to reflect the specific field you want to search. Before searching, make sure that the “Search In” menu reads “Remote: Worldcat at OCLC” and that “And” is selected from the Boolean operators on the far right. Your search window should look like this: 

The functions within this window are identical to those described in the Hominid Bibliography section, above. In this case, more specific searching is required. Again searching for The Shanidar Neandertals by Trinkaus, you should change the “In Field” pulldown menu to reflect the specific field you want to search. Before searching, make sure that the “Search In” menu reads “Remote: Worldcat at OCLC” and that “And” is selected from the Boolean operators on the far right. Your search window should look like this:

FOR ALL WORLDCAT SEARCHES, SEARCHING BY ISBN WILL GIVE THE MOST PRECISE RESULTS.

You can click on the “Search” button to continue.

The search results are presented in a “Confirm Online Search” window. This will give you the number of entries retrieved by your search. If there are more than 10 entries, cancel your search and try again using more specific search terms, such as multiple words from the title, or ISBN or ISSN, if you did not try that already.

If you have roughly 10 or fewer references returned, click “OK.” This will open a Retrieved References library with the name “Worldcat at OCLC.” After a short delay, the references from your search will appear in this library. Select the appropriate reference with the matching Title, Author, Year, ISBN, and Publication information and copy it to your entry library, either by dragging it into your library or selecting the reference, clicking on the “Copy Selected Reference to:” pulldown menu, and selecting your entry library. If the exact edition cannot be found, choose an edition based on publisher and number of pages, ; the year can be modified later.

Once you have copied the reference into your entry library, continue on to “Editing Imported Records” below.

Note: To search again, simply click on the Endnote search window and search again. Previously retrieved references can be deleted at any time after the appropriate reference has been copied to your entry database. This can be done by selecting and deleting, clicking on the “Clear” button on the toolbar of the “Worldcat at OCLC” library, or selecting the “Discard previously retrieved references” box in the “Confirm Online Search” window.

Using the Online OCLC Database:

Open a web browser, and go to: firstsearch.oclc.org/fsip?dbname=WorldCat. Make sure the database you are searching is “Worldcat.”

Search for the book using keywords, author, title, and/or year. The most powerful searches in WorldCat include a combination of Author/s and the Title. For example, to search for Mankind in the Making by W. W. Howells, your search window at OCLC will look like this:

This type of search will result in 30-40 results depending on how common the author and the title terms are. Alternatively, entering the complete title into the “Title” field bounded by quotes will return only books with that exact word string, typically various editions of the precise book you are looking for.

After clicking “Search,” you will be taken to the results page. Select the book from the search results page by clicking on the title, paying attention to edition and year of publication. If the correct edition cannot be found, select a different edition of the same book, then, on the book’s page, select “Search for versions with same author and title.” This brings up a new search result page. Scroll through these pages for the correct edition and select it. If the exact edition cannot be found, choose an edition based on publisher and number of pages, ; the year can be modified later.

If the book is not found in OCLC, you will have to enter it manually using the instructions found in the “Manually Entering Books” section below.

After choosing the preferred edition, click on the title to bring up the book’s individual page. Once on the book’s page, locate the series of charcoal buttons at the top of the page. Click on the “Export” button. On the export page, check to make sure that one record is selected in the “Export:” field. It should look like Export: Record 3 - <Title>. Then select EndNote from the “Export To:” field. Once finished with these two, click on export. This will trigger the download of an RIS file to the Desktop named “DirectExport.ris” or similar.

Click on the “Searching” tab to return to the main search page for the next book.

Note: If too much time elapses between searches, you will automatically be logged out of OCLC and will have to reconnect by entering the address above or navigating through the UCB Library pages. Clicking on the “Home” link from the logout page will not work.

Importing Books:

Go to your entry library. Select >>File>>Import.

In the “Import File Name” window set “Import Options” to “Other Filters”. Search in the “Choose a Filter” window for “OCLC” or “WorldCat.” Select “WorldCat(OCLC).enf” and click on “Choose.”

Set “Duplicates” to “Import into Duplicates Library.”

“Text Translation” should be set to “No Translation.”

Then select the RIS file you downloaded from OCLC, typically named “DirectExport.ris.” Click on “Import” to import the downloaded record into your EndNote database.

If the book already has an entry in your database, the downloaded record will import into a “Duplicates” library. You can then compare the individual records, the original record in your library, and the new duplicate. Keep the more complete record. If the duplicate newly imported record is more complete, it can be dragged into your entry library as described in “Using the Hominid Bibliography,” above, and the old record can be deleted. 

Once the import is complete, the RIS file can be deleted.

Manually Entering Books:

Type Command-N or click on “New Reference” to open a “New Reference” window. Select the appropriate reference type from the pull-down menu at the top, either “Book” or “Edited Book,” for now.

Next, enter in the Author/s or Editor/s, Year of Publication, Title, City of Publication, Publisher, Number of Pages, and Edition, Series Title, Series Editors, if applicable.

When these fields have been entered, continue with the “Editing Imported Records” section below (you will not need to bring up the record window, you are already using it).

Editing Imported Records (THIS SECTION MUST BE COMPLETED FOR EVERY BOOK):

Double click on the imported/copied record to bring up the record window. First check the reference type at the top of the window. Imported records should have the reference type as “Book.” For single and multi-author books leave the reference type as “Book.” For books that are compilations of articles, change the reference type to “Edited Book.”

Next, check the author field to make sure all authors are formatted correctly into Last Name<comma><space> First Name/Initial<space> Middle Name/Initial (Initials should be followed by a period), with NO SPACE after the author name. Each author should be on a separate line, simply hit the “Return” key to start a new line within the “Author” field. Check that the title is capitalized appropriately, e.g. not in ALL CAPS, and that the year and publication information match the book EXACTLY.

Then, if you used the On-Line OCLC Database for a foreign language book, you will need to fix accented characters. The exporting function of the web database replaces these characters with nonsense characters. You will need to enter them exactly as they appear in the book. The special characters pane can be found in the “edit” menu or by pressing <command> <option> <T>.

In the “Series Title” field, make sure that the entry does not end with a semicolon. It should end with either a letter or number or period for an abbreviation, as appropriate. Also in the “Series Title” field, several forms of series titles may be entered separated by semicolons and the word “Variation.” If one variation is clearly superior to the others, delete the other variations, otherwise leave the field alone and your supervisor will make the necessary changes.

Scroll down to find the “Ownership” “Location” and “Subject” fields. Everything entered in these fields should auto-complete after the first few characters.

In the “Ownership” field, enter “HERC” for all library books.

In the “Location” field, enter the room number, 5088 for the outer library, 5084 for Clark’s office.

In the “Subject” field, enter the subject category given to the section of books you are working on, for example “Primates.” For all of these fields, the terms should appear after typing in the first few letters. Hit the “Tab” key to accept the auto-entry and move to the next field.

Finally, go to the “Conservation” field. If the book was published before 1940, is falling apart/in poor condition, or you think it is otherwise uniquely valuable/important. N, note this here. You will have three options for entry in this field, “Age (<1940)” “Condition” or “Other,” corresponding to the criteria above. Enter one of these three; they will be auto-entered after the first few characters are typed.

When these four fields have been entered, click on the close window button to save the changes and return to the main entry database. You can then replace the book on the shelf and move on to the next.

Special Notes

For foreign language books, you will need to translate the title into English and enter the book into your entry DB with AT LEAST Author, Title, and Year. First, SEARCH THROUGH THE BOOK ITSELF. Translated titles should be entered into the title field with the original title (if possible) in the format: <Foreign Language Title><space>“=”<space><Translated Title>. The original title should ALWAYS be entered if at all possible. If not, flag the book with a “T” written on the flag, even if you can translate the title into English. Many books, no matter their main language will have a title page or table of contents in English that you can use to enter in the minimum amount of data. If there is no English information, then search online for the information or translate it yourself. DO NOT USE ONLINE TRANSLATORS such as Babelfish. If you cannot put together an English translation of the title and Romanized author names, i.e. pinyin for Mandarin, then flag the book with a “T” written on the flag and bring it to the attention of your supervisor. For all books in foreign languages indicate the original language by entering it into the “Language” field in the record window.

For special issues of journals, first check to see whether the issue is devoted to a single topic with a special editor. If so, enter the issue as an edited book with the special editor/s in the “Editor” field. The title should be the title of the special issue, not the journal title. Enter the journal title into the “Series Title” field. All other fields should be completed as for any other book.

For books with multiple copies you will need to check each book to see if the editions and text are truly identical. If there are any differences, then we will want to keep both copies, each with a separate entry in the DB clearly indicating the differences in edition, publication year, city, etc. If the books are truly identical, then check through the copies and choose the one in the best condition. Flag the lesser of the two copies with a “D” written on the flag.

For other questions, flag the book with a blank page flag and bring it to the attention of your supervisor. Flags can be found at the center desks in 5088.