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Editing Records on the INNOPAC System

Entering Database Update Mode
Searching in Update Mode
Editing a Bibliographic Record
Editing Item Records
Deleting Item Records
Storing an Edited Item Record
Adding New Item Records
Use of the Barcode Reader
Logging Off
Connecting/Disconnecting


Note: the following description of editing practices and function keys supersedes any similar instructions attached to existing procedure sheets. Procedures applying to specific function keys are for the text-based version of INNOPAC. These function keys do not work in Millennium.

I. Entering Database Update Mode

From the "MAIN MENU" menu, enter "du". Type in your 3-letter initials and 3-letter password. Press "b".

II. Searching in Update Mode

You will not be prompted for the index to search. Instead, enter one of the following index codes, followed immediately by your search (i.e., do not press return). Follow the instructions at the bottom of the resulting screen for selecting a record.

III. Editing a Bibliographic Record

The default record displayed in update mode is the MARC record. Note that unlike OCLC the INNOPAC record does not display spaces around subfield codes or indicators. Like OCLC, each field is numbered.

A. Deleting a field

To delete a field, call up the field by typing its two-digit line number (note: you cannot delete fixed length fields such as 01 through 09), press <Enter> <Enter>, and confirm deletion of the field with "y".

Function key: Call up the field by typing in its two-digit line number and pressing <F5>.

B. Editing an existing field

  1. To edit any field you must first call it up by line number. The tag and indicators (without a separating space) will appear. You may either accept these as is by pressing <Enter>or type in new values (five digits). Note that no space should be inserted between the tag and the indicators at this point.
  2. You may now do one of three things:
    1. If you altered the tag and/or indicators, you may press <Enter> to leave the contents of the field unchanged.


      2. Caution: if you do this without altering the tag and/or indicators, you will be asked if you wish to delete the field.

    2. You may type in the contents of the field from scratch. Whatever you type will replace the existing contents of the field entirely.
    3. You may alter some part of the field by using the "change to" symbol: <=

      4. Function key:

      <F1> will produce the "change to" symbol.

      Type in the part of the field you wish to alter, the "change to" symbol, and what it is to be replaced by. Whatever is on the left side of the symbol will be replaced by whatever is on the right side.

      Example: Field is
      100 10 Beethoven, Ludwig von,|d1770-1827 and you want to change it to
      100 10 Beethoven, Ludwig van,|d1770-1827
      Type von<=van<Enter>

      Caution: The system looks for the first ocurrence in the field of the characters you type in on the left side of the "change to" symbol. If it finds them earlier in the field than the ones you wish to change, it is the earlier ones which will be altered. You must input enough characters on the left side of the "change to" symbol for the system to locate the correct characters to change.

      Example: Field is
      100 10 Beethoven, Ludwig von,|d1770-1827
      and you want to change it to
      100 10 Beethoven, Ludwig van,|d1770-1827
      if you type o<=a<Enter>
      what you will get is
      100 10 Beethavan, Ludwig von,|d1770-1827

C. Adding a new field

Inputting a new field into an INNOPAC MARC record is treacherous because INNOPAC assigns each MARC tag an "INNOPAC" tag, such as "TITLE", "AUTHOR", "MARC", etc. The INNOPAC tag determines whether the field displays to the public and what label it displays with. The INNOPAC tag is not automatically assigned--you must assign it at the time you add a field. If you assign the wrong tag, the field will display to the public with the wrong label or not at all. A list of the proper INNOPAC tags to use with each MARC tag is kept by each terminal. To see the INNOPAC tags for a MARC record, press <Shift> "+". Note that the fields do not necessarily display in the same order as in the MARC record. To return to the MARC display, press <Shift> "+" again. Always be certain that you are in the MARC display mode when you store the record (see below).

To insert a field, press "i". You will be prompted for the INNOPAC tag (not a numerical MARC tag). This will be a single letter. To see your choices, enter a question mark. Enter a <Shift> "+" if the INNOPAC tag you need is not on the first display. Press the space bar when you are ready to continue, and enter the single-letter INNOPAC tag.

Caution: INNOPAC calls one of its tags "MARC". This is not to be confused with an actual MARC tag, which is a three-digit code such as 100, 440, 650, etc. INNOPAC "MARC" tags are used for miscellanous control fields (such as 043, 900, 041, etc.) which are not displayed to the public or indexed.

After selecting the INNOPAC tag, type in the 3-digit MARC tag and the two indicators (even if one or both is a space). Do not insert spaces between the tag and the indicators.

Type in the contents of the field and press return. Once the field has been added, you may edit or delete it as any other field.
Function key: To insert a new 949 field with barcode, press <Shift><F12>, type in the last 7 digits of the barcode (plus any subfields needed), and press <Enter>.

Function key: To insert a 504 "Includes bibliographical references" field, press <F3>.

D. Changing the order of fields

You may use the "Z" command (listed in the options at the bottom of the screen) to change the order of fields. You must be in the INNOPAC tag mode to do this if you wish the change to show to the public. You may alter the order of fields in the MARC mode display with the "Z" command but the change will not affect the public display.

To change the order of fields,
  1. Enter the INNOPAC tag mode with <Shift> "+".
  2. Press "z".
  3. Enter the two-digit line number of the field to be moved in front of an earlier field.
  4. Enter the two-digit line number of the earlier field which the above field is to be positioned before.
  5. Verify that the lines are indeed in the order you want, and press "+" to return to MARC tag mode.

E. Storing the bibliographic record

To store your changes, press "q" followed by "m" ("Make changes permanent"). After pressing "q" you may instead press "e" (to exit without retaining your changes) or "r" (to resume editing the record instead). If you made no changes to the record, your only options will be "r" or "q" (to confirm abandoning the record).
Function key: You may store the edited record with <F8> if you made any changes in it (unless you added a new item record; see below).

You may also return directly to the browse display of other bibliographic records after storing or abandoning your changes by pressing "R" instead of "Q" in any of the above options.

IV. Editing Item Records

To see an item record, press "s" (for "Summary"). If only one item (or order or checkin) record is attached to the bibliographic record you will be presented with the full attached record. If more than one record (item, order, checkin) is attached, you will see a numbered summary of the records. Select the record you wish to edit by entering its 1- or 2-digit line number (note: very large sets may even have 3- digit line numbers).

A. Editing fixed item fields

Most fields in item records are fixed-length fields. To edit, call up the field by its two-digit number and type in the new contents. If you attempt to insert invalid information you will receive an error message.

Function key: To set "IMESSAGE" to blank (used when processing on-the-fly records) press <F7>.

B. Editing variable item fields

Variable length item record fields are input in the same manner as in the bibliographic record, except that default MARC tags and indicators of 000 are automatically prompted. The only INNOPAC tags used are: Function key: To add a barcode to an item record lacking one, press <F2> then type in the last 7 digits of the barcode <Enter>.

Function key: To change an existing barcode in an item record, press <F6>, then type in the last 7 digits of the new barcode <Enter>.

V. Deleting Item Records

To delete an item record, call it up on the screen as described above, then press "dd", confirm with "y", answer "Delete bibliographic record also?" with "n", and confirm with "m" ("make changes permanent").

Function key: Call up the item record, press <F4>, answer "Delete bibliographic record also?" with "n", and confirm with "m" ("make changes permanent").

VI. Storing an Edited Item Record

If an item record has been edited, you may do one of three things:
  1. If you wish to exit the record entirely, store the record with "qm" as described above".
    Function key: Store the record with <F8>.
  2. If you wish to return to the summary of item records, press "s" ("summary"), then "m" ("make changes permanent").
  3. If you wish to return to the browse display (other bibliographic records) press "r" ("return to browse"), then "m" ("make changes permanent").

    4. Caution: This will not work if you have added new item records. See below.

VII. Adding New Item Records

To add a new item record to an existing bibliographic record, type "a" (for "add new record"). If you edited the existing item record(s) you will be first asked to confirm previous changes made by pressing "m". You will then be prompted for certain fields which you can accept by pressing <Enter>, or typing in new information and pressing <Enter> when necessary. You will need to separately insert such fields as volume and barcode fields.

Each additional item record may be added by pressing "a". Before being prompted for the default fields, you will have to confirm the addition of the previous item record to the database by pressing the space bar.

When the last item record has been stored, you may exit the record by pressing "q" (for "quit"), then "a" ("add record to database"), then confirm by pressing the space bar.

Function keys:

  1. To input the first new item record, press <F9>, then enter the last significant digits of the barcode <Enter>. Make any other changes needed (such as addition of volume number) as described above.
  2. To input another new item record, press <F10>, then enter the last 7 digits of the barcode. Make any other changes needed (such as addition of volume number) as described above.
  3. To store all newly added item records, use <F11> (instead of <F8>).

VIII. Use of the Barcode Reader

Adding barcodes to 949 fields in the INNOPAC record is now only done in rare cases. The barcode reader functions as if the barcode were manually typed in, followed by the <Enter> key. This means that entering barcodes in 949 fields followed by other subfields must be a two-stage process. First the barcode must be added, then you must go back into the field and add the trailing subfields. The <Enter> at the end of the barcode cannot be suppressed while the barcode is being read in.

Because the barcode reader reads in the entire barcode, two other function keys have been prepared for editing existing 949 fields and adding new 949 fields:

Function keys:

  1. To add a new or changed barcode to an existing 949, type in the two-digit line number of the 949, press <Enter>, then <Shift><F12>, then wand in the barcode. Go back and manually add trailing subfields if necessary.
  2. To add a new 949 to the record, press <Shift><F12>, then wand in the barcode. Go back and manually add trailing subfields if necessary.

IX. Logging Off

To exit the database update module, return to the search prompt by exiting from whatever record you may be in. Press <Enter>. Record the total number of records keyed (if you did no actual editing of records, no statistics will be displayed). Type in "qqsb" to return to the "SEARCHING RECORDS" menu.

Important! Any time you use a password-protected function on INNOPAC (such as database update), you should always exit back to the "Main Menu" if you leave the terminal, even if only for a short time. Leaving the terminal in a password proctected function raises the possibility of unauthorized users tampering with or destroying data.

X. Connecting/Disconnecting

On the PCs. From the Windows Desktop, double-click on the "Cataloging Applications" group window. From the resulting icons displayed, double-click on the "INNOPAC" icon: When you log off you will be returned to the Windows Desktop.