1 Introduction

The new generation of COBISS Cat software is a web application. Since it works in web browsers, users can also use it on their mobile devices.

1.1 Logging in to COBISS Cat

You can log in to the web application at https://cat.cobiss.net/cat/. In the COBISS Cat login window, enter the library acronym and the username and password.

After login, the browser tab will display the Cataloguing name along with the library acronym.

2 Shared cataloguing system

The basis of online shared cataloguing is the co-operative data collection and distributed data processing, which enable a rational division of work and time saving in the complex procedure of cataloguing library materials. Each item needs to be catalogued only once; after that, the record is accessible to all participants in the system through the COBIB shared database.

A close connection between COBIB and local databases of individual libraries is a characteristic feature of COBISS shared cataloguing.

Databases contain bibliographic records for different types of bibliographic resources (monographs, serials, integrating resources, articles and other component parts, non-book material, antiquarian material), and for the purposes of managing authors’ personal bibliographies, and also records for performed works.

For the preparation of personal bibliographies of researchers within the COBISS system, the unified typology of documents/works must be used, according to which the bibliographic units are classified. The type of every bibliographic unit, which must comply with the valid definition, is specified (i.e. original scientific article, review article, professional article, scientific or professional monograph, scientific or professional conference contribution, etc.)

The COBIB shared bibliographic database and the local databases of all participating libraries have the same structure of bibliographic records and summary holdings data. The local databases additionally contain uniformly structured copy-specific holdings data, vital for the library local functions and for the display in the COBISS Plus system.

To exchange data in the COBISS system, the COMARC/B format is used for bibliographic record and the COMARC/A format for authority data, which are both based on the UNIMARC format, while the COMARC/H format is used for holdings data and was developed by IZUM. For the international data exchange, the MARC 21 and UNIMARC formats are used. The conversion from the MARC 21 format to the COMARC format has been integrated within the implementation of Z39.50 and SRW/SRU clients, and the conversion from the COMARC format to the MARC 21 format within the implementation of Z39.50 and SRW/SRU servers.

In the shared cataloguing process, data is entered to COBIB, and simultaneously also to local databases. Concurrently, online indexing with the use of about 200 search indexes for bibliographic, authority and holdings data is carried out.

A cataloguer who wishes to add a record to the local database, firstly checks if the bibliographic record already exists in COBIB. If it does, they download it to the local database and add the relevant detailed holdings data. If it does not, they create the record, which is then entered both to COBIB and the local database.

In the process of creating a record, you can check if the record already exists in any of the shared bibliographic databases within COBISS.net and download it from there.

If an agreement is signed between the Library Information Service and the ISSN Centre in Paris, the international ISSN database, which is known as the most complete and most authoritative source for identifying serials, is used when creating records for serials. The relevant data from it is transferred to COBIB and local databases. It also possible to download bibliographic records from WorldCat via the OCLC Z39.50 server to COBIB and the local database simultaneously, but this too, requires a special agreement between the Library Information Service and OCLC. Records can also be downloaded from catalogues of the Library of Congress (LC), the German National library (DNB), and libraries of the University of Oxford (OXF).

Retrospective conversions from machine readable records, created by a library prior to joining the COBISS system, are possible as well, if minimum quality criteria and compatibility with the COMARC format are met. As a rule, such conversions are done only in local databases.

Quality, uniformity and consistency of the local databases and COBIB are ensured in different ways: by use of authority control, duplicates control, COMARC format software controls, record editing, global code lists for all standardised data (e.g. countries, languages, UDC), local code lists for all data which is uniform within the library, automatic counters, unique identification control of serials, etc., and above all by providing a systematic training for record creators, who must obtain the official cataloguing permit for their work.

2.1 Databases

The following databases are included in the shared cataloguing system:

• bibliographic databases
• authority databases
• archive databases

All COBISS systems have the COBIB shared bibliographic database, local databases and the CORES database.

2.1.1 Bibliographic databases

COBIB is the shared bibliographic database, which contains bibliographic data and summary holdings data, added from all the local databases.

Local databases are databases of individual libraries. Every local database is an independent entity (i.e. the catalogue of an individual library) but also represents a part of COBIB.

The data on bibliographic resources is entered in COBIB, and the record is automatically added to the local database as well. Only one record is created in the local database and COBIB for the same bibliographic resource, which is then available via COBIB to all libraries within the COBISS system.

CORES is a specialised database that contains data on editors and other persons and corporations, who at one point were contributors to continuing resources. Only one record is created for each continuing resource, which contains the basic identification data and the responsibility statement by years. The database is updated regularly for the purposes of personal bibliography management.

ELINKS is a database of Internet links to e-publications. It mainly comprises web addresses (URLs) to books and serials that are, under special agreements between library consortia and information service providers, accessible only to a limited number of users; it also comprises web addresses to other e-publications.

2.1.1.1 Foreign bibliographic databases

The COBISS software enables downloading records from other shared bibliographic databases within the COBISS.net network and other foreign bibliographic databases ISSN, WorldCat, LC Catalog, DNB Catalogue and OXF Catalogue).

COBISS.net COBISS.net is the name of the network linking autonomous (national) COBISS library information systems of various countries and their current research information systems. The Agreement on the establishment of the COBISS.net network and the free exchange of bibliographic records, created in the autonomous library information systems of Bosnia and Herzegovina, Montenegro, North Macedonia, Slovenia and Serbia was signed in Belgrade in February 2003. In November 2006, the agreement was also signed by the National library of Bulgaria. At the beginning of December in 2012, the COBISS.AL system was established and included in COBISS.net on the basis of a special agreement between IZUM and the Academy of Sciences of Albania. Some other Albanian libraries have joined since. In 2018, on a basis of another special agreement with IZUM, the Kosova Academy of Sciences and Arts joined the project, followed by more Kosovan libraries.

ISSN is a database maintained by the International ISSN Centre in Paris. Each ISSN assigned to a serial publication is registered in an international database, the ISSN Register, formerly known as the International Serials Data System. The database has an annual growth of between 40,000 and 60,000 ISSNs which corresponds to an equal number of records for publications. The national and regional ISSN centres are responsible for the formation and maintenance of the ISSN database. By means of a special arrangement, countries that are not formal international centre members are also included in the system.

WorldCat is an online shared catalogue of bibliographic records of over ten thousand libraries worldwide linked via OCLC (Online Computer Library Center). The catalogue contains records for all types of material in various languages. The records are in the MARC 21 format and were created following various cataloguing rules. If a library has a valid contract with the WorldCat database provider (OCLC), it is possible to download records to COBIB and the local database, whereby the record data is converted into the COMARC/B format.

LC Catalog is the bibliographic database of the Library of Congress, i.e. the US Congress research library and also the largest library in the world. The catalogue contains millions of records for various types of material in various languages, but mainly monographs, manuscripts, photographs, cartographic material, video and audio recordings. The records are in MARC 21 format and comply with the Anglo-American Cataloguing Rules (AACR). When downloading a record to COBIB and the local database, the record data is converted into the COMARC/B format.

DNB Catalogue (Deutsche Nationalbibliothek) is the central German catalogue containing more than 50 million records for various types of material, mostly in German. DNB utilises MARC 21 for exchanging and processing bibliographic records. When downloading a record to COBIB and the local database, the record data is converted into the COMARC/B format.

OXF Catalogue (Oxford University Libraries), SOLO (Search Oxford Libraries Online) is an online catalog, which grants access to collections of more than a hundred libraries of the University of Oxford. The records are in the MARC 21 format. When downloading to COBIB and the local database, the record data is converted into the COMARC/B format.

2.1.2 Authority databases

Authority databases are intended for authority control of authors, titles and subject headings. They contain authority records for different types of names, such as personal names, corporate names, titles, topical names, etc. They are being included to COBISS systems gradually and in different ways.

In 2003, the CONOR.SI database was included in COBISS.SI, which contains authority records for personal names and corporate body names that appear as authors in bibliographic records. The field for authors can be linked with the corresponding authority records.

In 2021, authority control for subject headings was included in COBISS.SI. For this purpose, the General List of Subject Headings (SGC) is used. The SGC authority database contains records for subject access points in Slovene and English. The list contains records for topical, personal, family and geographic names, names of corporate bodies, work titles, and genres and forms. The basis for the creation of the SGC authority database was the translation of the Sears file by H. W. Wilson (2001) with records for subject access points from the hard copy of the Sears List of Subject Headings, published in 2000. The COBISS software makes it also possible to edit SGC, which is carried out by the SGC Editorial Board.

When the shared cataloguing system was established in Bulgaria, in addition to the local database and COBIB, the authority database for personal names and corporate body names (CONOR.BG) and the authority database of subject access points (COSUB.BG) were also established through the mapping process. Bibliographic records are linked only with records from CONOR.BG, but not with records from COSUB.BG.

Authority control for personal names is also established in COBISS.SR, COBISS.CG, COBISS.RS, COBISS.AL and COBISS.KS.

In COBISS.BH and COBISS.MK systems, where authority control is currently not implemented yet, the editing of initial CONOR databases is in progress. Upon completion, authority control will be implemented in these systems as well.

2.1.2.1 Foreign authority databases

There is the option of downloading files from the authority database of names LC/NAF – Library of Congress/NACO Authority File using COBISS software.

LC/NAF is an authority file containing several millions of authority records for names, which were added by libraries participating in the NACO programme (Name Authority Cooperative Program), one of the international Programs for Cooperative Cataloging (PCC) coordinated by the Library of Congress. The file contains records for personal names, corporate names, political and territorial units as well as records for uniform titles, titles of book series and name/title access points. The file is updated several times a year and the records are in the MARC 21 format.

2.1.3 Archive databases

Archive databases are intended for saving all versions of bibliographic and authority records. Archive databases fill up when records are created, updated or deleted. Every version of a record a cataloguer saves to the COBIB, CONOR or SGC database is also saved to the archive database where it receives its identification number and does not overwrite the previous versions.

Within the COBISS.SI system, it is possible to check and display all previous versions of a record from 2007 onwards for every bibliographic record from the COBIB.SI database and every authority record from the CONOR.SI database. For authority records from the SGC database, it is possible to check and display all previous versions of a record from April 2018 onwards and also some older versions that were archived in case of major SGC updates.

2.2 Bibliographic records

2.2.1 Creating a new bibliographic record

Before creating a new bibliographic record, you must check if the record for the same bibliographic resource already exists in the local database or COBIB in order to avoid creating duplicate records.

The newly created record is saved both to COBIB and the local database.

2.2.2 Editing an existing bibliographic record

In the COBISS Cat application, a record from the local database can simultaneously be edited in COBIB and in the local database.

You can also edit a COBIB record that is not in the local database by downloading it to the local database. Alternatively, you can also edit a record only in COBIB, if you do not keep the material in your library and do not want to download the record to the local database.

En existing record can only be edited by one cataloguer in the system at a time.

Local databases of individual libraries may contain records which are not in COBIB. These are called local bibliographic records and were created by mapping the records from the system used by the library before joining the COBISS system. It is recommended to either copy local bibliographic records to COBIB or delete them, as soon as possible, see chapter Link local records.

2.3 Authority records

Authority control enables a more consistent use of headings and subject headings in the process of cataloguing, but also easier maintenance of both in bibliographic records. Authority control is based on the link between bibliographic and authority records. Authority records contain access points that are uniformly defined for the use in the entire shared cataloguing system, and also other data such a variant access points, related access points, notes, etc. In the case of cataloguing with authority control, changing authorized forms, adding variant forms or other data is only possible in the authority record.

Authority control is implemented for personal names, corporate body names who have the role of authors in bibliographic records, and for subject headings.

For personal names, brief authority records with a limited set of fields can be created by all cataloguers who can create bibliographic records. For creating full authority records for personal names and corporate body names, a special privilege is required. With a privilege for creating full authority records, you can adopt an authority record and in doing so lock it. Such a record can only be edited by the cataloguers from the library which locked the record. The procedure can be used for records for personal names and corporate body names you are well familiarised with.

The SGC is edited exclusively by the SGC editorial board, whereas cataloguers can only suggest updates.

Special software is used to synchronise bibliographic databases with the CONOR and SGC authority databases. Once you change an authorized, variant or related access point in a CONOR authority record, or change an authorized access point in a SGC authority record, fields in bibliographic records are automatically changed in COBIB, and, if a library requested so, also in the local database.

2.4 Shared cataloguing permits

Librarians, adequately trained for the use of cataloguing rules, other bibliographic standards and COMARC formats, can participate in the shared cataloguing system.

The following can be acquired through training and courses for shared cataloguing:

• permit A for shared cataloguing of monographs, and the creation of collection-level records and records for performed works
• permit B1 for shared cataloguing of component parts
• permit B2 for shared cataloguing of continuing resources
• permit C for shared cataloguing of non-book material
• permit D for shared cataloguing of antiquarian material

Cataloguers who only download records from the COBIB shared database do not require these permits/privileges.

On IZUM’s COBISS Edu portal, the procedure for acquiring each permit is described.

In Slovenia, the process of acquiring a shared cataloguing permit is governed by the document Pridobitev dovoljenja za vzajemno katalogizacijo v sistemu COBISS.SI (Acquiring a shared cataloguing permit in the COBISS.SI system). The document was adopted by the National and University Library (NUK) and the Institute of Information Science (IZUM), who, based on Article 44 and Article 47 of the Librarianship Act (ZKnj-1, Official Gazette RS, No. 87/01, 96/02 – ZUJIK, Exercising of the Public Interest in Culture Act and 92/15) are responsible for verifying the qualification of library staff to participate in shared cataloguing.

The sequence of training and courses for acquiring each permit is published in the NUK and IZUM training programmes. The overview of all required activities is also available on IZUM’s COBISS Edu portal, along with all relevant documents.

In other countries, the national institutions, usually the national libraries, are competent for granting shared cataloguing permits and preparing transparent and suitably formalised procedures to do so.

2.5 Privileges for working in COBISS Cat

Listed below are the privileges for working in the COBISS Cat application.

With the CAT_A_MON privilege it is possible to create and edit records for printed and textual electronic monographs, and with the CAT_B2_CON privilege for printed and textual electronic serials. For serials in non-book form, the CAT_B2_CON and CAT_C_NBM privileges are required.

3 Cataloguing user interface

The cataloguing user interface is used for performing procedures for bibliographic resource cataloguing, as well as for working with authority records.

User interface elements:

1. button that allows you to show or hide the workspace

2. button for accessing manuals in electronic form

3. button for user settings

4. button with the information on the database and the logged-in user displaying the following in a drop-down list:

   • name and surname of the user,
   • e-mail address entered for the username in the COBISS Edu application,
   • link for switching to the COBISS Lib application,
   • link for switching to the COBISS Edu application,
   • option to log out of the COBISS Cat application.

5. button for switching between the search window and the record editor

6. workspace

7. record editor

8. record display

Use the mouse or the <Tab> button to move between the user interface elements, and the mouse or the <up>, <down>, <PgUp>, <PgDn> keys to move through lists (e.g. of records, search terms, access points). Confirm your selection with the spacebar, the <Enter> key or tick the checkbox .

3.1 Search window

In the search window, you can use search requests to search for records in bibliographic or authority databases. The search window consists of two parts. The top part is used for entering queries and the bottom part for displaying the search results.

Activate the search window by clicking the button on the workspace.

Search window elements:

1. drop-down list for database selection

2. input field for entering a search request (expert search + scanning)

3. button for the expand function

4. button that opens the search prefixes and suffixes list

5. drop-down list for search field selection (advanced search)

6. drop-down list for selecting additional operators

7. input field for entering a search request (advanced search)

8. search button

9. button for performing a new search

10. button for repeating the last search

11. button for adding search fields (advanced search)

12. button for converting the search request from advanced to expert search

13. button for removing search fields (advanced search)

14. ID list button for adding an ID list

15. drop-down list for selecting the data by which to sort search results; they can be sorted in ascending (the button) or descending (the button) order

16. drop-down list for selecting saved queries

17. button for saving a query

18. button for editing saved queries

19. button for exporting search results to a text file

20. button for removing a hit from the search results list

21. drop-down list for selecting the search results format

22. button for editing the search results format

23. Next 1000 button for displaying the next 1000 records, or the Next 100 or More results button for certain foreign databases

24. information on the number of search results the software found in the database that correspond to the entered search request

25. search results list

26. toolbar with buttons that are displayed varyingly according to the selected database

    • Add for adding a selected record or records to the workspace

    • Edit for loading a selected record in the editor

    • New record for creating a new record

    • Show for viewing one or more records

    • Show in COBISS Plus for displaying a record in COBISS Plus

    • Compare for comparing two or more records

    • Check duplicates for a software check if the selected record is a duplicate of existing records in COBIB

    • Link for batch-linking bibliographic records with authority records

    • Typology for verifying the typology (only available for central specialised information centres)

    • Bibliographies for creating and printing of bibliographies and subject headings lists

    • Export for exporting records to different formats

    • Image for adding material covers, inventory photos or photos of authors

    • Link local records for the procedure for checking and saving local records (000e = only) to COBIB (only available in certain libraries)

    • Send to verify for sending SGC records to be verified (only available to the SGC editorial board)

    • Verify record for verifying SGC records (only available to the SGC editorial board)

To exit the search window and switch to the editor, click the button on the workspace or press the <F8> key.

For the most relevant and useful search results, it is advisable to use certain search techniques and basic principles.

3.1.1 Database selection

You can select between various domestic and foreign databases:

• Local database – search for bibliographic records in your local database
• COBIB – search for records in the shared bibliographic database
• COBISS.net – search for records in shared bibliographic databases within the COBISS.net network
• LC Catalog – search for records in the Library of Congress Catalog
• WorldCat – search for records in the WorldCat bibliographic database
• LC/DNB/OXF - search for records in catalogues of the Library of Congress, the German National Library and libraries of the University of Oxford
• CONOR – search for records in the CONOR authority database
• LC/NAF – search for records in the LC/NAF authority database
• SGC – search for records in the SGC authority database
• ISSN – search for records in the ISSN bibliographic database
• CORES – search for records in the CORES database
• COBIB archive – search for records in the COBIB archive database
• CONOR archive – search for records in the CONOR archive database
• SGC archive – search for records in the SGC archive database
• Deleted records – search for records that were deleted in the library

In some libraries, the drop-down list also includes the METADAT database. Working with records from this database is described in the METADAT chapter.

If you select a foreign database from the drop-down list, the search window adapts (some buttons are omitted, the input field where you enter the search request in the expert search is in some cases inactive, etc.).

When reopening the search window, the database you selected in your last search is retained, but only until you log out of the COBISS Cat application.

3.1.2 Entering a search request (expert search + scanning)

Enter the search request in the input field in the appropriate syntax. When using the expert search, you can use search prefixes and suffixes. Instead of the search prefix, you can also use the field and subfield designation, or the field designation with the “ind” abbreviation and the indicator designation (scanning).

You can also combine search requests by entering them in the input field when using the expert search, or in individual input fields when using the advanced search, whereby the software will automatically use the logical operator AND between them.

3.1.3 Expand

When entering search requests in input fields, you can use the expand function. Clicking the button will open a window with a list of search terms that are currently in the database.

3.1.4 Search prefixes and suffixes

When entering a search request, you can use the search prefixes and suffixes list and the limiting suffixes list by clicking the button. You can view the list of all search indexes that are used in bibliographic databases, authority databases, and the CORES and ISSN databases in the Search indexes chapter.

3.1.5 Selecting a search field (advanced search)

There are three search fields visible. You can change the default search fields by selecting other fields from the drop-down list. The changed order of search fields without search requests can also be saved (the button). The order of search fields is retained even after you exit the browser and is linked to a username.

You can also add additional search fields (the button).

3.1.6 Selecting additional operators

You can limit your search requests with additional operators: EMPTY, NOT, NOTEMPTY.

• EMPTY
  The operator EMPTY specifies that the search results do not include any records that contain the attribute by which you limited the selected search field.

• NOT
  The operator NOT specifies that the search results include records that do not contain the value you enter into the input field for the selected search field.

• NOTEMPTY
  The operator NOTEMPTY specifies that the search results include records that definitely include the attribute by which you limited the selected search field.

3.1.7 Entering a search request (advanced search)

Enter a search request in the input field. The logical operator AND is used between search fields by default.

When entering search requests in certain input fields (e.g., personal names, titles …) you must follow specific rules.

You can also combine search requests by entering them in the input field when using the expert search, or in individual input fields when using the advanced search, whereby the software will automatically use the logical operator AND between them.

3.1.8 Search

Click the button to perform the search.

The software performs the search in the local database (the local database is set as the default database after opening the cataloguing user interface), or in the database that you selected before the search process.

If you performed the search in the local database, you can also use the entered search request in the COBIB database or in the shared databases in the COBISS.net network. To do that, you only need to select the database without having to click the button.

3.1.9 New search

Clear the entered search requests and search results by clicking the button.

3.1.10 Last search

Search requests are saved automatically. If you click the button, the Search history window will open. The most recently used search request is at the top of the list. When you select a search request, it is automatically performed after clicking the OK button.

3.1.11 Adding a search field

To add search fields when using the advanced search, click the button. You can add all available search fields.

3.1.12 Converting the search request

When creating a search request, you can make the process easier by first creating the search request using the search fields in the advanced search mode and then clicking the button. After clicking the button, the software transfers and converts the entered search request to the appropriate syntax for the expert search mode (prefixes and suffixes are added to search terms and the terms are linked with logical and context operators). If required, you can then update the search request or change it before performing the search.

3.1.13 Removing a search field

To remove a search field when using advanced search, click the button.

3.1.14 ID list

You can use ID lists for further search. Enter the IDs separated by a comma, space, or a new line in the ID list window.

3.1.15 Sorting the search results

You can decide by which data the search results should be sorted (e.g. by COBISS.XX-ID, publication year, publisher, etc.). By default, the records are sorted by their COBISS.XX-ID number in ascending order. If you click the button, the sorting is changed to descending order (the button).

3.1.16 Saving queries

The search requests you used in a search can be saved and used again later. First, enter the search request and click the button. This will open the Save query window, where you enter the name of the query. The query is added to the drop-down list under “My queries”. Saving queries is linked to a username.

You can also change the order of search fields (if they are empty). If you click the button, the order of search fields is saved after exiting the browser and remains the same until it is changed and saved again. Changing the order of search fields is linked to a username.

3.1.17 Editing queries

A previously saved query can be renamed or deleted (the button next to the “My queries” drop-down list).

3.1.18 Exporting to a text file

The records from a list of search results can be exported to a text file (the button). Data can then be imported to different data processing tools (e.g. MS Excel).

3.1.19 Removing a hit

To remove one or more hits from the search results list click the button. Select the the hits you want to remove before that.

3.1.20 Selecting the search results format

You can select the format of how you want the search results to be displayed. The most recently selected format is saved and used in subsequent searches until you change it.

The two predefined formats for all resources are the default format and the format for downloading bibliographic records. For authority records, only the default format is predefined.

You can also define different types of search results format yourself (the button).

3.1.21 Search results formats

You can define and edit (change and delete) the search results format yourself. For more information, see the Search results formats chapter.

3.1.22 Next 1000

When the software finds more than 100 records that correspond to the entered search request, only the first 100 search results are displayed on the list. Click the Next 1000 button to display the next 1000 records.

3.1.23 Search results

In the bottom part of the search window, the list of found records is displayed in the default search results format or in the most recently selected format.

Displayed in grey are records marked for deletion (001a = “d”), and in authority databases records marked for splitting (001a = “r”) and unverified SGC records.

You can sort the displayed search results by different criteria, swap the columns or change the column width:

• To sort the data, click on the name of the column. The first click sorts the data in an ascending order, the second in a descending order, and the third resets the sorting back to default.
• To swap columns, hold the mouse pointer over the name of the column, click and hold the left mouse button and drag the column left or right.
• To change the column width, hold the mouse pointer over one of the borders of the column, click and hold the left mouse button and move the border left or right. If you want the column to be wider than the maximum predefined width, you must untick the Limited column width in search window checkbox in the user settings (the button).

On the list of found records, select a record (or several records) by ticking the checkbox () next to the current number of the record. If the list contains only one record, the checkbox of the record is selected automatically. If you want to select or deselect all checkboxes on the results list, click the checkbox next to “Cur. No.”.

3.1.24 Add

Select a record (or several records) on the list of found records and add it (or them) to the workspace by clicking the Add button.

3.1.25 Edit

You can load a selected record in the editor by clicking the Edit button. The record is simultaneously added to the workspace and displayed in the record display. If you selected more than one record, the first record will be loaded in the editor, and all records will be added to the workspace.

You can also edit a record if it is loaded to the workspace, see chapter Edit record.

3.1.26 New record

Create a record by clicking the New record button. This will open the New record window, where you must first select the appropriate database and input mask. Next, a record is loaded in the editor with empty fields and subfields with default values from the selected input mask. If you have previously defined a template for a new record, you can select it in the same window. This will load the content from the template in the editor.

If you tick the checkbox Show all under Template, the templates from all cataloguers in the same library will be displayed. If you leave the checkbox empty, you will only see the templates you created. The names of cataloguers who created the templates are automatically displayed in front of the template name (e.g., MARTINAK: E-article, VESNA: default).

If you want to create a record for a monograph or an article with the help of artificial intelligence, you must first save the photos of preliminary pages of a monograph or an article in the pdf format to your local drive. Then, click the AI draft button. This will open the Data source window, where you must first select the file type (jpg or png for a monograph or pdf for an article). After you click the Select file button, select the appropriate files on your local drive (the upper limit for monographs is three files). After you click the Send button, the editor will load a draft with the data that the artificial intelligence has recognized from the uploaded files.

Data recognition is not fully optimized yet, which is why it is advisable to check the draft of the record thoroughly and update it before saving.

3.1.27 Show

You can view one or several records from the search results list by selecting the record or records and clicking the Show button. This will open the viewer, where you can check records in the COMARC format (the button) or the standard format (the button). You can check records from foreign databases in the original format (the MARC21 button) or in the COMARC format (the COMARC button). In libraries that create CIP records, the CIP button is also available in the viewer. You can move between records by clicking the button to move forward or the button to move backward.

In the viewer, you can also delete a record from the database (the button), add it to the workspace (the Add button), or show it in a new browser tab (the Open in new tab button).

If the selected record is linked or related to other records, you can see the related objects in the bottom part of the viewer.

For bibliographic records, the following relations are added:

• resource (from a record for an article)
• related continuing resources (from a record for a continuing resource)
• records for component parts (from a record for a monograph or a continuing resource)
• authority records
• archive records (only for bibliographic records from the COBIB database)
• ELINKS

For authority records from the CONOR database, the following relations are added:

• related access points
• linked bibliographic records
• archive records

For authority records from the SGC database, the following relations are added:

• related terms
• broader terms
• narrower terms
• linked bibliographic records
• archive records

If you click on a record displayed on the list of related objects, the record will be opened in a new viewer window.

A maximum of 5 records is shown for a specific type of related objects. You can view all records if you click on the ellipsis under a specific list. This will open the search window with the entered search request and displayed search results.

Records marked for deletion (001a = “d”) or splitting (001a = “r”), and unverified SGC records are displayed in grey on the list of related objects.

3.1.28 Show in COBISS Plus

A bibliographic or authority record that you selected on the search results list can be opened in COBISS Plus (the Show in COBISS Plus button). The record is displayed in a new browser tab.

3.1.29 Compare

You can compare records by selecting a record on the workspace and one or more records on the search results list and clicking the Compare button. This will open a window with highlighted differences, with the record from the workspace always on the left and the records you selected from the search results list on the right. If the compared records differ only in the 000 system field, the “No differences” notification will be displayed above the system field.

If you click the Add button, you can add a record to the workspace, while clicking the Open in new tab button will show records in a new browser tab.

3.1.30 Check duplicates

If you click the Check duplicates button, you can check if a selected record is a potential duplicate of one of the records in COBIB. You must first select a record on the workspace, and then the search request for checking for duplicates will be automatically entered to the input field in expert search mode. Confirm the search request by clicking the button.

3.1.31 Link

If you click the Link button, you can simultaneously link several bibliographic records from COBIB with a CONOR or SGC authority record.

First, find an appropriate authority record in the CONOR or SGC database, add it to the workspace and select it. Then, select the COBIB database in the search window and click the Link button. A search request formed on the basis of the access point from the authority record you selected will be automatically entered to the input field in the expert search mode. If necessary, you can edit the search request any way you like. On the search results list, select one or more bibliographic records that you want to link with the selected authority record and click the Link button again. This will open the linking window. In the upper part of the window, the first of the selected records is displayed in the COMARC/B format, and in the bottom part of the window, you will find the fields with linking options. The 7XX or the 60X fields from the bibliographic record displayed in the upper part of the window will be displayed, along with the + character that enables linking with an additional authority record. Apart from the existing 60X fields, the 60X field that can be added to the record will also be displayed.

If you want to link or add a 7XX or 60X field, select it and click the Link button. This will add a subfield 3 with the authority record ID and an authority record access point to the bibliographic record (in 60X fields, it will also add a subfield 2 with the “SGC” value). The new version of the record will be loaded in the window and the Link button will become inactive. The record is saved to COBIB.

If you want to add a link to an additional authority record to the record, select the appropriate field from the drop-down list, search for the appropriate authority access point in the Searching database CONOR or Searching database SGC window, and click the Link button. This will add a subfield 3 with the authority record ID and an authority record access point to the bibliographic record (in 60X fields, it will also add a subfield 2 with the “SGC” value). The new version of the record will be loaded in the window and the Link button will become inactive. The record is saved to COBIB.

If you want to link the next bibliographic record you selected from the search results list, click the button and repeat the process. If you click the button, you will return to the previous record.

You can also add a record to the workspace (the Add button).

When you finish the linking procedure, click the Close button. You can use this button at any point to cancel the procedure.

3.1.32 Typology

If you click the Typology button, you can verify the typology in records from COBIB. If you want to confirm the typology, click the Lock button, and if you want to change an already verified typology, click the Unlock button. You can also add the record to the workspace (the Add button).

3.1.33 Bibliographies

Bibliographies and subject headings lists can be created and printed from the search window (the Bibliographies button). Before that you can enter a search request in the search window and perform a search in the local database or COBIB if you want.

3.1.33.1 Creating and printing

Start out from the Bibliographies, subject headings … window, where you first select the type of report you want to create.

1. Click the Create report button.
   The Parameters window will open.
   If you already entered a search request in the search window and performed a search in the local database or COBIB, the selected database and search request were automatically transferred to the Parameters window (this is only true for reports from the groups BIB001, BIB002, BIB051).
   If you did not perform the search beforehand (or if you selected a report type other than BIB001, BIB002, BIB051), select the appropriate database under “Source” and define the value of the “Expert search” parameter by entering the search request for the selection of material under “Edit query”.
2. Define values of other bibliography report parameters.
   Under “Bibliographic item format”, you can select a format you defined and named yourself from the drop down-down list, see chapter User formats for bibliographies.
   Under “E-mail”, the e-mail address is entered based on the username.
3. Click the OK button.
   If the field under “E-mail” is empty, the bibliography will open in the web browser based on the selected report format. You also have the option to save the file to the local computer.
   If the field under “E-mail” is not empty, you will receive the file as an attachment to your e-mail address.

The same procedure is used for creating bibliography reports and subject headings lists in the COBISS Lib application as well, in the Reports module in Bibliographies tab.

3.1.33.2 Accessing saved report files

Created bibliographies are saved and can be accessed later.

Start out from the Bibliographies, subject headings … window, where you first select the type of report you want to create.

1. Click the Browse stored reports button.
   The BIBXXX window will open.
2. Select the desired file.
   
3. Click the Open button.
   
4. If necessary, you can also rename the selected file. The designation of the selected definition in the beginning of the name cannot be changed.
5. The selected file can also be deleted from the list of stored reports. You can select and delete several files at once.

3.1.34 User formats for bibliographies

In the COBISS Lib application in the Reports module, you can define formats with different sets of bibliographic and other data that can be used in bibliographies.

3.1.34.1 Preparing user formats

In the COBISS Lib application in the Reports module, select the Bibliographies tab. This will open the Bibliographies, subject headings … window where you first select a group (e.g., BIB001, DSC001…) and then click the User formats for bibliographies button. This will open the User format editing window with the list of formats you already defined. At the beginning, the list is empty.

3.1.34.1.1 Adding and modifying user formats

You can add a new format to the list of user formats or modify a defined format.

Start out from the User format editing window.

1. To add a new user format, click the Add button.
   This will open the Add user format window, in which you enter the name of the format under “User format name”.
2. To modify an already defined format that you highlighted on the list, click the Edit button.
   This will open the User formats window.
3. Define the elements for the user format.
   If you want to add an element to the display elements, highlight it on the “All elements” list and click the Add button. Elements that contain sub-elements are marked with an arrow. You can add individual elements or sub-elements.
   If you want to remove an element from the “Selected elements” list, highlight it and click the Remove button.
4. Click the Save button and then the Close button.
   In Save the user format window, confirm the name by clicking the OK button or modify the name.

3.1.34.1.2 Deleting user formats

You can delete user formats in the User format editing window.

1. Select the format in the “User formats” list. This will highlight the row.
2. Click the Delete button.
   The software will require you to confirm format deletion.
3. Click the OK button and then the Close button.

3.1.35 Export records

You can export an individual record or several records from the search results list to different formats. When you select one or more records and click the Export button, the Export of records window will open where you select a format (MARC21, MARCXML, Dublin Core, COMARCXML, COMARC, MODS or MARC Text) from the drop-down list. Click the Prepare button and then the button that displays the number of records to export.

The result of the export is a file, which is by default usually saved in the Downloads folder on the local drive and it usually retains the name offered by the software. It depends on the browser settings if you can change the saving location and the name of the downloaded file. See also chapter Working with files.

The file in which the records from the export are saved can also be opened in the browser (the icon in the upper right corner of the browser). The file type can be mrc (for records in MARC 21), xml (for records in MARCXML, Dublin Core, COMARCXML, MODS) or txt (for records in COMARC, MARC Text).

3.1.36 Image

If you want to add a photo of a material cover or of inventory to a bibliographic record, or a photo of an author to an authority record, click the Image button. This will open a window, which will have the general data of the record displayed in the upper part.

To add the image, click the Upload file button and select the appropriate file from your local drive (jpg or png format). Before confirming, you are required to tick the checkbox, which states that you are familiar with the provisions of the Copyright and Related Rights Act and other criteria.

In authority records, you can additionally add or check the following data:

• licence (code list with licences taken from dCOBISS)
• image author (e.g., first and last name, “unknown” etc.)
• source (e.g., personal archive, website, etc.)
• image creation year (e.g., 1963, 1. 6. 2021, 1850-1880, 6th century, 330 BC)
• image description
• uploaded (date of image upload is entered automatically)

It is mandatory to enter data to the licence, image author and source fields.

3.1.37 Link local records

Local records are records that are only saved to one of the library local databases but are not in COBIB. You can identify them by the word “only” entered in subfield 000e in the system field. In most cases they were created by converting the records from the system the library was using before being included in the COBISS system.

The procedure for linking local records enables a quick way to resolve these records and includes the identification of possible duplicates followed by either the saving of the local record to COBIB, or the downloading of the duplicate with an automatic transfer of holdings data and automatic deletion of the duplicate (local) record.

Local records on the workspace are designated with the local database acronym and the COBISS-ID followed by the word [only].

Procedure

1. In the local database, find records that include local records and highlight them.
   You can find all local records by entering 000e = only in expert search.
2. Click the Link local records button.
   For each highlighted local record the linking procedure is performed, where first it is checked if a record for the same bibliographic resource already exists in COBIB. The search window will open with automatically entered search request in expert search for finding duplicate records in the COBIB database. Displayed at the top of the window are the current number of the record from the previous search results list and general data on the local record (COBISS-ID, data from field 200 and 210acd) that you are linking in this step. Any potential candidates for duplicate records are displayed in the search results list.
3. You can view the local record in the COMARC format (the Show local record button) or add it to the workspace (the Add local record button).
4. If the predefined search request is unsuccessful, you can click the Additional search button and perform another, slightly broader predefined search of duplicate records. If you click the button again, the automatically entered search request is changed once more. You can also edit the search request manually any way you want.
5. If you find records in COBIB you can highlight them and compare them with the local record (the Compare button). In the compare window, you can move from one record to another with the and buttons.
6. If you find the appropriate record in COBISS, download it to your local database (the Use COBIB record version button in the compare window). The holdings data is automatically transferred from the local to the downloaded record and the local record is deleted.
7. The record from COBIB can be added to the workspace (the Add button in the compare window).
8. If there are no duplicate records, you can save the local record to COBIB (the Save to COBIB button in the search window or the compare window).
9. To link the next local record, click the button in the duplicate search window and repeat the procedure. If you click the button, you will return to the previous record.
10. When you are done with linking, click the Close button. The same button can be used to cancel the procedure any time.

3.1.38 Send to verify/Verify record

Procedures for editing the SGC list of subject headings are only available to members of the SGC editorial board (the Send to verify and Verify record buttons).

3.1.39 Searching techniques and principles

Presented below are some techniques and basic principles for effective searching.

3.1.39.1 Uppercase and lowercase letters

You can enter the search request in all uppercase or all lowercase letters, or mixed, as it does not affect the search result.

3.1.39.2 Diacritics and special letters

When entering search requests, you can use diacritics or decide against their use as it does not affect the search results (the only exception being the access points in the CONOR database). It is important to be consistent in using or not using different types of characters, and to not mix the in an individual search request.

When entering diacritics and other characters, different character maps (e.g., Character Map, BabelMap, Unicodia, COBISS character map) and on-screen keyboards can be of assistance.

3.1.39.3 Word search

Word search means that the search is performed for each search word separately. In word search, the order of the entered words is irrelevant.

When performing a word search in expert search, enter the words you are looking for and separate them using any punctuation mark (e.g., a comma, a semi-colon), or just a space. The software will automatically use the logical operator AND and retrieve only those records that contain all of the words entered.

In advanced search, the word search is performed by entering the words you are looking for in the search field under Keywords. The operator AND is used automatically in this case as well.

3.1.39.4 Phrase search

Phrase search means that the software searches the contents of a bibliographic record for a phrase, i.e., a specific order of words that you have entered in the search request.

In expert search, the phrase search is performed by putting a search prefix and equals sign in front of the phrase you are looking for.

If you are using advanced search, a phrase search is always automatically performed, with the exception of searching under Keywords.

3.1.39.5 Truncating search terms

You can enter whole search terms in input fields or truncate them. The "*" and “%” characters are used for truncating.

The asterisk can replace any string of characters (which can also be no characters), whereas the “%” character replaces exactly one character (and the “%” character can appear multiple times in a string). Both characters can be used anywhere, at the beginning, in the middle or at the end of a search term, and can appear more than once.

If you are searching for a phrase that contains an asterisk (the “*” character), you must enter a space instead of an asterisk in the search term, and replace any double spaces with a single one.

3.1.39.6 Using quotation marks in search term

If you are performing expert search and want to search for a term that contains reserved characters “(”, “)”, “=”, “/”, “:” and “%”, or reserved words and, or and not, you must put the search term in quotation marks.

3.1.39.7 Searching by personal names

In bibliographic records, personal names in fields for authorship and fields for personal names as subject headings are inverted, which means that the surname is first, followed by one or more first names. Because of this data structure, you must enter the name in the form “Surname, First name”. As some personal names have additional identifiers in order to identify an author uniformly, it is advisable to end the search request with the truncating character “*” (e.g., Surname, First name*).

3.1.39.8 Searching by title (articles)

Articles from foreign languages that are surrounded by non-sorting characters “ǂ” in the record can be omitted in the search. The search request (e.g., the title) can be entered to the search field without the articles a, the, die, l, le, la, etc.

3.1.39.9 Searching by ISBN and ISMN

There is no need to enter hyphens when searching by ISBN and ISMN numbers.

3.1.39.10 Searching by keywords

Searching by keywords means that a word search is performed in all fields in subfields of a bibliographic records that are indexed as the basic index, see chapter Search indexes.

3.1.39.11 Searching by publication year

When you want to search works published in a certain time period, you must enter two years in chronological order and a colon between them.

3.1.39.12 Search operators

When creating the search request, you can combine search terms with search operators. These define how the data you are looking for is related. In COBISS Cat you can use:

• three logical (Boolean) operators
• one contextual operator

Logical operators

Logical operators are used in expert search and are entered in English.

• AND – logical AND

Search results are records that contain the first and the second search term, or all search terms that you linked with the AND operator.

• OR – logical OR

Search results are records that contain at least one of the entered search terms that are linked with the OR operator.

• NOT – logical negation

Search results are records that contain the first search term but do not contain the term that follows the NOT operator.

Context operators

Context operators define the relative proximity between search terms. In COBISS Cat, only the proximity operator NEAR (N) is available. It is used for searching records in which the search terms are adjacent to each other, regardless in what order. It can only be used in expert search and, if necessary, it can be combined with search suffixes. You can put any number in front of the N operator, which decides the maximum number of words that can appear between both search terms.

• (N) – NEAR

Search results are records, in which the search terms appear next to each other in any order.

• (nN) – nNEAR

Search results are records, in which the search terms that are linked with the operator are at most n words apart, regardless in what order.

3.1.39.13 Order of performing logical operations

When using logical operators, you must pay attention to the order of performing operations:

• round bracket
• context operator (N)
• NOT
• AND
• OR

3.1.39.14 Creating a search request in expert search

Search by basic index

When searching the basic index, you are searching by keywords, i.e., by any words found in the records. Enter one or more words without a search prefix in the search window and, if necessary, use logic or context operators. If you do not enter any operators, the logic operator AND is automatically used when entering more than one word.

Form of search request: [search term] [operator] [search term] …

If you add a search suffix after the slash¹ to a search request formed this way, you will limit the search additionally.

Form of search request: [search term]/[suffix] [operator] [search term]/[suffix] …

¹ In COBISS systems that use two scripts, it is also possible to search only by words in Cyrillic script. In such cases, use two slashes between the suffix and search term instead of one.

Search by additional indexes

Additional indexes are primarily intended for phrase search in individual content sets of records. Create a search request by entering the search prefix, followed by the equals sign and the search term: [search prefix]=[search term]

or combined with operators: [search prefix]=[search term] [operator] [search prefix]=[search term] …

² In COBISS systems that use two scripts, it is also possible to search only by phrases in Cyrillic script. In such cases, use two equals signs between the prefix and search term instead of one.

Search by content of any subfields and indicator values (scanning)

The search request for searching only a certain subfield is created by entering a field and subfield designation, followed by the equals sign and the search term: [field and subfield designation]=[search term]

or combined with operators: [field and subfield designation]=[search term] [operator] [field and subfield designation]=[search term] …

To create a search request to search by an indicator value, enter the field designation, the »ind« abbreviation and the indicator designation, followed by an equals sign and the indicator value: [field designation]ind[indicator designation]=[indicator value]

or combined with operators: [field designation]ind[indicator designation]=[indicator value] [operator] [field designation]ind[indicator designation]=[indicator value] …

3.1.39.15 Limiting in expert search

You can limit your search by:

• type of bibliographic resource
  
• script
  
• publication year

Limiting by type of bibliographic resource or script

To limit search results by the type of bibliographic resource or script, you must enter the search term, followed by a slash and a limiting suffix.

Suffixes for limiting by type of bibliographic resource:

• /MON – monographs
  Search results are limited to records for monographs (001c = “m”).
• /SER – serials
  Search results are limited to records for serials (001c = “s”).
  
• /ART – articles and other component parts
  Search results are limited to records for articles and other component parts (001c = “a”).
• /BMA – book material
  Search results are limited to records for book material (001b = “a” and 130a does not exist).
• /NOMON
  Search results do not include records for monographs.
• /NOSER
  Search results do not include records for serials.
• /NOART
  Search results do not include records for articles and other component parts.
• /NBM
  Search results do not include records for book material.

Suffixes for limiting by script:

• /LAT
  Search results are records for documents in Latin script (100l = “ba”).
• /CIR
  Search results are records for documents in Cyrillic script (100l = "c*" or 100l = “oc”).

You can also limit search results by combining suffixes. Separate the suffixes with a coma (do not enter a space).

Limiting by publication year

To limit search results by publication year, enter the search term, followed by a slash and the year or the year range (enter a colon between the two years).

3.2 Workspace

Workspace is the left part of the cataloguing user interface, where the records you searched for with the search window in different databases are loaded, as well as where the records you are creating or editing are located.

The records on the workspace are labelled with the database acronym, the record ID and basic information. Local records that only exist in the local databases and are not in COBIB are additionally labelled with the word [only]. Drafts of records that were downloaded to COBISS Cat from dCOBISS are labelled with the word [dCOBISS]. Until you save the records, they are assigned numbers -1, -2…<-n>, but once they are saved, they get an identification number (COBISS.XX-ID or CONOR.XX-ID, etc.).

Records marked for deletion (001a = “d”) or splitting (001a = “r”), and unverified SGC records are displayed in grey on the workspace.

Workspace elements:

1. button that shows or hides the search window

2. button for creating a new record (only available when the editor is active)

3. button for deleting a record (only available when the editor is active)

4. button for deriving a new record from an existing one (only available when the editor is active)

5. button for sorting records

6. button for additional options: showing the record in the viewer, comparing the record, selecting fields to copy to the clipboard, checking duplicates, showing the record in COBISS Plus, showing the list of libraries, adopting or unadopting a record, sending SGC records to be verified and verifying them (only available to the SGC editorial board), transferring bibliographic data to dCOBISS, viewing the request in dCOBISS, editing a limited bibliographic data set

7. button for removing an individual record or all records from the workspace

8. button for adding a record to the editor

9. button for downloading a record from foreign databases or COBISS.net

10. button for downloading records from the Publishers’ portal (only available for NUK and when the editor is active)

When you add a record to the editor, the icon button turns orange or red , if you are only editing a limited bibliographic data set. You can edit several records simultaneously.

3.2.1 New record

Create a record by clicking the button. This will open the New record window where you must first select the appropriate database and input mask. Next, a record is loaded in the editor with empty fields and subfields with default values from the selected input mask. If you have previously defined a template for a new record, you can select it in the same window. This will load the content from the template in the editor.

If you tick the checkbox Show all under Template, the templates from all cataloguers in the same library will be displayed. If you leave the checkbox empty, you will only see the templates you created. The names of cataloguers who created the templates are automatically displayed in front of the template name (e.g., MARTINAK: E-article, VESNA: default).

If you want to create a record for a monograph or an article with the help of artificial intelligence, you must first save the photos of preliminary pages of a monograph or an article in the pdf format to your local drive. Then, click the AI draft button. This will open the Data source window, where you must first select the file type (jpg or png for a monograph or pdf for an article). After you click the Select file button, select the appropriate files on your local drive (the upper limit for monographs is three files). After you click the Send button, the editor will load a draft with the data that the artificial intelligence has recognized from the uploaded files.

Data recognition is not fully optimized yet, which is why it is advisable to check the draft of the record thoroughly and update it before saving.

3.2.2 Delete record

You can delete a record from the local database and/or from COBIB (the button).

3.2.3 Derive new record

You can derive a new record from an existing bibliographic or authority record. Select a record on the workspace and click the button. For bibliographic records, the Select mask window will open, where you select an appropriate input mask. The record, which is a copy of the selected record, is loaded in the editor, where you update and edit it accordingly.

3.2.4 Sort records

If you click the button, you can sort the records on the workspace. You can sort them by the time added (in the same order in which they were added to the workspace), alphabetically (first by database acronym, then by title for bibliographic records or by access point for authority records), and by the record ID.

3.2.5 Show

A record from the workspace can be viewed in the standard format or the COMARC format, and a record from a foreign database can be viewed in the MARC 21 format or the COMARC format (click the button and select the Show option). See also chapter Show described in the part about the search window.

When there is a record in the editor that is currently being edited (which is indicated by the pencil icon in front of the system field), your updates are visible. The status of the record before it was edited can be checked by ticking the Starting version of the record with holdings checkbox. The COMARC format also displays the holdings fields if they exist.

If a record contains web links (e.g., in subfield 856u), they are active in the displays as well.

If you ticked the Show holdings fields checkbox in the user settings (the button), the COMARC format also displays fields 996/997 and 998, but only for records that are not in the editor.

3.2.6 Compare records

You can compare records on the workspace by clicking the button and selecting the Compare option. This will open a window with a list of records that you can compare with the selected record. The list includes all records from the workspace (including those currently being edited) and the version of the selected record from the local database or COBIB.

You can open the record in a new browser tab (the Open in new tab button) or add it to the workspace (the Add button).

3.2.7 Select fields to copy to clipboard or editor

From a record on the workspace, you can copy any field and its subfields (click the button and select the Select fields to copy option). Select one or more fields in the record and click the Copy to clipboard button if you want to copy the selected fields to the clipboard. If you want to add the selected fields to a record in the editor, click the Copy to editor button. If you tick the Overwrite existing fields checkbox, the selected fields will overwrite all existing fields with the same designation when they are copied to the record in the editor.

See also chapter Paste selected (sub)field from clipboard.

3.2.8 Check duplicates

You can also check if a (new or existing) record in the editor is a potential duplicate of one of the records in COBIB (click the button and select the Check duplicates option).

See also chapter Check duplicates described in the part about the search window.

3.2.9 Show in COBISS Plus

You can open a record from the workspace in COBISS Plus (click the button and select the Show in COBISS Plus option).

3.2.10 Show list of libraries

For a bibliographic record on the workspace, it is possible to check in which local databases it can be found (click the button and select the Show list of libraries option). This will open a list with the acronym and name of the library and the e-mail address of the COBISS contact person.

For contacting purposes, it is possible to export the list of contact addresses (the E-mails button) or the complete list of libraries (the Download button). In the former case, a txt file with a list of e-mail addresses is created, while in the latter, a csv file is created that can be opened in Excel (if you want the data displayed in columns, use the Text to Columns setting in the Data menu). Both files are saved to the Downloads folder on your local drive and can also be opened in the web browser.

3.2.11 Adopt and unadopt a record

A library can adopt (assume responsibility for) an authority record, or unadopt an authority record it had adopted.

Highlight a record on the workspace, click the button and select the Adopt/unadopt record option. You will be notified that you have adopted a record. From this moment on, cataloguers from other libraries can only enter data on variant access points but cannot edit the record anymore unless they have the CAT_CONOR privilege.

Similarly, you can unadopt a record. Once you are notified that you have unadopted a record, all cataloguers can once again edit the record.

3.2.12 Send to verify/Verify record

Procedures for editing the SGC subject headings list are only available to the SGC editorial board (the button and options Send to verify and Verify record).

3.2.13 Transfer to dCOBISS

You can transfer a bibliographic record from the workspace to the dCOBISS repository (click the button and select the Transfer to dCOBISS option). This will open a new browser tab with the selected record transferred to the repository.

3.2.14 View request in dCOBISS

If a request for the creation of a bibliographic record was created in dCOBISS and if the draft of the record was already downloaded to COBISS Cat, you can check the request in dCOBISS again (click the button and select the View request in dCOBISS option). The selected record in the repository will open in a new browser tab.

3.2.15 Edit a limited set of bibliographic data

Cataloguers can edit a limited set of bibliographic data in a record (subfields 100e, 330az, 539a, 610az, 675bs, 992by, 9930 to 9939). Software checks the correctness of the record before saving it, but the record is saved to the local database despite potential errors in other fields.

Select a record on the workspace, click the button and select the Edit a limited set of bibliographic data option. Records that are currently being edited this way are indicated by a red pencil icon on the workspace.

3.2.16 Remove records

Records remain on the workspace until you remove them. You can remove an individual record or all records at the same time. If you click the button at the top of the workspace, you can simultaneously remove all records with the button next to them (records have already been saved). When doing that, the software will inform you that any unsaved records (with the button next to them), will not be removed from the workspace. These records can only be removed once you confirm for each record individually that you want to remove it from the workspace. Any changes made to the record before that will be lost.

3.2.17 Edit record

The button is used when you want to update a record or download it to your local database.

If you click the button, you add a record to the editor. At the same time, the record is shown in the record display. The button icon colour changes to orange , which means that the record is currently being edited and is not accessible to other cataloguers.

On your workspace, you can have multiple records that you are editing (you can switch between them by clicking the button). Any updates to an existing record that you haven’t saved to the database will be automatically deleted at 23:59 of each day and the record will once again be made available to other cataloguers (the button icon will change from orange to black). All new records that you haven’t saved yet can remain on the workspace indefinitely.

If you select a record from the local database on the workspace, the latest version of the record from COBIB will be loaded to the editor. The software will notify you if you are about to edit a COBISS2 record. First, it is recommended that you check the differences between the COBIB record and the record from the local database (the Compare button). If you find out that there are fields in the record from the local database that you would like to transfer to the COBIB record, you can select the fields and their respective subfields and copy them to the clipboard or the record editor (the Select fields to copy button), see also Select fields to copy to clipboard or editor chapter. Once you click the OK button, you can start editing the record.

3.2.18 Download record from COBISS.net or a foreign database

The button is used, when you want to download a record from COBISS.net or a foreign database.

If you click the button, a new record from the selected database will be added to the workspace and labelled with the acronym of the local database, a <-n> record ID, and the button. At the same time, the record will be added to the editor and displayed in the record display.

3.2.19 Downloading records from the Publishers’ portal

Downloading records from the Publishers’ portal is enabled for NUK (the button).

3.2.20 Record display

In the record display, you can view any record from the workspace or the record that is currently in the editor. You can change the record that is displayed by clicking on the appropriate place on the workspace:

• display individual records by clicking to the left of the button
• display the starting version of the record by clicking to the left of the or button – the display shows the record before the updates
• access the record you are editing by clicking the or button – the display shows the record with the updates

3.2.21 Workspace display

Click the button to hide or show the workspace.

3.3 Record editor

In the record editor, which is the main part of the cataloguing user interface, you can edit (i.e. enter and change) data in bibliographic and authority records.

Activate the editor by clicking the button on the workspace.

Editor elements:

1. database acronym and ID of the record opened in the editor (the link takes you to the record in COBISS Plus)

2. buttons

   • for record validation

   • for saving a record

   • for saving a template for a new record

   • for cancelling or clearing the editor

   • for adding a field

   • for adding (sub)fields from the clipboard

   • for changing the input mask

   • for showing/removing buttons for moving fields/subfields

   • for showing/removing buttons for adding/deleting subfields

   • for subfield editing options: insert NSB character, insert LaTeX character, convert to uppercase, convert to lowercase, convert to Latin, convert to Serbian/Macedonian Cyrillic, activate counter, transfer country code for resource

3. bar for selecting data entry group (complete record, descriptive information …)

4. buttons with field/subfield/indicator designations

5. , buttons for moving fields/subfields

6. , buttons for adding/deleting fields/subfields

7. input field with an opened drop-down list

8. shortcut menu

9. movable border

When creating a record, the editor contains the default fields, subfields and indicators of the selected input mask. To move between fields and subfields, use the mouse or the <Tab> key, the <Enter> key, or the arrow keys. If you use the <Shift> + <Tab> key combination, you will move one step back.

Field designations consist of three numbers, whereas subfield designations consist of a letter or a number. An orange border around the subfield designation indicates that the subfield is mandatory. An ellipsis above the field/subfield designation indicates that the field/subfield is repeatable. Some fields also have defined numeric indicator values that follow the field designation.

When displaying records in the editor, different colours are used:

• blue for field designations and names, subfield designations and indicator values
• yellow for input fields without any content (they contain the subfield name in light grey)
• white for filled-in input fields

The data is entered or changed in the input field of an individual subfield. If you click on the field/subfield designation, you can change the set of fields or subfields (add, copy, change the designation, or delete). Fields and subfields follow a certain order that can only be altered to a degree (the ascending order of field numbers must be retained). You can also change certain field and subfield properties, e.g., entry level, length, etc.

If you want wider input fields at certain subfields that enable you to see all of the content in cases where there is a lot of text entered, you must tick the Expand certain input fields and display content in multiple lines checkbox in the user settings (the button).

While working in the editor, you can also search different databases by clicking the button on the workspace or pressing the <F8> key. To switch back to the editor, click the button on the workspace or press the <F8> key.

In the editor, you can edit the complete record with all fields in the selected input mask displayed, or you can edit only certain groups of fields.

In bibliographic records, fields in the COMARC/B format are arranged into following groups:

• complete record – all fields
• descriptive information – 2XX fields
• notes – 3XX, 992
• authors – 7XX, 9XX
• titles – 200, 5XX
• identifiers – 0XX (but not 001)
• subject cataloguing – 6XX, 96X
• coded data – 1XX
• links – 4XX, 856

In authority records, fields in the COMARC/A format are arranged into following groups:

• complete record – all fields
• access points – 2XX, 4XX, 7XX
• related access points – 5XX, 950
• notes – 3XX
• cataloguer’s notes – 820, 830, 835, 836, 911, 915, 916, 991, 992
• identifiers – 010, 017, 035
• coded data – 1XX
• sources – 801, 810, 815, 856
• classifications – 6XX

3.3.1 Data entry

Data is entered or changed in the input field that follows the subfield designation. Data can be typed-in, selected from the drop-down list or the list of access points in authority databases, or selected from the search results list when searching in the search window in individual subfields.

You can also enter the NSB/NSE sorting characters and LaTeX characters to the input fields. If required, you can convert the entered text in the input field to uppercase or lowercase characters, or change the script of the text (Latin to Serbian/Macedonian Cyrillic and vice versa).

Coded data can be entered in multiple ways:

• open the drop-down list and select a code from it (use the mouse or the <up>, <down> arrow keys)
• enter the code or its value to the input field; in doing so, the software will display a list of suggestions depending on what was entered (the “autocomplete” function).

Finish the entry by clicking outside of the input field or press the <Enter> or the <Tab> key. With the <Enter> key, you move to the next input field, and with the <Tab> key, you move to the next field or subfield designation. If you press the <Tab> key and the spacebar, you will open the search window next to the input field (e.g., 011a, 4641, 60X3, 7XX3) without having to click the button.

You can use the spell checker in the input field to check the correctness of the entered text. If you turned on the option to check spelling as you type in your web browser (Settings/Languages), the mistyped and incorrectly spelled words will be underlined red when entered to the input field. In some browsers (e.g. Firefox), you must select the option Check Spelling from the shortcut menu in every input field for the incorrect words to be underlined. In Chrome and Microsoft Edge browsers this is not necessary. If you want to check similar words in the dictionary, right-click the underlined word and select the correct word from the suggestions menu. You can add words that you think are correct to your personal dictionary (right-click the word and select Add to dictionary). See also the Spell checker chapter.

Entering data under authority control

Data entry in fields with activated authority control is different from data entry in other fields. Data to these fields can be downloaded from the CONOR or SGC authority control databases.

Enter the access point you are looking for in subfield 3 in fields 60X or 7XX and click the button next to the input field.

For linking author fields (7XX fields) with an appropriate authority record from the CONOR database, the Searching database CONOR window is used. For linking subject heading fields (60X fields) with an appropriate authority record from the SGC database, the Searching database SGC window is used.

Elements of the window are:

• title bar
• left part of the window with the list of access points that correspond to the search request
  The search is performed throughout the whole authority database and not just for access points of a certain type. The access points of the appropriate type are displayed in black, while the access points for entities of other types are displayed in grey (e.g. when linking field 710, only corporate body names will be displayed in black.)
• upper right part of the window, where the complete record for the selected access point in the COMARC/A format is displayed
• lower right part of the window, where the references for the selected access point are displayed
  If any broader, narrower or related terms exist, clicking them will move that term to the left part of the window and display its record in the upper right part of the window.
• input field for search request entry
• buttons
  • Search – perform a search after you have entered the search request
  • Back – go back to the previous search request
  • Add – add the selected authority record to the workspace
  • Select – confirm the selected access point (the authority record ID is entered to subfield 3)
  • Cancel – cancel search and close the window
  • LC/NAF – switch to LC/NAF database (not available in the Searching database SGC window)

Searching in the Searching database CONOR or SGC window is a bit different from searching in the search window of a particular database. By default, a word search is performed. Phrase search is only performed if you enter the search request in quotation marks (" "). Word search looks for words that start with the same letters and not for complete matches, which is how it works in the search window. This way it includes more versions of a particular word which helps you avoid creating a potential duplicate record.

Use the mouse or the arrow buttons to move through the access points list. If you press the spacebar, the selected access point will be displayed in the upper right part of the window. If you press the key, you will confirm the selected access point and enter its ID to subfield 3 (equivalent to the Select button).

If you didn’t find an authority record in the CONOR database, you can continue your search in the LC/NAF authority database. When you click the LC/NAF button, a search window will open and the search request you entered before will be transferred to it. If you find an appropriate record in the LC/NAF database, you can add it to the workspace and download it to the CONOR database.

Special features when entering data in fields in the COMARC/A format

Source data found (810)

The citation for a source in which you found information on the authorized or variant access point can be transferred to the authority record from a COBIB record or from the record you are currently editing.

In an empty subfield 810a, click the button next to the input field to open the search window. If there is already a list of records in the search window, it contains the bibliographic records loaded on the workspace that are being edited or created (there is the button next to them). When you highlight and select a bibliographic record on the list, the appropriate data is transferred to subfield 810a. It is also possible that the list of records is empty, in which case you can enter a search request in the search window and perform a COBIB record search.

Special features when entering data in fields in the COMARC/B format

Linking fields in continuing resources (4XX)

Fields in the 4XX block that are used to show the relationship between continuing resources, contain subfields a – Title proper/Key title and x – ISSN, where you enter the (key) title and/or the ISSN of the related continuing resource.

Subfield a must be filled in only when there is no record for the related continuing resource in COBIB, or if the existing record does not contain field 530 – Key title. Also enter subfield a when you have no ISSN.

Procedure

1. Enter the ISSN of the related continuing resource in subfield x of an appropriate field from the 4XX block and confirm the entry.
2. If a record with this ISSN exists in COBIB and if it contains field 530, the key title will be displayed in the field following the button, which means you do not have to fill in subfield a.
3. If the record does not contain field 530 or if the record does not exist, click the button to search the ISSN database. The search request is entered automatically. If you click the Select button, the key title from the selected search result from the ISSN database will be entered in subfield a.

3.3.2 Validate record

You can check if the record in the editor contains errors or deficiencies that can be detected automatically (the button). The errors that the software has found are displayed in the bottom part of the record display. See also the Record display chapter.

When loading a record in the editor, any potential errors are displayed automatically if you ticked the Display errors when loading record in the editor checkbox in the user settings (the button).

3.3.3 Save record

If the record contains no errors indicated as “F” – Fatal, the software saves the record to the local database and/or COBIB (the button). This clears the editor, while the bottom edge of the cataloguing user interface displays the database to which the record was saved.

When saving the record, the software notifies you about any other potential errors or inconsistencies in the record.

3.3.4 Save as template

If you want to save a record with entered data as a template for a new bibliographic or authority record for future use, click the button. The Save as template window will open, where you enter the name of the template. You can use the same window to delete templates.

If you save a record as a template with the name DEFAULT, you can later use the data you entered as default values. You can create several templates with the name DEFAULT, but only if they are in different databases. See also the Add default value to subfield chapter.

3.3.5 Cancel

You can exit a record in the editor without saving it. When you click the button, the software notifies you that the record will not be saved. The editor and record display are cleared, and the record in the workspace remains unchanged. If you were creating a new record, the record is also removed from the workspace.

3.3.6 Add field

You can add a field to a record that is not part of the set of the selected input mask or a field that you want to repeat (the button). In the Field window, enter a field designation or select it from the drop-down list under “Field designation”, then click the Add button. Under “Field designation”, you can also enter one or more subfield designations that you want to add to a specific field (e.g. 3270aaa).

You can also add a field if you click the field designation and confirm the automatically entered field designation, or you can enter or select another field designation and click the Add button.

3.3.7 Paste selected (sub)field from clipboard

Copied fields or deleted fields and subfields that are saved to the fields clipboard can be added to a record.

Clicking the button will open a window with a list of fields and subfields. The designations of copied and deleted fields on the list are displayed in bold, whereas the designations of fields in cases, when we deleted a subfield, are displayed in regular text. Select one or more fields on the list that you want to add to the record and click the Paste button. See also the Select fields to copy to clipboard or editor chapter described in the part about the workspace.

3.3.8 Change input mask

In an exceptional case, you can change the input mask of the bibliographic record in the editor (the button). You can only change the input mask M – monographs to N – non-book material and vice versa.

3.3.9 Show/hide buttons for moving a field/subfield

Fields in a record are always displayed in an ascending order according to field designations, and you can only change their order if you have more instances of the same field. Inside an individual field, you can change the order of subfields.

If you click the button, the buttons for moving a field/subfield up and down are added to the editor in front of field and subfield designations. Another click of the button hides these buttons.

3.3.10 Show/hide buttons for adding/deleting a subfield

You can add repeatable subfields to a field or delete subfields.

If you click the button, the buttons for adding and deleting are added to the editor after the subfield input fields. Another click of the button hides these buttons.

3.3.11 Insert NSB character

There are three ways to insert the character:

• by right-clicking in the input field
  Select the Insert NSB character option and the “ǂ” character is inserted in the desired place.
• by clicking the button
  Select the Insert NSB character option and the “ǂ” character is inserted at the end of the text. A space is automatically added in front of the “ǂ” character, except in cases where the input field is empty.
• with the keyboard
  Press the <AltGr> key and the <+> key (first key to the left of the <Backspace> key on the alphanumeric part of the keyboard) and add a space. The “¸” character is entered, which changes to “ǂ” once you confirm the subfield entry. The character is inserted in the desired place.

3.3.12 Insert LaTeX character

There are three ways to insert the character:

• by right-clicking in the input field
  Select the Insert LaTeX character option and the “▫” character is inserted in the desired place.
• by clicking the button
  Select the Insert LaTeX character option and the “▫” character is inserted at the end of the text. A space is automatically added in front of the “▫” character, except in cases where the input field is empty.
• with the keyboard
  Press the <AltGr> key and the <Ž> key. The “¤” character is entered, which changes to “▫” once you confirm the subfield entry. The character is inserted in the desired place.

3.3.13 Convert letters

In an input field, you can convert the entered text to all uppercase or all lowercase letters. Click the button and select the Convert to uppercase or Convert to lowercase option to convert the letters.

3.3.14 Convert script

In an input field, you can convert the script of the entered text (from Latin to Cyrillic or vice versa). Click the button and select the Convert to Latin or Convert to Serbian/Macedonian Cyrillic option to convert the script.

3.3.15 Counters

In the bibliographic database and in authority databases you can define counters for individual subfields. The CAT_EDITTYPE privilege is required for defining and editing counters.

In an input field of an individual subfield (e.g., 020b, 021b) it is possible to define a new counter or enter a number from an existing counter.

3.3.15.1 Define and edit a counter

Based on the requirements, set up as many counters as you need for defining individual numbers.

A new counter is added by clicking the button (or the right mouse button) in an individual subfield (e.g., 020b, 021b) and selecting the Activate counter option. The Counters window will open where you click the Edit button. This will open the Cataloguing counters window.

1. Under “Type of record”, the type of record is entered automatically based on the subfield you started out from (e.g., bibliographic record).
2. Under “Select”, select the Add new counter option from the drop-down list.
3. Under “Name”, enter the name of the counter.
4. Under “Subfield”, enter the subfield in which it is possible to activate the counter (e.g., 020b, 021b, etc.).
5. Under “Next value”, enter the number that will be transferred from the counter to the subfield. The automatically entered value is 1 which you can change.
6. Under “Maximum value”, enter the highest possible number for the counter. If you do not change the automatically entered value 0, the maximum value will not be defined.
7. Under “Length”, define the number of digits that the number consists of, including the leading zeros in the beginning. If you do not change the automatically entered value 0, the number is entered to the subfield without leading zeros. The maximum number of digits is 10.
8. Under “Prefix”, you can enter the text that will be entered into the subfield in front of the number. It is also possible to enter designations to the input field, which enable the automatic entry of the current date to an individual subfield:
   • <LLLL> – year (e.g., 2024)
   • <LL> – year (e.g., 24 for 2024)
   • <MM> – month
   • <DD> – day
9. Under “Note”, enter the text of a note.
10. Under “Conditions”, enter the conditions for counter selection. Click the New object button, where you enter the field and subfield designation under “Subfield” (e.g., 001c), and the value from the code list for the selected subfield under “Value”. You can add several conditions. Conditions can be edited (the Edit button) or deleted (the Delete button).
11. If you want to enable counter use, tick the Activity checkbox.
12. Save the data by clicking the OK button.

You can also modify or update an existing counter. In the Counters window, first select the desired counter and click the Edit button. This will open the Cataloguing counters window, where you update the data.

3.3.15.2 Counter-assisted entry

To the input field of an individual subfield (e.g., 020b, 021b), you can enter a number from the counter (click the button (or the right mouse button) and select the Activate counter option). The Counters window will open, where you select the appropriate counter (several counters can be defined for the same subfield) and click the Activate counter button. The number from the counter will be entered to the input field.

3.3.16 Transfer country code for a resource

When cataloguing articles and component parts, you can transfer the country code from the host item record by clicking the button (or the right mouse button) and selecting the Transfer country code for resource option.

3.3.17 Data entry groups

Clicking a specific data entry group displays only certain fields in the editor. If, for example, you select “Descriptive information” in bibliographic records, only fields from the 2XX block will be displayed in the editor. If you select “Complete record”, all fields that are defined for the selected mask will be displayed in the editor.

3.3.18 Buttons with field/subfield/indicator designations

Fields are represented by a set of three numbers, whereas subfields are represented by a letter or a number. Some fields also have defined numeric indicator values.

Fields can be repeatable, and subfields can also be mandatory. An orange border around the subfield designation indicates that a subfield is mandatory, whereas an ellipsis above the field/subfield designations indicates repeatability.

3.3.18.1 Add a field/subfield

A field is added when it is not part of the default set of fields of the selected input mask or when you want to repeat it. The same is true for a subfield.

To add a field, you can click on any field designation in the record. This will open the Field window, where the field designation of the field you clicked will be displayed under “Field designation”. If you want to add a different field, enter the preferred field designation, or select the field from the drop-down list and click the Add button. Under “Field designation”, you can also enter one or more subfield designations that you want to add to a specific field (e.g. 3270aaa).

You can use the same method to add a subfield as well. Under “Subfield designation” in the Subfield window, you can enter several subfield designations that you want to add (e.g. aedefgz).

3.3.18.2 Copy a field

From a record in the editor, you can copy any field and its subfields with their content.

Click the designation of the field that you want to copy to the clipboard and then click the Copy button in the Field window. The field is saved to the field clipboard.

3.3.18.3 Change a field/subfield

If you want to use the content of a field in another field, you can change the designation of the field (e.g. you want to use a field 700 as a field 701).

Click the field designation displayed under “Field designation” in the Field window. Enter a different appropriate field designation or select one from the drop-down list and click the Change button.

You can use the same method to change a subfield designation.

3.3.18.4 Delete a field/subfield

You can delete a field from a record by clicking the field designation. In the Field window, click the Delete <field designation> button.

You can use the same method to delete a subfield.

3.3.18.5 Add default value to subfield

You can add a default value that you previously defined to a subfield. Click the subfield designation and in the Subfield window click the Default button. The content of the same subfield from the template DEFAULT will automatically be transferred to the subfield.

3.3.18.6 Change field/subfield properties

Certain field and subfield properties on a library level can be changed by the person, who is responsible for cataloguing in the library and has the CAT_EDITTYPE privilege. There is no need for a new login to the COBISS Cat application for the changes to come into effect, you only need to refresh or reload the website (the <F5> key), or to close and reopen the record in which the field/subfield properties were changed.

The field and subfield properties must be defined for each input mask separately. Some properties affect the whole field, while others affect only certain subfields.

The following field properties can be changed:

• number of repetitions of a field in a mask (if a field is repeatable)
• default values for indicators (if indicators are defined)

1. Click a field designation and in the Field window click the Field properties button.
   The Field properties window will open.
2. Under “Mask”, select the input mask.
3. Under “Field”, select the field for which you want to define properties.
4. Under “No. of fields”, define how many times the selected field should appear in the mask (if the field is repeatable).
5. Default value for indicator (or both indicators) can be changed accordingly by selecting a new value from the drop-down list.
6. Save the data by clicking the Save button.
7. If you want to delete the local settings that you entered and restore default field properties, click the Default button.
8. Close the window by clicking the Close button.

The following subfield properties can be changed:

• record entry level
• mandatory presence in a field
• maximum entry length
• number of repetitions in the input mask
• mandatory entry from the code list
• optional entry from the code list
• code entry help with the use of a code list

1. Click a subfield designation and in the Subfield window click the Subfield properties button.
   The Subfield properties window will open.
2. Under “Mask”, select the input mask.
3. Under “Field”, select the field the subfield belongs to.
4. Under “Subfield”, select the subfield for which you want to define properties.
5. Under “Record entry level”, the value of the entry level can be 0, 1 or 7:
   - level 0 – subfield is not included in the mask, but it can be added;
   - level 1 – subfield is present in the mask and is mandatory (if subfield is mandatory at the system level, the level cannot be changed);
   - level 7 – subfield is present in the mask and is not mandatory.
   The record entry level is most frequently changed for subfields that you wish to include in or exclude from the input mask (e.g., you change the level in a specific subfield from 0 to 7 to include it in the input mask, and you change level in another subfield from 7 to 0 to exclude it from the input mask).
6. Under “Mandatory in field”, you can specify if the selected subfield under “Subfield” is mandatory in the selected field under “Field”.
7. Under “Length”, the maximum entry length for the selected subfield can be specified if it is not limited at the system level. If the entered length is 0, it means that the length is not limited and can be changed.
8. Under “Number of subfields”, you can enter the number of repetitions for the selected subfield (if the subfield is repeatable).
9. Under “Code list”, select the local code list applicable to the selected subfield. All local code lists are available along with some global ones (e.g., the global code list “General material designation”, that helps with a quicker entry in subfield 200b).
10. If you tick the “Mandatory entry” checkbox, it is only possible to enter data to the subfield from the code list; if not, you could type in any data to the subfield.
11. If you tick the “Code entry help” checkbox, you will type in or select the code from the code list, and the code meaning will be entered to the subfield instead of the code.
12. Save the data by clicking the Save button.
13. If you want to delete the local settings that you entered and restore default subfield properties, click the Default button.
14. Close the window by clicking the Close button.

3.3.18.7 Change indicator value

Certain fields contain indicators that additionally explain the content of the field, the relation between this field and other fields in the record, or specify the type of data processing in reports.

A field can have up to two defined indicators for which you can set or change the value by clicking on the indicator designation and selecting the required value in the window.

3.3.19 Move a field/subfield

If you want to move a field of subfield up, click the button. To move it down, click the button.

3.3.20 Add/delete a field/subfield

If you want to add a field or a subfield, click the button. If you want to delete a field or a subfield, click the button. When adding a field, the field you are currently on (with empty subfields) is duplicated, and when adding a subfield, an empty subfield with the same designation as the one you are currently on will be added.

3.3.21 Manuals in electronic form

When you are working in the COBISS Cat application, you can consult various manuals in electronic form (the button).

During record editing, you can check the descriptions of fields and subfields in the COMARC/B and COMARC/A manuals and consult other reference manuals depending on the specific COBISS system (in the COBISS.SI system, you can consult the ZNAČKA and PREKAT manuals, whereas in all COBISS systems, you can access the ISSN Manual of the ISSN International Centre and the instructions for the COBISS Cat application).

The COBISS character map can also be of assistance when adding characters in input fields, see also the Character maps chapter, and the Unicode character search for searching Unicode characters.

For a quicker access to manuals and other instructions (e.g., for downloading records from foreign databases, tips on how to enter publication year data etc.), a link to the COBISS e-manuals portal is also available.

3.3.22 User settings

Everything cataloguers can adjust to their specific needs is located in the user settings:

• layout of the cataloguing user interface (you can change the position of the editor)

• moving between the , , , buttons with the <Tab> key

• displaying a notification when record editing is cancelled

• displaying certain input fields in expanded form and their content in multiple lines

• showing holdings fields (fields 996/997, 998 are only visible for saved records in the viewer and in a new browser tab)

• refreshing the view after saving a record (the changes you made to the record are no longer highlighted in yellow and the system field is immediately updated)

• changing the column width in the search window (the width can be limited or custom)

• displaying potential errors when loading a record to the editor

• limiting the number of records (up to 100) on the workspace, with 50 being the default setting

• automatic deletion of oldest records on the workspace when the number of added records exceeds the upper limit

• using the OR operator when searching in identical search fields

• showing images (covers, photos of authors…)

Click the button located next to the button for logging out of the user interface, and tick or untick the checkbox next to the setting you want to change in the User settings window. To apply the changes, click the Save button and refresh or reload the page (the <F5> key).

3.3.23 Link with COBISS Lib

If you click the button with the database designation and username, a drop-down list will open where you select Login to COBISS Lib. This will take you to the COBISS Lib application without the need for any additional login, where you can continue by adding 996/997 fields and other procedures.

3.4 Record display

Record display is the right part of the cataloguing user interface, where the record from the editor or a record from the workspace is displayed. In the record display, the holdings fields are not visible.

The bottom part of the display is where the software notifications are displayed.

When the record you are currently editing is displayed (such a record has a pencil icon in front of the system field), all data that you added or changed is highlighted in yellow. Information about the author is supplemented by variant forms of the name from the authority database (they are introduced by the “<” character). When you validate or save the record, these variant name forms are displayed in the 90X block.

If you ticked the Refresh view after saving the record checkbox in the user settings (the button), the record in the record display is refreshed immediately after saving and the changes you made to the record are no longer highlighted in yellow.

Field numbers and field content is displayed in black, numeric indicator values are displayed in blue, and subfield designations are displayed in orange. Active web links are displayed in blue.

In the record display, you can view any record from the workspace or the record that is currently in the editor. You can change the record that is displayed by clicking on the appropriate place on the workspace:

• display individual records by clicking to the left of the button
• display the starting version of the record by clicking to the left of the or button – the display shows the record before the updates
• access the record you are editing by clicking the or button – the display shows the record with the updates

You can copy text from subfields from the record in the record display using the established commands for copying. You can perform a text search using the <Ctrl> + <F> key combination.

Software controls are performed when you validate or save a record in the editor. If the record contains any errors or deficiencies, the bottom edge of the cataloguing user interface turns red, and notifications are displayed in the bottom part of the record display. Displayed first is the field and subfield designation, followed by the description of the error or deficiency. If you click on the field and subfield designation in front of the notification, you will be taken to the field that must be fixed or updated.

If you ticked the Display errors when loading record in the editor checkbox in the user settings (the button), any potential errors are displayed immediately after the record is loaded to the editor.

Notifications are displayed in different colours:

• red for obvious errors
  Notifications indicated as “F” – Fatal require you to correct the error before saving the record; the record remains in the editor.
• blue for inconsistencies
  Notifications indicated as “W” – Warning do not require any corrections to be made before saving; if you want to rectify the inconsistencies you must load the record to the editor again.
• black for possible deficiencies
  Notifications indicated as “I” – Info do not require any corrections to be made before saving; if you want to rectify the possible deficiencies you must load the record to the editor again.

If a record contains no errors, the bottom edge of the cataloguing user interface turns green; if the record contains notifications indicated as “W” – Warning, a line in yellow is also displayed above the green one.

4 Basic procedures when working with records

Despite the fact that the cataloguing user interface has changed, the process of shared cataloguing remains the same. Consult the COBISS3/Cataloguing manual, chapter 8, for help when working with records.

The basic procedures are:

• searching for records in various databases

• creating a record

  • from scratch (the New record button in the search window or the button on the workspace), if by searching it is established that the record does not exist in the local database or COBIB, and cannot be downloaded from any foreign database

  • by deriving it from a similar one (the button on the workspace), if by searching it is established that a record, similar to the one you want to create, exists in the local database, COBIB or COBISS.net

  • from a template for a new record (the button in the record editor), if you are cataloguing a large number of bibliographic resources for which most of the data is the same

• updating a record (the Edit button in the search window or the button on the workspace)

  • editing a record that exists in the local database and COBIB
  • editing a record directly in COBIB
  • editing local records that were created by converting records from the system the library was using before joining the COBISS system

• downloading a record

  • from the COBIB and COBISS.net databases (the Edit button in the search window or the button or the button on the workspace)>, if by searching it is established that the record does not exist in the local database, but it does exist in COBIB or COBISS.net
  • from foreign bibliographic databases: WorldCat, LC/DNB/OXF, ISSN, or the foreign authority database LC/NAF (the button on the workspace), if by searching it is established that the record does not exist in the local database or COBIB, or that the record for the entity does not exist in the CONOR database, but it does exist in one of the foreign databases

5 List of keyboard shortcuts (hotkeys) for some procedures

Keyboard shortcuts are keys or key combinations; using them makes procedures that are usually performed with a mouse, quicker.

Hotkeys can be used in different areas of the user interface in the COBISS Cat application.

Shortcut (hotkeys)	Procedure
<AltGr> + <Ž>	enter the LateX character (after you confirm subfield entry)
<AltGr> + <+> + spacebar	enter the NSB character (after you confirm subfield entry)
<Ctrl> + <Alt> + <C>	validate the record; equal to the button
<Ctrl> + <Alt> + <D>	add the default value to a subfield; equal to the Default button
<Ctrl> + <Alt> + <S>	save the record; equal to the button
<Ctrl> + <Alt> + <+>	create a record; equal to the button
<Ctrl> + <Alt> + <Insert>	open the list of copied/deleted fields and subfields; equal to the button
<Ctrl> + click a line with a search result	highlight the first record in the range of search results in the search window (be careful not to tick the checkbox next to the current number)
<Ctrl> + <Shift> + click a line with a search result	highlight the last record in the range of search results in the search window
<F1>	open the COMARC manual
<F8>	switch between the search window and the editor; equal to the button

There are also other general shortcuts, e.g., Windows shortcuts and shortcuts for working in a browser.

6 Characters, spelling and other options

When working in the COBISS Cat application, your operating system and web browser offer some assistance with character entry and spell-checking.

6.1 Entering characters with the keyboard

For correct data entry, you will need a standard keyboard and the right keyboard language setting in your Windows system. This way you will be able to enter all letters of a specific language, other keyboard characters and characters that are entered using a combination of a character and a letter (e.g. <AltGr> + <¨> + <A> displays Ä).

6.2 Character maps

When entering Unicode characters, you can use different character maps.

The Character Map is included with the Windows system and shows characters that are available for the selected script.

Type Character Map in the search box of the Windows taskbar and run the app. The characters are grouped together based on the font, with Arial being the default font. Changing the font also changes the character set. If you tick the Advanced view checkbox, you can also search by the name of the character if you know it (e.g., acute, caron, etc.). Find the appropriate character, select it, copy it, and then paste it to the input field in the search window or an input field of a subfield.

You can also use BabelMap that you download from the internet: https://www.babelstone.co.uk/Software/BabelMap.html. The advantage of this character map is that you can also enter text into the input field instead of just individual letters. With this character map, you can copy individual characters or whole texts that you entered in the Edit Buffer input field to the clipboard and then paste them to the COBISS Cat application.

You can also use the Unicodia application to find letters in individual languages (https://www.majorgeeks.com/files/details/unicodia.html). With this character map, you can only copy individual characters to the clipboard.

You can also use the COBISS character map with letters from the extended Latin script (carons, apostrophes, etc.): https://www.cobiss.si/knjiznicarji/CopyCharacter.htm. Click on a character to copy it to the clipboard and then press <CTRL> + <V> to paste it to an input field of your choice.

If you want, you can also create a local copy of the map and add new characters to it. The character codes are entered either in the decimal (base-ten) or the hexadecimal (base-16) numeral system, with the prefix 0x used for hexadecimal codes. First, download and save the map to your local drive. Then, open it with a program for editing text files (e.g., Notepad, Notepad++, Visual Studio Code, etc.) and enter the code of the character of your choice. Save the file after editing. We recommend bookmarking it in the browser so that it is easily accessible.

6.3 Adding a language and changing the keyboard layout

The Windows system offers many language packs that enable the display of the user interface in a chosen language.

The character layout on the keyboard can be switched to that of another language without having to change the user interface language. This is useful if you occasionally enter text in a different language or script.

Type Settings in the search box of the Windows taskbar, select Time & language and then Language. Under Preferred languages, click Add a language and select a language from the list. Click Next and untick the Install language pack checkbox if you intend to use the language only for the keyboard. After clicking the Install button, the selected language is added to the taskbar.

6.4 Adding an on-screen keyboard

When you change the language of the keyboard to another language and are not familiar with the character layout, an on-screen keyboard can be of help.

The first and easiest method is to right-click on an empty space of the Windows taskbar and select Show touch keyboard button. The touch keyboard button will appear on the right side of the taskbar. Changing the language (<Windows> + <spacebar>) also changes the keyboard language.

If you left-click and hold certain letters on the on-screen keyboard, you will not only see the basic letter but also the letter with diacritics, such as acute, grave, caron, etc.

To turn on the more advanced on-screen keyboard, type Settings in the search box of the Windows taskbar, select Ease of access and click Keyboard in the left part of the window. Turn on the Use the on-screen keyboard option in the right part of the window. You can also change the language of this keyboard by using the <Windows> + <spacebar> combination. If you intend to use the keyboard regularly, pin the icon of the app to the taskbar.

In the Chrome web browser, you can also use the Google Input Tools on-screen keyboard (https://www.google.com/intl/en/inputtools/chrome/index.html). First, you must install the Google Input Tools for Multi-languages: The Chrome Extension. The advantage of this method is that you can combine the use of the on-screen keyboard and the physical keyboard, where the physical keyboard adopts the same key layout as the on-screen keyboard. You can find the instructions on how to install and use this on-screen keyboard online, e.g., https://www.youtube.com/watch?v=-rSGDSHvSXI.

Certain foreign letters can also be entered using a combination of keys on the keyboard. Pictured below is the Slovenian keyboard with its character layout, followed by a table of shortcuts for characters you can enter with it.

6.5 Spell checker

If you turn on the spell-checking option in your web browser, the correctness of the entered text in the input field of a subfield will be checked.

Settings in selected web browsers:

• CHROME: Settings/Languages/ and under Spell check activate Check for spelling errors when you type text on web pages

• EDGE: Settings/Languages and under Writing assistance activate Enable grammar and spellcheck assistance

• FIREFOX: Settings/General and under Language activate Check your spelling as you type (you must then select the option Check Spelling from the shortcut menu in every input field of a subfield for incorrect words to be underlined)

6.6 Automatic text translation

If you want the data in records to be displayed correctly, you must disable the automatic text translation in your web browser. Automatic translation (e.g. from English or German to Slovenian) affects how records are displayed.

Settings in selected web browsers:

• CHROME: Settings/Languages/Google Translate/Automatically translate these languages – No languages added

• FIREFOX: Settings/Language and Appearance/Translations/Set your language and site translation preferences and manage languages installed for offline translation

• EDGE: Settings/Languages/Offer to translate pages that aren’t in a language I read

6.7 Working with files

Working with files in the COBISS Cat application depends on web browser functionality. For example, when a file is created in the process of exporting records, you can define the saving location and the file name in the browser settings. The default saving location is usually the Downloads folder on your local drive (e.g., C:\Users\[username]\Downloads).

Settings in selected web browsers:

• CHROME: Settings/Downloads/Ask where to save each file before downloading

• FIREFOX: Settings/Downloads/Always ask where to save files

• EDGE: Settings/Downloads/Ask me what to do with each download

When the download of a file starts, the download icon () appears in the upper right corner of the browser next to the address bar. When the download is finished, click the icon and select the appropriate file.

7 Search indexes

The appendix contains tables with search indexes in bibliographic, authority, CORES and ISSN databases. The search indexes are divided into the basic index and additional indexes. You can limit the search by using various suffixes (e.g., for the type of bibliographic resource, script, etc.).

7.1 Bibliographic databases

7.1.1 Basic index

Most fields and subfields are indexed in basic index. In relation to coded subfields, the explanations from code lists are usually also indexed.

It is possible to search the entire basic index without using a search suffix. For subfields that best show the content of the indexed document and are, therefore, usually used for searching, additional search suffixes are created. By using them, it is possible to limit your search to certain subfields only.

7.1.1.1 Bibliographic data

¹ If the introductory phrase in subfield 996h or 997h equals “ISBN”, the content of the subfield is not indexed with /TI and TI=, but ISBN that follows this character string is indexed with BN=.

7.1.1.2 Subject analysis (subject headings, classification)

You can also find records with SGC subject headings if you search by non-preferred terms from the 4XX and 7XX fields in the SGC authority records that are not included in bibliographic records.

² With the /GC suffix you limit yourself to those fields 60X that contain the “SGC” code in subfield 2.

7.1.2 Additional indexes

Additional indexes contain search terms from the fields of a record that provide additional information on a bibliographic resource. When searching by additional index, enter a two-letter prefix that indicates the field and the equals sign. In additional indexes, fields can be indexed by word, phrase or by word and phrase.

7.1.2.1 Record data

³ While creating a new record, the date of record creation is indexed; when downloading a record from COBIB or from the COBISS.net network to the local database, the date of record download is indexed. The date is indexed as yyyymmdd.
⁴ The date is indexed as yyyymmdd.

7.1.2.2 Bibliographic data

⁵ Subfields a, b, c, d and f of an individual field are indexed as one phrase in the form “a, b d, c, f”. It is therefore recommended to truncate the search term with an “*” while searching by prefix AU= or HE=.
⁶ Subfields within field 620 are indexed as a phrase so that subfields a, b, and c are added to subfield d. Subfields are divided by “/”.
⁷ If the code in subfield 100b is equal to “b” or “j”, only the year in 100c is indexed. If the code in 100b is equal to “f”, “g” or “l”, then all years in the period between the year specified in 100c and the year specified in 100d are indexed. If 100d = “9999”, only the year in 100c is indexed.
⁸ If the code “b” is entered into subfield 100b, subfield 100d is indexed in index P2=.
⁹ Subfields 531ab are indexed as one phrase in the form “a b”. With reference to the indexing of subfield 996/997h see note 1.
¹⁰ Subfields 200ai in records for serials are indexed as one phrase in the form “a. i”. It is therefore recommended to truncate the search term with an "*" while searching by SO=.

7.1.2.3 Identification data

¹¹ Subfields 830a and 992b are indexed by word, whereas subfield 992x and all subfields of the field 993 are indexed by phrase.
¹² The content is indexed without hyphens. If a ten-digit number (ten digits without hyphens) is entered into subfield 010a, a corresponding 13-digit number is generated automatically and also added into the index. If the first five signs in subfield 996h or 997h are equal to “ISBN”, the ISBN number preceded by these signs is indexed in index BN=; otherwise, subfields 996h or 997h are indexed in indexes /TI and TI=.
¹³ HI= is used to search for records below the highest level (subordinate records); under HI=, you must enter the identification number of the record at the highest level (host item record).
¹⁴ The contents of subfields 020a and 020b, which are separated by a space, is indexed as one phrase. Subfield b is additionally indexed, and also autonomously.
¹⁵ Subfields 001e, 013az, 016az, 017az, 022a and 856g are indexed by phrase, subfield 012a by word, whereas subfield 071a is indexed by word and phrase. The contents of subfields 013a and 013z is indexed either with hyphens or without them. If subfield 013a or 013z contains a 10-digit number (ten digits without hyphens), the corresponding 13-digit number is calculated and added to the index.

7.1.2.4 Subject analysis (subject headings, classification)

You can also find records with SGC subject headings if you search by non-preferred terms from the 4XX and 7XX fields in the SGC authority records that are not included in bibliographic records.

¹⁶ The prefix DE= is not used to search in an independent additional index, but in the indexes PN=, CS=, FN=, TS=, TN=, GN=, CH=, FS=, DX=, DY=, DW=, DZ=. The expand function is disabled.
¹⁷ The contents of subfield 675a are indexed both as one phrase and by subphrases. Punctuation marks dividing the subphrases are space, colon, plus and quotation marks. The same is true for subfield 675u.
¹⁸ With GC=, only those 60X fields are indexed that contain the “SGC” code in subfield 2. Subfields of an individual field are indexed as one phrase and in the same order in which they appear in the database, which is why it is advisable to truncate the search term with the "*" character when searching.
¹⁹ The first word from subfield 6862 and the contents of subfield 686a are indexed as one phrase; the space is added in between. If no subfield 6862 is entered, only the contents of subfield 686a is indexed, preceded by “—” and a space.
²⁰ With reference to the indexing of fields 600 and 960 see note 5.

7.1.2.5 Coded data

²¹ Instead of Boolean operator AND, search prefixes AU=, AC=, FC= and AS= may also be combined with (W). In that case, search prefixes may follow in the succession as shown above. If one of the prefixes AC= or FC= is omitted, then the operator (2W) is used. The results of such a search are records that contain the requested data only in the same field 7XX.
      Examples:

      AU=Kos, Vinko* (W) AC=730
      You are looking for records where Vinko Kos is stated as a translator.

      AU=Rozman, Ivan* (W) AC=991 (W) FC=3-2*
      You are looking for records where Ivan Rozman is stated as the mentor on one of the faculties of the University of Maribor.

      AU=Rozman, Ivan* (2W) FC=3-2*
      You are looking for records where Ivan Rozman is stated as the author on one of the faculties of the University of Maribor.

      AC=991 (2W) AS=08067
      You are looking for records where the researcher with the code 08067 is stated as the mentor.

The operator AND is not always precise at such search.
      Example:

      AU=Gradišnik, Branko* AND AC=730
      The books by the author Branko Gradišnik and the books by other authors translated by Branko Gradišnik would be found.

²² With the search request EA=1, you limit your search to records for resources with e-access only (there is subfield 0172 with the value “doi” or subfield 856u with the value of indicator 2 being 0 – Electronic resource or 1 – Electronic version).
²³ The index FR= includes the code for the type of record (001b) and the code indicating a type of non-book materials:
      – Subfield 115g (visual projection, motion picture – form of release): the contents of subfield are preceded by the codes “g” (code for projected, film and video materials in 001b) and “a” (code for film in 115a) or “b” (code for projected materials in 115a).
      Examples:

      FR=gac
      Retrieving film cassettes.

      FR=ga*
      Retrieving films.

      – Subfield 115k (videorecording – form of release): the contents of subfield are preceded by the codes “g” (code for projected, film and video materials in 001b) and “c” (code for videorecording in 115a).
      Examples:

      FR=gcc
      Retrieving videorecordings on videocassette.

      FR=gc*
      Retrieving videorecordings.

      – Subfield 116a (graphics – specific material designation): the contents of subfield are preceded by the code “k” (code for graphics in 001b).
      Example:

      FR=ke
      Retrieving photonegatives (code “e”).

      – Subfield 116g (graphics – functional designation): the contents of subfield are preceded by the code “k” (code for graphics in 001b).
      Example:

      FR=kae
      Retrieving postcards (code “ae”).

      – Subfield 117a (three-dimensional artefacts and realia – specific material designation): the contents of the subfield are preceded by the code “r” (code for three-dimensional artefacts and realia in 001b).
      Example:

      FR=raq
      Retrieving toys (code “aq”).

      – Subfield 124b (cartographic materials – form of cartographic item): the contents of the subfield are preceded by the code “e” (code for printed cartographic materials in 001b).
      Example:

      FR=ed
      Retrieving maps (code “d”).

      – Subfield 126a (sound recordings – form of release): the contents of the subfield are preceded by the code “i” (code for sound recordings – non-musical performance in 001b) or “j” (code for sound recordings – musical performance in 001b).
      Example:

      FR=ja
      Retrieving musical performances on discs (code “a”).

      – Subfield 128a (form of composition): the contents of the subfield is preceded by the code from subfield 001b: “c” (printed music scores), “d” (manuscript music scores) or “j” (sound recordings – musical performance).
      Examples:

      FR=cmr
      Retrieving marches – printed music scores.

      FR=jmr
      Retrieving marches – sound recordings.

      – Subfield 135a (electronic resources – type): the contents of the subfield are preceded by the code “l” (electronic resources) from subfield 001b and the letter “t” (type).
      Example:

      FR=ltd
      Retrieving text electronic resources.

      – Subfield 135b (electronic resources – special material designation): the contents of the subfield are preceded by the code “l” (electronic resources) from subfield 001b.
      Example:

      FR=li
      Retrieving online electronic resources.
²⁴ Subfield 001a is indexed in index RS=, if code “i”, “p”, “r” or “d” is entered.
      Example:

      RS=p
      Retrieving CIP records.

Subfield 998e (acquisition indicator) is also indexed in index RS=. Prefixes SI=, RS= and AM= may be connected by the operator (W). In that case prefixes should appear as shown above. If prefix RS= is omitted, then the operator (2W) is used. The results of such a search are records that contain the requested data only in the same field 998. That is of special interest for the institutions that report for other institutions.
      Examples:

      RS=o
      Retrieving currently subscribed to serials. For search, the code of the libraries that do not report for other institutions is of no importance.

      SI=50003 (W) RS=o (W) AM=a
      Retrieving currently subscribed to serials with the type of acquisition being purchased by the Central Medical Library (CMK) with library code 50003. The command is of use only in the CMK local database.

      SI=50202 (W) RS=93
      Retrieving desiderata for 1993 in the institution with library code 50202. The command is of use only in the local database of the institution that reports for this institution.

      SI=50001 (2W) AM=a
      Retrieving with the acquisition type being purchased by NUK (National and University Library, library code 50001).
²⁵ Subfield 001b is indexed in index RT=.
      Example:

      RT=c
      Retrieving printed music scores.

Use the /BMA prefix to limit your search to records with code “a” entered into subfield 001b and no data entered into subfield 130a.
There is also negation of the previous, /NBM, which limits your search to non-book material only.
      Example:

      AU=Cankar, Ivan/BMA*

7.1.3 Limiting suffixes

The table contains a list of suffixes used for additionally limiting searches.

7.2 CONOR authority database

7.2.1 Basic index

It is possible to search the entire basic index without using a search suffix.

The table contains a list of suffixes for limiting searches only to certain basic index fields.

7.2.2 Additional indexes

The table contains a list of prefixes that enable the search by additional indexes.

7.2.2.1 Data on the record

7.2.2.2 Authority data

¹ Subfields of a field are indexed as one phrase. It is therefore recommended to truncate the search term with an "*" when searching by CB=, CH=, PH=, PN= or VN=. Access points in indexes CB=, CH=, PH= and PN= are indexed with all diacritics entered into the access points.

7.2.2.3 Coded data

7.2.3 Limiting suffixes

The table contains a list of suffixes for additionally limiting searches.

7.3 SGC authority database

7.3.1 Basic index

It is possible to search the entire basic index without using a search suffix.

The table contains a list of suffixes for limiting searches only to certain basic index fields.

¹ With suffixes /AT, /CB, /ET, /FN, /FS, /GN, /PN, /SU, /TN, /UT your search is limited only to the fields 4XX that do not include subfield 2.

² With suffix /SF your search is limited only to the fields 4XX that include subfield 2.

7.3.2 Additional indexes

The table contains a list of prefixes that enable the search by additional indexes.

7.3.2.1 Record data

7.3.2.2 Authority data

³ Only the fields 4XX that do not include subfield 2 are indexed with AT=, CB=, ET=, FN=, FS=, GN=, PN=, SU=, TN=, UT=. Subfields of a field are indexed as one phrase and in the same order as they appear in the database. It is therefore recommended to truncate the search term with an "*". Access points are indexed with all diacritics entered. Without diacritics they are not retrieved.

⁴ The subfields of an individual field are indexed as one phrase and in the same order as they appear in the database.

⁵ Only the fields 4XX that include subfield 2 are indexed with SF=. Subfields of a field are indexed as one phrase and in the same order as they appear in the database. Subfield 3 is an exception; it is indexed as an independent phrase.

7.3.2.3 Identification data

⁶ Subfields 3 of the fields 5XX that include code “g” in subfield 5 are indexed with FA=.

7.3.2.4 Coded data

7.3.3 Limiting suffixes

The table contains a list of suffixes used for additionally limiting searches.

7.4 CORES

7.4.1 Basic index

It is possible to search the entire basic index without using a search suffix.

The table shows the list of suffixes for search limiting by selected fields of the basic index only.

7.4.2 Additional indexes

The table contains a list of prefixes that enable searching by additional indexes.

7.5 ISSN

7.5.1 Additional indexes

The table contains a list of prefixes that enable searching by additional indexes.

8 Software controls for records

When saving records to bibliographic databases and both authority databases, software controls are performed that serve as the basis for software notifications.

Software notifications indicate:

• non-observance of defined basic field and subfield properties
• incorrect combination of different data in the record
• other errors

Some controls that indicate errors in fields with authority control (70X) in bibliographic records require editing of data in authority records or linking with the appropriate authority record.

8.1 Bibliographic databases

Legend

• Control status:
  – F (Fatal): the record contains an error and until it is corrected, the record cannot be saved
  – W (Warning): the record contains an error, but you can save it anyway
  – I (Info): the record contains a potential error, the record can be saved
• Notification: messages for the user (in alphabetic order)
• Description: conditions that are checked

In some cases, angle brackets contain field/subfield/indicator/ID designations that are replaced with the value from the record when the check is performed. Three questions marks (???) are replaced with the corresponding field/type/ID number in the notification, and four question marks (????) are replaced with the corresponding field number and subfield designation.

8.2 Authority databases

Legend

• Control status:
  – F (Fatal): the record contains an error and until it is corrected, the record cannot be saved
  – W (Warning): the record contains an error, but you can save it anyway
  – I (Info): the record contains a potential error, the record can be saved
• Database the control refers to:
  – C: CONOR
  – S: SGC
• Notification: messages for the user (in alphabetic order)
• Description: conditions that are checked

In some cases, angle brackets contain field/subfield/indicator/ID/access point (AP) designations that are replaced with the value from the record when the check is performed. Three questions marks (???) are replaced with the corresponding field/type/ID number in the notification, and four question marks (????) are replaced with the corresponding field number and subfield designation.

8.3 CORES

Legend

• Control status:
  – F (Fatal): the record contains an error and until it is corrected, the record cannot be saved
  – W (Warning): the record contains an error, but you can save it anyway
  – I (Info): the record contains a potential error, the record can be saved
• Notification: messages for the user (in alphabetic order)
• Description: conditions that are checked

In some cases, angle brackets contain field/subfield/indicator designations that are replaced with the value from the record when the check is performed.

9 METADAT

For some types of material, data is available that is useful when creating bibliographic records. This could be data by publishers, but could also be data from other resources, such as academic repositories.

Such data is collected in the METADAT database, from where the libraries can download it to COBIB. To enter data to METADAT, libraries that wish to use this data for cataloguing, make an arrangement with the provider of this data and IZUM.

Providers must arrange the download of their data to METADAT and make sure the data is converted into the appropriate format. The data structure from various resources varies so a separate conversion must be prepared for each provider.

The data of each provider is only visible to libraries that catalogue the material of that provider.

To access the METADAT database, the CAT_METADAT privilege is required.

9.1 Search window

On the database list, the METADAT database is only visible in libraries with the arrangement to use METADAT and only to cataloguers with the CAT_METADAT privilege.

Searching for METADAT records is slightly different than searching for records in other databases, and the search window is adapted as well (most buttons are unavailable as are the advanced search, sorting options, queries, etc.). When you select the METADAT database on the drop-down list, the list of records from this database will be displayed immediately. If you want to limit the displayed list of records, for example, by a word from the title, year, etc., you can enter any string of characters from the record in the expert search input field. But you cannot use truncation characters.

On the search results list, the data on the record in the METADAT database is displayed:

• under “ID”, the current number of the record in the METADAT database is displayed;
• under “COBISS.XX-ID” the COBISS.XX-ID is displayed if the record has already been assigned one;
• under “Provider”, the source of the record and date when the record was entered in METADAT database are displayed;
• under “Status in COBISS”, the status about the transfer to COBISS is displayed. When a record is entered in METADAT, it is assigned the new status. Records that are in the process of being downloaded to COBISS with COBISS3/Cataloguing either have the in process or being edited status;
• under “Date of status in COBISS”, the date of the last change of status is entered;
• under “Contact details”, the contact person’s e-mail address is displayed, if it exists;
• under “Record downloaded by library”, the acronym of the library that downloaded the record or is editing it is entered;
• under “Title”, the data from subfields 200aceh is displayed.

After you select a record on the search results list, you can add it on the workspace (the Add button), load it in the editor (the Edit button) or check it (the Show button).

9.2 Workspace

METADAT records on the workspace are denoted with the METADAT acronym and a METADAT-ID.

If you highlight a METADAT record on the workspace, you can check the record in the ISBD or the COMARC format (the button and Show), compare it with other records (the button and Compare), or copy fields from it that you need in another record (the button and Select fields to paste to clipboard). You can also delete METADAT records (the button).

If you click the button, the record is downloaded from the METADAT database, whereby the acronym on the workspace changes from METADAT to the acronym of the local database, and the METADAT-ID is replaced with the ID of a new record <-n>.

9.3 Record editor

The buttons above the record editor function identically for METADAT records as they do for records from other databases, with the exception of the button for changing the mask. By default, records from the METADAT database are loaded in the editor in the mask N - non-book materials, except for records for textual material (001b = “a” or 001b = “b”), which are loaded in the mask M. If you click the button, you can change the input mask to any other mask, not just to mask M.

When you update and save the record, it is entered to the local database and COBIB, and is no longer visible in METADAT.

9.4 Record display

You can use the record display to view the METADAT record from the workspace or a record that was downloaded from the METADAT database and is in the editor. Downloaded records have the METADAT-ID entered in subfield 000w in the system field.

10 Search results formats

You can define different formats in which to display search results in the search window. If you click the button, the Editing hit list formats window will open with a list of formats that were previously defined. In the beginning, the list is empty.

10.1 Adding and changing search results formats

You can update the list of search results formats by adding a new format or by editing an already defined format.

Start from the Editing hit list formats window.

1. To add a new search results format, click the Add button; to change an already defined format that you selected on the list, click the Edit button. The Hit list format window will open.

   

2. Under “Name”, enter or change the format name.

3. Define the format attributes.
   If you want to add an attribute to the search results format attributes, select it in the “Attributes” list and click the Add button.
   If you want to remove an attribute from the search results format attributes, select it in the “Attributes” list and click the Remove button.

4. If necessary, sort the search results format attributes. To move an attribute up or down, select it and click the Up or Down button.

   Tip

   If you want to define additional attributes or change or delete the additionally defined attributes, click the User attributes button.

5. Click the OK button.

The lists of predefined attributes with the corresponding fields and subfields from which data can be displayed in search results formats in bibliographic databases, authority databases and the CORES database are described in the Search results format attributes chapter.

10.2 Deleting search results formats

You can delete search results formats in the Editing hit list formats window.

1. Select the format from the “Hit list formats” list. The selected line in the list will become highlighted.
2. Click the Delete button. You will need to confirm format deletion.
3. Click the Yes button and then the Close button.

10.3 Search results formats and user-defined attributes

In addition to predefined attributes, you can also define your own attributes for search results formats by clicking the User attributes button in the Hit list formats window. The User attributes window will open.

10.3.1 Adding and changing user-defined attributes

Start from the User attributes window. In the beginning, the list is empty. For the previously defined attributes, the following data is displayed:

• under “Name” – name of the user-defined attribute
• under “Format data” – fields and subfields of each attribute

1. To add a new user attribute, click the Add button, to change a predefined user attribute that you selected in the list, click the Edit button.
   The Hit list format attribute window will open.

   

   The “List of fields” contains fields that were already added to the attribute. In the beginning, the list is empty. It is not possible to enter data directly into the list. The list can be updated. If you select a row in the list, the data is transferred to the entry fields under “Field”, “Separator”, “Subfields” and “Order of subfields defined”.
   Under “Format data” the whole format defined by the user is displayed. In the beginning, the field is empty.
   

2. Under “Name”, enter or change the attribute name.
   

3. Under “Field”, enter the field number.

4. Under “Separator”, enter what you want to add before the field in the display. You can enter one or more characters. The default separator is the " / " character. See also the Rules for displaying user-defined attributes chapter.
   

5. Next to the Subfields button is the list of predefined subfields. In the beginning, the field is empty. Click the Subfields button.
   The Field ??? window will open. The “???” characters represent the numbers of the field included in the format.

   

   The “List of subfields” includes subfields that you already added to the field. In the beginning the list is empty. It is not possible to add data directly into the list. The list can be updated. If you select a row in the list, the data is transferred to input fields under “Subfield”, “Separator” and “Codes”.

6. Under “Subfield”, enter the subfield designation.
   

7. Under “Separator”, enter what you want to add before the subfield in the display. You can enter one or more characters. The default separator is the " ; " character. See also the Rules for displaying user-defined attributes chapter.

8. The drop-down list under “Codes” is used only for coded subfields. Use it to select how to display a coded subfield.
   

9. Once you add all the subfields for the format to the list, click the OK button.
   You will return to the Hit list format attribute window.

10. If you want the subfields to be displayed in the same order as they were defined for the attribute, tick the checkbox under “Order of subfields defined”.
    

11. Once you add all the fields to be displayed, click the OK button.
    You will return to the User attributes window.

12. To exit the window, click the Exit button.

10.3.1.1 Editing lists of fields and subfields

This procedure describes how to add, change or delete rows under “List of fields” in the Hit list format attribute window and rows under “List of subfields” in the Fields ??? window.

1. To add a field (subfield) to the list, click the Add button. The data under “Field”, “Separator”, “Subfields” and “Order of subfields defined” (“Subfields”, “Separator” and “Codes”) is added to the bottom of the list.
   
2. To change a field (subfield) in the list, select the field (subfield) first, and then click the Change button.
3. If necessary, edit the order of fields (subfields) in the list. To move a field (subfield) up or down a row, select it and click the Up or Down button.
4. To delete a field (subfield) in the list, select the field (subfield) first, and then click the Remove button.

10.3.1.2 Rules for displaying user-defined attributes

To the “List of fields” in the Hit list format attribute window, the data is transferred from the input fields under “Field”, “Separator”, “Subfields” and the data from the “Order of subfields defined” checkbox. Each row has the following form:

• Separator + “<@” + Field + “>” + Subfields
  The “@” character means that you ticked the checkbox under “Order of subfields defined”. If the checkbox has not been ticked, the “@” character before the field designation will not be displayed.

Under “Subfields”, all elements from the list of subfields from the Field ??? window are displayed in one row. The individual element comprises data that is transferred from the input fields under “Subfield”, “Separator” and “Codes”.

The form of every row depends on the values selected in the drop-down list under “Codes”:

• Separator + “<” + Subfield + “>” if the selected value is code
• Separator + “<&” + Subfield + “>” if the selected value is code meaning
• Separator + “<%” + Subfield + “>” if the selected value is code and code meaning

The following rules apply when displaying data:

• The defined separators are always displayed in front of the field or subfield.
• If the defined separator is brackets, the closing bracket is added automatically after the field or subfield (this is true for round, square and curly brackets).
• Before the first field in the display, there is no separator regardless of the separator you entered for the field. The separator you specified for the field will only be displayed for field repetitions.
• Before the first subfield in the field, there is no separator regardless of the separator you entered for the subfield. The separator you specified for the subfield will only be displayed for subfield repetitions.
• If the “Order of subfields defined” checkbox is ticked, the order of subfields is taken into account, as we defined it in the attribute; otherwise subfields are displayed in the same order as in the record.
• The drop-down list under “Codes” influences the display of coded data. The possible values are:
  • code – the subfield content is displayed
  • code meaning – the value from the code list is displayed
  • code and code meaning – the subfield content is displayed, followed by a dash and the value from the code list

10.3.2 Deleting user-defined attributes

User-defined attributes can be deleted in the User attributes window.

1. In the list of user-defined attributes, click the attribute to select it. The attribute will become highlighted.
2. Click the Remove button. The attribute is removed from the list.

10.4 Search results format attributes

This chapter contains a list of attributes with corresponding fields and subfields, from which data is displayed in the search results formats in bibliographic databases, authority databases and the CORES database.

10.4.1 Bibliographic databases

10.4.2 CONOR authority database

10.4.3 SGC authority database

10.4.4 CORES

11 Synchronization of bibliographic records with authority records

Fields for subject headings from the 60X block and fields for personal names and names of corporate bodies from the 7XX block can be linked with authority records.

11.1 CONOR

When you enter an authority record ID (subfield 3 in the field for an author in a bibliographic record), the following data from the authority record is added to the record:

• in the field for the author, the authorized access point from the authority record is transferred
• in the fields for variant forms of the names of authors, the variant access points from the authority record are transferred
• in the fields for related entities, the related access points from the authority record are transferred

Every time the bibliographic record is saved, this data is automatically synchronized with the current state in the CONOR database.

Batch update of bibliographic records in the COBIB database is automatically performed overnight.

Similar software performs the synchronization of bibliographic and authority records in local databases as well. How often this is done depends on the agreement with individual libraries.

The software for synchronization of bibliographic and authority records first looks for all authority records that:

• were changed between the last synchronization date and the current date

and

• in subfield 100b – Status of authorized access point code contain the code “a” – established (i.e. verified access point) or in subfield 001a – Record status contain the code “d” – deleted record.

The software then looks for all bibliographic records that contain IDs of changed authority records in subfield 3. In these bibliographic records, all fields that contain subfield 3 are synchronized with the appropriate authority records.

The following procedure is performed:

• In linked fields for authors, the data that is transferred from authority records is updated.
• Data from fields for variant forms and related entities is also updated.
• It is checked if any of the linked authority records is marked for deletion (001a = “d”, replacement record ID in subfield 001x). If so, the ID in subfield 3 is also updated and the replacement record ID is entered. The former content of subfield 3 is transferred to subfield 9.
• ID is also updated if the linked authority record contains field 990 with subfield b that contains the ID of the updated bibliographic record. In this case, the ID from subfield 990n is entered to subfield 3. Previous content of subfield 3 is transferred to subfield 9.

All mentioned updates except the relinking in cases of deleted authority records are performed only if the authorized access point in the authority record is established (100b = “a”).

11.2 SGC

When you enter an ID of a SGC authority record in subfield 60X3, the authorized access point from the SGC authority record is entered to the subject heading field.

It is also possible to search by variant access points from the SGC authority record, even though they are not transferred to the bibliographic record.

Every time the bibliographic record is saved, the data is automatically synchronized with the current state in the SGC authority base.

Batch update of bibliographic records in the COBIB database is automatically performed overnight.

Similar software performs the synchronization of bibliographic and authority records in local databases as well. How often this is done depends on the agreement with individual libraries.

The software for synchronization of bibliographic and authority records first looks for all verified authority records that were changed or verified between the last synchronization date and the current date.

The software then looks for all bibliographic records that contain IDs of changed authority records in subfield 3. In these bibliographic records, all fields that contain subfield 3 are synchronized with the appropriate authority records.

The following procedure is performed:

• In linked subject heading fields, the data that is transferred from authority records is updated.
• It is checked if any of the linked authority records is marked for deletion (001a = “d”, replacement record ID in subfield 001x). If so, the ID in subfield 3 is also updated and the replacement record ID is entered. Previous content of subfield 3 is transferred to subfield 9.

12 Tips for working in COBISS Cat

Functionality	Tips
Font size settings in the browser	The font size is managed with the Zoom option in the web browser.
Hide the workspace	You can hide the workspace and show it again by clicking the button.
Link with COBISS Lib	If you click the Login to COBISS Lib link, you will automatically be logged in to the COBISS Lib application, where you can continue with procedures dealing with holdings, reports… A record that you saved to the local database can be found in the History window (the button).
Using the spell checker	If you want to check the spelling in input fields, you must enable the spell checker in the web browser.
Exporting records	Files are created when you export records to different formats. If you want to select the location and define the file name when downloading files, you must first activate these options in the web browser.
Open a record in a new browser window	If you pull a record that is opened in a new browser tab out of the browser window, it is opened in a new window.
Move field/subfield	Place the mouse pointer on the field/subfield you want to move and use the left mouse button to drag it to a new location.
Entering Unicode characters	When entering Unicode characters, you can use different character maps (e.g., Character Map, BabelMap, Unicodia, COBISS character map) and on-screen keyboards.
Access clipboard history	Use the <Windows> + <V> keys to open the clipboard history, where you can choose between the last 25 copied or cut texts/elements and paste them to input fields in the COBISS Cat application.