Creating OLRs

Please also read sections 1 to 7 of the Cat Kit on OLRs.

Creating OLRs
Templates and fields
Titles and skip in filing
Entering diacritics

1. Searching for the item on OLIS

Always search for an item by title. Even if you have the ISBN you must search by title first; if you don’t find the item, try other searches (ISBN and author). Please bear in mind that titles as quoted by booksellers are not totally reliable; in a clear case of conflict, believe OLIS — but you may prefer to ask.

When searching by title, omit initial articles (unless the article is part of a name — for instance, Los Angeles). If you don’t find the title, you should search again with the initial article in case the "skip–in–filing" (see part 2) has been set incorrectly. (If you find a title with the skip–in–filing set incorrectly please tell a cataloguer.) Watch out for pronouns or instances of the number "1", which can look like articles — knowledge of the language concerned is helpful here, clearly. Also be careful of titles beginning with the French word "des" — this may be a form of plural article, or may simply mean "of the" (usually with older material).

Also note the instructions about punctuation — for instance, commas, semi–colons, quotation marks, etc. can be omitted from your search; but hyphens affect the searching order — e.g. search for both "on–line" and "online". See the Cat Kit for further details.

Leave out diacritics.

If you find the item on OLIS make a note of the LCN number on the slip. The record on OLIS must be exactly right for the item in hand (same publisher, date of publication, ISBN, edition). You may have found someone else’s OLR, with apparently inadequate detail — in which case, please ask, because significant numbers of both duplicated records and erroneous orders can arise from these. Be aware that different editions, whether 2nd, 3rd etc., or a new edition published by a different publisher, or by the same publisher but in a new series, will require separate bibliographical records. Editions can be difficult to interpret with modern languages material ("edition" often means "reprint", and reprints don’t require separate bibliographical records) — if you are uncertain, please ask.

If the item in hand is a multi–volume work, please consult a cataloguer.

If you don’t find the item, create an OLR.

2. Creating an OLR

The OLR template looks like this:

020 ## ‡a
020 ## ‡a
245 0? ‡a:‡b/‡c
250 ## ‡a
260 ## ‡a:‡b,‡c
300 ## ‡av.

020 is for the ISBN. Always leave out spaces and hyphens, e.g. 0–7515–1038–6 should be entered as:

If you don’t have the ISBN leave this field blank.

245 is for the title. The title must be entered (‡a). The statement of responsibility in ‡c (author or editor) is not mandatory, but please include it. (See "Titles" below for details and examples.)

250 is for the edition statement, e.g.

‡a2nd ed.

If no edition statement applies, leave this field blank (Note: don’t enter an edition statement for a first edition.)

260 is for the place of publication, publisher, and date of publication, e.g.

‡aParis :‡bGallimard,‡c2003.

Note the space between Paris and the colon. There is no space before subfield ‡c. Enter a full–stop after the date. (See the schematic at the end of this document.) You must enter the date of publication (‡c). Place (‡a) and publisher (‡b) are not mandatory, but please include this information if you have it. If you don’t know the date of publication, enter the previous year in square brackets with a question mark —


300 is for the physical description. It need only be included if the item is a multi–volume work, e.g.

‡a2 v.


When adding a title (245 field), set the "skip–in–filing" by changing the ? (second indicator of the 245) to either 0 (meaning that no skip–in–filing is necessary), or to the correct number if the title begins with an article. If the title begins with La change the ? to 3; if it begins with Les change the ? to 4 (you always include the space after the article). If the title begins with L" change the ? to 2. The skip–in–filing ignores quotation marks and Spanish inverted question marks and exclamation marks, so don't count them in.


Le rouge et le noir change the ? to 3
L'école dans la littérature change the ? to 2
Une maison française change the ? to 4
La casa de Bernarda Alba change the ? to 3
Il segreto di Pirandello change the ? to 3
L'amica delle mogli change the ? to 2
Die Blechtrommel change the ? to 4
Los de abajo change the ? to 0 ("Los" is a pronoun here)
Una de tantas change the ? to 0 ("Una" means "1" here)
Des jeunes filles exemplaires "Des" is an article here (the so–called "partitive article")
Des anévrysmes et de leur traitement here "des" definitely means "of the" or "concerning"
If you are unsure whether the initial word should be skipped please ask a cataloguer.

If the title has a subtitle, enter it in ‡b. Before the ‡b there should be a space and a colon (the colon is already there in the template), e.g.

245 00 ‡aFrench poetry today :‡ba study /‡cJean Dubois.

245 03 ‡aLe rouge et le noir :‡bchronique du XIXe siècle /‡cStendhal.

Note that, in the above example, the skip–in–filing indicator has been correctly set to 3. Note the full–stop after the author’s name.

If there isn’t a subtitle, delete the colon and subfield ‡b, but remember to add a space before /‡c, e.g.

245 04 ‡aUne maison française /‡cJean Dubois.

Note that, with German titles, the first letter of nouns are capitalised, e.g.:

245 00 ‡aDenkzettel :‡bpolitische Reden und Aufsätze /‡cGünter Grass.

Include diacritics (exception: the German ß should be entered as ss). To add a diacritic call up the table by pressing F12.

E.g., to select é

Press F12

Click to mark the radio button to the left of Shift–Ctrl

click the accent

then Normal

then the letter e.

You can set up a Macro (a keystroke) for each accent:

Click Tools

then Macros, then Start Recording

press F12 and select the accent

then click Tools, Macros, End Recording

select a Name (e.g. e acute) for the macro and a Key from the drop–down list (e.g. Ctrl+e)

click OK

The next time you need to add é simply hold down Ctrl and press e.

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