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CJK Record Edit
Revised: June 2003
Beginning in January 2003, records containing CJK vernacular fields will be able to be edited in the Maintenance system in GLADIS. Prior to this, any record designated as CJK was blocked from the bibliographic edit function. The primary reason for this was to keep the vernacular and the corresponding romanized fields in synch, e.g. the "$6880-01" in a 245 romanized field, and the "$6245-01" in the corresponding 880 vernacular field. The programming is now in place to allow edits to all eligible fields in a CJK record, while preventing inadvertent deletion or modification of any crucial $6 linking information.
The following questions and answers cover which records, fields, subfields are able to be modified in CJK records, and which are not, as well as explaining how the programming in the maintenance system will work to ensure that the $6880 links remain intact.
Q: What CJK records can be edited?
A: Any Chinese, Japanese, or Korean record may now be edited, with the exception of the small group of Chinese-language records that are being sent to OCLC for Pinyin conversion.
Q: How are CJK records with vernacular text identified in GLADIS?
A: Records that contain CJK vernacular text will be labeled with "CJK" in the upper right hand corner of both the Brief and MARC record displays in GLADIS maintenance. If a Chinese-language record has been sent to OCLC for Pinyin conversion, it will show "EXT" (for "extracted record") instead of the "CJK" label.
Q: What happens if a keyer attempts to edit a Chinese language record which has been "extracted" and sent to OCLC for Pinyin conversion?
A: If a keyer keys "E" to edit an extracted record, a blank
edit screen will appear, with the message at the bottom:
"---> NO EDIT OF EXTRACTED CHINESE RECORD"
The keyer may then press F4 to return to the Search Screen.
Reason for blocking the edit function: when an unconverted record has been extracted from GLADIS and sent off to OCLC for Pinyin conversion, we will be overlaying the existing record in GLADIS with the converted record that is returned. If edits are allowed to the record in the interim, they will be lost.
Q: What fields will appear on the edit screen for a CJK record with vernacular text?
A: All fields will display on the edit screen for CJK records with vernacular text. The contents of the 880 fields will not display, however - only the 880 tag, the indicators, and the $6nnn-nn linking information (e.g. $6245-03) will appear.
Q: What fields may be edited in a CJK record with vernacular text?
A: The text of any non-vernacular field eligible for bib edit may be edited in a CJK record containing vernacular text. The 880 fields may not be edited. The program will lock keyers out of all portions of the 880 field; this includes the tag, the indicators, and the text of the field itself.
Q: What happens if a keyer accidentally deletes the $6880-nn portion of a romanized field which links to an 880 vernacular field?
A: The program will restore the $6880-nn automatically, without any notification to the keyer. It will re-display on the edit screen when the update is successful. Any other changes to the field (as long as they are permitted) will go through as usual.
Q: What happens if a keyer accidentally edits the $6880-nn portion of a romanized field which links to an 880 vernacular field?
A: As above, the program will restore the contents of the original $6880-nn automatically, without any notification to the keyer. It will re-display on the edit screen when the update is successful. Any other changes to the field (as long as they are permitted) will go through as usual.
Q: What happens if a keyer accidentally adds a $6880-nn to any field?
A: A warning will be issued to the keyer at the bottom of the edit screen:
"---> WARNING: $6880- ADDITION FAILED -- RECORD CONTINUES ON NEXT
SCREEN"
The invalid $6880-nn will be disregarded by the program, and any other changes to the field (as long as they are permitted) will go through as usual.
Q: Can a keyer accidentally delete a field that contains a $6880-nn link?
A: No, fields which contain a $6880-nn link are not allowed to be deleted. If a keyer accidentally deletes one of these fields, the field will be automatically restored by the edit program, and the following warning will be displayed at the bottom of the edit screen:
---> ** UPDATE FAILED; 987 OR FLD W/$6880- CAN'T BE DELETED **
Q: Can a keyer accidentally change the tag of a field that contains a $6880-nn link?
A: No, the keyer's cursor will be locked out of the tag (e.g. "245") portion of the field. This will ensure that the corresponding 880 vernacular field remains linked properly to the romanized field, since the tag is present in the $6 of the 880 field.
Q: Can the 066 field be edited in or deleted from a CJK record?
A: No, the 066 field carries the information that indicates that the alternate character set in the record is CJK. This field is necessary to identify the record as a CJK record in GLADIS, so it may not be altered or removed in bibliographic edit. The keyer's cursor will be locked out of the tag, indicators, and the text.
Q: Are there special editing rules for the 987 field?
A: Yes, the 987 field carries the information regarding the Pinyin conversion status for Chinese language records. Keyers may edit this field, as needed, to update the information regarding the conversion status. 987 fields may not be deleted at the present time, so that this information is not accidentally lost. If a 987 field is deleted, the program will restore the 987 and return a notification to the keyer, at the bottom of the edit screen:
---> ** UPDATE FAILED; 987 OR FLD W/$6880- CAN'T BE DELETED **
987 fields may not be added to existing records. A 987 field may only be added in GLADIS at the point that a record is being keyed for the first time; this is a special situation, mainly for a small group of Chinese language materials obtained through gifts/exchange/barter.
Q: Can the text of any heading fields be edited in CJK records?
A: No. Just as in non CJK records, the text of a heading must be edited using headings edit, not bibliographic edit. The reason for this is that the text of a heading is not carried in bibliographic records, but in the heading record. This applies to both headings with and without CJK vernacular text in CJK records and headings in non CJK records.
Q: Can the tag and/or indicators of any heading fields be edited in CJK records?
A: The answer depends on whether the heading has associated CJK vernacular in the bibliographic record being edited:
Q: Can any heading field be duplicated and deleted in a CJK record?
A: The answer depends on whether the heading has associated CJK vernacular in the bibliographic record being edited:
Q: Can a keyer alter the romanized portion of a heading with parallel CJK vernacular text?
A: Yes the keyer can edit this text in headings edit. To do so the keyer must have headings edit authorization. The CJK vernacular text is carried in every CJK bibliographic record that is linked to this heading, not in the heading record in the headings file. The keyer must keep in mind that if a heading with parallel CJK vernacular text needs a substantial change, this change must be made in the bibliographic record using RLIN or OCLC. A substantial change is one that alters the meaning of the heading such that the CJK vernacular text must be changed to reflect the change in meaning.
Q: Are there any circumstances under which a heading cannot be successfully edited in headings edit?
A: Yes. This happens only when the heading being edited is not a full authority record, i.e., the only field in the heading record is a 1XX field. If the edit of this heading results in the text matching a 1XX or 4XX field in an existing Gladis authority record, the edit will not be allowed to complete. You will see the following message at the bottom of your edit screen:
---> THIS SHORT HDG MATCHES FULL REC AR#: 20336203 <-----------------------
Q: Is there a way to change a heading that matches a full authority record then?
A: Yes, the keyer must use the heading merge function to merge the invalid short heading into the valid full authority record. Again, the keyer must have heading edit authorization to merge headings.
For further questions about this document, contact Eileen Pinto (epinto).