📚 Cataloguing

📖 EasyCAT

The primary cataloguing screen for creating, editing and managing bibliographic records (BRNs) and their physical stock items.

ℹ️ Overview

EasyCAT is the main cataloguing tool in Papyrus Cloud. It brings together every piece of information about a library item — bibliographic description, physical copies, subjects, notes, attached files, and circulation history — in a single tabbed screen.

Each catalogue record is called a BRN (Bibliographic Reference Number). A BRN describes a title and can have any number of physical stock items linked to it, each identified by its own accession number and barcode. EasyCAT lets you manage both the bibliographic record and all its copies from one place.

ℹ️
BRN vs Stock item A BRN holds the descriptive information about a title — it is shared by all copies. A stock item represents one physical copy with its own accession number, barcode, shelf location and status. My Papyrus Cloud Library currently holds 529 BRNs and 2,878 stock items.

The screen is divided into a search / toolbar bar at the top and a tabbed detail area below. The seven tabs are:

📖 Cataloguing Basic
📋 Advanced
🔍 Subjects & Notes
📦 Stock Details
📎 Attachments
🔄 Circulation
ℹ️ Information

🔍 Finding a BRN

Use the search bar at the top of the screen to locate an existing catalogue record.

Method How to use
BRN / Acc No / Barcode Type or scan a BRN number, accession number, or barcode into the search field (highlighted pink when a record is loaded). Press Enter or wait a moment — the system will load the matching record automatically.
Title search Type a partial title into the same field. An auto-complete drop-down shows matching titles. Select a result to load that BRN.
OPAC button Click OPAC to open the public catalogue search in a separate window. Selecting a title there loads it into EasyCAT.
Navigation arrows Use << < > >> to step through BRNs sequentially — first, previous, next, and last.
Master BRN button When a subordinate BRN is loaded, a button labelled with the master BRN number appears in the toolbar. Click it to jump to the parent record.
💡
If you have a barcode scanner, place the cursor in the search field and scan the item's spine label. EasyCAT loads the record immediately — no keyboard entry required.

➕ Adding a New BRN

Click Add to open the Add a new Bibliographic Item dialog. Fill in the fields below and click the dialog's Add button to create the record.

Field Description
Title Required. The title of the book or item. As you type, the system suggests existing titles so you can check whether a BRN already exists before creating a duplicate.
ISBN (optional) Scan or type the ISBN, then click Search. Papyrus Cloud will attempt to auto-populate the bibliographic fields from an online catalogue. This lookup is not always available for every title.
Publication Type Select the type that applies to this item (e.g. Fiction, Non Fiction, Textbooks). This controls which circulation rules and OPAC categories apply.
Accession Number The identifier for the first physical copy. Enter your own, or leave blank — you can generate one automatically from the Stock Details tab after saving.
Barcode The barcode for the first copy. Leave blank if it should match the accession number (controlled by your Global Parameters).
Shelf The shelf location or call number for this copy (e.g. ROW, 382.45 ROW).
ℹ️
Copy and Sub buttons — rather than creating a record from scratch, use Copy to duplicate the current BRN as a new independent record, or Sub to create a child record linked to the current BRN as its master. Both ask for confirmation before proceeding.

🛠️ Toolbar Buttons

Button Action
Add Opens the Add a new Bibliographic Item dialog to create a new BRN.
Save Saves all changes to the current BRN's bibliographic fields. The label changes to Saving… while processing. Always click Save before navigating away.
Delete Permanently deletes the current BRN and all associated stock items after confirmation. A BRN with outstanding loans cannot be deleted.
Clear Clears the screen without saving. Use when you have loaded the wrong record and want to search again.
Copy Creates an independent duplicate of the current BRN as a new standalone record. Use for a new edition or a different format that warrants its own catalogue entry.
Sub Creates a subordinate (child) copy of the current BRN linked to it as master. Use for volume sets where items share a parent record.
OPAC Opens the OPAC search to locate a BRN using the public catalogue interface. The selected title loads into EasyCAT.
<< < > >> Navigate to the first, previous, next, or last BRN in the database sequence.

📄 Header Area

Once a BRN is loaded, the area beneath the toolbar shows a summary of the record.

Element Description
Title (ISBD) The full ISBD-formatted bibliographic citation assembled automatically from the cataloguing fields. This is read-only — it is generated by the system. Example: Harry Potter and the Deathly Hallows (Book 7), Rowling, J.K.. – London : Pottermore, 2015-01-10. – 759 pages. – 9780545010221
Type The publication type assigned to this BRN. You can change it using the drop-down. If set to Textbooks, an Edit Textbook button appears to access textbook-specific fields.
Book Cover A thumbnail image of the book cover in the grey drop zone (top-right corner). Click to enlarge. See Book Cover Images for how to add or update covers.

📖 Cataloguing Basic Tab

The first and most-used tab contains the core descriptive fields for the bibliographic record. These fields are searched by the OPAC and printed on reports.

Field Description
ISBN The International Standard Book Number (13 or 10 digits). Scan or type, then click Search to attempt an online auto-fill of remaining fields. The ISBN appears in the ISBD citation and is used to retrieve cover images.
Title The main title as it appears on the title page. Include volume or part designation in parentheses if needed, e.g. Harry Potter and the Deathly Hallows (Book 7).
Sub Title A subtitle or other title information following a colon on the title page. Leave blank if there is no subtitle.
First Author The primary author in Surname, First Names format (e.g. Rowling, J.K.). Auto-complete suggests matching authors already in the system — always select an existing suggestion to maintain consistent authority control.
Second Author A second author, illustrator, translator, or other contributor. Enter in Surname, First Names format.
All Other Authors Additional contributors beyond the first two, each in Surname, First Names format, separated by semicolons.
Authors as on Title Page The authorship statement exactly as it appears on the physical item's title page. If left blank, the system automatically uses the First Author field. This is the text shown in the ISBD citation.
💡
Author format matters for sorting. Always enter names as Surname, First Names so the OPAC and reports sort correctly. For corporate bodies or single-name creators, enter the name as it should sort (e.g. UNESCO, BBC).

📋 Advanced Tab

The Advanced tab contains publication details, physical description, and series data. These fields complete the ISBD description and are particularly important for journals, series, and multi-volume works.

Field Description
Publisher The publisher's name. Auto-complete matches existing publishers — select from suggestions to maintain consistency. Example: Pottermore.
Date The publication date. Enter as YYYY-MM-DD or year only (e.g. 2015). Appears in the ISBD citation.
Place City or place of publication (e.g. London). Appears in the ISBD citation.
Pages The extent of the item as you would cite it (e.g. 759 pages, 3 volumes, 1 DVD).
Other Physical Details Illustrations, colour, maps, or other physical characteristics (e.g. ill., col. maps). Optional.
Accompanying Material Items issued with the main item (e.g. + 1 CD-ROM, + answer key). Leave blank if none.
Language of Text The primary language of the content (e.g. English, Afrikaans).
Frequency For serials and journals: how often the item is published (e.g. Monthly, Quarterly). Leave blank for books.
ISSN The International Standard Serial Number for journals and serials. Leave blank for books.
Media Term Code A code describing the media type for non-book materials (e.g. DVD, CD).
Series The series name (e.g. Harry Potter, Oxford Reading Tree). Auto-complete is available. Used for grouping titles in OPAC series searches.
Volume No The volume number within a series or multi-volume set (e.g. 7, Vol. 3).
Edition The edition statement if stated on the item (e.g. 2nd edition, Revised edition).
Editor The editor's name for an edited collection or anthology. Enter in Surname, First Names format.
URL or Hyperlink A URL linking to an associated online resource — a publisher website, e-book access point, or supporting site. The OPAC can display this as a clickable link.

🔍 Subjects & Notes Tab

This tab holds subject headings, the descriptive notes summary, and the Dewey classification number. Good subject entries are essential for OPAC keyword searching.

Field Description
Subjects 1–6 Up to six subject headings per BRN. Auto-complete suggests existing subjects from the authority file — always select an existing suggestion where possible to maintain consistent terminology. These fields are the primary keywords searched when members use the OPAC. Example: Juvenile Fiction, Wizards, Magic.
Notes A free-text description or summary displayed in the OPAC to help members decide whether to borrow the item. Can include a plot synopsis, reading level, or cataloguer's note. Concise summaries of two to four sentences are most useful.
Dewey Class Number The Dewey Decimal Classification number (e.g. 823.914). Auto-complete suggests existing Dewey numbers from the catalogue. Used for shelf arrangement and OPAC browsing. Leave blank for fiction if your library uses author-based shelving.
💡
Consistent subjects improve discovery. Selecting from existing subject suggestions rather than typing new terms ensures all books on the same topic share the same heading and appear together in OPAC search results.

📦 Stock Details Tab

The Stock Details tab manages the physical copies (stock items) linked to this BRN. Each BRN can have an unlimited number of stock items. The tab has two sections: a form for adding or editing a stock item, and a grid listing all current stock.

Adding and Editing Stock Items

Field / Button Description
Accession No The unique identifier for this physical copy. Type your own or click Next to auto-generate the next number in sequence (configured in Global Parameters). Example: 2025/00001034.
Barcode The barcode on the physical label attached to the item. Must be unique library-wide. Scan or type. If Accession Number is Barcode is enabled in Global Parameters, this is populated automatically.
Shelf The shelf location or call number where this copy is shelved (e.g. ROW, 382.45 ROW). Printed on spine labels and shown in the OPAC. Click Spine Label to print a label for this copy.
Price The replacement cost of this copy, used when calculating lost-item charges. Enter in decimal format (e.g. 200.00). Defaults to zero if left blank.
Collection An optional grouping label (e.g. STAFF, REF, DVD). Used for filtering and reporting. Not required for standard circulation copies.
Location The physical location in the organisation where this copy is kept (e.g. SPORT, SCIENCE, CT). Locations are defined under Parameters → Locations.
Stock Status The current status of this copy. See the Stock Status values table below.
Volume No The volume number for this specific copy if it is part of a multi-volume set (separate from the BRN-level volume number on the Advanced tab).
Next Generates the next accession number and pre-fills the field. Does not save until you click Add.
Add Saves the new stock item and adds it to the grid below. This button is enabled only after clicking Next.
Update Saves changes to an existing stock item selected from the grid.
Delete Permanently removes the selected stock item after confirmation. A copy currently on loan cannot be deleted.
Spine Label Opens the label printing screen for the currently selected stock item.

Stock Status Values

Status Meaning
Normal Available for standard lending.
Reference In-library use only — cannot be borrowed.
Media room Stored in the media room — specialist access only.
Removed Withdrawn from the collection.
Binding Sent for binding repair — temporarily unavailable.
Lost Reported missing. Replacement charges may apply.
Store rooms In storage — not on the open shelf.
OVERNIGHT Short-loan: overnight borrowing only.
3 DAY LOAN Short-loan: three-day borrowing period.
Issue Skipped/Missing A journal issue that was not received.
Not covered Uncovered copy — pending processing.
Text Book Designated as a textbook subject to textbook rules.
Water Damage – Slight Minor water damage — still usable.
Water Damage – Bad Severe water damage — consider withdrawing.

Current Stock Grid

The grid at the bottom of the tab lists every physical copy linked to this BRN, showing Accession Number, Barcode, Shelf, Collection, Location, Price, Volume, Stock Take Date, and Status. Click Select next to any row to load that copy's details into the editing form above, then modify fields and click Update to save.

⚠️
Always click Update after editing a stock item. Switching tabs or selecting a different row without clicking Update will discard your changes silently.

📎 Attachments Tab

Upload and associate files with a BRN — for example a PDF teacher's guide, a reading activity sheet, or a digital review. Files up to 8 MB are supported.

Field / Button Description
Description A short label for the uploaded file (up to 100 characters), e.g. Teacher's Guide or Activity Sheet. This description appears in the attachments list for this BRN.
Choose file Browse for a file on your computer. Most common file formats are accepted including PDF, Word documents, and images.
Upload (8mb limit) Uploads the selected file and attaches it to this BRN. The file appears in the attachments grid once uploaded successfully. Files over 8 MB will be rejected.

🔄 Circulation Tab

The Circulation tab shows the full borrowing history for this BRN across all its physical copies — including current loans and past transactions.

Click Click to get BRN Circulation History to load the transaction list. It is not loaded automatically, keeping the screen fast when browsing many records.

ℹ️
The circulation history shows who borrowed each copy, the issue date, and the return date. Use this tab to investigate overdue items or to confirm whether a specific member has previously borrowed a title.

ℹ️ Information Tab

The Information tab shows read-only audit data about this BRN.

Field Description
Date Catalogued The date and time this BRN was first created in the system.
Created by The username of the staff member who originally created this BRN.
Date Last Updated The date and time this BRN was most recently saved.
Last User The username of the last staff member to modify this BRN.
BRN Statistics Click Get BRN Stock Statistics to load a borrowing summary for this title — useful for weeding decisions and collection analysis.

🖼️ Book Cover Images

A cover image is shown as a thumbnail in the grey drop zone at the top-right of the screen. There are two ways to add or update it.

Drag and Drop

Drag an image file (JPG, JPEG, PNG, GIF, or TIF — up to 12 MB) from your computer directly onto the grey zone. The zone turns yellow when you hover over it, confirming it is ready to receive the file. The image is uploaded and saved automatically when you drop it. Once uploaded, click Save to commit the change to the BRN record.

File Upload via Lightbox

Click the book cover thumbnail to open an enlarged lightbox view. Within the lightbox you can upload a replacement image. Click Ok to close the lightbox.

💡
ISBN-linked covers — if a valid ISBN is entered and an online source has the cover, Papyrus Cloud may automatically retrieve an image when the BRN is saved. Check the cover thumbnail after saving a new ISBN-based record.

🔁 Typical Cataloguing Workflow

The recommended sequence for cataloguing a new book from scratch in EasyCAT:

  1. Click Add. The Add a new Bibliographic Item dialog opens.
  2. If the book has an ISBN, enter it and click Search in the dialog. If Papyrus finds an online match, fields are pre-filled automatically. Otherwise enter the title manually.
  3. Select the correct Publication Type and enter an Accession Number if you have one ready.
  4. Click the dialog's Add button. The BRN is created and loaded into EasyCAT.
  5. Review and complete the Cataloguing Basic tab — correct the title, authors, and ISBN if the auto-fill was imperfect.
  6. Switch to the Advanced tab. Add Publisher, Date, Place, and Pages.
  7. Switch to the Subjects & Notes tab. Add at least two or three subject headings using the auto-complete, and write a brief Notes summary.
  8. Click Save to save the bibliographic record.
  9. Switch to the Stock Details tab. Click Next to generate an accession number, set the Shelf, Location, and Status, then click Add to create the first physical copy. Repeat for each additional copy.
  10. If a cover image is available, drag it onto the grey drop zone or upload it via the thumbnail.
  11. Click Save once more to ensure all changes are stored.
💡
Adding multiple copies of the same title? After step 9, simply click Next again and then Add for each additional copy. All copies link to the same BRN automatically.