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Library > Evergreen Indiana > Member Resources > Print Tutorials > Evergreen Indiana - Weekly Cataloging Tips Evergreen Indiana - Weekly Cataloging Tips

Cataloging Tip of the Week from the Evergreen Cataloging Committee

To better utilize our ListServ, the Evergreen Indiana Cataloging Committee will be posting weekly Cataloging Tips every Friday. Ideas for these tips will come from questions Committee members have been asked, committee meeting discussions, cataloging training, and updates in our manuals.

If you have questions about cataloging in Evergreen, you can always post it to the ListServ 
evergreen_indiana-catalog@lists.in.gov or email individual Committee members.
If you have an idea for a tip, send it to
cataloging@mjcpl.

Tip 182, 5-31-2013

Adding an Awards Note (field 586)

Use an Awards Note (field 586) to add information about awards associated with the resource you are cataloging. Awards information is important to many patrons, so taking a minute to enhance the record is worth the effort.

Here are some samples, using the format suggested in the EI Procedures Guide. Always add a date. If you're not sure, check the Internet. The awards information does not have to be on your item or packaging to be included in the record. You may get awards information from any source.

These examples comply with both AACR2 and RDA standards:

586 __ |a Academy Award, 2010: Best Actor (Jeff Bridges). 586 __ |a Academy Award, 1997: Best Picture. 586 __ |a Nebula Award, 2001. 586 __ |a Caldecott Medal, 1999.

The only subfield other than 'a' that is ever used in this field is subfield 3. If you are cataloging a kit containing an award winning item, use this subfield to identify which item in the kit won the award:

586 __ |3 Videodisc |a Academy Award, 2011: Best Foreign Language Film.

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member. Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

Tip 181, 5-24-2013

Bibliographic References (504 field)

Sections of a book titled "Notes", "Selected Bibliography", and "Bibliographic Sources" are all considered bibliographic references. Sections called "Other Resources" or "Sources of More Information" or lists of where the reader can find crafting supplies are really not bibliographic
references but catalogers often include these. If they are already in the record as a bibliographic resource, leave them but do not add these types of
references in the 504. Technically, 'bibliographic references' means a list of the sources that the writer consulted or cited.

Record information about bibliographic references in the 504 field. This field can also be used for discographies and filmographies. If your item
also has an index, include this information in the 504 rather than a separate 500 index note.

Always add pagination unless the bibliographic references are dispersed throughout the work. Put the page numbers in parentheses and bracket numbers that do not actually appear on the page.

CIP (cataloging in publication) records often have incorrect or missing information about bibliographic references and indexes, so it's important to check these carefully. Pagination will not be included in a CIP record and
will have to be added.

The 504 field ends in a period, even if the note ends in a bracket or parenthesis. There are no indicators, and all information may be put in
subfield a.

Any information in the record about bibliographic references and indexes must be reflected in the Fixed Fields. If you add or remove information
about bibliographic references and/or indexes in the variable fields, make sure to also change the fixed fields grid.

. If your item has an index, then the Indx (Index) fixed field is coded '1'.
(If there is no index, this field is '0'.)
. If your item contains bibliographic information, then the Cont (Nature of Contents) field must contain a 'b' (bibliographies), 'k' (discographies), and/or 'q' (filmographies). Up to four codes may be used in the Cont field, in alphabetical order.

Examples:

500 Includes index. (Indx is 1)

504 Includes bibliographic references (p. 299-304). (Indx is 0, Cont is b)

504 Includes bibliographic references (p. [504]-511) and index. (Indx is 1, Cont is b)

504 Includes discography (p. 311) and index. (Indx is 1, Cont is k)

504 Includes bibliographic references (p. 405-421) and filmography (p. 422). (Indx is 0, Cont is bq)

Questions about cataloging in Evergreen can be posted to the ListServ:
<mailto:evergreen_indiana-catalog at lists.in.gov>
evergreen_indiana-catalog at lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: <http://www.in.gov/library/3700.htm>
http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to:
<mailto:cataloging at mjcpl.org> cataloging at mjcpl.org

Tip 180, 5-17, 2013

Customize your screens with the column picker

Most Evergreen screens used by catalogers can be customized by using the column picker. The column picker allows us to choose what information is displayed on each screen. The list varies depending on the function of the screen. Once the columns are selected, we can resize and rearrange the columns to best suit our needs. Then the settings can be saved.

Even seasoned Evergreen catalogers may benefit from periodically evaluating screen settings and making some changes. As we become more experienced in Evergreen, new approaches to everyday tasks are developed which may lead to wanting different information displayed. Even if you're happy with the type of information displayed, think about the current location of that information and whether it could save you time (and prevent errors) if the columns were moved around.

Many catalogers, for example, use the Item Status (F5) screen to check their work. Do you check shelving locations to make sure they match the call numbers? If so, move those columns next to each other. Have a habit of forgetting to put in the price? Make sure that column is displayed so you'll be sure to catch the mistake.

To use the column picker:

1. Look for the little column picker icon to the right of the column headings. Click on it to display the available columns. Click on an entry in the pull-down list to add or remove it from the screen.

2. To resize columns, move the cursor over the line between the column headings until it turns into a double pointed arrow. Then click and drag the column boundaries around to resize.

3. Rearrange the columns by clicking on them one at a time and dragging to the desired location.

4. After customizing the screen, don't forget to save the columns so they will appear that way each time you log on to that computer. On the Item Status screen, look for the 'Save Columns' option under both the "Actions for Catalogers" and the "Actions for Selected Items" pull-down
menus. 'Save Columns' is found under "Actions for Selected Rows" on the Holdings Maintenance screen. When customizing the Bucket and Z39.50
screens, click on the "List Actions" button at the bottom left of the screen and chose to save the list or column configuration. On the View Holds
screen, use the "Actions for Selected Holds" pull-down menu.

Questions about cataloging in Evergreen can be posted to the ListServ:
<mailto:evergreen_indiana-catalog at lists.in.gov>
evergreen_indiana-catalog at lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: <http://www.in.gov/library/3700.htm>
http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to:
<mailto:cataloging at mjcpl.org> cataloging at mjcpl.org

Tip 179, 5-10-2013

RDA fields 336, 337, 338 & a cheat sheet

The 336 (Content Type), 337 (Media Type), and 338 (Carrier Type) fields should be included in all RDA records. The 337 field is not core, but is rarely omitted. These fields replace the GMD (245 |h).

- Content Type (336) is the form of expression. Is it performed music, a cartographic image such as a map, or spoken word such as a downloadable e-book?
- Media Type (337) is what device (if any) is needed to use the resource. Do you need an audio player, a video player, a microform reader, or nothing?
- Carrier Type (338) describes the storage medium. Is the music on an audiodisc? Is the movie on a videocassette? Is the document online?

The terms used in subfield 'a' of these fields are a controlled vocabulary, which means we can't just make up our own descriptive words. Here's a link to a cheat sheet for what terms to use for the resource you have. http://sdrv.ms/ZZybGk

Here's some examples:

336 __ |a text |2 rdacontent
337 __ |a unmediated |2 rdamedia
338 __ |a volume |2 rdacarrier

336 __ |a performed music |2 rdacontent
337 __ |a audio |2 rdamedia
338 __ |a audidisc |2 rdacarrier

Subfield '2' is just the code for the source of the terms used, which is always going to be the same.

Note there is no ending punctuation for the 3xx fields.

A subfield 'b' can be used in addition to or instead of subfield 'a'. The difference is that subfield 'a' is the actual term and subfield' b' is a code for that term. Evergreen catalogers should use subfield 'a' when original cataloging or adding fields 336/337/338. If the record already has these fields and uses subfield 'b' rather than 'a', it's okay to leave the record as is.

If your resource has more than one component, such as a book packaged with a CD or an audiobook with a CD-Rom, you are only required to include the 336/227/338 fields for the primary material. So if you are cataloging a book with a CD inserted in the back, you'll probably catalog it with the primary material being the book, which means the 336/337/338 fields would reflect text rather than spoken word. However, if you are cataloging a kit or a resource where there is no dominant element, you'll want to include a 336/227/338 field for each component.

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.
Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm
If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

Tip 178, 5-3-2013

Yes, you CAN abbreviate in RDA (sometimes) 

Before RDA was implemented, catalogers were constantly being warned that we
wouldn't be able to abbreviate anything in a RDA record.  As it turns out,
that's not exactly true.
 

Here's a few guidelines for determining what can and cannot be abbreviated
in a RDA record:  
 

1) When transcribing from the resource, you can abbreviate a word if it
is also abbreviated on the resource.  For example, if "edition" is
abbreviated in the book, you can abbreviate it in the 250 field.  Another
example is if the word "General" is abbreviated on the title page ( "by Gen.
John Elliott"), then you can abbreviate the rank in the Statement of
Responsibility (245 |c).  

2) Dimensions and duration can still be abbreviated, so you can always
abbreviate inch (in.), minutes (min.), and hour (hr.).

3) However, other terms such as 'illustration', 'genealogy table',
'portraits', and 'pages' must always be spelled out. 
 

Questions about cataloging in Evergreen can be posted to the ListServ:
<mailto:evergreen_indiana-catalog at lists.in.gov>
evergreen_indiana-catalog at lists.in.gov or emailed to any EI Cataloging
Committee member.

Previous Tips can be viewed online at:  <http://www.in.gov/library/3700.htm>
http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to:
<mailto:cataloging at mjcpl.org> cataloging at mjcpl.org

Tip 177, 4-26-2013

Using (and not using) brackets in an RDA record

In the Statement of Responsibility (245 |c):  In AACR2, any part of the
statement of responsibility that was not taken from the chief source of
information had to be placed in brackets and the source given in a 500 note
field.  In RDA, you only need to use the brackets if the statement of
responsibility is taken from someplace other than the resource itself.  The
preferred source for the statement of responsibility is the source of the
title proper, but you can also get the information from elsewhere on the
resource and still not have to put the statement in brackets or reference
the source in a 500 note field. 

If supplying a date of publication or production (264 |c):  If the
publication or production date is not clearly stated on the resource, you
can 'supply' the date, if you're sure of it, and put it in brackets.
Example:   264 _1 |a New York : |b Harper, |c [2013]

When describing unnumbered pages in the 300 field: Do not use brackets when
noting pagination.  Instead, use the words "unnumbered pages"   Example:
300 __ |a 174 pages, 16 unnumbered pages of plates : |b illustrations, maps
; |c 25 cm

When supplying series numeration not found on the resource (490 |v):
Continue to put this information in brackets, just like in AACR2, and add a
500 note identifying the source.  Example:  490 1_ |a A home repair is
homicide mystery ; |v [16]
 

Questions about cataloging in Evergreen can be posted to the ListServ:
<mailto:evergreen_indiana-catalog at lists.in.gov>
evergreen_indiana-catalog at lists.in.gov or emailed to any EI Cataloging
Committee member.

Previous Tips can be viewed online at:  <http://www.in.gov/library/3700.htm>
http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to:
<mailto:cataloging at mjcpl.org> cataloging at mjcpl.org

Tip 176, 4-19-2013

e four "T" fixed fields for Videorecordings: Type, TMat, Time, and Tech
Type: is always a 'g', for projected medium

TMat: is always a 'v' for videorecording

Time: is the playing time (in minutes) for whatever is listed in the title proper. This is a 3-digit field, so if time is less than 100 minutes, right justify and lead with a zero (045, 074, etc.). If playing time is more than 999 minutes, use three zeros (000). If you don't know the playing time, use three dashes (---). Time for bonus features, supplementary materials, and film shorts are not included in this number -- only the running time for the title recorded in the 245 field

Tech: is 'l' for live action, 'a' for animated, or 'c' if a combination.

More information about coding fixed fields can be found here: https://www.oclc.org/bibformats/en/fixedfield.html and here http://www.loc.gov/marc/bibliographic/bd008v.html

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.
Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm
If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

Tip 175, 4-12-2013

007 Field Cheat Sheet for Sound Recordings on CD

The 007 field contains coded information about the physical characteristics of the material being cataloged. Evergreen catalogers mainly see 007 fields on bibliographic records for videos, sound recordings, and electronic resources. This field usually does not appear on MARC records for books.
The 007 is a fixed field, which means the contents are position dependent. In Evergreen, the subfield labels (|a, |b, |c, etc.) do not display. There are no indicators for the 007 field.
A typical 007 field for a sound recording looks like this in Evergreen:
007 __ sd fsngnnmmned
Note the space between the 'd' and 'c'. That third position (subfield c) is undefined, so in order to keep all the codes in the correct slot, there has to be a blank space.
Here's a cheat sheet for coding the 007 field for sound recordings on CD:
Subfield a = s
Subfield b = d
Subfield c = blank space
Subfield d = f
Subfield e = s if stereo; = m if mono; = u if unknown playback configuration
Subfield f = n
Subfield g = g
Subfield h = n
Subfield i = n
Subfield j = m
Subfield k = m
Subfield l = n
Subfield m = e
Subfield n = d if digital storage; = e if analog storage; = u if unknown capture and storage technique

Subfields f, j, k, l, and m are optional, so leaving them blank is okay. Just be sure to leave a blank space for the omitted coding. You can also 'save' the space by inserting a |, which means "no attempt to code". An example of this would be: 007 __ sd fm|gnn|mneu


Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.
Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm
If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

Tip 174, 4-5-2013

Statement of Responsibility (245 subfield c) in an RDA record

In RDA, there is no "rule of three" like there is in AACR2. The general RDA rule is to transcribe a statement of responsibility in the form in which it appears, including the titles and honorifics. Record persons, families, and corporate bodies.

However, if more than three names are listed as performing the same responsibility or the same degree of responsibility, RDA also gives the option to omit all but the first name and summarize what has been omitted with words such as [and 4 others] in brackets. (Don't use [et al.] or "..." in RDA.) For instance, if more than 3 authors are listed and none are singled out as the primary author, then you can omit as many names as you wish, so long as you list the first name. If there are four producers and five writers listed on a resource, you must list one producer and one writer but the rest of the names are optional. However, if only two or three persons, families, or corporate bodies share a responsibility, then all names must be included.

The Evergreen Indiana RDA cataloging guideline recently agreed upon by the EI Cataloging Committee is to accept the existing statement of responsibility as found, so long as it meets the guidelines above, but add more names and information to the record if desired. Please don't delete any part of the existing statement, but add names and titles if you believe they are important and could be of interest to our patrons. So if you import an RDA record with a statement of responsibility listing 4 of the 6 authors, you can leave the record as is or enhance it by adding the omitted authors.

Examples of RDA statements of responsibility (field 245, subfield c):

/c by Elliott Golding [and six others].

/c Sally Katz, Betty Jones, Thomas Rice [and two others]

/c Hollywood Pictures ; produced by Clint Eastwood [and four others] ; written by Ken Roberts and Robert Kent [and two others] ; directed by Billy Jones.

/c by General Colin Powell.

/c by Queen Elizabeth.

/c by retired Corporal John James.

/c Richard Evans Schultes, Edward C. Jeffrey Professor of Biology and Director of the Botanical Museum, Harvard University, and William A. Davis, Keeper of Scientific Exhibits, Botanical Museum, Harvard University, with Hillel Burger, Chief Photographer, Peabody Museum of Archaeology and Ethnology, Harvard University.

/c sponsored by the America Library Association.

/c by the late Reverend John Hughes.

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

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EI AG 5-31-2013