Catalog Tip of the Week July 2010

Tip #46, 7-30-2010

LCSH Change for 'Cookery'

Although it's been posted on other listservs, some Evergreen catalogers may not be aware that last month the Library of Congress issued new and revised subject headings for materials on cooking and cookbooks.

The word "cookery" has been changed to "cooking" in about 800 subject headings.  In addition, a topical subject heading of "Cookbooks" and a genre/form heading of "Cookbooks" have been approved.

This means that instead of "Cookery, Greek", we should now use "Cooking, Greek" and instead of "Cookery (Kudzu)", we should now use "Cooking (Kudzu)" in our subject headings.  We can also add a subject or genre/form heading "Cookbooks".

When editing or importing MARC records for cooking related resources into Evergreen, examine and correct the subject headings, if necessary.  To look up authorized subject headings, go to the Library of Congress Authorities website:  To understand your search results on that site, click the green "Help" button at the top of the page.
Note:  The old "cookery" subject headings will still appear in the existing Evergreen records until a cataloger corrects them.  This means that the Circulation Staff must continue to educate patrons to use the search term 'cookery' when looking for a cookbook.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

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Tip #45, 7-23-2010

Cataloging Book Club Books

Several libraries maintain collections of multiple copies of books to be used by book clubs.  These may be shelved in several ways depending on the preferences of the library.  Some libraries keep the multiple copies in a bag or container and have just one barcode for the whole set.  Other libraries barcode each book.  Evergreen can accommodate both.

The easiest method is to catalog the group of book club books under a separate volume in the record:
• Use a special call number such as "Book Club" rather than FIC or Fiction to distinguish them from the other copies. 
• Barcode and add each book individually under that volume. 
• Patrons can place holds and check out the individual books. 
• The group of books will not check out as a set.

If the library wants to keep the multiple copies together as a set, in a container or bag:
• Attach a barcode to the container or bag to represent the entire set but also attach barcodes to the individual books as well. 
• Catalog the group of books as one entity using the barcode on the container, and use a call number that readily identifies the item as a set of books (such as Book Club Set #2).
• In the Copy Editor screen, make the set non-holdable so that a patron who placed a hold won't inadvertently receive a whole group of books when expecting a single copy. 
• By using this method, the multiple copies are in Evergreen as a single holding and the group of books can be kept together.  
• However, if a library receives the set but then wants to check out the books individually to patrons, the barcodes attached to the individual books can be used.  These barcodes won't be in Evergreen, so the circulation desk staff would check them out using the "precat" method.

If the library has a set of books packaged with additional materials, such as study guides, DVDs, or discussion questions, the container or bag of items should be cataloged as a kit on a separate MARC record.

Information about cataloging book club books will soon be added to the Procedures Guide.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

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Tip #44, 7-16-2010

Subject subdivision subfields v, x, y, and z (6xx fields)

When adding subject headings to your resource, be sure to use the correct subfields.   There are  four subdivision subfields to choose from:

  • v :  Form subdivision.  Use v when describing the kind of material or genre of the resource.  The most common subdivision subfield v is 'Fiction'.  It is usually the last subdivision subfield in a field.
    • 650   0 |a Actors |z United States |v Biography.
    • 651   0 |a North Carolina |v Guidebooks.
  • x :  General subdivision.  This is the subdivision subfield for general topical terms that narrow the scope of the subject heading.  If your term explains what the resource is about, then it belongs in a subfield x.
    • 650   0 |a Men |x Health and hygiene.
  • y :  Chronological subdivision.   If your term narrows the scope of the subject heading by defining the time period, use y instead of x.
    • 651   0 |a Chicago (Ill.) |x History |y 19th century.
  • z :  Geographic subdivision.  Use z if the subdivision is a location.
    • 650  0 |a Search and rescue operations |z Bering Sea.

Caution: Not every date belongs in subdivision subfield y|:

  • If the date defines when a work was written, then it belongs in subfield v. 
    • 600 00  |a Gautama Buddha |v Biography |v Early works to 1800. 
  • If the date is used to define a specific event rather than narrow the scope of your resource, it also does not belong in subfield y.
    • 650  0  |a World War, 1939-1945 |x Research |v Fiction.

Note: Older MARC records may contain form subdivisions in a subfield x.  When editing records in Evergreen, these should be changed to v. 

Reminder: The first word in each subdivision is capitalized, and the last subdivision is followed by a period.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

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Tip #43, 7-9-2010

Transferring items & volumes in Evergreen

Here's a reminder from the EI Advanced Cataloging class:

In Evergreen, you can transfer a holding from one volume to another or from one record to another. 

This means you do not have to delete your item and then re-add it somewhere else! 

By transferring rather than deleting and re-adding, you retain the circulation history.  This can be done no matter what the circulation status is - the item can be transferred even if it is checked out.

You can transfer items and volumes within the same record or to a completely different record.

(Remember the volume is the line in the Holdings Maintenance screen where the call number is.  The item is the line displaying the bar code number, status, and location.)

You can either transfer an item together with its volume or create a volume at the new destination and transfer the item by itself.  Generally, you would only have to create a new volume if you were dealing with multiple items and keeping one item with the original volume. 

If you just need to change a call number, you do not have to delete and recreate a volume, just edit the volume. 

If for some reason you transfer the last item under a volume, you'll need to delete that volume.  It will not 'disappear' by itself.

The process is simple:
1. Tell Evergreen where you want to put the item and/or volume by marking the transfer destination.
2. Transfer the item and/or volume.
Detailed step by step instructions on how to transfer volumes and items can be found in Chapter 10 of the EI Cataloging Training Manual.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

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Tip #42, 7-2-2010

Unnumbered pages and multiple number sequences in books (300 field)

If your book contains multiple number sequences, record the last number in each sequence. 

300    |a 320 p.
300    |a xxi, 176 p.
300    |a 248, 16 p.
300    |a 18 p.,  300 leaves

If a sequence continues beyond the last numbered page, ignore those additional pages unless the unnumbered pages are referred to elsewhere in a note field, such as bibliographic information or a reading group guide. 

Example: There is an interview with the author at the end of your book, after the printed page numbers stop, and you have referred to this in a 500 note.   Although the last numbered page is 357, you would add the 6 pages beyond the last numbered one and record [363] in brackets in the 300 field.  Important: Any time you record a number in the 300 field that is not actually printed on your book, it must be in brackets.

300    |a xv, [363] p.
500    |a Includes a reading group guide (p. [358-363]).

Ignore an unnumbered sequence unless it is referred to elsewhere in a note field.

An excerpt from another book should be considered a separate sequence.  Sometimes the pages are numbered.  However, if they are not and you refer to the excerpt in a note field, count the pages and include them in the 300 field as an additional sequence.  If you don't refer to the excerpt in a note field, just ignore the sequence if the pages aren't numbered.

300    |a 430, [16] p.  (pages for the excerpt not numbered in your book)
300    |a 430, 16 p.  (pages for the excerpt are numbered in your book)
500    |a Includes an excerpt from The hero of ages.

If the whole book is unnumbered, do this:

300    |a 1 v. (unpaged)

However, if you think the number of pages is important to your patrons, count the pages and put the number in brackets:

300    |a [32] p.

Remember, anytime you record a number in the 300 field that is not printed on your resource, it must be in brackets.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

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