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Library > Evergreen Indiana > Member Resources > Print Tutorials > Evergreen Indiana - Weekly Cataloging Tips > Cataloging Tip of the Week October 2011 Cataloging Tip of the Week October 2011

Tip #107 10-28-2011

Cataloging Large Print Books in Evergreen

Bibliographic records for large print books can be identified by:
• A 'd' in the Form fixed field,
• the words 'large print' in parentheses following the pagination in the 300 field, and
• a genre heading of "Large type books."
Large print books should never be attached to bibliographic records for regular print books.

When editing a large print book record in Evergreen:
1. Add a 'd' in the Form fixed field if it's missing. Without this code, the record will not be included in advanced search results filtered for large print.
2. If the item in hand states "large print version" or "large print edition", add an edition statement in a 250 field.
3. Add the words "(large print)" in parentheses following the pagination in the 300 field.
4. Remove the "|h [text (large print)]" or similar GMD from the 245 field, if present.
5. Remove any ISBNs for regular print books. Remember to remove the price from all 020 fields.
6. Add a 655 genre heading of "Large type books", if missing.
Example:

Form fixed field = d

245 10 $a Clara and Mr. Tiffany / $c Susan Vreeland.
250 __ $a Large print ed.
260 __ $a Waterville, Me. : $b Thorndike Press, $c 2011.
300 __ $a 659 p. (large print) ; $c 22 cm.
655 _0 $a Large type books.

It's easy to add a 520 Summary note and subject headings to a large print record. Search for the regular print version in Evergreen and use the flat text editor to copy and past these fields into the large print record.

In Evergreen, we do not use a general material designation (GMD) for large print. Large print books are easily identified in the OPAC by the words "large print" in the 300 field.

The Library of Congress has not yet issued a genre/form authority record for large type books, so continue to use the coding shown above. Once large type books are added to the new thesauri, the second indicator will be a 7 instead of 0 and a subfield 2 followed by 'lcgft' will be added.

Cataloging large print materials in Evergreen is addressed on pages 2.28-2.29 of the Cataloging Procedures Guide. Genre headings are covered on page 2.25.

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

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

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

Tip 106, 10-21-2011

Retrieving records by TCN and record ID

Here's an often overlooked shortcut for bringing up records by TCN (title control number): Rather than using the Quick Search pull-down on the Advanced Search screen, simply press the Shift and F3 keys at the same time and a small dialog box appears. Type or paste in the TCN, click OK and your record appears.

This function works no matter what screen you are currently viewing. If you prefer to use a pull-down menu rather than the Shift-F3 method, Click 'Cataloging' on the toolbar and select 'Retrieve record by TCN'.

Look for the TCN for a record at the top center of the Holdings Maintenance and MARC Edit screens. Click on it once to highlight, then press Ctrl-c to copy. Use Ctrl-v to paste the number in the search screen.

Below the TCN is the record ID. This can be copied and pasted in the same way. To search for a record by record ID, click 'Cataloging' on the toolbar and select "Retrieve record by Record ID" from the pull-down menu. Paste or type the ID in the little dialog box and click OK.

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

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

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

Tip 105, 10-14-2011

Call number searches in Evergreen

A Call number search is a handy tool for Evergreen catalogers. Without leaving our desks, we can browse a selected shelf to help us choose the appropriate location in our particular library for a resource.

What makes the call number search special is that you can limit the results to just your library system.

The call number search tool is located on the left side of the advanced search screen. It is one of the pull-down menu items below ISBN. The call number search is the only quick search item that can be filtered to display only your library system's holdings.

Limit the search to your library the same way you do title and keyword searches, by changing the search library from 'Everywhere' to 'Local library system' before clicking 'submit'.

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

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

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

Tip 104, 10-7-2011

Using 020 Subfield z to prevent mismerges

The recent deduplication project has brought to light the dangers of keeping inappropriate ISBNs in our bibliographic records.

In anticipation of the next deduplication event, we catalogers need to take a closer look at records with multiple 020 fields before attaching our holdings.

If an inappropriate ISBN is found, we have two options:
1. Delete the ISBN if it clearly has no connection with the record; or
2. Change the subfield of the 020 field from 'a' to 'z' so that the ISBN will be ignored by the deduplication software. This will prevent the record from merging with other records sharing that ISBN.
How to decide what to do?

Delete both the 13- and 10-digit ISBNs if they clearly do not belong on the record. Look for identifying information in parentheses next to the ISBN, such as "(ebook)" or "(library ed.)". Examples of ISBNs that need to be removed:
• ISBNs for an ebook if the record is for a paper copy
• ISBNs for the large print version if the record is for regular print
• ISBNs for the regular print version if the record is for large print
• ISBNs for a library edition of an audiobook if the record is for the retail edition
• ISBNs for a retail edition of an audiobook if the record is for the library edition
Change the subfield of the 020 field from 'a' to 'z' if the ISBN is somewhere on the item but you want the deduplication software to ignore it. In these cases, you want the ISBN to still be on the record, but you don't want other records with this same ISBN to be merged with it. Examples of ISBNs that belong in a subfield 'z':
• Components of a kit that could have been cataloged separately.
• ISBN for a children's book packaged with the audiobook if the item is being cataloged as a non-musical sound recording.
• ISBN for the Blu-ray/DVD combo pack if the components are being split up and cataloged separately.
• ISBNs for the separate components of a Blu-ray/DVD combo pack if the pack is cataloged as a single resource.
• The ISBN for the item in hand if there is already a record with that ISBN in Evergreen but your item clearly does not match and the records should not be merged.

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

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

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