Posts Tagged ‘8xx’

Tip #123: How to search the LC Authorities website for a series title

Most Evergreen catalogers know that fiction series information is important to our patrons, so we check for this information in the bibliographic record. We make sure that the series name is in a 490 field (1st indicator 1) exactly as it appears on the item we are cataloging. But what goes in the 8xx field?

The 8xx field contains the established name for the series. Sometimes the name of a series appears with slight variations on each book (Suzie Q mystery, Suzie Q novel, Tales of Q), or changes dramatically as the series progresses. This can be confusing to a patron or staff member, so catalogers tie all the variations together by using an established series name in the 8xx field. Often the series name in the book is exactly the same as the established series name, but sometimes it’s not.

IMPORTANT: Never assume that the series name as it appears in the book (or the container if an audiobook or DVD) is also the established series name that belongs in the 8xx field. Always look it up.

So where do we look it up? The first place to look for the established or authorized series title is the Library of Congress Authorities website. Unfortunately, this website is not always easy to navigate, so here’s step by step instructions:

  1. Go to the Authorities website.
  2. Click “Search Authorities”.
  3. Type in the series name as it appears on the resource, omitting any leading articles (A, An, The).
  4. Select “Title Authority Headings” from the search type pull-down menu.
  5. Click “Begin Search”.

On the results screen, there are series and non-series titles, identified in the right hand “Type of Heading” column. Find the series title that matches your item.

  • If the red button next to the title says “Authorized Heading”:

    1. Click the red button.
    2. Click on the series name to bring up the authority file.
    3. You’ll see that the name of the series is in the 130 field. This means that this authorized series title should be added to your record in an 830 field. The indicators in the 130 authority record field are the same as what you’ll use in the 830. There is never a first indicator and the second one is almost always a zero.
  • If the red button next to the title says “References”:
    1. Click the red button.
    2. Click on the words “Authority Record” (NOT the series name).
    3. Click on the name of the series to bring up the authority file.
    4. You’ll see the series name in a 100 field, which means your series information belongs in an 800 field.

      What goes in the 800 field is exactly what is in the authority file in the 100 field – author name as well as title. Copy the indicators and subfields exactly. If there’s a subfield d for the author’s date of birth, that goes in the 800 too. This is a GREAT use for the flat text editor.

In the first example above, the series being checked is written by multiple authors, so the authorized series title goes in a 830 field. In the second, the series is by a single author, so the authorized series name goes in a 800 field together with the author information.

You wouldn’t have to click all the way through to the authority record except that sometimes there are notes in the file about when to use the series information in a record and when not to. Also, by viewing the authority file, you can see the correct indicators and subfields that should be used.

So what if the series you’re looking for isn’t listed on the LC Authorities website?

Some series titles established in Evergreen are not LC authorized series titles. That’s because as a consortium we decided that tracing series is very important to our customers and we need to establish our own series titles even if there isn’t an authority file.

So if you cannot locate the series name using the LC Authorities website, first search Evergreen for the series name (do a series search) to see what other libraries have used in the 8xx field. If there seems to be a lot of variation, pick the name most frequently or recently used. Libraries with a NoveList subscription will establish series titles with the name that database uses if there is no LC authority file.

Other sources for series information are: Fantastic Fiction, KDH’s What’s Next, and FictionDB.

If you establish a new series title in Evergreen, remember that a series name appearing in the 800 field NEVER has leading articles, so omit the A, An or The from the series name.

A final note: Series statements never belong in the 245 field, even if that information appears on the title page. Our series statements (490/8xx fields) are now part of the Record Summary in the OPAC and can be easily viewed by staff and patrons.

For more information about how to add series information to a record, see Tip of the Week #55 (October 2010) and the EI Cataloging Procedures Guide.
Originally published on March 2, 2012.


Tip #87: Correct indicators for 490/8xx fields

While editing series statements in EI records, pay close attention to the indicators in the 490 and 8xx fields.

Here are the basic rules:

  • Use a 0 as the first indicator in the 490 if the record has no 8xx field.

    490 0_ Columbia classics (no 8xx field)
  • If there is an 8xx field, then the 490 has the first indicator of 1.
    490 1_ ‡a Anita Blake, vampire hunter ; ‡v bk. 20
    800 1_ ‡a Hamilton, Laurell K. ‡t Anita Blake, vampire hunter novel ; ‡v 20.
  • If you use an 800 field to trace the series (because everything in the series is written by the same author), the indicators are the same as the 100 field. This means if the 100 field is the typical author last name, first name format, the first indicator is 1.
    490 1_ ‡a A Fargo adventure ; ‡v bk. 3
    800 1_ ‡a Cussler, Clive. ‡t Fargo adventure ; ‡v 03.**
  • If you use a 830 field to trace the series (because the series is written by different authors), the second indicator represents the nonfiling characters, just like the second indicator of the 245 field. However, since the general rule is to omit initial articles from uniform titles, this indicator is pretty much always a 0.
    490 1_ ‡a An Avalon western
    830 _0 ‡a Avalon western.**
  • The 490 and 800 fields never have a second indicator. The 830 field never has a first indicator.

**Notice the leading articles are omitted from the series titles in the 8xx fields.

Not sure whether to use an 800 or an 830 field? Check for a Library of Congress Authority record. If the authority record gives the series name in a 130 field, then you know to use an 830.
Don’t forget the 490 gets a period at the end but the 8xx fields don’t.

For More about Series Statements:

Originally published on June 3, 2011.


Tip #83: Series numeration in the Series Statement (490 field)

Evergreen Indiana catalogers are encouraged to add series information to a MARC record whenever appropriate. Because this information is important to library patrons, catalogers often include not just the name of the series, but the numeration as well when adding a series statement.

Although the series name is typically found somewhere on the book, catalogers usually have to go to other sources to find the numeration for the series.

Good sources for series numeration include:

IMPORTANT: Whenever the series numeration comes from a source other than the item in hand, catalogers must do two things in the MARC record:

  1. Put the numeration in brackets in the 490 field to show that the source of the information is someplace other than the book AND
  2. Add a 500 field below the 490 identifying the source of the information.

Examples:

490 1  ‡a Mercedes Thompson novel ; ‡ v[6]
500     ‡a Series numeration from NoveList.
800 1  ‡a Briggs, Patricia. ‡t Mercy Thompson novels ; ‡v 06.

490 1  ‡a A sweet magnolia novel ; ‡v [7]
500     ‡a Series numeration from Fantastic Fiction website.
800 1  ‡a Woods, Sherryl. ‡t Sweet magnolias ; ‡v 07.

490 1  ‡a Kanner lake series ; ‡v [#1]
500     ‡a Series information obtained from author’s website.
800 1  ‡a Collins, Brandilyn. ‡t Kanner Lake series ; ‡v 01.

If the series numeration is found anywhere on the item in hand (not just the title page), it is not necessary to put the number in brackets.

Reminder: Series numeration belongs only in subfield v, which is always preceded by a semicolon. Don’t forget the space before the semicolon. There is no period at the end of the 490, but there is one at the end of the 8xx field.

More information about series information in Evergreen MARC records can be found on pages 2.18-2.21 of the EI Cataloging Procedures Guide. Also see Cataloging Tip of the Week #55 (October 2010).
Originally published on May 6, 2011.


Tip #55: Series Statements & Added Entries

490 Field (Series Statement)

  • The 1st indicator signals whether or not the series is traced with an added entry (8xx field). Use a 1 if the series is traced and a 0 if it is not. In other words, if there is an 8xx field, the first indicator is 1. If there is no 8xx field, the first indicator is 0.
  • Type the name of the series exactly as it appears on the item in hand.
  • If you add numeration information, this belongs in a subfield v which is always preceded by a semicolon.
    • There is a space between the last word of the series name and the semicolon.
    • Use the designation for the numbering as it appears on the item, abbreviating per AACR2 rules (bk., v., no.)
    • Convert all non-Arabic numbering (Third, IV, etc.) into Arabic numbers.
  • If the source of all or part of the series information is not the item itself, put the appropriate portion of the statement in brackets and add a 500 note indicating the source of the information. The 500 note is important not just for the source of the series name but also for the numeration since different sources (NoveList, author websites, Fantastic Fiction) often number the same series differently.
  • There is no period at the end of the 490 field.

****For information about when and why to trace a series, see pages 2.18-2.21 of the EI Cataloging Procedures Manual. This subject is also covered in the Evergreen Indiana Advanced Cataloging class****

8xx Fields (Series Added Entries)

  • If the first indicator of the 490 field is a 1, there must be an 8xx field. (There should never be an 8xx field on a record that has a 490 field with a 0 as the first indicator. )
  • Use an 800 field if all parts of the series are by the same author. If this is not true, use an 830 field.
  • Indicators:
    • 800 field: The indicators are the same as the record’s 100 field.
    • 830 field: There is no 1st indicator. The second indicator reflects the nonfiling characters, just like the second indicator of the 245 field.
  • The 800 field contains both the author name and the series title. Use the same name subfields as in the 100 field. The established series title belongs in subfield t, which is preceded by a period unless the title follows and open date for the author.
  • Series numeration belongs in subfield v, which is preceded by a semicolon.
    • Do not use a designation for the numbering.
    • Numbers 1-9 should be added as: 01, 02, 03, 04, etc.
  • Even if some or all of the information in the 490 is bracketed, do not bracket the 8xx field.
  • The 830 field never contains a personal name, only the established series title.
  • Both the 800 and 830 fields end with a period.

Examples:

490 1_ |a Women’s murder club
800 1_ |a Patterson, James, |d 1947- |t Women’s murder club.

490 1_ |a Fargo adventure ; |v [2]
500 __ |a Series numeration from Fantastic Fiction.
800 1_ |a Cussler, Clive. |t Fargo adventures ; |v 02.

490 0_ |a Longarm ; |v 382

490 0_ |a Thorndike Press large print basic

490 1_ |a Voyagers ; |v bk. 4
800 1_ |a Bova, Ben, |d 1932- |t Voyagers ; |v 04.

490 1_ |a Harlequin romance ; |v #4191

490 0_ |a Mediterranean dads
830 _0 |a Harlequin romance ; |v 4191.

Remember, series statements do not belong in the 245 field. Patrons can now easily view the series information in the 490 and 8xx fields when searching the Evergreen catalog.

Check OCLC Bib Formats and Standards ( http://www.oclc.org/bibformats/en/default.shtm ) for additional information and examples.
Originally published on October 1, 2010.


Tip #47: New Evergreen Indiana Procedure for Numeration in Series

Since Marlane is on vacation this week, she asked me to send out the Tip of the Week from our EI Cataloging Committee. It is a day early since we have our in-house staff training day tomorrow and we will not be in the library.

At the June 21st meeting of the Evergreen Indiana Cataloging Committee Meeting, we decided to revise the policy for recording the numeration in series so that books within the series would be more easily found in the order in which the author intended his/her readers to read them. We hope this new policy will make it easier for our patrons and colleagues to find materials in specific series and tell where in the series a particular title falls. Here is the new section on series procedures in the Evergreen Indiana Procedures Guide:

The Evergreen Indiana Cataloging Committee decided to change the policy for cataloging series with numeration due to the fact that patrons can better determine the order of the books within series if the numeration is recorded in the same way for all series. When adding numbering for series in Evergreen Indiana in the 490 field, catalogers should transcribe the series and its numbering scheme as it appears on the material being cataloged. However, in the 8xx fields the cataloger should add the numbering scheme to the subfield v of the 8xx field so that the computer can arrange the series in numerical order. To do this, catalogers should only add the numbers as they appear on the materials being cataloged without any added information such as bk. vol., no., or # (number sign) preceding the number. For numbers 1-9, please add the 0 before the number so the computer will put the parts of the series from 1-9 ahead of the 11th item in the series.

490 1_ The Baby-sitters Club ; $v #11.
800 1_ Martin, Ann A., $d 1955- $t Baby-sitters Club ; $v 11.

490 1_ The 39 clues ;$v bk. 9
830 _0 39 clues ;$v 09.

This policy is now in the latest update of the EI Procedures Guide which will be released next week. You will be able to find this procedure in Chapter 2 on p. 2.20 and in Chapter 3 on p. 3-16-3.17. I will send out the revised Chapters 2 and 3 of the EI Procedures Guide on the listserv. Wendy will also post them on our website.
Originally published on August 5, 2010.


Tip #40: When a title is part of more than one series

Both the 490 and the 8xx fields are repeatable, so if your title is part of more than one series, you can include both in the MARC record.
Examples:

245 10 Burning lamp / |c Amanda Quick.
490 1 An Arcane Society novel ; |v bk. 8
490 1 Dreamlight trilogy ; |v bk. 2
800 1 Quick, Amanda. |t Arcane Society novel ; |v bk. 8.
800 1 Krentz, Jayne Ann. |t Dreamlight trilogy ; |v bk. 2.

245 14 The maverick / |c Jan Hudson.
490 1 Harlequin American romance ; |v 1306
490 0 Texas outlaws
830 0 Harlequin American romance ; v 1306.

Remember, you can check the Library of Congress Authorities web site for established series titles.
For more information about series information in MARC records, see the Evergreen Indiana Cataloging Procedures Guide, p. 2.18-2.2 and OCLC Bibliographic Formats and Standards.
Originally published on June 11, 2010.


Tip #1: Series Punctuation

When adding a series statement to a MARC record, remember the 490 field does NOT end in a period, but the 8xx field does.

The reason for the no period rule for the 490 is interesting.  When the MARC format was being established, it was for helping to print Library of Congress cards.  The series information was printed in parentheses on the LC cards and hence the period at the end of the 490 (and the now obsolete 440) was not supposed to be present in the MARC records.  We still follow that rule.  However, when you put the series information in the 8xx fields, there should be a period.

Example:

490 1  |a Kurt Austin adventures
800 1  |a Cussler, Clive. |t Kirk Austin adventures.

Don’t forget to attend the Evergreen Cataloging Roundtable to be held at both the Greenwood Public Library and the Kendallville Public Library this Wednesday, September 9 from 10:00 to noon.  There will be an overview of the MARC record (training that will earn registered attendees an LEU) followed by a Q & A session.

Originally published on August 28, 2009



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