Tip #187: Advanced Reader Copies

Advanced Reader Copies (or ARCs) are early versions of books produced by the publisher for marketing purposes. They are also sometimes called Advanced Reader Editions (AREs). Occasionally you may see Uncorrected Proofs or Galley Proofs, and these guidelines apply to those as well. The text of an Advanced Reader Copy can have minor or major variations from the final published edition of the book, because they have not gone through final edits. ARCs cannot be sold. They are produced so that reviewers and selectors can read the book before it comes out, so they can talk it up, promote it, and decide if they want to purchase it for their store or library.

Since an Advanced Reader Copy is not the final published version of a book, the Cataloging Committee recommends not adding one to your collection. Here is a good discussion of why not to catalog an ARC: But Can I Catalog It?

However, on December 8, 2009 the Executive Committee voted that this should be a local decision, so libraries ARE allowed to add Advanced Reader Copies to the Evergreen Indiana catalog.

If you do decide to catalog ARCs at your library, it important to follow the following guidelines from Chapter 3, Section 4.2 of the Evergreen Indiana Cataloging Procedure Guide:

Do not attach an advance reader copy (ARC) to the bib record for the finished version of a published work. If a bib record for the advance reader copy is not found in Evergreen, one must be imported or (most likely) an original record created using a MARC template.
The advance reader copy may have a different title, pagination, contents or references which must be reflected in the record. All records for advance reader copies should have the following 250 edition statement:
250 __ |a [Advance reader copy].
To prevent the record from merging with the published version, put the ISBNs in a 020 field under subfield ―z‖.
020 __ |z 9781234567890
Any street date restriction for the published version of an item applies to the advance reader copy. No advance reader copy should be available in Evergreen prior to the release date of the published version.

Advanced Reader Copies usually have the same ISBN on them as the final published version, so it is important to put that ISBN in a subfield z to prevent the system from merging the record with the published edition during automated deduplications.

Please be aware that using the subfield z does not prevent catalogers from merging the records, so please watch carefully for the edition statement and subfield z when you are cataloging and merging. Do NOT merge records for Advanced Reader Copies with records for the published edition, and if you have the published edition of the book, do NOT add your holdings to a record for an Advanced Reader Copy.

Tip #186: Cataloging Manual Table of Contents

Table of Contents Last Updated: 11/09/2010

Chapter 1 — Getting Started, Getting Help  Last Updated: 11/16/12

Chapter 2 — Searching Last Updated 2/3/2009, 1.2.3

Chapter 3 – Introduction to Holdings Maintenance Last Updated 11/30/2012, 2.2.2

Chapter 4 — Using the Column Picker Last Updated 12/19/2012, 2.2.2

Chapter 5 – Adding Holdings Last Updated 11/16/2012, 2.2.2

Chapter 6 — Item Templates Last Updated 9/13/2012, 2.2.2

Chapter 7 – Using the Copy Editor Last Updated 11/16/2012, 2.2.2

Chapter 8 – Changing Call Numbers Last Updated 11/29/2012, 2.2.2

Chapter 9 – Adding Multiple Holdings Last Updated 9/17/2013, 2.2.2

Chapter 10 – Transferring Volumes and Items Last Updated 9/17/2013, 2.2.2

Chapter 11 – Printing Spine and Pocket Labels Last Updated 12/18/2008, 1.2.3

Chapter 12 – Adding New Records via Z39.50 Last Updated: 10/12/2009, 1.6.0

Chapter 13 – Overlaying Records Last Updated: 11/27/2012, 2.2.2

Chapter 14 – Using the MARC Editor Last Updated: 11/27/2012, 2.2.2

Chapter 15 – The Item Status Screen Last Updated: 11/22/2010, 1.6.0

Chapter 16 – Creating Records in Evergreen Last Updated: 2/2/2009, 1.2.3

Chapter 17 – Copy Buckets Last Updated: 10/28/2009, 1.6.0

Chapter 18 – Deleting Records Last Updated: 12/18/2008, 1.2.3

Chapter 19 – Record Buckets Last Updated: 11/3/2009, 1.6.0

Chapter 20 – Replacing Barcodes Last Updated: 11/26/2012, 2.2.2

Chapter 21 – Holds Last Updated: 11/21/2012, 2.2.2

Chapter 22 – Pre-Cats and ILL Last Updated:11/3/2009, 1.6.0

Chapter 23 – Adding Magazine Issues Last Updated: 2/3/2009, 1.2.3

Chapter 24 – Batch Import/Export Tool Last Updated: 1/10/2011, 1.6.0

Chapter 25 – Managing Monographic Parts Last Updated: 1/18/2013, 2.2.2


Tip #185 007 Cheat sheets

Video recordings

$a Category of Material (00) v : videorecording
$b Specific material designation (01) d : DVD & Blu-ray, f : VHS
$d Color  (03) b : b & w, c : color, m : mixed
$e Video recording format  (04) v for DVD, s for Blu-ray, b for VHS
$f Sound on medium or separate  (05) a : sound on medium, no $f if no sound
$g Medium for sound  (06) i : DVD & Blu-ray, h : VHS, no $g if no sound
$h Dimensions  (07) z : DVD & Blu-ray, o : VHS
$i Configuration of playback channels  (08) q : multi-channel, s : stereo, m : mono, u : unknown

Compact Discs : musical or non-musical

$a Category of Material (00) s : sound recording
$b Specific material designation (01) d : sound disc
$d Speed (03) f : Compact disc is 1.4 m. per sec.
$e Configuration of playback channels (04) q : multi-channel, s : stereo, m : mono, u : unknown
$f Groove width/groove pitch (05) n : not applicable
$g Dimensions (06) g : 4 3/4 in. (12 cm.)
$h Tape width (07) n : not applicable
$i Tape configuration (08) n : not applicable
$j Kind of disc, cylinder or tape (09) m : Mass/commercially produced, u : unknown, z : other
$k Kind of material (10) m : plastic with metal
$l Kind of cutting (11) n : not applicable
$m Special playback characteristics (12) e : digital recording
$n Capture and storage techniques (13) d: digital (most new CDs), u : unknown, e : likely for music originally released pre-CD, b : likely for music released before 1940, a : likely for music released before 1929

Handy printable version here!

Tip #184 Library & Trade Edition Audiobooks on One Record

At the last Cataloging Committee meeting, the Committee voted to change the policy on cataloging trade and library editions of audiobooks. Previously the guideline was to use separate records for each edition, but the committee has voted to allow combining these on a single record when the content is the same. Since generally the only difference in these is the packaging, this is more in line with the guidelines for cataloging books with the same content but different bindings on the same record. We think this will be more straight-forward for both catalogers and users.

The section on the new policy from Chapter Three of the Procedure Guide reads as follows:

Audiobooks: library and regular (trade) editions
Library edition audiobooks are usually identical to the trade edition except for the ISBN and possibly the publisher number and packaging. In some cases they may have also library edition statement. The edition statement can be ignored, if the extent and contents of the items are the same–including number of discs, time, and narrator.
There is usually a more favorable replacement policy for library edition audiobooks, so it is recommended that copy notes be used if you need to denote which edition your library owns.

A trade edition for an audiobook may be attached to a record for a library edition if everything else on the record matches the item in hand. A library edition audiobook may likewise be attached to a record for a trade edition.

If all other criteria match, be sure to add the ISBN and publisher number (028 field) to the record before attaching if not already present. Identifying the ISBN as for the library or trade edition may be helpful to other catalogers.

020 __ |a 9780804148399 (library edition)

Note that both Chapter Two and Chapter Three of the Procedure Guide have been updated to reflect the new policy. The current versions can be found below. Please update any saved or printed copies you have.

Current Procedure Guide

Due to this policy change, Tip #28 Audiobook Records—Library vs. Trade Editions is no longer valid.

Tip# 183: RDA & AACR2 Hybrid Records

Hi, Everyone!

After the summer hiatus, the Tip of the Week is back in a new format, as the Evergreen Indiana Cataloging Blog.  Cataloging tips will be coming once again from the Evergreen Indiana cataloging committee, but no longer weekly. You will be seeing blog posts about twice a month. When new posts go up, we will post them to the Evergreen listserv, but you will be able come to the blog anytime to browse or search through the tips of old.

Add  http://catalog.evergreen.lib.in.us/ to your bookmarks to have this handy resource at your fingertips.

In this week’s tip, we are revoking a former recommendation of the committee, posted as Tip #147: Please no RDA / AACR2 hybrids in Evergreen!

RDA/AACR2 hybrid records are now permitted in Evergreen Indiana.

Because OCLC has decided to add RDA elements to existing AACR2 records, and many libraries are likely to follow suit, hybrid records are becoming more and more common in catalogs. As functions are added to the catalog to take advantage of the new fields, there are likely to be advantages to having RDA elements in the AACR2 records.  You are welcome to continue to convert records fully to RDA as you become more familiar with the new rules, but it is no longer required to convert hybrid records to one or the other.

You can learn more about OCLC’s policy and the RDA elements you are likely to see in AACR2 records by watching this webinar.


Tip #182: 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.

Originally published on May 31, 2013.

Tip #181: 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.


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)

Originally published on May 24, 2013.

Tip #180: 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.

Originally published on May 17, 2013.

Tip #179: 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.

    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 336/337/338 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 336/337/338 field for each component.
    Originally published on May 10, 2013.

Tip #178: 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.

Originally published on May 5, 2013.

See Also


MARC Fields