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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 #162: Cataloging MP3 Audiobooks (AACR2)

A bibliographic record for a MP3 audiobook is very similar to a record for an audiobook on CD.

Differences are in the 300, 500, and 538 fields where the format is identified as MP3 and the system requirements are explained. A second 655 field is added to a MP3 bib record to further identify the record as for a MP3 recording.

The GMD for a MP3 record is [sound recording], the same GMD used for an audiobook on CD. Please follow AACR2 rules and do not customize the GMD into something like “sound recording, MP3”.

Patrons and staff can easily identify a MP3 record in the OPAC by looking at the 300 field. Most libraries also help their patrons spot MP3s by using call numbers like “MP3 CDBOOK” or “MP3 AUDIO”.
Here is a partial bib record (in correct field order) for a typical MP3 audiobook:

100 1_ |a Berenson, Alex.
245 14 |a The midnight house |h [sound recording] / |c Alex Berenson.
260 __ |a Prince Frederick, MD : |b Recorded Books, |c p2010.
300 __ |a 1 sound disc (11 hr.) : |b digital, MP3 ; |c 4 3/4 in.
538 __ |a System requirements: CD/MP3 player or PC with MP3-capable software.
511 0_ |a Narrated by George Guidall.
500 __ |a Unabridged.
500 __ |a Compact disc, MP3 format.
520 __ |a CIA agent John Wells is called in when a former agent and an army vet are gunned down. Tied to an interrogation squad that targeted the world’s most dangerous jihadists, the victims prove just the tip of the iceberg in a deadly case of global intrigue.
650 _0 |a Intelligence officers |vFiction.
655 _7 |a Audiobooks. |2 lcgft
655 _0 |a MP3 (Audio coding standard)
700 1_|a Guidall, George.

Originally published on January 11, 2013.

Tip #146: Content Notes and Summaries

Enhancing a record by adding contents (505 field) and/or a summary (520 field) will help keep your patrons happy. Library users like being able to learn something about a resource other than just title and subject headings when browsing the OPAC, and the keywords provided in these fields ensures that the item will be included in their search results.

Always add a 505 for a collection of works unless the information is found elsewhere in the record. Adding the contents of a do-it-yourself, medical, or crafts book may be the only way your patron can find the resource he/she needs.

Adding a contents note is easy. Use 0 (zero) for the first indicator and separate each contents heading with a space-dash-dash-space. Use the same punctuation rules as for the title proper (generally only capitalize the first word and proper names) and end the field with a period. If you’re listing essays or stories written by different authors, separate the title from the author’s name with a space-forward slash-space.

505 0_ |a The hoof — The leg — Conformation — Farriery — Boots and wraps — Lameness — Joint disease — First aid — Resources.
505 0_ |a Introduction / Carol Serling — Curve / Loren D. Estleman — Reversal of fortune / Robert J. Serling — By the book / Nancy Holder — Earthfall / John Farris — Dead post bumper / Dean Wesley Smith.
505 0_ |a Bride on the loose — Same time, next year.

Try to take the time to add summaries whenever possible, especially on juvenile fiction. If you discover a variety of summary notes while merging, you can paste in more than one. The 520 field is repeatable, but only the first one appears in the OPAC view. All the 520 fields will be searchable.

A 520 summary note should contain a brief and objective summary of the content of the resource. If you come across a particularly wordy summary, you can edit it if you’d like, but remember to leave the important keywords. If the summary reads more like a magazine ad, you can delete some of the over-the-top flattering language, but leave the rest. If you copy a summary from someplace like Amazon, NoveList, or Publisher’s Weekly, remember to credit your source.

When merging, if the record you select as the lead record is missing one of these fields but a record being merged contains the information, take a minute to use the Flat-Text Editor to copy and paste the missing fields into the lead record.
Originally published on August 17, 2012.

Tip #115: Remove the 510 and other fields while editing

At the last Evergreen Indiana Cataloging Committee meeting, it was decided to add the 510 (Citation/References note) field to the list of variable fields that should be removed from MARC records in Evergreen.

Before adding holding to an imported or existing Evergreen record, always ‘clean up’ the record by removing the unwanted fields listed in the EI Cataloging Procedures Guide.

Fields that commonly need to be deleted include:

9xx EXCEPT 901, 994 and some 949

Do not delete a 949 field if it looks like any of the examples below:

949 __ $h SUDOC (for government documents in print)
949 __ $h SUDOCC (for government documents on CD-ROM)
949 __ $h SUDOCF (for government documents on microfiche)
949 __ $h ONLINE (for government documents in an online environment)

All other 949 fields should still be deleted.

The complete list of MARC fields that should be deleted can be found on pages 2.6 – 2.8 of the EI Cataloging Procedures Guide.

To delete a field, place your cursor somewhere in the targeted row and press both the shift and delete keys.

For more information about using the MARC editor, refer to Chapter 14 of the Evergreen Indiana Cataloging Training Manual.
Originally published on January 6, 2012.

Tip #92: New coding for genre headings

The Library of Congress (LOC) has decided to separate subject headings from genre/form terms. The new list of genre/form terms is now referred to as the Library of Congress Genre/Form Terms for Library and Archival Materials.

Until May of this year [2011], both LOC genre/form terms and LOC subject headings were coded LCSH. If we used a subject or genre/form heading in a 6xx field, we used a 0 as the second indicator to identify the heading as being from the Library of Congress. Now that the two types of headings are separated, the genre/form headings can no longer be coded LCSH. Instead, Library of Congress genre/form terms must be coded LCGFT.

The new way to code LOC genre/form headings in a MARC record is: 655 _7 |a (genre/form heading). |2 lcgft The 7 in the second indicator slot means that the source of the heading is identified in subfield 2. Note there is a period following the genre/form term but none after the lcgft. In bibliographic records, genre/form terms are always contained in the 655 field.


655 _7 |a Graphic novels. |2 lcgft
655_7 |a Audiobooks. |2 lcgft
655 _7 |a Large type books. |2 lcgft
655 _7 |a Alternative rock music. |2 lcgft
655 _7 |a Love stores. |2 lcgft

Coding for LOC subject headings remains the same:

650 _0 |a (subject heading).

(You don’t need a subfield 2 because the 0 in the second indicator slot means the source is LCSH.)
Evergreen catalogers are required to use at least one Library of Congress subject heading (LCSH) in a bibliographic record. Genre/form headings are optional, but strongly encouraged. A list of Library of Congress Genre/Form Headings can be found at: .
Originally published on July 8, 2011.

Tip #84: Reading levels, Lexile measurements, and the EI Catalog

Evergreen Indiana is a shared catalog, so the information in the MARC record needs to contain information accurate for all patrons. Since there is no single reading program in the state with the same level and point system, it was agreed back in 2009 that the 526 field (Study Program Information Note) not be used in Evergreen Indiana. This means that information such as Accelerated Reader (AR) levels and Reading Counts information should not be included in a MARC record in a 526 or any other note field. Catalogers can, however, add this information to their item in a copy note. {Superseded 2017-08-07: Renaissance Accelerated Reader entries are now available on a universal level and may be included in bibliographic records.}

Lexile® measures, on the other hand, are universal and are appropriate in any EI record.
To determine the Lexile® measure for a book, go to the MetaMetrics Inc. website.

Add the Lexile information in the 521 (Audience) field:

521 8_ |a 770 |b Lexile.
521 8_ |a 920 |b Lexile.

If you see reading program information such as Accelerated Reader (AR) or Reading Counts in a MARC record, please delete it. All 526 fields should be removed from Evergreen records. Lexile® measures should NOT be deleted. However, if the Lexile measure is located somewhere other than a 521 field, please correctly input the information as shown above.

See page 2.23 of the Cataloging Procedures Guide for more information about Lexile Measures in Evergreen. You may learn more about Lexile® measures here: About Lexile® Measures for Reading.
Originally published on May 14, 2011.

Tip #79: CC, SDH, and DVC in videorecordings

If the CC symbol is on the videorecording container, the 546 field should include the phrase: “closed-captioned”.

If the container displays a small box with the acronym SDH, then the 546 field should include a phrase such as, “optional subtitles for the deaf and hard of hearing” or “optional subtitles for the deaf and hearing impaired”. This is different than closed-captioning because it includes non-dialog audio and speaker identification.

If the container for the videorecording contains the acronym DVC or the words “Descriptive Video Captioning”, the 546 field should include the phrase, “Audio-described”. Descriptive video captioning provides an audio description of the action in the film.


546 ‡a Subtitled for the deaf and hard of hearing; audio described for the visually impaired.
546 ‡a Closed-captioned ; audio-described.
546 ‡a Closed-captioned for the hearing impaired.
546 ‡a English, dubbed French or dubbed Spanish dialogue; subtitles for the deaf and hard of hearing.
546 ‡a English, dubbed French or dubbed Spanish dialogue, English, French or Spanish subtitles; English subtitles for the deaf and hard of hearing.

Originally published on April 8, 2011.

Tip #72: Unformatted Contents Note (500 field)

Use an unformatted contents note to provide general information about the contents of a resource that is not described elsewhere in the record.

500 Special features: Filmmaker commentary, deleted scenes, and music video.
500 Includes reading group guide (p. 324-325).
500 Adoption records do not include years 1842-1847.
500 Includes excerpt from So enchanting by Connie Brockway (p. [379]-388).
500 “Includes 10 sing-along songs!”
500 “An official training publication of the American Kennel Club”–Cover.
500 Includes index.

As with all 500 notes, end the field with a period, question mark, exclamation point or hyphen. Use a period even if the statement ends in brackets or parenthesis.

Place an Unformatted Contents Note above the 505 field.
Use quotation marks if quoting from the item in hand. Follow the quote by an indication of its source unless that source is the chief source of information.

A 505 Formatted Contents Note is used to list contents of a collection or headings from the Table of Contents. If the resource includes bibliographical references as well as an index, combine this information in a 504.
Originally published on February 18, 2011.

Tip #69: Breaking Up Combo Packs

If you want to repackage and circulate the individual DVDs of a combo pack separately, just create a different volume on the record for each component and use a descriptive call number so patrons and staff can tell which volume goes with each title. You can do the same thing for an audiobook with a bonus MP3. Add two volumes to the record, one for the audiobook and another for the MP3 and include title words in the call number so each can be identified. Be sure your staff knows how to place volume level holds.

If having the components of these packaged sets on the same record is totally unacceptable for your library, you’ll need to original catalog records for each component of the split set. Under no circumstances should you alter existing records to match the split up combo packs or audiobook/MP3 bonus sets.

However, if the components of the packaged sets have their own ISBNs and were at one time marketed separately, you may be able to find matching records for the separate pieces and import or attach to those.
Originally published on January 28, 2011.

Tip #65: Index of Cataloging Tip of the Week 2009–10

Editor’s Note: These have been transferred as text, not as links to the blog pages. Please search by tip number, MARC field tag, or category to locate these entries. -AG/7-8-13

Tip# Date Subject
1 August 2009 490 ;800 punctuation (series statements)
2 September 2009 Training manual online ; Bib, Formats, & Standards
3 September 2009 Column picker
4 September 2009 Cover art in OPAC
5 September 2009 082 MARC field
6 October 2009 Book measurements
7 October 2009 Author & performers in the title proper
8 October 2009 Matching points
9 October 2009 Copyright dates in 260 field
10 October 2009 Spaces between initials in personal names
11 November 2009 Main vs. added entry – multiple authors
12 November 2009 Merging for busy CAT1 cataloger
13 November 2009 Edition statements (250 field)
14 November 2009 5xx cheat sheet for DVDs
15 December 2009 ISBNs in the 020 field
16 December 2009 Illustrations and illustrators
17 December 2009 5xx Cheat sheet for sound recordings
18 January 2010 Multiple works by same author – no coll. title
19 January 2010 Call number searches
20 January 2010 GMDs
21 January 2010 Discard/Weed status ; Copy protection option
22 February 2010 Fixed fields & the OPAC
23 February 2010 Punctuation in the title proper
24 February 2010 Large print books
25 February 2010 Helpful websites
26 March 2010 MARC fields to delete
27 March 2010 Street dates
28 March 2010 Library vs. trade editions on audiobooks
29 March 2010 Audience and running time fixed fields (DVDs)
30 April 2010 Cataloging Playaways
31 April 2010 CIP record reminders
32 April 2010 Matching 028 fields
33 April 2010 Blu-ray discs
34 April 2010 Some 949 should not be deleted
35 May 2010 Vertical files – original cataloging
36 May 2010 Adding subject headings
37 May 2010 Finding a record in EI
38 May 2010 Attaching to a 1st edition record (250 field)
39 June 2010 Fixed fields for graphic novels
40 June 2010 More than one series statement on a record
41 June 2010 Place of publication (260 field)
42 June 2010 Unnumbered pages & multiple number sequences
43 July 2010 Transferring items & volumes
44 July 2010 Subject subdivision subfields v, x, y, & z (6xx fields)
45 July 2010 Cataloging book club books
46 July 2010 LCSH change for ‘cookery’
47 August 2010 Numeration in series – new procedure
48 August 2010 Multiple records for some magazine titles
49 August 2010 586 Awards note
50 August 2010 Deleting multiple items
51 September 2010 Parallel titles for foreign language films
52 September 2010 Age protection reminder
53 September 2010 Read-along books and the 300 field
54 September 2010 Author’s names in the 100 field
55 October 2010 Reminders for the 490 and 8xx fields (Series Statements)
56 October 2010 Changing the Item status when materials are being repaired
57 October 2010 Listservs for Catalogers
58 October 2010 Contents Notes and Summaries in MARC records
59 October 2010 Problems with the LitF (Literary Form) Fixed Field
60 November 2010 Strange spaces or colons in the 245 Field
61 November 2010 Multiple home pages for your Internet Browser
62 November 2010 What is an illustration? Guidelines for the 300 field
63 December 2010 Multiple subtitles in the 245 field
64 December 2010 Price information in the 020 field
65 December 2010 Tip of the Week Index

Originally published on December 17, 2010.

See Also


MARC Fields