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Tip #64: Price information in the 020 field

Please do not add the item price in the 020 field when importing or editing MARC records in Evergreen. Because we are a consortium, multiple items are often attached to each record and there can be variations in pricing.

The price of your library’s holdings can easily be recorded at the item level, on the copy editor screen.

If you find a price already in a record that you import or while editing, please delete that subfield.

Example:

020 |a 9780160864629 (pbk.) : |c $12.95 (Use SHIFT+Del to delete subfield c)

Information about removing price information from MARC records will soon be added to the EI Cataloging Procedures Guide.
Originally published on December 10, 2010.


Tip #58:Contents Notes and Summaries in MARC records

Adding Contents and Summary Notes to Evergreen records is encouraged. These fields are useful to both patrons and staff.

Unless the information found in these fields is incorrect or inappropriate, please do not delete 505 or 520 fields.

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 copy the Contents Note or Summary Note before merging, then paste it into the record that remains in Evergreen.

A 505 Contents Note is often worth the time and effort to create. Always add a 505 for a collection of works unless the information is found elsewhere in the record. Remember, this field is searchable in a keyword search, so adding the contents of a do-it-yourself or crafts book may be the only way your patron can find the resource he/she needs. You don’t have to get fancy – just include all the information in subfield a:

  • 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.

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.

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.
Originally published on October 22, 2010.


Tip #49: Adding an Awards Note (Field 586)

Use the 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.
There is no AACR2 rule for this note, and all the information usually goes in subfield a. No indicators are required.
Here are some samples. Always add a date. If you’re not sure, check the Internet.

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 Videocassette |a Academy Award, 2002: Best Foreign Language Film.

Originally published on August 20, 2010.


Tip #45: 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.
Originally published on July 23, 2010.


Tip #37: Finding Records in Evergreen Indiana

Remember that with 67 libraries live on Evergreen Indiana, the catalog is constantly changing. If you have set aside some items because they do not have records in Evergreen, always search for the record again immediately before importing or creating a new one! You can save yourself the trouble of creating original records and help prevent duplicate records if you carefully check the catalog first. You might go away to lunch and come back to find the record already in the system. Never assume that because the record wasn’t there an hour ago, it isn’t there now.

Also consider whether the record might be in the system but you’re just not finding it. Possible reasons you can’t find a record include:

  • You’re using the 13-digit 978 ISBN and the record only contains the 10-digit one.
  • The title is a compound word and you’re entering it as two words or vice versa.
  • You are searching under the series title rather than the book title.
  • You’re doing a keyword search when you should be selecting author or title.
  • The container title for a CD or DVD differs from the disc title (or screen title for a DVD).
  • There is a typographical error in the record.

If you find the record one way but not another, please check the record to see if you can determine why, and correct the problem. Add 246 fields for alternative titles and 020 fields for additional ISBNs because if you have trouble finding the item, other catalogers probably will, too.
Originally published on May 21, 2010.


Tip #34: Some 949 fields can no longer be deleted

Reminder: Some 949 fields can no longer be deleted

Government documents held by the State Library are now in the Evergreen Indiana database. The 949 field of these MARC records identifies the form of the document so it’s important that this field is not deleted.

In the past, we’ve been deleting all 9xx fields except for the 901 and 994. Now the procedure has changed and we also cannot 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 recently updated EI Cataloging Procedures Guide.
Originally published on April 30, 2010.


Tip #32: Matching 028 Fields

The 028 field in a MARC record displays the publisher number for video and sound recordings as well as some printed music. It’s a useful field when trying to decide if the record matches your item.
However, if everything else in the record, including the ISBN, matches your item, you can still attach your holding even if the 028 field does not match the publisher number on your material.
If you do attach an item with a different publisher number, be sure to add another 028 field to reflect this information.
Sample 028 (Publisher number) fields:

028 42 |a019708 |bWalt Disney Home Video
028 42 |a89443 |bParamount Home Entertainment
028 02 |a8368-CD |bBooks on Tape
028 02 |aCK 85098 |bColumbia

Originally published on April 16, 2010.


Tip #7: Title Parts

If the title of a work includes the name of an author, performer, publisher, etc. in such a way that it is an integral part of the title (connected by a case ending or other grammatical construction), it should be part of the title proper:

245 10 |a William Thackeray’s Vanity fair /
245 10 |a CBS special report /
245 10 |a Rachael Ray’s big orange book /

However, don’t include words that serve as an introduction and not really intended as part of the title. This information can be added as part of the statement of responsibility, a 246 (varying form of title) field, or in a 500 field.
Steve McQueen in Bullit should be

245 10 |a Bullit /

Walt Disney Pictures and Walden Media present The chronicles of Narnia should be

245 14 |a The chronicles of Narnia :

In short, if your item reads “Bill Smith presents ____”, then it’s not to be included in the title proper but if it reads “Bill Smith’s ___”, then it belongs in the 245.
Originally published on October 9, 2009


Tip #5: Suggested Dewey Decimal Classification

The 082 MARC field (Dewey Decimal Classification Number) should NOT be edited for any reason in Evergreen Indiana.
This number is the suggested DDC number for the title as assigned by the Library of Congress. It does not have to match the number your library elects to use.
Only put your call number on your holding (when you add the volume) and leave the 082 field as it is.
Originally published on September 25, 2009.



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