Archive for the ‘Dates’ Category

Tip #157: Dates on a DVD bibliographic record

Three dates are important when cataloging DVDs: publication date, copyright date, and the original production date.

Only one date is used in the 260 field of a DVD record. The preferred date is the publication date. If none is found, use the copyright date.

  • To find the publication date, look for the latest date on the DVD packaging. You can use any date you find, even the one for layout and design. Then assume this date is the publication date. Put it in brackets in the 260 field because you are just assuming it’s the publication date and don’t know for sure.
  • If you can’t find a publication date, look for a copyright date on the disc surface. It will be preceded by the copyright symbol.

The original production date should always be given in a 500 note.

Coding the fixed fields:

  • If a DVD contains the same material as the original film released in the theaters or shown on TV, then both the date used in the 260 field and the original release date shown in the 500 field belong in the fixed fields. Date1 is the date used in the 260 field and Date2 is the original production date given in the 500 note. The date type (DtSt) is a ‘p’ because the content is identical to the original work but the medium is different (video instead of the original film). When deciding if this rule applies, you can ignore the addition of minor elements such as trailers or biographical notes. Old movies release with the original trailers as the only ‘bonus feature’ would fall in this category.
  • If there is a change in content, then the item is considered a new work and only one date, the publication or copyright date shown in the 260 field, belongs in the fixed field. The date type (DtSt) in this case would be a ‘s’. Most anything is considered a change in content, and almost all current DVD releases fall into this category. Interviews, commentaries, “Making of…” features make the DVD a separate work from the original. Even the addition of closed-captioning is considered significant enough of a change in content.


245 00 |a How green was my valley |h [videorecording] / |c Twentieth Century-Fox ; directed by John Ford.
260 __|a Beverly Hills, Calif. |b Fox Video, |c c1993.
500 __|a DVD release of the 1941 motion picture.
500 __|a Includes original theatrical trailer and rare Movietone news footage.
Fixed fields: DtSt = p Date1 = 1993 Date2 = 1941

245 00 |a Sherlock Holmes |h [videorecording] : |b a game of shadows / |c Warner Bros. Pictures presents ; in association with Village Roadshow Pictures ; a Silver Pictures production ; in association with Wigram Productions ; a Guy Ritchie film ; written by Michele Mulroney & Kieran Mulroney ; produced by Joel Silver… [et al.] ; directed by Guy Ritchie.
260 __ |a Burbank, Calif. : |b Warner Home Video, |c [2012]
500 __ |a DVD release of the 2011 motion picture.
500 __ |a Special features: Sherlock Holmes and Dr. Watson: a perfect chemistry ; Moriarty’s master plan unleashed ; Holmes a vision on steroids.
Fixed fields: DtSt = s Date1 = 2012 Date2 = blank

Originally published on November 16, 2012.

Tip #148: Date1, Date2 and Dtst fixed fields for a book MARC record

If the book you are cataloging has a publishing date, it goes in the Date1 slot of the fixed field.

If you can’t find a publication date on the item, then put the copyright date in the Date1 field.

If both the publication date and copyright appear on the item, and the dates are different, then you have the option of putting the publication date in Date1 and the copyright date in Date2 OR just using the publication date in Date1 and leaving Date2 blank. Most catalogers these days choose to only use the publication date even if both dates are available. However, if you think both dates might be important to patrons and staff, don’t hesitate to add the copyright date to the record. It’s up to you.

Information in the fixed fields are a reflection of what is found in the variable fields. This means that if you choose to put both the publication date and copyright date in the 260 field, then you should also use both dates in the fixed fields. It also means that you can’t add the copyright date to the fixed fields unless you also add the date to the 260 field.

Whether or not you use one date or two determines how the DtSt fixed field is coded:

  1. If you only use one date (either copyright or publication), then the DtSt fixed field is coded ‘s’, for single date.
  2. If you use both the publication and copyright dates, which means there’s a date in both the Date 1 and Date 2 fields, then the DtSt fixed field is coded ‘t’.

One more thing: If the record already has both dates in the 260 and the fixed fields are coded correctly, you should not change it even if you think just the publication date is necessary. The cataloger before you must have thought having both dates was important.
Originally published on September 14, 2012.

Tip #89: Fast Item Add and the In Process status

The 2.0 update made the Fast Item Add feature available on all MARC edit screens, not just when importing a record via Z39.50 as previously the case.

However, as some catalogers have already discovered, the default status when the Fast Item Add feature is used is no longer ‘in process’. Instead, the default status is ‘available’. This means that as soon as the holding is added, patrons see the item in the OPAC as being on the shelf, ready for checkout.

Not only can this cause confusion for patrons and staff who may be checking the shelf for an item still being processed, this is a big problem for items being held in Tech Services for street dates. Books and other items with specific release dates set by the publisher cannot be shown as available or checked out in the Evergreen OPAC before the specified date.

How to fix this? One solution, of course, is to click ‘edit item attributes’ after the item is cataloged and change the status to ‘in process’. However, this requires an extra cataloging step. A better method is to set your copy editor template so that the status is ‘in process’ rather than the default. (We never had to bother to do this previously, since the default was always ‘in process’.)

Here’s how to change the copy editor template so holdings added via Fast Item Add will have the status of ‘in process’:

  1. Open the copy editor screen. Do this by right clicking on any item (a line with a barcode) in the holdings maintenance or item status screens and selecting ‘Edit Item Attributes’.
  2. Apply the desired template.
  3. Click on the ‘status’ box (below the word “Identification”) and select ‘in process’ from the pull-down menu.
  4. Click ‘Apply’ (directly below the status box).
  5. Click the ‘Save’ button at the top of the screen to save the template.
  6. In the box that appears, type the name of the template. Unless you want to create a new template, type the exact name of the template you are modifying.
  7. Click OK.
  8. Repeat steps 2 through 7 for each template you want to change.
  9. Use the ‘Close’ button to close the copy editor screen.

Once you make this change to a copy editor template, anytime you use that template the status of the item added will be ‘in process’, regardless of whether you access the copy editor screen via the Fast Item Add feature or the holdings maintenance screen.

See chapter 6 of the EI Cataloging Training Manual for information about copy editor templates. See Tip of the Week #27 (March 2010) for information about cataloging street date material.
Originally published on June 17, 2011.

Tip #77: Copyright dates in the 260 field

If the copyright date is used in the 260 field, it must be preceded by a ‘c’.

Don’t assume a publication date just because the copyright date is the current year. Unless there is truly a publication date on the item, put a ‘c’ before the date to indicate the copyright date is being used.

Remember the copyright date is only given in the 260 field if the publication date does not appear on the item. The publication date can be on the title page, near the publisher name (The History Press 2010), part of the edition statement (1st American edition 2009) or on the t.p. verso in a publication statement (Published 2011).
Never use the printing date in the 260 unless there is no copyright date or publication date.


260 __ |a New York : |b Grove Press, |c c2008. (copyright date – use if there is no publication date)
260 __ |a New York : |b Harper, |c 2010. (publication date- always the first choice)
260 __ |a Charleston, SC : |b History Press, |c [2011] (printing date, always in brackets, use only if there are no other dates on the item)

See Tip of the Week #9 (10-23-09) for another explanation of the date to use in the 260 field.
Originally published on March 25, 2011.

Tip #27: Street Dates

If you receive materials with a street date, it’s okay to catalog these items immediately but please do not make them available for circulation prior to the street date.

You can leave the item status as “in process” until the street date so your patrons will know the book, audiobook, or DVD will soon be added but is not yet available for check out. Another option is to change the item status to “on order”.

There are advantages to cataloging an item prior to the street date:

  • the item is in the OPAC, so patrons know your library will have it soon
  • patrons can place holds on the title

Remember, these materials should never be placed on your shelves or checked out to anyone until the street date!
Originally published on March 12, 2010.

Tip #9: Publication Dates

Whether or not the publication date in field 260 |c has a ‘c’ in front of it depends on whether or not you are using the copyright date.

If the item in hand has a publishing date, then that date should be used, without a ‘c’ in front of the date. If the only date you can find on the work is the copyright date, then that date should be in the 260 field with a ‘c’ in front.

Publishing dates can appear on the title page (William Morrow 2007), or part of the edition statement on the t.p. verso (1st edition 2009). If you can’t find a publishing date, then use the copyright date. Remember a printing date is not a publishing date or a copyright date.

If you have both a publishing date and a copyright date, you can just use the publishing date. If the dates are different and you want to use both dates, you can. Just be sure to include both dates in the fixed fields and use ‘t’ for the Date Type instead of ‘s’.

If the only date you can find is a printing date, then use that date, but put it in brackets.

Publishing date:

260 |aNew York : |bHarperCollins, |c2008.

Copyright date:

260 |aNew York : |bKensington Books, |cc2005.

Both dates (optional):

260 |aNew York : |bPenguin Books, |c2009, c2008.

Printing date:

260 |aNew York : |bBerkley Books, |c[2009].

There’s a handy table explaining what dates to use when on the 260 page of the OCLC Bib Formats and Standards at Among other things, it explains how to catalog a book with copyright renewal dates.
Originally published on October 23, 2009.

See Also


MARC Fields