Archive for the ‘Fixed Fields’ Category

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 #176: The four “T” fixed fields for Videorecordings:
Type, TMat, Time, and Tech

Type: is always a ‘g’, for projected medium

TMat: is always a ‘v’ for videorecording

Time: is the playing time (in minutes) for whatever is listed in the title proper. This is a 3-digit field, so if time is less than 100 minutes, right justify and lead with a zero (045, 074, etc.). If playing time is more than 999 minutes, use three zeros (000). If you don’t know the playing time, use three dashes (—). Time for bonus features, supplementary materials, and film shorts are not included in this number — only the running time for the title recorded in the 245 field

Tech: is ‘l’ for live action, ‘a’ for animated, or ‘c’ if a combination.

More information about coding fixed fields can be found here on the OCLC Fixed Fields site and on the Library of Congress: 008 – Visual Materials page.
Originally published on April 19, 2013.

Tip #166: Missing 008 Fields

A missing 008 field in a bibliographic record causes problems for catalogers trying to update the fixed field grid. Changes made in the fixed field via the grid cannot be saved if there is no 008.

Here’s why: The fixed field grid is really just an easy way to enter data into the 008 field. So if the record is corrupted and there is no 008 field to change, then the fixed field grid cannot function properly.

To solve the problem of a missing 008, you can either overlay the record with a ‘healthy’ one OR add an 008 field to fix the record already in Evergreen.

The only way to add an 008 to a record is with the Flat Text Editor:

  1. Open both the ‘problem’ record and a good similar record (a book record if you’re cataloging a book, a DVD record if you’re cataloging a DVD, etc.) in different tabs
  2. Select “Flat-Text editor” for both records (in MARC edit screen)
  3. Copy the 008 from the good record and paste it into your corrupted record
  4. Deselect the flat text editor, and make the appropriate changes to the fixed field grid to match your item.

Originally published on February 8, 2013.

Tip #165: The Biography Fixed Field (Biog)

When cataloging a book that contains biographical information, remember to check the code in the Biography (Biog) fixed field. Although this field is not currently linked to any search filters in Evergreen, it may be in the future.

A biography can be an account of a person’s entire life or just a portion of it. Journals, diaries, memoirs, and collections of correspondence are also considered biographies.

Genealogies, school yearbooks, and collections of documents such as birth and death certificates, obituaries, and eulogies are NOT biographical materials.

Use one of the following codes if the book is a biography, autobiography, or contains a significant amount of biographical information.

a = Autobiography
b = Individual biography
c = Collective biography (contains two or more individual biographies)
d = Contains biographical information

If the book is a biography or an autobiography, there should be a 600 field in the record for the individual’s name. One or more of the 650 fields should also have “biography” in a subfield ‘v’.
For more information about the Biog fixed field, see OCLC Bib Formats & Standards.
Originally published on February 1, 2013.

Tip #155: Using the ‘g’ audience code for books

Although a valid code, most Evergreen catalogers do not use the ‘g’ (general) audience code when cataloging printed material.

Rather than coding the target audience fixed field ‘g’ when cataloging books and magazines, consider using a more specific code, such as ‘e’ for adult or ‘j’ for juvenile.

Here’s why: The audience code, located in the Fixed Fields grid, controls the audience advanced search filter in the OPAC. If a patron limits a search to ‘adult’, ‘juvenile’, or any audience other than ‘general’, then none of the titles with a ‘g’ audience code will be included in the results. So if a title’s target audience is, for example, adults, then it would better serve our patrons to select the ‘e’ (adult) audience code rather than the ‘g’ (general) code.

OCLA maintains a complete list of codes for the target audience fixed field (Audn).

Note that the ‘g’ audience code should be continue to be used in Evergreen for audiovisual materials with an adult target audience unless rated R (DVDs) or contains an adult advisory (music CDs).
Originally published on November 2, 2012.

Tip #154: Place of publication (260 field, subfield ‘a’)

When cataloging in Evergreen, the place of publication almost always means the city of publication. Transcribe the place of publication as it appears on the resource.

For clarification, you can add a qualifier such as state or country. If the qualifier does not appear on your item, put it in brackets. Use the Cataloging Calculator to look up the AACR2 abbreviation.

If the postal abbreviation is used on your resource, you can use that instead of the AACR2 abbreviation.


260 |a New York :
260 |a Brighton, Colo. : (AACR2 abbreviation for Colorado)
260 |a Parker, CO : (Okay to use the postal code abbreviation because it was used on the item)
260 |a Dortmund [Germany] : (In brackets because the country name was not on the item)

Note there is always a space before the colon.

Sometimes multiple places of publication are listed on the title page. If a United States location is on the list, but not first, always enter the first place given in the 260 and then add the U.S. location in a second subfield ‘a’.

If, for example, the title page reads:

Dorling Kindersley
London, Toronto, New York

Your record should look like:

260 |a London ; |a New York : |b Dorling Kindersley, |c 1993.

(A second subfield ‘a’ is always preceded by a semicolon.)

If there are multiple locations listed and the United States is first, you do not need to list any other locations.

If the place of publication does not appear on your item but you’re pretty sure of the location, put it in brackets with or without a question mark. If you really don’t know where it was published, enter [S.I.]:

260 |a [United States?]
260 |a [S.I.] :

If the item has not been published, do not even enter a subfield ‘a’. You can just enter the date in a subfield ‘c’:

260 |c 2010.
260 |c [2009?]

Remember, the place of publication in the 260 field must match the Ctry code in the fixed fields. If there is more than one subfield ‘a’, enter the code for the first place listed. If the place of publication is unknown, enter ‘xxu’. You can find the Ctry codes by using the Cataloging Calculator and selecting the Country Codes search option.
Originally published on October 27, 2012.

Tip #152: Quick & easy fields to check before opening an Audiobook

When cataloging an audiobook, several fields in a bibliographic record can be checked and corrected before you even open the item. You may want to make a habit of checking these fields first.

Fixed field values that are true for every nonmusical sound recording:

  • Type = i
  • Blvl = m
  • Desc = a
  • TrAr = n
  • Part = n
  • LTxt = blank
  • FMus = n

Variable fields that can be reviewed and corrected before examining the audiobook:

  • Look for and delete ISBNs for any e-books
  • Delete any price in the 020 fields
  • Make sure the GMD “ [sound recording]” is in the 245 field, subfield h.
  • Delete any 250 field that says “Abridged” or “Unabridged” and put that information in a 500 note. (You can check later if the information is true.)
  • Check field order for 4xx and 5xx fields:
    1. 490 Series statement (“A Jesse Stone novel”)
    2. 511 Performer (“Read by _____” or “Performed by _________” )
    3. 500 Edition and history (“Unabridged.”
    4. 500 Physical description (“Compact discs”)
    5. 500 Series information (“Series numeration from author’s website”)
    6. 520 Summary
  • Add genre heading if missing: 655 07 $a Audiobooks. $2 lcgft

Originally published on October 12, 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 #145: Three things to check for in a MARC record for a Graphic Novel

  1. The Cont (nature of contents) fixed field should contain the code ‘6’ for comics/graphic novels. You can have up to 4 codes in this field, so even if another code is present you can add the 6. Remember that because there are 4 slots in this field, you’ll need to key in spaces for any slots you don’t use to get your changes to save correctly.
  2. The description in the 300 field, subfield ‘b’ should always include the words “chiefly ill.” or “chiefly col. ill.” so that the patron knows that the book is primarily illustrations. Check the Ills (illustrations) fixed field to make sure the information about illustrations expressed in the 300 field is coded there.
  3. The record should have a 655 genre heading for graphic novels. It looks like:
    655 _0 |a Graphic novels.

NOTE: Occasionally while cataloging graphic novels, you’ll find a an old MARC record with a code of ‘c’ in the LitF (Literary Form) fixed field. This code is now obsolete and should be replaced. Change it to a different LitF code such as 1 for fiction or 0 for nonfiction.
Originally published on August 10, 2012.

Tip #143: Three fixed fields you can check even before opening the book

The Conf, Fest, and Desc fixed fields should always be coded but are often left blank. Try to get in the habit of checking these fields before you even open the book you’re cataloging.

The Conf and Fest fixed fields are always coded 0 (zero) unless you just happen to be cataloging a conference publication or a festschrift (and when was the last time you did one of those?)

The Desc fixed field is either an ‘a’ or an ‘i’. Code it an ‘a’ if the record is an AACR2 record and an ‘i’ if it’s an RDA records (the ones with the 336, 337, and 338 fields and all the abbreviations spelled out).

So as soon as you bring up a bibliographic record to edit or import, check these fields:
Conf = 0
Fest = 0
Desc = a unless it’s an RDA record, then code it ‘i’
Originally published on July 27, 2012.

See Also


MARC Fields