Archive for the ‘Cataloging Manual’ Category

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 #68: Evergreen Fixed Field Grid 101

The Fixed Field elements of a MARC bibliographic record are part of the Leader and 008 Fields. They’re referred to as fixed fields because they contain codes of fixed length. The coded information enables the computer to handle and interpret data quickly.

There are 24 character positions in the Leader, which is the very first field of the MARC record, identified as LDR. Some important Leader elements are Type, BLvl, Ctrl, ELvl, and Desc. The 008 field contains 40 character positions and includes the Srce, DtSt, Dates, Audn, Ctry, Lang, Form, LitF, Indx, Ills, Time, Tech, and Tmat fixed field elements.

Because of the coded nature and length of these fields, it would be very difficult to enter the data directly into the MARC record. In Evergreen, catalogers can enter the fixed field elements into the Fixed Field Grid above the record and the data is automatically placed in the correct position in the LDR and 008 fields. Any changes made in the grid above the MARC record can immediately be seen in the LDR or 008 field.
When adding or changing data in the Fixed Field Grid, it’s easier to click on the field name rather than the box for the code.

A list of Fixed Field Elements used in Evergreen can be found on pages 2.10-2.13 of the Evergreen Indiana Cataloging Procedures Guide.

For more information about specific fixed field elements, go to OCLC Bibliographic Formats and Standards and click on a fixed field name on the left side of the screen.

Editing Fixed Fields is covered in the Evergreen Indiana Cataloging Training Manual on page 14.4.
Originally published on January 21, 2011.

Tip #48: Multiple records for some magazine titles

There is currently a limit of 2000 holdings that can be attached to a single MARC record in Evergreen. As that number is approached, the system slows considerably until at some point the holdings are no longer accessible. This has become a problem for some newspapers and weekly magazine such as Time, U.S. News and People.

The Cataloging Committee usually encourages catalogers to merge duplicate records. However that is not the case in these situations. We need to maintain multiple records for some newspapers and popular weekly magazines so that the number of holdings on each record is manageable.

If your holdings for a particular magazine are attached to a heavily populated record, you may want to consider choosing a different record and transferring your holdings. You may want to select a record with magazines from neighboring EI libraries, so that holdings would be grouped regionally.

This issue is addressed in section 3.38 of the newly revised Evergreen Indiana Cataloging Procedures guide that was posted on this listserv earlier this week. General information about cataloging magazines in Evergreen can be found in Chapter 23 of the Evergreen Cataloging Training Manual. Learn about transferring items and volumes in Chapter 10.
Originally published on August 13, 2010.

Tip #33: Blu-ray Discs

Since DVDs and Blu-ray discs do not play on the same type of equipment and are formatted differently, they cannot share the same MARC record. The 538 System Details Note is different for each of these formats.

538 Blu-ray disc, widescreen presentation; Dolby Digital, 1080p High Definition; requires Blu-ray player.


538 DVD; region 1; anamorphic widescreen (2:35:1) presentation; Dolby Digital 5.1; NTSC.

To assist patrons in identifying which videorecordings are Blu-ray, please enter “[Blu-ray version]” in the 250 field of a Blu-ray MARC record:

250 Special ed., [Blu-ray version]

Other than the 250 and the 538 fields, the records for DVD and Blu-ray will look the same.
If you receive the DVD and Blu-ray versions bundled together in a set, please repackage them separately so each can be attached to the correct MARC record. If each format does not have a unique ISBN, use the set ISBN and/or UPC code on both records.
More information about cataloging Blu-ray discs and Blu-ray/DVD combo packages can be found on pages 2.36 – 2.40 of the EI Cataloging Procedures Guide.
Originally published on April 23, 2010.

Tip #26: Fields to delete in Evergreen MARC records

Whenever you import a new MARC record or select an Evergreen record for your new item, be sure to check it for fields that need to be deleted.

The ‘unwanted’ fields you will most likely find are:

9xx (Delete all EXCEPT for 901 and 994)

The complete list of MARC record fields which should be deleted in Evergreen Indiana can be found on pages 2.7-2.8 of the 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 March 5, 2010.

Tip #24: Cataloging Large Print Books in Evergreen

A correct MARC records for a large print book contains the following elements:

  • A ‘d’ in the Form fixed field
  • The words ‘large print’ in parentheses following the pagination in the 300 field
  • A genre heading of “Large type books.”


Form fixed field = d
245 10 |aSkeleton Hill / |cPeter Lovesey.
300 __ |a573 p. (large print) ; |c23 cm.
655 _0 |aLarge type books.

In Evergreen, we do not use a general material designation (GMD) for large print. If you find a GMD for large print in a 245 field, please delete it.

If the item in hand states “large print version” or “large print edition”, add an edition statement in a 250 field:

250 __ Large print ed.

Cataloging large print materials in Evergreen is addressed on page 2.26 of the Cataloging Procedures Guide.
Originally published on February 19, 2010.

Tip #20: General Material Designators

Please refer to the AACR2 when adding a General Material Designator (GMD) to a record in Evergreen. U.S. libraries use list two under Rule 1.1C2.
Below are some of the common types of items found in the Evergreen database and the correct GMD for each:

Books on CD: [sound recording]
Musical CDs: [sound recording]
DVDs: [videorecording]
VHS tapes: [videorecording]
CD-Rom: [electronic resource]
DVD-Rom: [electronic resource]
Playaways: [electronic resource]
Kits: [kit]

The General Material Designator should be placed in subfield h of the 245 field and enclosed in brackets.
It is placed after subfield a and before subfield b. If there are any subfields n or p in the title proper, then the GMD follows these.
There is no punctuation preceding the |h.
The GMD is always in all lowercase.

245 10 |a Hoot |h [electronic resource] / Carl Hiaasen.
245 14 |a The secret life of bees |h [sound recording] : |b a novel / Sue Monk Kidd.
245 00 |a Jeeves & Wooster. |p The complete second season. |n Volume one |h [videorecording] / Carnival Films.

Please note that [large print], [DVD], and [book] are NOT included in the list of AACR2 General Material Designators.
Information about using General Material Designators is being added to Chapters 2 and 3 of the Evergreen Procedures Manual.
Originally published on January 22, 2010.

Tip #12: Using Record Buckets to Merge MARC Records

We scan in an ISBN and a huge list of records that probably could be merged scrolls down our screen. We’re overwhelmed. We know we don’t have time to merge them all, so we just pick one record, attach our holding, and move on. Sound familiar?

Well, those records aren’t going to merge themselves, and the volume of ‘hits’ for some of these popular books confuses our patrons and frustrates our staff. So here’s a battle plan that we think can work:

  1. Pick a good record to add your holdings to and put it in a record bucket.
  2. Using the matching points as a guide (ISBN, Author, Title, Pagination, and Publisher), select just TWO other records to add to the bucket.
  3. Merge.
  4. Add your holding and move on, guilt free because you know you’ve done your part.

The next cataloger who scans in that ISBN will have 3 less records to deal with and can select 3 more to merge.

Yes, the State Library does have a few interns working on this, but the task is overwhelming. If we all just take the time to merge 3 records at least some of the times we see one of those endless lists of duplicates, then eventually things will start to look a bit less chaotic.

Information on merging can be found beginning on page 19.17 of the updated EI Catalog Training Manual.
Originally published on November 13, 2009.

Tip #2: EI Training Manual and the OCLC Bibliographic Formats and Standards

The Evergreen Indiana Catalog Training Manual is online. Individual chapters in pdf format can be saved to your desktop or printed. takes you directly to the Training Manual.

A great online resource for cataloging that’s also FREE is the OCLC Bibliographic Formats and Standards You do not have to be an OCLC library to access this site. It’s so easy to use and contains a wealth of information. Click on the field group you have a question about (4xx, 8xx, etc.), then narrow your selection by using the links along the left side of the page.

Be sure to attend a Cataloging Roundtable Wednesday September 9 from 10:00 a.m. to 12 noon.   Two roundtables will be held that day – one at the Greenfield Public Library for Evergreen catalogers in the southern part of Indiana and the other at the Kendallville Public Library for those living in the north.  Registered attendees will earn one (1) LEU.   Register on Webjunction Indiana by clicking on the button for Indiana Calendar of Events.

Originally published on September 4, 2009.

See Also


MARC Fields