Archive for the ‘GMD (General Material Designator)’ Category

Tip #121: The General Material Designator (GMD) in Evergreen

The General Material Designator, usually referred to as the GMD, describes the class of material to which your resource belongs. The GMD appears in the 245 field following the title proper, in a subfield h.
The GMD is not a term that individual catalogers can “make up”. GMDs to be used in Evergreen are restricted to those found in the AACR2. U.S. libraries use list two under Rule 1.12.

GMDs are not used in Evergreen for print items unless they happen to be a component of a kit.

Below are some of the common classes of materials 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]
Blu-Ray: [videorecording]
CD-Rom: [electronic resource]
DVD-Rom: [electronic resource]
Playaways: [electronic resource]
Kits: [kit]

If appropriate, add a GMD to the 245 field, in a subfield h. Subfield h follows the title proper but precedes subfield b. This means a GMD goes in between the title and subtitle. Subfields n and p are also part of the title proper, so the GMD follows these subfields.

Here are some examples:

245 04 $a The Partridge family. $n The complete first season $h [videorecording] : $b come on get happy.
245 00 $a Cougar town. $n The complete first season $h [videorecording] / $c ABC Studios.
245 00 $a Wolverine $h [videorecording] : $b chasing the phantom.
245 10 $a Forge $h [electronic resource] / $c Laurie Halse Anderson.
245 00 $a Super street fighter IV $h [electronic resource].
245 10 $a Theodore Boone $h [sound recording] : $b kid lawyer / $c John Grisham.

Always place the GMD in brackets. There is no punctuation preceding the |h and the GMD is always in all lowercase.

Do not ‘enhance’ a GMD by adding a descriptive term. The GMDs [videorecording DVD], [videorecording Blu-Ray], and [sound recording CD] should not be used in Evergreen. Patrons and staff can look at the physical description or edition statement in the record summary to determine if a videorecording is a videodisc, sound disc, sound cassette, videocassette, or Blu-Ray.

Many records have migrated into Evergreen with incorrect GMDs. If you see [DVD], [videodisc], [videorecording DVD], [large print], [book] or anything else that is not AACR2 approved, please take the time to correct the record.

Information about using General Material Designators can be found in Chapters 2 and 3 of the Evergreen Procedures Manual.
Originally published on February 17, 2012.


Tip #117: Fixed Field Change for Playaways

There’s been a change in the Form fixed field element that should be used for Playaways.

Instead of using an ‘s’ in this field, EI Catalogers should now code the Form fixed field ‘q’, which means ‘direct electronic’ (not requiring the use of a computer).

Most new Playaway records you import should already contain this updated coding, but check to be sure. If you attach to an older Playaway record already in Evergreen, there’s a good chance it contains the outdated Form field coding.

Other things to remember when cataloging Playaways:

  • Playaways are cataloged on the sound recording format. (Fixed field Type ‘i’ if a nonmusical sound recording)
  • The General Material Designator (GMD) is always [electronic resource].
  • The size in the 300 field is given in inches, not centimeters.
  • Information about batteries and earphones belongs in a 500 field, never the 300 field.
  • Always include a 655 field for “Audiobooks”. ( 655 _7 |a Audiobooks. |2 lcgft )
  • Don’t put “Unabridged” or “Abridged” in the 250 field unless the words “edition” or “version” are used on the device or container. Instead, put this information in a 500 field.
  • The form element in the fixed field is an “q”.

A sample Playaway record can be found on page 2.35-2.36 of the EI Cataloging Procedures Guide. This guide will soon be updated to reflect the new fixed field and 655 coding.
Originally published on January 20, 2012.


Tip #108: Cataloging Equipment as Realia

Libraries that circulate AV or other equipment to patrons, staff, or departments can easily create Equipment records in Evergreen. Tape recorders, CD players, projectors, screens, Kindles and Nooks are examples of equipment often cataloged.

To get started, load the Realia MARC record template: Click ‘Cataloging’ on the toolbar, then select ‘Create New Marc Record’. Use the pull-down to load the K_realia template.

Note that the fixed field Type code is r. This causes a yellow box icon to display in the OPAC to symbolize a three dimensional object. The template already has the necessary GMD ‘[realia]’ typed in the 245, subfield h.

Name the piece of equipment in the 245 and fill in as many of the other variable fields as appropriate. If known, use the 260 field for the place and date of manufacture and the name of the manufacturer. Include accompanying materials such as cables and adapters in the 300 field, subfield e. Use a 028 field for the model number. Add 500 notes for more detailed descriptions and other information.

In the 599 field, type EQUIPMENT RECORD in all caps.

When the record is complete, click ‘Create record’. In the Copy editor, select ‘realia’ as the circulation modifier. Under ‘Circulate as Type’, select ‘r-Three-dimensional artifact or naturally occurring object’.

If the equipment circulates to your patrons, make the record visible in the OPAC. However, if the equipment only circulates to staff or departments, or doesn’t circulate at all, be sure to select ‘No’ for ‘OPAC Visible?’ Although the record will not appear in the OPAC, your staff will still ‘see’ the record in the staff client.

Example:

028 51 $a RP3504-A $b RCA
028 51 $a U060020D12 $b Audiovox
245 00 $a Portable cassette recorder and player |h [realia].
260 __ $a Taiwan: $b RCA, $c 2007.
300 __$ a 1 personal portable recorder and cassette player in plastic container 10 1/2 x 7 x 2 1/2 in. + $e 1 adapter, 1 microphone, 1 user manual.
538 __$ a Adapter is an Audiovox class 2 power supply.
500 __$ a Includes 120 minute dictating cassette. Batteries are not included.
500 __$ a Recorder model #RP3504-A ; adapter model #U060020D12.
599 __$ a EQUIPMENT RECORD.

If you are cataloging a Kindle, Nook, or other electronic reader, first check Evergreen for an existing record. If there isn’t one, try searching on the ISBN or UPI number to see if one is available for import before creating an original record.

You can use the realia record template for other items your library circulates such as puzzles, puppets, rock collections and games.
Originally published on November 4, 2011.


Tip #96: Audiobook cataloging reminders

  • In the fixed fields, the type is always ‘i’, for nonmusical sound recording.
  • Use the GMD ‘sound recording’ in the 245 for all audiobooks, whether on cassette or CD.
    Example: 245 10$a Death of a witch $h [sound recording] / $c M.C. Beaton.
  • The library edition and the regular (trade) edition of an audiobook belong on separate records. If the ISBN for the wrong edition is on your record, take it out.
  • Add series information, if applicable.
  • The most common 5xx note fields go in this order:
    500 __ Series numeration from Fantastic Fiction. (Series note)
    511 0_ Performed by Scott Brick. (Cast)
    500 __ Unabridged. (Edition and history)
    500 __ Compact discs. (Physical edition)
    520 __ Hamish Macbeth, Scotland’s most laconic and low-tech policeman, investigates the death of a woman with seemingly unearthly powers. (Summary note)
  • Use the Library of Congress Genre/Form heading “Audiobooks”.
    Example: 655 _7 Audiobooks. $2 lcgft

See p. 2.34-2.37 of the EI Cataloging Procedures Guide and the Tip of the Week # 28 (March 2010) for more information about separating library and regular editions of audiobooks.
Originally published on August 5, 2011.


Tip #78: Merging empty records

Empty records (those with zero holdings) clutter search results and are an annoyance to both library patrons and staff.

However, no matter how much you are tempted, please do not delete these empty records because they may be in use by libraries in the automation process.

Also, be aware that some records in Evergreen are supposed to be empty because they represent a downloadable electronic resource. These types of records can be identified by the GMD of [electronic resource]. Please leave these records alone.

The one thing we catalogers CAN do about empty records that are not for electronic resources is merge them with other matching records.

So when you encounter an empty record, remember:

  • never delete it;
  • leave it alone if the GMD is [electronic resource]; and
  • only merge if it is not an electronic resource and you are certain that the records match.

Originally published on April 1, 2011.


Tip #71: Correct GMD for DVD, Blu-Ray, and VHS

Be sure to use the correct GMD when cataloging DVD, Blu-Ray, and VHS records.

The only GMD (General Material Designator) that should be used for DVDs, Blu-Ray, and videocassettes is [videorecording].

245 14 |a The sorcerer’s apprentice |h [videorecording]
245 10 |a Profiler. |n Season 2 |h [videorecording]

Many records have migrated into Evergreen with incorrect GMDs. If you see [DVD], [videodisc], [videorecording DVD] or anything else, please take the time to correct the record. These other terms are not allowed under AACR2 rules.

Remember a GMD belongs after subfield a and before subfield b. If there are subfields n or p in the title proper, then the GMD follows these. There is no punctuation preceding the |h and the GMD is always in all lowercase.

More information about GMDs in Evergreen can found in Evergreen Cataloging Tip of the Week #20 (January 2010).
Originally published on February 11, 2011.


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.
Examples:

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.



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MARC Fields