Archive for the ‘RDA’ Category

Tip# 183: RDA & AACR2 Hybrid Records

Hi, Everyone!

After the summer hiatus, the Tip of the Week is back in a new format, as the Evergreen Indiana Cataloging Blog.  Cataloging tips will be coming once again from the Evergreen Indiana cataloging committee, but no longer weekly. You will be seeing blog posts about twice a month. When new posts go up, we will post them to the Evergreen listserv, but you will be able come to the blog anytime to browse or search through the tips of old.

Add to your bookmarks to have this handy resource at your fingertips.

In this week’s tip, we are revoking a former recommendation of the committee, posted as Tip #147: Please no RDA / AACR2 hybrids in Evergreen!

RDA/AACR2 hybrid records are now permitted in Evergreen Indiana.

Because OCLC has decided to add RDA elements to existing AACR2 records, and many libraries are likely to follow suit, hybrid records are becoming more and more common in catalogs. As functions are added to the catalog to take advantage of the new fields, there are likely to be advantages to having RDA elements in the AACR2 records.  You are welcome to continue to convert records fully to RDA as you become more familiar with the new rules, but it is no longer required to convert hybrid records to one or the other.

You can learn more about OCLC’s policy and the RDA elements you are likely to see in AACR2 records by watching this webinar.


Tip #182: Adding an Awards Note (field 586)

Use an 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.

Here are some samples, using the format suggested in the EI Procedures Guide. Always add a date. If you’re not sure, check the Internet. The awards information does not have to be on your item or packaging to be included in the record. You may get awards information from any source.

These examples comply with both AACR2 and RDA standards:

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 Videodisc |a Academy Award, 2011: Best Foreign Language Film.

Originally published on May 31, 2013.

Tip #179: RDA fields 336, 337, 338 & a cheat sheet

The 336 (Content Type), 337 (Media Type), and 338 (Carrier Type) fields should be included in all RDA records. The 337 field is not core, but is rarely omitted. These fields replace the GMD (245 |h).

  • Content Type (336) is the form of expression. Is it performed music, a cartographic image such as a map, or spoken word such as a downloadable e-book?
  • Media Type (337) is what device (if any) is needed to use the resource. Do you need an audio player, a video player, a microform reader, or nothing?
  • Carrier Type (338) describes the storage medium. Is the music on an audiodisc? Is the movie on a videocassette? Is the document online?
  • The terms used in subfield ‘a’ of these fields are a controlled vocabulary, which means we can’t just make up our own descriptive words. Here’s a link to a cheat sheet for what terms to use for the resource you have.

    Here’s some examples:

    336 __ |a text |2 rdacontent
    337 __ |a unmediated |2 rdamedia
    338 __ |a volume |2 rdacarrier

    336 __ |a performed music |2 rdacontent
    337 __ |a audio |2 rdamedia
    338 __ |a audidisc |2 rdacarrier

    Subfield ‘2’ is just the code for the source of the terms used, which is always going to be the same.

    Note there is no ending punctuation for the 3xx fields.

    A subfield ‘b’ can be used in addition to or instead of subfield ‘a’. The difference is that subfield ‘a’ is the actual term and subfield’ b’ is a code for that term. Evergreen catalogers should use subfield ‘a’ when original cataloging or adding fields 336/337/338. If the record already has these fields and uses subfield ‘b’ rather than ‘a’, it’s okay to leave the record as is.

    If your resource has more than one component, such as a book packaged with a CD or an audiobook with a CD-Rom, you are only required to include the 336/337/338 fields for the primary material. So if you are cataloging a book with a CD inserted in the back, you’ll probably catalog it with the primary material being the book, which means the 336/337/338 fields would reflect text rather than spoken word. However, if you are cataloging a kit or a resource where there is no dominant element, you’ll want to include a 336/337/338 field for each component.
    Originally published on May 10, 2013.

Tip #178: Yes, you CAN abbreviate in RDA (sometimes)

Before RDA was implemented, catalogers were constantly being warned that we wouldn’t be able to abbreviate anything in a RDA record. As it turns out, that’s not exactly true.

Here’s a few guidelines for determining what can and cannot be abbreviated in a RDA record:

  1. When transcribing from the resource, you can abbreviate a word if it is also abbreviated on the resource. For example, if “edition” is abbreviated in the book, you can abbreviate it in the 250 field. Another example is if the word “General” is abbreviated on the title page ( “by Gen. John Elliott”), then you can abbreviate the rank in the Statement of Responsibility (245 |c).
  2. Dimensions and duration can still be abbreviated, so you can always abbreviate inch (in.), minutes (min.), and hour (hr.).
  3. However, other terms such as ‘illustration’, ‘genealogy table’, ‘portraits’, and ‘pages’ must always be spelled out.

Originally published on May 5, 2013.

Tip #177: Using (and not using) brackets in an RDA record

In the Statement of Responsibility (245 |c): In AACR2, any part of the statement of responsibility that was not taken from the chief source of information had to be placed in brackets and the source given in a 500 note field. In RDA, you only need to use the brackets if the statement of responsibility is taken from someplace other than the resource itself. The preferred source for the statement of responsibility is the source of the title proper, but you can also get the information from elsewhere on the resource and still not have to put the statement in brackets or reference the source in a 500 note field.

If supplying a date of publication or production (264 |c): If the publication or production date is not clearly stated on the resource, you can ‘supply’ the date, if you’re sure of it, and put it in brackets.


264 _1 |a New York : |b Harper, |c [2013]

When describing unnumbered pages in the 300 field: Do not use brackets when noting pagination. Instead, use the words “unnumbered pages”

300 __ |a 174 pages, 16 unnumbered pages of plates : |b illustrations, maps; |c 25 cm

When supplying series numeration not found on the resource (490 |v): Continue to put this information in brackets, just like in AACR2, and add a 500 note identifying the source.

490 1_ |a A home repair is homicide mystery ; |v [16]

Originally published on April 26, 2013.

Tip #174: Statement of Responsibility (245 subfield c) in an RDA record

In RDA, there is no “rule of three” like there is in AACR2. The general RDA rule is to transcribe a statement of responsibility in the form in which it appears, including the titles and honorifics. Record persons, families, and corporate bodies.

However, if more than three names are listed as performing the same responsibility or the same degree of responsibility, RDA also gives the option to omit all but the first name and summarize what has been omitted with words such as [and 4 others] in brackets. (Don’t use [et al.] or “…” in RDA.) For instance, if more than 3 authors are listed and none are singled out as the primary author, then you can omit as many names as you wish, so long as you list the first name. If there are four producers and five writers listed on a resource, you must list one producer and one writer but the rest of the names are optional. However, if only two or three persons, families, or corporate bodies share a responsibility, then all names must be included.

The Evergreen Indiana RDA cataloging guideline recently agreed upon by the EI Cataloging Committee is to accept the existing statement of responsibility as found, so long as it meets the guidelines above, but add more names and information to the record if desired. Please don’t delete any part of the existing statement, but add names and titles if you believe they are important and could be of interest to our patrons. So if you import an RDA record with a statement of responsibility listing 4 of the 6 authors, you can leave the record as is or enhance it by adding the omitted authors.

Examples of RDA statements of responsibility (field 245, subfield c):

|c by Elliott Golding [and six others].
|c Sally Katz, Betty Jones, Thomas Rice [and two others]
|c Hollywood Pictures ; produced by Clint Eastwood [and four others] ; written by Ken Roberts and Robert Kent [and two others] ; directed by Billy Jones.
|c by General Colin Powell.
|c by Queen Elizabeth.
|c by retired Corporal John James.
|c Richard Evans Schultes, Edward C. Jeffrey Professor of Biology and Director of the Botanical Museum, Harvard University, and William A. Davis, Keeper of Scientific Exhibits, Botanical Museum, Harvard University, with Hillel Burger, Chief Photographer, Peabody Museum of Archaeology and Ethnology, Harvard University.
|c sponsored by the America Library Association.
|c by the late Reverend John Hughes.

Originally published on April 5, 2013.

Tip #173: Ending punctuation in the 300 field of a RDA record in Evergreen Indiana

Field 300 may end in no punctuation, may end in a right parenthesis, or may end in a period when either the last element is an abbreviation (“cm” and “mm” are not treated as abbreviations) or a 490 field is present in the record.

We never used to have to think much about the ISBD rules for this field until RDA because most 300 fields ended with a period anyway (the abbreviation “cm.” or “in.”). However, ‘cm’ is not considered an abbreviation in RDA, so now we have to be careful.


300 __ 287 pages : |b color illustrations ; |c 24 cm (no 490, so no period)

300 __ 12 sound discs (approximately 14 hrs.) : |b digital ; |c 4 ¾ in. (490 may or may not be present- it doesn’t matter here)

300 __ 821 pages, 16 unnumbered pages of plates : |b illustrations ; |c 25 cm. (period because a 490 field is present)
490 1_ World at war

300 __ 1 sound disc : |b digital ; |c 4 ¾ in. + |e 1 booklet (no 490, so no period)

300 __ 338 pages ; |c 30 cm + |e 1 sound disc (digital ; 4 ¾ in.). (490 present)
490 1_ Senior fitness guides

Note: Abbreviations for duration and dimensions are allowed in RDA.

The reasoning behind this period/no period business has to do with areas of description in an ISBD display. Because the series statement and physical description are part of the same ‘paragraph’, a period is needed after the 300 to separate it from the 490 in the display. If there is no 490 field, then the 300 field is in a paragraph by itself and needs no ending punctuation.
Originally published on March 29, 2013.

Tip #172: RDA Punctuation

It was decided at the last EI Cataloging Committee meeting not to use RDA punctuation in bibliographic records but to continue to follow ISBD standards. This is an option available in RDA cataloging, and means we can continue to follow our current punctuation rules.

This decision also means if you see RDA style punctuation in a record, it should be changed to ISBD standards. The most common correction you will need to make is to remove the ‘double punctuation’ in some 245 and 250 fields.


245 00 |a What happened to Jane?.
245 10 |a Physics for beginners / |c Robert Jones, Jr..
250 __ |a Revised and expanded!.

In each case, the ending period should be deleted.
Originally published on March 22, 2013.

Tip #168: Large print books cheat sheet

A correct Evergreen Indiana MARC record for a large print book contains the following elements:

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


245 10 |a Skeleton Hill / |c Peter Lovesey.
300 __ |a 573 p. (large print) ; |c 23 cm.
655 _0 |a Large type books.
Form fixed field = d

245 10 |a No easy day : |b the autobiography of a Navy SEAL : the firsthand account of the mission that killed Osama bin Laden / |c Mark Owen ; with Kevin Maurer.
300 __ |a 381 pages (large print) : |b illustrations (some color), maps ; |c 24 cm
655 _0 |a Large type books.
Form fixed field = d

In Evergreen, a general material designation (GMD) for large print is never used. 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:

(AACR2) 250 __ |a Large print ed.
(RDA)     250 __ |a Large print edition.

Originally published on February 22, 2013.

Tip #167: Book measurements in the 300 field

If not already in the MARC record, be sure to add the dimensions of a book in the 300 field, subfield c. This information is often missing in a CIP or on-order record.

Book dimensions are always given in whole centimeters.

When measuring the size of the book being cataloged, always round up to the higher centimeter rather than rounding down to the lower one. If a book measures 24.1 centimeters on your ruler, the height of the books should be recorded as 25 cm. in the 300 subfield c.

The reasoning behind this cataloging rule is the following: If the library’s book shelves are set at 24 centimeters, a book measuring 24.1 centimeters would not fit on the shelf. It would have to be shelved in a location where the book shelves were set at 25 centimeters or higher.

The first dimension given is always the height of the book. Include the binding in the measurement.


300 __ |a 328 p. ; |c 22 cm. (AACR2)
300 __ |a 328 pages ; |c 22 cm (RDA)

Subfield c is always preceded by a semicolon.

If the width of the book is greater than the height, or if the width of the book is less than half of the height, give both the height and width in subfield c.


300 __ |a vi, 186 p. ; |c 18 x 27 cm. (AACR2)
300 __ |a 467 pages : |b color illustrations ; |c 22 x 9 cm (RDA)

FYI: You may attach your holding to a record even if the dimensions are one or two centimeters off from your item in hand. Don’t change the record, just attach your holding.
Originally published on February 15, 2013.

See Also


MARC Fields