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.


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.

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.

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See Also


MARC Fields