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 #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 #175: 007 Field Cheat Sheet for Sound Recordings on CD

The 007 field contains coded information about the physical characteristics of the material being cataloged. Evergreen catalogers mainly see 007 fields on bibliographic records for videos, sound recordings, and electronic resources. This field usually does not appear on MARC records for books.

The 007 is a fixed field, which means the contents are position dependent. In Evergreen, the subfield labels (|a, |b, |c, etc.) do not display. There are no indicators for the 007 field.

A typical 007 field for a sound recording looks like this in Evergreen:

007 __ sd fsngnnmmned

Note the space between the ‘d’ and ‘c’. That third position (subfield c) is undefined, so in order to keep all the codes in the correct slot, there has to be a blank space.

Here’s a cheat sheet for coding the 007 field for sound recordings on CD:

Subfield a = s
Subfield b = d
Subfield c = blank space
Subfield d = f
Subfield e = s if stereo; = m if mono; = u if unknown playback configuration
Subfield f = n
Subfield g = g
Subfield h = n
Subfield i = n
Subfield j = m
Subfield k = m
Subfield l = n
Subfield m = e
Subfield n = d if digital storage; = e if analog storage; = u if unknown capture and storage technique
Subfields f, j, k, l, and m are optional, so leaving them blank is okay. Just be sure to leave a blank space for the omitted coding. You can also ‘save’ the space by inserting a |, which means “no attempt to code”. An example of this would be: 007 __ sd fm|gnn|mneu

Originally published on April 12, 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 #171: The 082 field

The 082 field contains the Dewey Decimal call number assigned by the Library of Congress or other national agencies. New as well as experienced catalogers use the 082 field as a starting point when determining the call number to use for a resource.

This field should not be edited or deleted from an Evergreen record.

If you import or edit a record without a 082 field, you may add one if you copy it from a duplicate record, a record for a different edition, or the CIP (cataloging-in-publication) information at the front of a book. When merging, always copy the 082 into the lead record if this field is missing.

If the 082 is missing and there is no place from which to copy the one assigned by the Library of Congress, you may assign a Dewey Decimal Classification number according to the DDC schedules or to LC practice.

In this case, or if you copy the 082 from a different edition, be sure to use a 2nd indicator of 4, to show that the number was not actually assigned by the Library of Congress.

If you decide upon a Dewey Decimal number for your item independent of the DDC schedules and LC practice, please do not put that number in a 082 field. Recording a locally assigned Dewey number in a 092 field is also inappropriate because the is a consortium environment. Simply create your volume using the local call number and attach your holding.
Originally published on March 15, 2013.

Tip #170: Using subfields n & p in the 245 field

Subfields ‘n’ (number of part or section) and ‘p’ (name of part or section) often appear in the 245 field for video recordings, where they are used to identify episodes or seasons of television series. These subfields can also be used in MARC records for books when a series statement is inappropriate. This happens whenever the name of the part (the book) doesn’t make sense when separated from the common title (what would otherwise be the series).

Punctuation, capitalization and field order rules for these subfields are not intuitive. Here are the basics:

  1. Subfields ‘n’ and ‘p’ are considered part of the Title Proper. This means they come BEFORE subfields ‘b’ and ‘h’
  2. The first word of both subfields ‘n’ and ‘p’ is always capitalized
  3. Punctuation:
    1. Subfield ‘n’ is always preceded by a period
    2. Subfield ‘p’ is preceded by a period if it follows subfield ‘a’ but is preceded by a comma if it follows subfield ‘n’
  4. Consider repeating the contents of subfield ‘p’ in a 246 field if you think patrons may search by those words


245 10 |a Inside the jewelry box. |n Volume 2 : |b a collector’s guide to costume jewelry : identification and values / |c Ann Mitchell Pitman. (Subfield n is always preceded by a period. Subfield n comes before subfield b)

245 00 |a Last of the summer wine. |p Vintage 1979 |h [videorecording] / |c written by Roy Clarke ; directed and produced by Sydney Lotterby. (Subfield p is preceded by a period because it follows a subfield a. Subfield p comes before the GMD)

245 00 |a Geochemical data from the departments of Choco and Antioquia, Colombia. |n Part B, |p Printout of analytical data |h [microform] / |c by U.S. Geological Survey Center for… (Subfield n is always preceded by a period. Subfield p is preceded by a comma here because it follows a subfield n.

245 00 |a Signing time! |n Volume 4, |p Family, feelings & fun |h [videorecording] / |c a Two Little Hands production ; created by Rachel de Azevedo Coleman…
246 3 |a Family, feelings & fun
246 3 |a Family, feelings and fun (Subfield p is repeated in a 246 because patrons may search by this part name.)

Originally published on March 8, 2013.

Tip #169: 5xx cheat sheet for DVDs

Cataloging DVDs for Evergreen usually involves moving the 5xx fields around to get them in the correct order. Having a 5xx order ‘cheat sheet’ tucked under your keyboard really helps speed this process.

The list below has been posted in two previous tips, Tip #14 and Tip #95, but it’s useful enough to merit another appearance.

5xx fields for DVDs

538–Format, such as “DVD; region 1; widescreen (1.85:1) presentation; NTSC.”
546–Language and captioning, such as “Language tracks in English, dubbed French or dubbed Spanish, with optional English, French or Spanish subtitles.” or “Closed-captioned.”
500–Source of title proper, if other than the video title frames (the film itself) or physical carrier labels (disc surface). Example: “Title from container.”
500–Notes about variations in the title and parallel titles (Use a 246 field for the actual variant title)
511–Cast, players, performers, narrators, presenters. 1st indicator is a 1 (cast) or 0 (no display constant).
508–Credits: list of persons other than cast who are not listed in the 245. List the function first and separate functions with a semicolon. Example: “Photographers, Carlos Ruiz and Bill Thompson ; Photo editor, Susan Moore.”
500–Edition & history, such as “Originally released as a motion picture in 2009.”, “Based on the novel by __.”, or “Sequel to: ______.”
518–Notes about when and where item was filmed, broadcast, etc., such as “Film on location in Jackson Hole, Wyoming.”
500–Any further publication history and distribution information not in the 260, such as “First released in Canada in 2010.”
500–Physical characteristics of recording, such as sound, color, double-sided. (However, combine with 538 if present)
500–Notes about accompanying material
500–Notes about series information, such as “Series information from container insert.”
521–Audience (MPAA rating). 1st indicator is usually an 8 (no display constant). Also add statements from container such as “Suggested for ages 3-5.”
530–Notes about other formats, such as “Also issued on videocassette.”
500–Descriptive contents note, such as “Special features include…..”
500–Notes about any publisher’s numbers an UPC codes
540–Terms governing use and reproduction
586–Awards note, such as “Academy Award, 2009: Best Picture; Best Director.”
501–“With” notes

Remember, all 5xx fields end with a period.
Originally published on March 1, 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.

See Also


MARC Fields