Posts Tagged ‘020’

Tip #160: Using subfield z in a 020 or 024 field to prevent mismerges

Sometimes two Evergreen records will have matching 020 or 024 fields but the records themselves are not duplicates. These records may merge if an automated deduplication program is run, which means your item may end up on a completely wrong record. You can prevent automated mismerges by using a subfield ‘z’ in one of the records.

Record A: 020 __ |a 9780553349498
Record B: 020 __ |z 9780553349498
Record C: 024 1_ |a 883929242221
Record D: 024 1_ |z 883929242221

Any 020 or 024 field, subfield ‘z’ will be ignored by deduplication software. In the examples above, Record B would not merge with Record A or any other record with that ISBN number and Record D would not merge with Record C or any other record with that UPC number.

The Cataloging Committee recently discussed how to decide which record should have the subfield changed. Here are some guidelines:

  • When 2 totally different items are issued with the same ISBN, check to see which picture is displaying in the OPAC. Use a subfield ‘z’ in the 020 or 024 field of the record that is displaying the wrong picture.
  • When there are multiple versions or editions sharing the same number, code the 020 or 024 of the record with the most holdings subfield ‘a’ and the rest subfield ‘z’. If the holdings are equal, use subfield ‘a’ on the newer item.
  • If a children’s book is packaged with an audiobook and cataloged as a non-musical sound recording, then the ISBN for the book component should be coded with a subfield ‘z’ in the 020 field. If cataloging a book with a DVD or CD inside and there is a 020 or 024 field for the disc, it should be coded with a subfield ‘z’.
  • When working with a Blu-ray/DVD combo pack:
    • If the two components are cataloged on separate records and have unique ISBN or UPC numbers, code the 024 for the individual components with a subfield ‘a’ but code the 024 for the set with a ‘z’;
    • But if the two components are cataloged on separate records and both components share the same ISBN or UPC number, then the components should also have a ‘z’ in the 024 field to prevent them from merging.
    • However, if both the Blu-ray and DVD components are being attached to the same record, the 024s for the individual components should be coded with a subfield ‘z’ and the 024 for the set given a subfield ‘a’.

Anytime there are two records sharing the same ISBN or UPC number, these records should be evaluated to determine if they are duplicates and need to be merged or if they are for truly different items and one record needs to have the 020 or 024 subfield changed to prevent a mismerge.

Of course, if you are absolutely sure that a number in the 020 or 024 field is totally wrong and does not belong on the record, such as an ISBN for a large print version on a regular print record or a ISBN for an ebook if the record is for a paper copy, then you can just delete the field.
Originally published on December 14, 2012.


Tip #152: Quick & easy fields to check before opening an Audiobook

When cataloging an audiobook, several fields in a bibliographic record can be checked and corrected before you even open the item. You may want to make a habit of checking these fields first.

Fixed field values that are true for every nonmusical sound recording:

  • Type = i
  • Blvl = m
  • Desc = a
  • TrAr = n
  • Part = n
  • LTxt = blank
  • FMus = n

Variable fields that can be reviewed and corrected before examining the audiobook:

  • Look for and delete ISBNs for any e-books
  • Delete any price in the 020 fields
  • Make sure the GMD “ [sound recording]” is in the 245 field, subfield h.
  • Delete any 250 field that says “Abridged” or “Unabridged” and put that information in a 500 note. (You can check later if the information is true.)
  • Check field order for 4xx and 5xx fields:
    1. 490 Series statement (“A Jesse Stone novel”)
    2. 511 Performer (“Read by _____” or “Performed by _________” )
    3. 500 Edition and history (“Unabridged.”
    4. 500 Physical description (“Compact discs”)
    5. 500 Series information (“Series numeration from author’s website”)
    6. 520 Summary
  • Add genre heading if missing: 655 07 $a Audiobooks. $2 lcgft

Originally published on October 12, 2012.


Tip #151: ISBNs in the 020 field reminders

Making sure the correct ISBNs are on a bibliographic record helps prevent both the creation of duplicate records as well as inappropriate merges. When adding holdings to a record, be sure add any appropriate ISBNs that are missing and remove ISBNs that you are certain do not belong on the record. Any ISBN that should be ignored during duplication belongs in a subfield ‘z’ rather than ‘a’.

Examples of when to add an ISBN to a record:

  • If either the 13 or 10 digit ISBN is missing on the record but appear on the book.
  • If your book matches an Evergreen record except for the binding. Examples of this would be Paw Prints and BWI.
  • If your book matches an Evergreen record per the matching guidelines in the Procedures Manual except for the ISBN.

Don’t forget to always add new ISBNs below existing ones so the cover art is not affected. There is no limit to the number of 020 fields on a record. Adding a description for the ISBN in parentheses can be helpful.

Example: 020 __ |a 9780451228215 (BWI)

Examples of when to delete an ISBN from a record:

  • If there’s an ISBN for an e-book and the record is for a print version.
  • If there’s an ISBN for a large print book if the record is clearly for a regular print book.
  • If both Library ed. and retail edition ISBNs are on an audiobook record, determine which edition the record is really for and remove the incorrect ISBN.
  • If you believe other libraries may have inappropriate holdings attached to a record as a result of the wrong ISBN you removed, either contact those libraries directly or post the information on the ListServ.

When to change the subfield for the ISBN from ‘a’ to ‘z’:

Sometimes the presence of an ISBN is appropriate for a record but you don’t want the record to merge with other records based on that ISBN. Examples of this include:

  • When multiple editions or versions of a resource have the same ISBN
  • When a children’s book is packaged with an audiobook and the item is being cataloged as a non-musical sound recording
  • When there is already a record in Evergreen with an ISBN that matches your item but your item clearly does not match
  • When ISBNs for both a collection or combo pack as well as all components are on the record

Another reminder: Please do not add the item price in the 020 field when importing or editing MARC records in Evergreen. Because we are a consortium, multiple items are often attached to each record and there can be variations in pricing.
Originally published on October 5, 2012.


Tip #140: Who to contact about incorrect cover art

Instead of sending a Helpdesk Ticket, you can now contact the vendor directly when you find the wrong cover art is being displayed for a record in Evergreen.

Before contacting Syndetics, make sure the that the first 020 field contains the correct ISBN for the title. As you probably know, it’s that first ISBN number in the record that is linked to the cover art displayed.

You can notify Syndtetics via phone or email:
Data Corrections Toll-Free: 888-269-5372 X-3003 Syndetics Corrections
Originally published on July 6, 2012.


Tip #104: Using 020 Subfield z to prevent mismerges

The recent deduplication project has brought to light the dangers of keeping inappropriate ISBNs in our bibliographic records.

In anticipation of the next deduplication event, we catalogers need to take a closer look at records with multiple 020 fields before attaching our holdings.

If an inappropriate ISBN is found, we have two options:

  1. Delete the ISBN if it clearly has no connection with the record; or
  2. Change the subfield of the 020 field from ‘a’ to ‘z’ so that the ISBN will be ignored by the deduplication software. This will prevent the record from merging with other records sharing that ISBN.

How to decide what to do?

Delete both the 13- and 10-digit ISBNs if they clearly do not belong on the record. Look for identifying information in parentheses next to the ISBN, such as “(ebook)” or “(library ed.)”. Examples of ISBNs that need to be removed:

  • ISBNs for an ebook if the record is for a paper copy
  • ISBNs for the large print version if the record is for regular print
  • ISBNs for the regular print version if the record is for large print
  • ISBNs for a library edition of an audiobook if the record is for the retail edition
  • ISBNs for a retail edition of an audiobook if the record is for the library edition

Change the subfield of the 020 field from ‘a’ to ‘z’ if the ISBN is somewhere on the item but you want the deduplication software to ignore it. In these cases, you want the ISBN to still be on the record, but you don’t want other records with this same ISBN to be merged with it. Examples of ISBNs that belong in a subfield ‘z’:

  • Components of a kit that could have been cataloged separately.
  • ISBN for a children’s book packaged with the audiobook if the item is being cataloged as a non-musical sound recording.
  • ISBN for the Blu-ray/DVD combo pack if the components are being split up and cataloged separately.
  • ISBNs for the separate components of a Blu-ray/DVD combo pack if the pack is cataloged as a single resource.
  • The ISBN for the item in hand if there is already a record with that ISBN in Evergreen but your item clearly does not match and the records should not be merged.

Originally published on October 7, 2011.


Tip #80: Entering data in the 020 field

10-digit and 13-digit ISBNs are entered in subfield ‘a’ of the 020 field. Because catalogers routinely search via the ISBN, it is extremely important that information is entered accurately and in the correct format.

Here are some guidelines:

  • Enter the number without dashes or hyphens.
  • Do not put a period after the ISBN.
  • If there is no ISBN on the record or the item, do not type “none” or “n/a” or anything similar in an 020 field – simply delete the field (Ctrl-Del).
  • If either ISBN (10- or 13-digit) is missing from the record but appears on the item at hand, add the ISBN, inserting another 020 field /below/ the existing one.
  • If the 13-digit ISBN is on the record but not on the item in hand, do not delete it.
  • If there are multiple ISBNs, you may clarify your entry by putting in parentheses such terms as (pbk), (library ed.), and (Paw Prints).
  • If you find an ISBN on the record that is clearly wrong, such as a large print ISBN on a regular print record, delete the inappropriate ISBN only:
    • if you are importing the record and therefore are the only library with holdings, /or/
    • you have contacted all libraries with holdings on the record, explaining what you have found and suggesting that anyone with inappropriate holdings transfer their items to a correct record.
  • Do not add a price in subfield “c”. If there is a price in subfield “c”, delete it (Shift-Del). Each library has the option of entering a price in the Copy Editor screen as holdings are added.

Originally published on April 15, 2011.


Tip #64: Price information in the 020 field

Please do not add the item price in the 020 field when importing or editing MARC records in Evergreen. Because we are a consortium, multiple items are often attached to each record and there can be variations in pricing.

The price of your library’s holdings can easily be recorded at the item level, on the copy editor screen.

If you find a price already in a record that you import or while editing, please delete that subfield.

Example:

020 |a 9780160864629 (pbk.) : |c $12.95 (Use SHIFT+Del to delete subfield c)

Information about removing price information from MARC records will soon be added to the EI Cataloging Procedures Guide.
Originally published on December 10, 2010.


Tip #38: Attaching to 1st Edition Records

If you have an item that matches an existing Evergreen record in every way except that the existing record is for a 1st ed. and your item has no edition information, you can still attach your holding. (Do not delete the edition statement.)

If your item is a different edition involving a number (2nd ed.) or languages (Spanish ed.), geography (Midwest ed.) or content (Rev. ed., Student ed.), do not attach to the record with a 1st ed. statement.

If your item is a different edition such as Book club ed. or pbk. ed., you can attach to a 1st ed. record but only if everything else in the record matches.

If you are able to attach to a 1st ed. record, be sure to add your item’s ISBN in a 020 field if not already present in the record.
Originally published on May 28, 2010.


Tip #37: Finding Records in Evergreen Indiana

Remember that with 67 libraries live on Evergreen Indiana, the catalog is constantly changing. If you have set aside some items because they do not have records in Evergreen, always search for the record again immediately before importing or creating a new one! You can save yourself the trouble of creating original records and help prevent duplicate records if you carefully check the catalog first. You might go away to lunch and come back to find the record already in the system. Never assume that because the record wasn’t there an hour ago, it isn’t there now.

Also consider whether the record might be in the system but you’re just not finding it. Possible reasons you can’t find a record include:

  • You’re using the 13-digit 978 ISBN and the record only contains the 10-digit one.
  • The title is a compound word and you’re entering it as two words or vice versa.
  • You are searching under the series title rather than the book title.
  • You’re doing a keyword search when you should be selecting author or title.
  • The container title for a CD or DVD differs from the disc title (or screen title for a DVD).
  • There is a typographical error in the record.

If you find the record one way but not another, please check the record to see if you can determine why, and correct the problem. Add 246 fields for alternative titles and 020 fields for additional ISBNs because if you have trouble finding the item, other catalogers probably will, too.
Originally published on May 21, 2010.


Tip #28: Audiobook Records—Library vs. Trade Editions

Obsolete: See Tip #184 Library & Trade Edition Audiobooks on One Record

When a library and a regular edition of a book on CD or cassette is available, each edition should be on a separate MARC record in accordance with cataloging rules for edition statements. This is true even if the two editions are identical except for the ISBN and the edition statement.
Keeping the two editions on separate records makes it easy for libraries to determine whether or not they have a library edition, which may qualify for discounted or free disc or cassette replacement.
Each edition will have its own ISBNs which should be recorded in the 020 fields. There will generally be no edition statement for the trade edition. (Remember, “Unabridged” and “Abridged” are not edition statements!) However, there should be a 250 field in the MARC record for the library edition since in most cases it does appear on the container.
You may find that some records have ISBNs for both editions. When importing records, be sure to select the correct record based on the edition statement and delete the ISBNs for the edition which do not apply to your item.

If a record already exists in Evergreen with the ISBNs for both editions:

  1. First determine whether the record is for the regular or library edition. This may be difficult, since the existing record may have been edited and no longer contain the right edition statements. Doing a Z39.50 search for each ISBN for comparison can be helpful.
  2. Once you know which edition the record was intended for, delete the ISBNs for the other edition and make sure the edition statement is correct.
  3. If the record in Evergreen is the right one for your item, add your holding. If not, import the correct record, delete any incorrect ISBNs, and attach your holding.
  4. Notify any libraries who have holdings on the record you changed so they can check their items and make sure they are attached to the correct record.

More complete instructions with examples on this topic will soon be added to the EI Cataloging Procedures Guide.
Originally published on March 19, 2010.



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