Posts Tagged ‘245’

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 #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 #156: The first indicator in the 245 field is not always a ‘1’

The first indicator of the 245 field must be either a ‘1’ or a ‘0’. Which one to use is determined by whether or not the title is the main entry for the record.

What’s a main entry? It’s the primary heading for the resource you are cataloging. Added entries are the secondary headings. Subject headings (6xx fields) are always added entries. Remember card catalogs? The main and each added ‘entry’ had its own catalog card, with the heading typed at the very top.

How to tell if the 245 is the main entry:

  1. If there is a person or corporate body primarily responsible for the intellectual or artistic content of the resource, then that is the primary heading, or ‘main entry’. The name of the person or corporate body is in the 1xx field. The title of the resource (the 245 field) is then called the ‘added entry’ because it’s not the primary one.
  2. If there’s no person or corporate body that qualifies as a primary heading, then the title of the resource (the 245 field) is the main entry. There would be no 1xx field in the record. An exception to this would be if the title needs to be made either unique or consistent with the title given on other versions of the work. In that case, there would be a uniform title in a 130 field and that would be the main entry rather than the 245.

So here’s the rule: If a record has a 1xx field, then that field is the main entry. If a record does not have a 1xx field, then the title (the 245 field) is the main entry.

If the 245 field is the main entry, then the first indicator is a 0. If the 245 field is an added entry, then the first indicator is a 1.

IN A NUTSHELL: If there is a 1xx field, then the first indicator of the 245 is a 1. If there is no 1xx field, then the first indicator of the 245 is a 0.

100 1_ |a Patterson, James, |d 1947-
245 10 |a Merry Christmas, Alex Cross / |c James Patterson.

(no 1xx field)
245 00 |a Autism all-stars : |b how we use our autism and Asperger traits to shine in life / |c edited by Josie Santomauro ; foreword by Tony Attwood.

(no 1xx field)
245 00 |a Paranormal activity |h [videorecording] / |c Blumhouse Productions ; screenplay by Oren Peli ; directed by Oren Peli.

Originally published on November 9, 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 #138: Multiple Works by Same Author and No Collective Title

If the item being cataloged is made up of more than one work by the same author but does not have an inclusive, collective title, use subfield b for the subsequent title(s).

  • Separate the subsequent titles with a semicolon. This means subfield b is preceded by a semicolon, not a colon.
  • Transcribe the titles in the order they appear on the chief source of information.
  • Capitalize the first word of each title.
  • You can use an a 7xx field to provide access to the subsequent titles.
  • If a single subtitle applies to all works (by a single author), place it after all the titles, preceded by a colon.


245 12 |a A Christmas kiss ;|b and, Winter wonderland /|c Elizabeth Mansfield.
740 02 |a Winter wonderland.

245 14 |a The cat in the hat |h[videorecording] ;|b The cat in the hat comes back ; Fox in socks /|c Random House Home Video.
740 42 |a The cat in the hat comes back.
740 02 |a Fox in socks.

245 10 |a Dinny and the witches ;|b and, The miracle worker : two plays.
740 42 |a The miracle worker.

Note that field 246 (varying form of title) is only used for titles related to the work selected as the title proper, not the subsequent titles listed in subfield b.

In cases where one of the works in a resource is predominant, do not follow these guidelines but use the predominant title as the title proper in the 245 and put the other title(s) in a 505 (contents note).
Originally published on June 22, 2012.

Tip #137: Capitalization in the 245 field

When entering a title in the 245 field, capitalize only the first word and proper names.

245 10 |a Guide to medicinal herbs
245 14 |a The private world of Georgette Heyer
245 14 |a The pirates of Somalia : |b inside their hidden world

This rule, however, is not as simple as it first appears. The ‘first word’ does not just mean the first word in the 245 |a, and ‘proper name’ is more complicated than just the name of a familiar place or a person’s name.

Capitalizing the first word in a title means capitalizing not just the first word of the title proper, but also the first word of any alternative, parallel, or quoted title that appears in the 245.

245 12 |a A gentleman of fortune, or, The suspicions of Miss Dido Kent
245 10 |a Readings from Leaves of grass
245 10 |a William Shakespeare’s The tempest
245 00 |a Como agua para chocolate |h [videorecording] = |b Like water for chocolate

Exception: If the first word of a title is preceded by a dash, do not capitalize.

245 10 |a -and they all lived happily ever after

If the 245 contains subfields ‘n’ or ‘p’ (for the name or number of a part or section), capitalize the first word in these subfields.

245 00 |a Deadliest catch. |n Season 6

Do not capitalize the first word of a general material designation (GMD)

245 10 |a South of Broad |h [sound recording]

Do capitalize governmental bodies, imaginary places, and political parties.

245 10 |a My life among the Democrats
245 10 |a Lost islands of Witch World
245 12 |a A soldier of the First Infantry Division

When editing a record, be careful not to change a word to lower case unless you’re sure it’s not a proper name. Sometimes it’s hard to tell.

245 10 |a Return to Harmony

Below are some of the rules regarding personal names. See Appendix A of the AACR2 for other capitalization rules.

  • Capitalize any title or term of honor or address that immediately precedes a personal name: Queen Elizabeth; President Obama; Senator Gifford.
  • Do not capitalize civil and military titles that does not precede a personal name: George Bush, president of the United States; John Roberts, chief justice of the Supreme Court; the U.S. Army chief of staff.
  • Capitalize titles of royalty or nobility even when not used with a particular person: Duke of Wellington; Prince of Wales.
  • Capitalize religious titles: Cardinal Richards; the Dalai Lama.
  • Capitalize a term of honor or respect: His Holiness; Her Royal Highness.

Originally published on June 15, 2012.

Tip #135: CIP Record Reminders

CIP (Cataloging In Publication) MARC records require more than the usual amount of editing when importing them into Evergreen. These records were created without the actual item in hand so information is often missing or incorrect. CIP records can be easily recognized by the “8” in the Encoding Level (ELvl) fixed field.

Records already in Evergreen that were one time CIP records may not have been carefully edited so be sure to examine them closely for missing or incorrect information.

When editing a CIP record:

  • Make sure the title in the 245 field matches the information on the title page. There may be subtle differences that can be easily overlooked. Subtitles may be totally different or nonexistent.
  • Check the order of the authors in the statement of responsibility (245, subfield c). Remember changes here affect the 100 and 700 fields.
  • Always delete the 263 field. This was the projected publication date, so it’s no longer important.
  • Complete the pagination, illustration, and dimension fields in the 300 field. Until the book was actually published, there was no way to know this information, so this field is always blank except for “p. cm.”.
    Remember to put the information in appropriate subfields (|a for pagination, |b for illustrations, and |c for dimensions). Don’t forget punctuation, and remember anything indicated in subfield ‘b’ needs to be reflected in the Illustrations (Ills) fixed field.
  • Add edition and series information (if applicable).
  • Add page numbers for the bibliographic references in the 504 field (if applicable).
  • Check the contents listed in the 505 (if applicable).
  • Replace the “8” in the Encoding Level (ELvl) fixed field with a “K” to reflect the new level of cataloging, or you can just leave the field blank. If you leave it blank, remember you need to create a space in the field to replace the 8, otherwise the change won’t “take”.

Don’t be misled by title and other information in the CIP portion of the title page verso. The MARC record should be based on the actual item.
Originally published on June 1, 2012.

Tip #134: Where to find the correct title for a book

The chief source of information for the title of a book is the title page.

Always locate the title page and copy the title exactly as it appears there.

What is the title page? It’s a page at the beginning of the book that contains the title proper and usually the statement of responsibility (author, illustrator) and the name of the publisher. Some books contain not only a title page but some other pages that look almost like a title page.

Don’t be fooled! Always look first for a page that has both the title and publication information on it.
The title on the cover of a book sometimes differs from the title on the title page. Don’t get in a hurry and copy the title from the cover. This is not the chief source of information.

Sometimes there’s title information on the t.p. verso. Never copy title information from this page, either. The title on the t.p. verso may or may not match the title page because this information is CIP(Cataloging In Publication) data and the title may have changed by the time the book was actually published. (The t.p. verso is the page usually opposite the title page containing other information about the book such as the ISBNs, printing dates, Dewey numbers and subject headings.)

Sometimes publishers get fancy and stretch the title page into two pages.

You’ll see the title and publisher info on the right-hand page and the author and maybe a picture on the left. Together this is still the title page.

What happens if you’ve looked and looked and there really is no title page?

Sometimes, but not often, a book does not have a title page. In this case you have to locate the substitute title page, the page of the book that contains the most complete information. This can be the cover of the book, a caption, or the colophon. A colophon is a block of information at the end of a book that includes the title, author, and publication data. A caption is title information that appears on the first page of the text.

If there is no title page and you must copy the title proper from someplace else, add a 500 note stating the source of the title.


245 10 |a Spot goes to the beach / |c Eric Hill.
500 __ |a Cover title.

Originally published on May 25, 2012.

Tip #133: Dashes in the Title Proper (245 field)

Dashes are used in the 245 field to replace punctuation that could be confused with punctuation required by cataloging rules, such as colons and ellipsis. Whether or not you leave a space before or after a dash depends on what punctuation the dash is replacing.

If your title contains a colon that does NOT mean that what follows is a subtitle, replace the colon with either a dash or a comma. When using dashes to replace a colon, there are no spaces before or after the dash.


The title page reads: “Wanted: Dead or Alive”.
245 10 |a Wanted–dead or alive / |c Susan Lagrange. OR
245 10 |a Wanted, dead or alive / |c Susan Lagrange.

If your title contains an ellipsis that is not associated with the “.et al.” phrase, also replace this with a dash. In this case, leave a space after the dash but not before it unless the ellipsis is at the beginning of the title.


Title page reads: “How to Do the Right Thing… and Live with the Consequences”.
245 10 |a How to do the right thing– and live with the consequences / |c by Robert Longwatch.

Title page reads: “…And So It Goes”
245 10 |a –and so it goes / |c Margaret Storm. (Note that the first word isn’t capitalized.)

Originally published on May 18, 2012.

See Also


MARC Fields