Posts Tagged ‘246’

Tip #128: Adding 246 fields to help patrons locate materials

The 246 field of the MARC record contains varying forms of the title of a work. If a title contains elements such as abbreviations, contractions, compound words, symbols, or numbers, catalogers can use this field to increase the odds that a patron will be able to locate the material in the Evergreen database.
The 246 field is repeatable, so add as many 246 tags as you think are needed. Don’t get too carried away, though. The general rule is to focus on the first 5 words of the title. It’s not necessary to add a 246 for every possible combination.

Always omit any leading articles (A, An, or The) since there is no indicator in the 246 to alert the system about nonfiling characters.

Unlike the 245 field, the 246 does not end with a period. If subfields are used, such as b, n, or p, be sure to precede the subfield with the correct punctuation.

The first indicator in these examples is a 3, which means the field is indexed (searchable) but not displayed. Since the 246 field simply repeats what is in the title proper in a varying form, there is no need to display it. The second indicator is blank since we’re just spelling out abbreviations and numbers or repeating the same title in a slightly varied form.

Some examples of when to use a 246 field

  • Add a 246 to spell out abbreviations:
    245 10 |a Magic Pickle vs. the Egg Poacher
    246 3   |a Magic Pickle verses the Egg Poacher

    245 10 |a St. Albans fire
    246 3   |a Saint Albans fire
  • If there are letters or initials with separating punctuation (hyphens, slashes, periods), add a 246 without the separating punctuation:
    245 10 |a Raising chickens as easy as A-B-C
    246 3   |a Raising chickens as easy as ABC
  • If there is an ampersand (&) in the title proper, add a 246 replacing it with the word “and”.
    245 1   |a Jack & Jill
    246 3   |a Jack and Jill
  • If there are Roman numerals in a title proper, add a 246 with the Arabic numbers and another with the spelled out form:
    245 14 |a The brave men of World War II
    246 3   |a Brave men of World War 2
    246 3   |a Brave men of World War two
  • If there are Arabic numbers in the 245 field, add a title added entry for the spelled out version. If the title proper contains a spelled out number, add a 246 for the Arabic one:
    245 10 |a 526 poems
    246 3   |a Five hundred twenty-six poems.
    245 14 |a The first ten years of freedom

    246 3   |a First 10 years of freedom
    245 10 |a Bob’s #1 herbal cure
    246 3   |a Bob’s number one herbal cure
  • If your patrons search for television shows by season, you may want to add 246 fields for the alternative ways of expressing the season numeration:
    245 14 |a The golden girls. |n The complete second season
    246 3   |a Golden girls. |n The complete 2nd season
    246 3   |a Golden girls. |n Season 2
  • If a title word could have an alternative form, add a 246 if you think a patron might search by it:
    245 10 |a Knitwit
    246 3   |a Knit wit

    245 10 |a Braveheart
    246 3   |a Brave Heart
  • Add a 246 to spell out contractions:
    245 10 |a Don’t tell mom
    246 3   |a Do not tell mom
  • If there are signs or symbols in one of the first 5 words of a title proper, add a title added entry for the spelled out version:
    245 10 |a Information @ your fingertips
    246 3   |a Information at your fingertips

A note about dates: Do not add a 246 spelling out a date. However, if a year is expressed in Roman numerals, add a 246 using the Arabic form.
Originally published on April 5, 2012.


Tip #75: Punctuation in the 245: subfields n and p

Subfields ‘n’ (number of part or section) and ‘p’ (name of part or section) often appear in the 245 field for videorecordings, 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 for these fields often needs corrected when importing or editing MARC records:
Subfield ‘n’ is always preceded by a period–

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.

245 00 |a Primal grill with Steven Raichlen. |n Volume one |h [videorecording] / |c a production of Maryland Public Television in association with,,,,

Subfield ‘p’ is preceded by a period only if it follows subfield ‘a’. If it follows subfield ‘n’, it is preceded by a comma–

245 00 |a Last of the summer wine. |p Vintage 1979 |h [videorecording] / |c written by Roy Clarke ; directed and produced by Sydney Lotterby.

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…

Notice that the first word of both subfields is always capitalized, whether preceded by a period or a comma.
Important: Because these subfields are considered part of the title proper, they appear before subfield ‘b’ as well as any GMD (subfield ‘h’)

Always consider repeating the contents of subfield ‘p’ in a title added entry (field 246) if you think a patron will search by those words–

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

Originally published on March 11, 2011.


Tip #70: Title Added Entries and the First 5 words of the Title Proper

The 246 field of the MARC record contains varying forms of the title of a work. If a title contains elements such as abbreviations, contractions, symbols or Roman numerals, catalogers can use this field to increase the odds that a patron will be able to locate the item in the OPAC.

The 246 field is repeatable, so add as many 246 tags as you think are needed. Don’t get too carried away, though. It’s not necessary to add a 246 for every possible combination.
Always omit any leading articles (A, An, or The) since there is no indicator in the 246 to alert the system about nonfiling characters.

The first indicator in these examples is a 3, which means the field is indexed (searchable) but not displayed. Since the 246 field simply repeats what is in the title proper in a varying form, there is no need to display it. The second indicator is blank since we’re just spelling out abbreviations and numbers.

If there’s an abbreviation in the first 5 words of a title proper, spell it out in a title added entry:

245 10 |a Magic Pickle vs. the Egg Poacher
246 3 |a Magic Pickle verses the Egg Poacher

245 10 |a St. Albans fire
246 3 |a Saint Albans fire

If there are Roman numerals in one of the first 5 words of a title proper, add a 246 with the Arabic numbers and another with the spelled out form:

245 14 |a The brave men of World War II
246 3 |a Brave men of World War 2
246 3 |a Brave men of World War two

If there are Arabic numbers in the first 5 words of the 245 field, add a title added entry for the spelled out version. If the title proper contains a spelled out number, add a 246 for the Arabic one:

245 10 |a 526 poems
246 3 |a Five hundred twenty-six poems.

245 14 |a The first ten years of freedom
246 3 |a First 10 years of freedom

If there are letters or initials with separating punctuation (hyphens, slashes, periods) in one of the first 5 words of a title proper, add a 246 without the separating punctuation.

245 10 |a Raising chickens as easy as A-B-C
246 3 |a Raising chickens as easy as ABC

If there is an ampersand (&) as one of the first 5 words in the title proper, add a 246 using the word “and”.

Dates: Do not add a 246 spelling out dates. However, if the dates are in Roman numerals, add a 246 using the Arabic numbers.

If one of the first 5 words of a title could have an alternative form, add a 246 if you think a patron might search by it:

245 10 |a Knitwit
246 3 |a Knit wit

245 10 |a Don’t tell mom
246 3 |a Do not tell mom

If there are signs or symbols in one of the first 5 words of a title proper, add a title added entry for the spelled out version:

245 10 |a Information @ your fingertips
246 3 |a Information at your fingertips

245 10 |a Bob’s #1 herbal cure
246 3 |a Bob’s number one herbal cure

This is just one of the uses of the 246 field. See Tip #51 (Sept. 2010) for use of the 246 with parallel titles. See Tip #18 (Jan. 2010) for use of the 246 and 740 fields in works with no collective title.
Originally published on February 4, 2011.


Tip #51: Parallel titles for foreign language films

When cataloging foreign language films in Evergreen, be sure to include both the English and foreign language in the 245 field.

  • Put the title as it appears on the item or container in the 245 |a field. This may or may not be the English version of the title. If the title appears in both languages, pick the one the film is most commonly known by. When in doubt, select the English title.
  • Add the translation in the 245 |b field as a parallel title.
  • Repeat the parallel title in a 246 field.
  • Add a 500 note indicating the source of both titles. This note belongs after the 546 field.

Examples:

245 04 |a The Pope’s toilet |h [videorecording] = |b El baño del papa / |c Film Movement, Bavaria Film International,…
246 30 |a El baño del papa
500 XX |a Title and parallel title from container.

245 04 |a Chocolat |h [videorecording] = |b Chocolate / |c Miramax Films ; produced by David Brown…
246 30 |a Chocolate
500 XX |a Title and parallel title from container.

The parallel title always appears after the GMD and is preceded by the equal sign (=). There is no period at the end of the 246 field.

If the English version of the title does not appear on the item or container, you can still add it as a parallel title, but put it in brackets [ ].

245 00 |a Tsotsi |h [videorecording] = b [Thug] / |c Miramax Films presents…

NOTE: Subfield ‘b’ is not repeatable. If there is other title information that belongs in |b, add this after the title proper or parallel title to which it belongs. Watch punctuation.

245 00 |a Title 1 |h [videorecording] : |b remainder Title 1 = Title 2 : remainder Title 2 / |c Statement of Responsibility.

Cataloging foreign language films is covered in the EI Cataloging Procedures Manual on page 2.29.
Originally published on September 3, 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 #18: Subsequent Titles

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.
Examples:

245 12 |aA Christmas kiss ;|b and, Winter wonderland /|cElizabeth Mansfield.
740 02 |aWinter wonderland.

245 14 |aThe cat in the hat |h[videorecording] ;|bThe cat in the hat comes back ; Fox in socks /|cRandom House Home Video.
740 42 |aThe cat in the hat comes back.
740 02 |aFox in socks.

245 10 |aDinny and the witches ;|band, The miracle worker : two plays.
740 42 |aThe 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 January 8, 2010.


Tip #7: Title Parts

If the title of a work includes the name of an author, performer, publisher, etc. in such a way that it is an integral part of the title (connected by a case ending or other grammatical construction), it should be part of the title proper:

245 10 |a William Thackeray’s Vanity fair /
245 10 |a CBS special report /
245 10 |a Rachael Ray’s big orange book /

However, don’t include words that serve as an introduction and not really intended as part of the title. This information can be added as part of the statement of responsibility, a 246 (varying form of title) field, or in a 500 field.
Steve McQueen in Bullit should be

245 10 |a Bullit /

Walt Disney Pictures and Walden Media present The chronicles of Narnia should be

245 14 |a The chronicles of Narnia :

In short, if your item reads “Bill Smith presents ____”, then it’s not to be included in the title proper but if it reads “Bill Smith’s ___”, then it belongs in the 245.
Originally published on October 9, 2009



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