Posts Tagged ‘263’

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 #115: Remove the 510 and other fields while editing

At the last Evergreen Indiana Cataloging Committee meeting, it was decided to add the 510 (Citation/References note) field to the list of variable fields that should be removed from MARC records in Evergreen.

Before adding holding to an imported or existing Evergreen record, always ‘clean up’ the record by removing the unwanted fields listed in the EI Cataloging Procedures Guide.

Fields that commonly need to be deleted include:

029
016
263
510
590
690
9xx EXCEPT 901, 994 and some 949

Do not delete a 949 field if it looks like any of the examples below:

949 __ $h SUDOC (for government documents in print)
949 __ $h SUDOCC (for government documents on CD-ROM)
949 __ $h SUDOCF (for government documents on microfiche)
949 __ $h ONLINE (for government documents in an online environment)

All other 949 fields should still be deleted.

The complete list of MARC fields that should be deleted can be found on pages 2.6 – 2.8 of the EI Cataloging Procedures Guide.

To delete a field, place your cursor somewhere in the targeted row and press both the shift and delete keys.

For more information about using the MARC editor, refer to Chapter 14 of the Evergreen Indiana Cataloging Training Manual.
Originally published on January 6, 2012.


Tip #31: 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.

When importing a CIP record:

  • Make sure the 245 field matches the information on the title page. The title often has subtle changes that can be easily overlooked. Check the order of the authors in the statement of responsibility. Remember changes here affect the 100 and 700 fields.
  • Delete the 263 field.
  • Complete the 300 field. Check for illustrations. Anything indicated in subfield ‘b’ needs to be reflected in the Illustrations (Ills) fixed field.
  • 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 an “I” or “K” to reflect the new level of cataloging.

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.

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.

The section in our Cataloging Procedures Guide regarding CIP records (p. 2.5-2.6) is currently being revised.
Originally published on April 9, 2010.


Tip #26: Fields to delete in Evergreen MARC records

Whenever you import a new MARC record or select an Evergreen record for your new item, be sure to check it for fields that need to be deleted.

The ‘unwanted’ fields you will most likely find are:

029
016
263
590
9xx (Delete all EXCEPT for 901 and 994)

The complete list of MARC record fields which should be deleted in Evergreen Indiana can be found on pages 2.7-2.8 of the Cataloging Procedures Guide.

To delete a field, place your cursor somewhere in the targeted row and press both the shift and delete keys.

For more information about using the MARC editor, refer to Chapter 14 of the Evergreen Indiana Cataloging Training Manual.
Originally published on March 5, 2010.



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