Posts Tagged ‘500’

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 #162: Cataloging MP3 Audiobooks (AACR2)

A bibliographic record for a MP3 audiobook is very similar to a record for an audiobook on CD.

Differences are in the 300, 500, and 538 fields where the format is identified as MP3 and the system requirements are explained. A second 655 field is added to a MP3 bib record to further identify the record as for a MP3 recording.

The GMD for a MP3 record is [sound recording], the same GMD used for an audiobook on CD. Please follow AACR2 rules and do not customize the GMD into something like “sound recording, MP3”.

Patrons and staff can easily identify a MP3 record in the OPAC by looking at the 300 field. Most libraries also help their patrons spot MP3s by using call numbers like “MP3 CDBOOK” or “MP3 AUDIO”.
Here is a partial bib record (in correct field order) for a typical MP3 audiobook:

100 1_ |a Berenson, Alex.
245 14 |a The midnight house |h [sound recording] / |c Alex Berenson.
260 __ |a Prince Frederick, MD : |b Recorded Books, |c p2010.
300 __ |a 1 sound disc (11 hr.) : |b digital, MP3 ; |c 4 3/4 in.
538 __ |a System requirements: CD/MP3 player or PC with MP3-capable software.
511 0_ |a Narrated by George Guidall.
500 __ |a Unabridged.
500 __ |a Compact disc, MP3 format.
520 __ |a CIA agent John Wells is called in when a former agent and an army vet are gunned down. Tied to an interrogation squad that targeted the world’s most dangerous jihadists, the victims prove just the tip of the iceberg in a deadly case of global intrigue.
650 _0 |a Intelligence officers |vFiction.
655 _7 |a Audiobooks. |2 lcgft
655 _0 |a MP3 (Audio coding standard)
700 1_|a Guidall, George.

Originally published on January 11, 2013.

Tip #157: Dates on a DVD bibliographic record

Three dates are important when cataloging DVDs: publication date, copyright date, and the original production date.

Only one date is used in the 260 field of a DVD record. The preferred date is the publication date. If none is found, use the copyright date.

  • To find the publication date, look for the latest date on the DVD packaging. You can use any date you find, even the one for layout and design. Then assume this date is the publication date. Put it in brackets in the 260 field because you are just assuming it’s the publication date and don’t know for sure.
  • If you can’t find a publication date, look for a copyright date on the disc surface. It will be preceded by the copyright symbol.

The original production date should always be given in a 500 note.

Coding the fixed fields:

  • If a DVD contains the same material as the original film released in the theaters or shown on TV, then both the date used in the 260 field and the original release date shown in the 500 field belong in the fixed fields. Date1 is the date used in the 260 field and Date2 is the original production date given in the 500 note. The date type (DtSt) is a ‘p’ because the content is identical to the original work but the medium is different (video instead of the original film). When deciding if this rule applies, you can ignore the addition of minor elements such as trailers or biographical notes. Old movies release with the original trailers as the only ‘bonus feature’ would fall in this category.
  • If there is a change in content, then the item is considered a new work and only one date, the publication or copyright date shown in the 260 field, belongs in the fixed field. The date type (DtSt) in this case would be a ‘s’. Most anything is considered a change in content, and almost all current DVD releases fall into this category. Interviews, commentaries, “Making of…” features make the DVD a separate work from the original. Even the addition of closed-captioning is considered significant enough of a change in content.


245 00 |a How green was my valley |h [videorecording] / |c Twentieth Century-Fox ; directed by John Ford.
260 __|a Beverly Hills, Calif. |b Fox Video, |c c1993.
500 __|a DVD release of the 1941 motion picture.
500 __|a Includes original theatrical trailer and rare Movietone news footage.
Fixed fields: DtSt = p Date1 = 1993 Date2 = 1941

245 00 |a Sherlock Holmes |h [videorecording] : |b a game of shadows / |c Warner Bros. Pictures presents ; in association with Village Roadshow Pictures ; a Silver Pictures production ; in association with Wigram Productions ; a Guy Ritchie film ; written by Michele Mulroney & Kieran Mulroney ; produced by Joel Silver… [et al.] ; directed by Guy Ritchie.
260 __ |a Burbank, Calif. : |b Warner Home Video, |c [2012]
500 __ |a DVD release of the 2011 motion picture.
500 __ |a Special features: Sherlock Holmes and Dr. Watson: a perfect chemistry ; Moriarty’s master plan unleashed ; Holmes a vision on steroids.
Fixed fields: DtSt = s Date1 = 2012 Date2 = blank

Originally published on November 16, 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 #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 #124: Matching up the Fixed and Variable Fields in a MARC record

The codes in the fixed fields of a MARC record correspond with the data contained in the record’s variable fields.

This means that when you change dates or add information in one of the variable fields, you need to also change the coding or dates in the fixed field grid.

Here are some basics:

  • If you change the place of publication in the 260 field, change the Ctry fixed field to match.*
  • If you change the publication or copyright date in the 260 field, also change the Date1 fixed field.
  • If you add or remove illustration information in the 300 field subfield ‘b’, code the Illus fixed field to match.**
  • If you find plates in a book and add it to the 300 field subfield a (example: [8] p. of plates), add a ‘f’ in the Illus fixed field.
  • If you change the time for a videorecording in the 300 field, change the Time fixed field.
  • If you add or remove a 500 field saying the book has an index, change the Indx fixed field (0 = no index ; 1 = contains an index)
  • If you add or remove a 504 field saying the book contains bibliographic references, add or remove the ‘b’ in the Cont fixed field.
  • If you add or change a 521 (Target Audience) field on a DVD record, code the Audn field to match, remembering that code ‘e’ is only used for R-rated material.

A note about dates: If you use multiple dates in the variable fields, you may need to change the Date 1 and Date 2 fields as well as the DtSt fixed field***. Remember, too, that the dates in the fixed fields can come from any variable field, not just the 260.

*Not sure of the Ctry codes for states and foreign countries? Use the Cataloging Calculator and search country codes.
**Can’t remember all the Ilus codes? Bookmark or print the OCLC Fixed Fields: Illustrations page.
***Not sure how to code the DtSt field? Check OCLC Bib Formats & Standards
Originally published on March 9, 2012.

Tip #117: Fixed Field Change for Playaways

There’s been a change in the Form fixed field element that should be used for Playaways.

Instead of using an ‘s’ in this field, EI Catalogers should now code the Form fixed field ‘q’, which means ‘direct electronic’ (not requiring the use of a computer).

Most new Playaway records you import should already contain this updated coding, but check to be sure. If you attach to an older Playaway record already in Evergreen, there’s a good chance it contains the outdated Form field coding.

Other things to remember when cataloging Playaways:

  • Playaways are cataloged on the sound recording format. (Fixed field Type ‘i’ if a nonmusical sound recording)
  • The General Material Designator (GMD) is always [electronic resource].
  • The size in the 300 field is given in inches, not centimeters.
  • Information about batteries and earphones belongs in a 500 field, never the 300 field.
  • Always include a 655 field for “Audiobooks”. ( 655 _7 |a Audiobooks. |2 lcgft )
  • Don’t put “Unabridged” or “Abridged” in the 250 field unless the words “edition” or “version” are used on the device or container. Instead, put this information in a 500 field.
  • The form element in the fixed field is an “q”.

A sample Playaway record can be found on page 2.35-2.36 of the EI Cataloging Procedures Guide. This guide will soon be updated to reflect the new fixed field and 655 coding.
Originally published on January 20, 2012.

Tip #108: Cataloging Equipment as Realia

Libraries that circulate AV or other equipment to patrons, staff, or departments can easily create Equipment records in Evergreen. Tape recorders, CD players, projectors, screens, Kindles and Nooks are examples of equipment often cataloged.

To get started, load the Realia MARC record template: Click ‘Cataloging’ on the toolbar, then select ‘Create New Marc Record’. Use the pull-down to load the K_realia template.

Note that the fixed field Type code is r. This causes a yellow box icon to display in the OPAC to symbolize a three dimensional object. The template already has the necessary GMD ‘[realia]’ typed in the 245, subfield h.

Name the piece of equipment in the 245 and fill in as many of the other variable fields as appropriate. If known, use the 260 field for the place and date of manufacture and the name of the manufacturer. Include accompanying materials such as cables and adapters in the 300 field, subfield e. Use a 028 field for the model number. Add 500 notes for more detailed descriptions and other information.

In the 599 field, type EQUIPMENT RECORD in all caps.

When the record is complete, click ‘Create record’. In the Copy editor, select ‘realia’ as the circulation modifier. Under ‘Circulate as Type’, select ‘r-Three-dimensional artifact or naturally occurring object’.

If the equipment circulates to your patrons, make the record visible in the OPAC. However, if the equipment only circulates to staff or departments, or doesn’t circulate at all, be sure to select ‘No’ for ‘OPAC Visible?’ Although the record will not appear in the OPAC, your staff will still ‘see’ the record in the staff client.


028 51 $a RP3504-A $b RCA
028 51 $a U060020D12 $b Audiovox
245 00 $a Portable cassette recorder and player |h [realia].
260 __ $a Taiwan: $b RCA, $c 2007.
300 __$ a 1 personal portable recorder and cassette player in plastic container 10 1/2 x 7 x 2 1/2 in. + $e 1 adapter, 1 microphone, 1 user manual.
538 __$ a Adapter is an Audiovox class 2 power supply.
500 __$ a Includes 120 minute dictating cassette. Batteries are not included.
500 __$ a Recorder model #RP3504-A ; adapter model #U060020D12.

If you are cataloging a Kindle, Nook, or other electronic reader, first check Evergreen for an existing record. If there isn’t one, try searching on the ISBN or UPI number to see if one is available for import before creating an original record.

You can use the realia record template for other items your library circulates such as puzzles, puppets, rock collections and games.
Originally published on November 4, 2011.

Tip #99: Republication info in the 500 field

If your book is a reissue of a previously published edition by another publisher and the content has not changed, add this information as an Edition and History note. Look for republication information on the t.p. verso.

If your resource uses the words, ‘first published’ or ‘originally published’, begin the note with: “Originally published:” Otherwise, use the wording, “Previously published” at the beginning of your note.
Exception: Watch out for the words, “First published in _______”. In this case, use the words “Previously published” because it is unknown if the book was published elsewhere at an earlier date.

Add this Edition and History note above the 521 summary field and above any “Includes index.” or “Includes bibliographic references and index.” notes.

When entering republication information in the bibliographic record, use this standardized format: Place : Publisher, Date.


“Originally published by St. Martin’s Press, New York, 1999.”
500 Originally published: New York : St. Martin’s Press, 1999.
“First published by Bywater Books, Ann Arbor, MI.”
500 Originally published: Ann Arbor, MI : Bywater Books.
“Previously published in Boston by Houghton Mifflin, 2001.”
500 Previously published: Boston : Houghton Mifflin, 2001.

****Be sure to make a space before and after the second colon. As with all 500 notes, the line ends with a period.****

In the fixed fields, the republication date goes in the Date 2 slot. The DtSt field is coded ‘r’. Remember, though, this only applies if the content has not changed. If you don’t know the original publication date, as in the second example, put ‘uuuu’ in the Date 2 field.
Originally published on September 2, 2011.

Tip #83: Series numeration in the Series Statement (490 field)

Evergreen Indiana catalogers are encouraged to add series information to a MARC record whenever appropriate. Because this information is important to library patrons, catalogers often include not just the name of the series, but the numeration as well when adding a series statement.

Although the series name is typically found somewhere on the book, catalogers usually have to go to other sources to find the numeration for the series.

Good sources for series numeration include:

IMPORTANT: Whenever the series numeration comes from a source other than the item in hand, catalogers must do two things in the MARC record:

  1. Put the numeration in brackets in the 490 field to show that the source of the information is someplace other than the book AND
  2. Add a 500 field below the 490 identifying the source of the information.


490 1  ‡a Mercedes Thompson novel ; ‡ v[6]
500     ‡a Series numeration from NoveList.
800 1  ‡a Briggs, Patricia. ‡t Mercy Thompson novels ; ‡v 06.

490 1  ‡a A sweet magnolia novel ; ‡v [7]
500     ‡a Series numeration from Fantastic Fiction website.
800 1  ‡a Woods, Sherryl. ‡t Sweet magnolias ; ‡v 07.

490 1  ‡a Kanner lake series ; ‡v [#1]
500     ‡a Series information obtained from author’s website.
800 1  ‡a Collins, Brandilyn. ‡t Kanner Lake series ; ‡v 01.

If the series numeration is found anywhere on the item in hand (not just the title page), it is not necessary to put the number in brackets.

Reminder: Series numeration belongs only in subfield v, which is always preceded by a semicolon. Don’t forget the space before the semicolon. There is no period at the end of the 490, but there is one at the end of the 8xx field.

More information about series information in Evergreen MARC records can be found on pages 2.18-2.21 of the EI Cataloging Procedures Guide. Also see Cataloging Tip of the Week #55 (October 2010).
Originally published on May 6, 2011.

See Also


MARC Fields