Posts Tagged ‘504’

Tip #181: Bibliographic References (504 field)

Sections of a book titled “Notes”, “Selected Bibliography”, and “Bibliographic Sources” are all considered bibliographic references. Sections called “Other Resources” or “Sources of More Information” or lists of where the reader can find crafting supplies are really not bibliographic references but catalogers often include these. If they are already in the record as a bibliographic resource, leave them but do not add these types of references in the 504. Technically, ‘bibliographic references’ means a list of the sources that the writer consulted or cited.

Record information about bibliographic references in the 504 field. This field can also be used for discographies and filmographies. If your item also has an index, include this information in the 504 rather than a separate 500 index note.

Always add pagination unless the bibliographic references are dispersed throughout the work. Put the page numbers in parentheses and bracket numbers that do not actually appear on the page.

CIP (cataloging in publication) records often have incorrect or missing information about bibliographic references and indexes, so it’s important to check these carefully. Pagination will not be included in a CIP record and will have to be added.

The 504 field ends in a period, even if the note ends in a bracket or parenthesis. There are no indicators, and all information may be put in subfield a.

Any information in the record about bibliographic references and indexes must be reflected in the Fixed Fields. If you add or remove information about bibliographic references and/or indexes in the variable fields, make sure to also change the fixed fields grid.

  • If your item has an index, then the Indx (Index) fixed field is coded ‘1’. (If there is no index, this field is ‘0’.)
  • If your item contains bibliographic information, then the Cont (Nature of Contents) field must contain a ‘b’ (bibliographies), ‘k’ (discographies), and/or ‘q’ (filmographies). Up to four codes may be used in the Cont field, in alphabetical order.

Examples:

500 Includes index. (Indx is 1)

504 Includes bibliographic references (p. 299-304). (Indx is 0, Cont is b)

504 Includes bibliographic references (p. [504]-511) and index. (Indx is 1, Cont is b)

504 Includes discography (p. 311) and index. (Indx is 1, Cont is k)

504 Includes bibliographic references (p. 405-421) and filmography (p. 422). (Indx is 0, Cont is bq)

Originally published on May 24, 2013.


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 #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 #72: Unformatted Contents Note (500 field)

Use an unformatted contents note to provide general information about the contents of a resource that is not described elsewhere in the record.

500 Special features: Filmmaker commentary, deleted scenes, and music video.
500 Includes reading group guide (p. 324-325).
500 Adoption records do not include years 1842-1847.
500 Includes excerpt from So enchanting by Connie Brockway (p. [379]-388).
500 “Includes 10 sing-along songs!”
500 “An official training publication of the American Kennel Club”–Cover.
500 Includes index.

As with all 500 notes, end the field with a period, question mark, exclamation point or hyphen. Use a period even if the statement ends in brackets or parenthesis.

Place an Unformatted Contents Note above the 505 field.
Use quotation marks if quoting from the item in hand. Follow the quote by an indication of its source unless that source is the chief source of information.

A 505 Formatted Contents Note is used to list contents of a collection or headings from the Table of Contents. If the resource includes bibliographical references as well as an index, combine this information in a 504.
Originally published on February 18, 2011.


Tip #67: Bibliographic references (504 field), indexes and the Fixed Fields

Use a 504 field to indicate the presence of a bibliography, discography, or filmography. If the item also has an index, include this information in the 504 rather than a separate 500 index note.

Any information in the record about bibliographic references and indexes must be reflected in the Fixed Fields:

  • If your item has an index, then the Indx (Index) fixed field must contain a 1. (If there is no index, this field is 0.)
  • If your item contains bibliographic information, then the Cont (Nature of Contents) field must contain a b (bibliographies), k (discographies), and/or q (filmographies). Up to four codes may be used in the Cont field, in alphabetical order.

Unless the bibliographic information is scattered throughout the work, include the pagination in the 504. Put the page numbers in parentheses and bracket numbers that do not actually appear on the page.

The 504 ends in a period, even if the note ends in a bracket or parenthesis. There are no indicators, and all information may be put in subfield a.

CIP (cataloging in publication) records often have incorrect or missing information about bibliographic references and indexes, so it’s important to check them item carefully. Pagination will not be included in a CIP record and will have to be added.

Whenever a change is made in the variable fields (500 or 504) about indexes and bibliographies, be sure to make the same change to the fixed fields.

Examples:

500 Includes index. (Indx is 1)
504 Includes bibliographic references (p. 299-304). (Indx is 0, Cont is b)
504 Includes bibliographic references (p. [504]-511) and index. (Indx is 1, Cont is b)
504 Includes discography (p. 311) and index. (Indx is 1, Cont is k)
504 Includes bibliographic references (p. 405-421) and filmography (p. 422). (Indx is 0, Cont is bq)

Originally published on January 14, 2011.


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.



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