Posts Tagged ‘599’

Tip #159: On-Order Records in Evergreen

Some Evergreen libraries add new titles to the catalog as soon as they are ordered. Patrons can then locate the titles in the OPAC and place holds before the title is received.

On-order records are easily recognized because they contain the 599 field: ON-ORDER RECORD. Because the library adding this kind of record does not yet have the item in hand, the record is almost always incomplete.

If you find an on-order record that matches your holding, please edit and enhance the record to reflect the information on your item. When finished, delete the 599 field.

If you would like to create on-order records for items your library has ordered but not received, first search Evergreen just as if you have the item in hand. You should have sufficient information to do this—title, author, ISBN, publisher, and year—even though you do not yet have the item.

  1. If there is already a record in Evergreen for the item ordered, attach your holding to that record and proceed to step #2. If no record is found, either import a matching record or use an Evergreen MARC Template to create an original temporary record. The record you import or create is considered an on-order record because you do not have enough information available to review all required fields. Complete the record as best you can, adding the required 599 field: “ON ORDER RECORD” (in all capital letters). On-Order records should contain a minimum of the author, title, ISBN or standard number and the edition fields, if available.
  2. To attach your holding, you will need to assign a barcode to the ordered item or create a unique number to use as a temporary barcode, such as the ISBN + your library’s initials.
  3. When the item is received at your library, use the information on the item to edit the record so it meets Evergreen standards for permanent records and delete the 599 field, if present. You may discover that another library has already enhanced the record for you. If so, review the record and make sure the 599 field has been removed.
  4. If you used a temporary number instead of the barcode for your item, replace it with the true barcode.

Remember, if you import or create a record without the item in hand, you must add this 599 field:

599 __ $a ON ORDER RECORD (in all capital letters)

Keep in mind that the start time for age-based hold protection is as soon as the holding is added. So if there’s a long delay between when and item is ordered and when it is cataloged, you may want to delete and re-add the holding to restart the age protection, being careful not to lose your holds or delete the record.
Originally published on December 7, 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 #35: Original Cataloging—Vertical Files

Vertical files created at your library can be cataloged in Evergreen. Use the K-level book template and fill as many fields that you wish to.

There is no set standard in Evergreen Indiana as to what should be included in vertical records since they are K-level records. However, the more information in the record, the more keywords are created to assist your patrons in locating the material in the OPAC.

Things to consider:

  • You may want to include a 260 field to indicate the date the vertical file was created.
  • Decide if you want to include a 505 content note. If the materials in the file are subject to change, this may not be a good idea unless you plan to update the record regularly.
  • Add a 599 field for Vertical file.
  • Be sure to add at least one LCSH subject heading.

Here’s a sample of a vertical file MARC record:

008070101s2010 e 0 0 0 eng d
043. |a n-us-in
092 . |a H VF Acc
245 00.|a Accidents. |p Hendricks County, 2005 |h [vertical file]
260 |c [2010]
300. |a 1 manila folder ; |c 24 x 38 cm.
599 . |a Vertical file record.
650 0. |a Accidents |z Indiana |z Hendricks County.

Originally published on May 7, 2010.

See Also


MARC Fields