Posts Tagged ‘700’

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 #131: Multiple authors & the ‘Rule of Three’

If your resource lists three or fewer authors on the title page:

  • the first named person or corporate body is the main entry and appears in the 1xx field
  • the first indicator in the 245 field is a 1
  • each of the other authors are added entries appearing in 7xx fields

Example:

Title: Volunteer vacations : short-term adventures that will benefit you and others (by) Bill McMillon, Doug Cutchins, and Anne Geissinger.
100 1_ a| McMillon, Bill, |d 1942-
245 10 a| Volunteer vacations : |b short-term adventures that will benefit you and others / |c Bill McMillon, Doug Cutchins, and Anne Geissinger.
700 1_ a| Cutchins, Doug.
700 1_ a| Geissinger, Anne.

However, if there are more than three authors and principal responsibility is not attributed to anyone:

  • there is no 1xx field
  • the title is the main entry (245 field, first indicator 0)
  • only the first author listed on the title page is named in the statement of responsibility (245, subfield c): “Joe Jones … [et al.].”
  • there is an added entry (7xx) only for the first named person or body responsible.

Example:

Title: American Icon: the fall of Roger Clemens and the rise of steroids in America’s pastime (by) Teri Thompson, Nathaniel Vinton, Michael O’Keeffe, and Christian Red.
(no 100 field)
245 00 a| American icon : |b the fall of Roger Clemens and the rise of steroids in America’s pastime / |c Teri Thompson … [et al.].
700 1_ a| Thompson, Teri.

Sometimes there are more than 3 authors but one is singled out as the primary contributor. One name may be in larger print, bold type, or separated from the other authors by the word “with”, as in “Thomas Patterson with Margaret Robinson, Sarah Rice, and Timothy Hubert”. In these cases, the primary author’s name goes in a 100 field and the rest belong in 700 fields. Of course, if there’s more than three secondary authors, list the first one followed by the .[et al.] and only put that name in a 700.
Originally published on April 27, 2012.


Tip #119: Names with multiple initials – space or no space?

Question: When creating or editing MARC records, is it J.K. Rowling or J. K. Rowling? Is it Rowling, J.K. or Rowling, J.K.?

Answer:
In the 100, 700, or 800 field, always enter a space between initials of a personal name: Rowling, J. K.
In the 245 field, type the name with no spaces between initials: J.K. Rowling.

Examples:

100 1_ |a Griffin, W. E. B. (spaces between initials)
245 14 |a The traffickers / |c W.E.B. Griffin and William E. Butterworth IV. (no spaces)
100 1_ |a Beaton, M. C. (spaces between initials)
245 14 |a There goes the bride / |c M.C. Beaton (no spaces)

In contrast, never put spaces between initials of a corporate name, no matter where it appears in the record.

Example:

110 2_ |a J.C. Penney. (no spaces)
260 __ |a New York : |b W.W. Norton, |c 2001. (no spaces)

The basic rule in a nutshell: Anytime a personal or corporate name is in direct order, there are no spaces between the initials. If the format is last name, first name, then put a space between the initials.
Originally published on February 3, 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 #16: Illustrations, Plates, and Illustrators

Illustrators included in the statement of responsibility (245 |c) that are not the main entry (100 tag) should be listed as an added entry (700 field) if:

  • the illustrations are considered an important feature of the work OR
  • the illustrator’s name is given at least equal prominence to the main entry OR
  • illustrations occupy half or more of the work.

You can indicate that the person is the illustrator by adding a subfield e:

245 10 aCowgirl Kate and Cocoa : |bpartners / |cwritten by Erica Silverman ; painted by Betsy Lewin.
700 1_ aLewin, Betsy, |eill.

Illustrations in a work are indicated in the 300 field, subfield b, as well as the ills fixed field. What is shown in the 300 field must be reflected in the fixed fields.

  • If the 300 field includes terms like “ill.”, “col. ill.”, “chiefly ill.”, then the ills fixed field must contain an ‘a’.
  • If your item contains maps, then the 300 tag needs to reflect this and there must be a ‘b’ in the ills fixed field. If the map is on the lining papers, this should be put in a 500 note. (500 __ |aMap on lining papers.)

Look for plates in non-fiction books, especially biographies. Plates are not included in the pagination and are often in groups of 8 or 16. Count the total number of pages of plates and put it in the 300 field, subfield a. The number of pages goes in brackets. If you list plates in the 300 field, the ills fixed field must contain an ‘f’.
Plates in a 300 field:

300 __ a332 p., [16] p. of plates : |bcol ill. ; |c25 cm. (ills fixed field = af)

Subfield ‘b’ of the 300 field is always preceded by a colon (:) and subfield c is preceded by a semicolon (;). This mean if you don’t have any illustrations, the number of pages is followed by a semicolon.

300 __ a198 p. ; |c22 cm.

The ills fixed field can contain up to 4 codes.
Tables containing only words and/or numbers are NOT illustrations. Disregard illustrated title pages and minor illustrations.
If you list multiple terms in the 300 field, they should be in alphabetically order except ‘ill.’, if used, should be first.
Other sample 300 fields:

300 __ a653 p. : |bcol. ill., ports. ; |c22 cm. (ills fixed field = ac)
300 __ a356 p. : |bgeneal. tables, maps ; |c21 cm. (ills fixed field = bj)
300 __ a198 p. : |bcharts ; |c24 cm. (ills fixed field = d)

Originally published on December 11, 2009.



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