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Cataloging Tip of the Week from the Evergreen Cataloging Committee

To better utilize our ListServ, the Evergreen Indiana Cataloging Committee will be posting weekly Cataloging Tips every Friday. Ideas for these tips will come from questions Committee members have been asked, committee meeting discussions, cataloging training, and updates in our manuals.

If you have questions about cataloging in Evergreen, you can always post it to the ListServ evergreen_indiana-catalog@lists.in.gov or email individual Committee members.
If you have an idea for a tip, send it to cataloging@mjcpl.

Tip 178, 5-3-2013

Yes, you CAN abbreviate in RDA (sometimes) 

Before RDA was implemented, catalogers were constantly being warned that we
wouldn't be able to abbreviate anything in a RDA record.  As it turns out,
that's not exactly true. 

Here's a few guidelines for determining what can and cannot be abbreviated
in a RDA record:   

1) When transcribing from the resource, you can abbreviate a word if it
is also abbreviated on the resource.  For example, if "edition" is
abbreviated in the book, you can abbreviate it in the 250 field.  Another
example is if the word "General" is abbreviated on the title page ( "by Gen.
John Elliott"), then you can abbreviate the rank in the Statement of
Responsibility (245 |c).  

2) Dimensions and duration can still be abbreviated, so you can always
abbreviate inch (in.), minutes (min.), and hour (hr.).

3) However, other terms such as 'illustration', 'genealogy table',
'portraits', and 'pages' must always be spelled out.  

Questions about cataloging in Evergreen can be posted to the ListServ:
<mailto:evergreen_indiana-catalog at lists.in.gov>
evergreen_indiana-catalog at lists.in.gov or emailed to any EI Cataloging
Committee member.

Previous Tips can be viewed online at:  <http://www.in.gov/library/3700.htm>
http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to:
<mailto:cataloging at mjcpl.org> cataloging at mjcpl.org

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.
Example:   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"   Example:
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.  Example:  490 1_ |a A home repair is
homicide mystery ; |v [16] 

Questions about cataloging in Evergreen can be posted to the ListServ:
<mailto:evergreen_indiana-catalog at lists.in.gov>
evergreen_indiana-catalog at lists.in.gov or emailed to any EI Cataloging
Committee member.

Previous Tips can be viewed online at:  <http://www.in.gov/library/3700.htm>
http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to:
<mailto:cataloging at mjcpl.org> cataloging at mjcpl.org

Tip 176, 4-19-2013

e four "T" fixed fields for Videorecordings: Type, TMat, Time, and Tech
Type: is always a 'g', for projected medium

TMat: is always a 'v' for videorecording

Time: is the playing time (in minutes) for whatever is listed in the title proper. This is a 3-digit field, so if time is less than 100 minutes, right justify and lead with a zero (045, 074, etc.). If playing time is more than 999 minutes, use three zeros (000). If you don't know the playing time, use three dashes (---). Time for bonus features, supplementary materials, and film shorts are not included in this number -- only the running time for the title recorded in the 245 field

Tech: is 'l' for live action, 'a' for animated, or 'c' if a combination.

More information about coding fixed fields can be found here: https://www.oclc.org/bibformats/en/fixedfield.html and here http://www.loc.gov/marc/bibliographic/bd008v.html

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.
Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm
If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

007 Field Cheat Sheet for Sound Recordings on CD

The 007 field contains coded information about the physical characteristics of the material being cataloged. Evergreen catalogers mainly see 007 fields on bibliographic records for videos, sound recordings, and electronic resources. This field usually does not appear on MARC records for books.
The 007 is a fixed field, which means the contents are position dependent. In Evergreen, the subfield labels (|a, |b, |c, etc.) do not display. There are no indicators for the 007 field.
A typical 007 field for a sound recording looks like this in Evergreen:
007 __ sd fsngnnmmned
Note the space between the 'd' and 'c'. That third position (subfield c) is undefined, so in order to keep all the codes in the correct slot, there has to be a blank space.
Here's a cheat sheet for coding the 007 field for sound recordings on CD:
Subfield a = s
Subfield b = d
Subfield c = blank space
Subfield d = f
Subfield e = s if stereo; = m if mono; = u if unknown playback configuration
Subfield f = n
Subfield g = g
Subfield h = n
Subfield i = n
Subfield j = m
Subfield k = m
Subfield l = n
Subfield m = e
Subfield n = d if digital storage; = e if analog storage; = u if unknown capture and storage technique

Subfields f, j, k, l, and m are optional, so leaving them blank is okay. Just be sure to leave a blank space for the omitted coding. You can also 'save' the space by inserting a |, which means "no attempt to code". An example of this would be: 007 __ sd fm|gnn|mneu

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.
Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm
If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

Statement of Responsibility (245 subfield c) in an RDA record

In RDA, there is no "rule of three" like there is in AACR2. The general RDA rule is to transcribe a statement of responsibility in the form in which it appears, including the titles and honorifics. Record persons, families, and corporate bodies.

However, if more than three names are listed as performing the same responsibility or the same degree of responsibility, RDA also gives the option to omit all but the first name and summarize what has been omitted with words such as [and 4 others] in brackets. (Don't use [et al.] or "..." in RDA.) For instance, if more than 3 authors are listed and none are singled out as the primary author, then you can omit as many names as you wish, so long as you list the first name. If there are four producers and five writers listed on a resource, you must list one producer and one writer but the rest of the names are optional. However, if only two or three persons, families, or corporate bodies share a responsibility, then all names must be included.

The Evergreen Indiana RDA cataloging guideline recently agreed upon by the EI Cataloging Committee is to accept the existing statement of responsibility as found, so long as it meets the guidelines above, but add more names and information to the record if desired. Please don't delete any part of the existing statement, but add names and titles if you believe they are important and could be of interest to our patrons. So if you import an RDA record with a statement of responsibility listing 4 of the 6 authors, you can leave the record as is or enhance it by adding the omitted authors.

Examples of RDA statements of responsibility (field 245, subfield c):

/c by Elliott Golding [and six others].

/c Sally Katz, Betty Jones, Thomas Rice [and two others]

/c Hollywood Pictures ; produced by Clint Eastwood [and four others] ; written by Ken Roberts and Robert Kent [and two others] ; directed by Billy Jones.

/c by General Colin Powell.

/c by Queen Elizabeth.

/c by retired Corporal John James.

/c Richard Evans Schultes, Edward C. Jeffrey Professor of Biology and Director of the Botanical Museum, Harvard University, and William A. Davis, Keeper of Scientific Exhibits, Botanical Museum, Harvard University, with Hillel Burger, Chief Photographer, Peabody Museum of Archaeology and Ethnology, Harvard University.

/c sponsored by the America Library Association.

/c by the late Reverend John Hughes.

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

Ending punctuation in the 300 field of a RDA record in Evergreen Indiana

Field 300 may end in no punctuation, may end in a right parenthesis, or may end in a period when either the last element is an abbreviation ("cm" and "mm" are not treated as abbreviations) or a 490 field is present in the record.

We never used to have to think much about the ISBD rules for  this field until RDA because most 300 fields ended with a period anyway (the abbreviation “cm.” or “in.”).  However, ‘cm’ is not considered an abbreviation in RDA, so now we have to be careful. 

Examples: 

300 __ 287 pages : |b color illustrations ; |c 24 cm (no 490, so no period) 

300 __ 12 sound discs (approximately 14 hrs.) : |b digital ; |c 4 ¾ in. (490 may or may not be present- it doesn’t matter here) 

300 __  821 pages, 16 unnumbered pages of plates : |b illustrations ; |c 25 cm. (period because a 490 field is present)

490 1_  World at war  

300 __ 1 sound disc : |b digital ; |c 4 ¾ in. + |e 1 booklet (no 490, so no period)

300 __ 338 pages ; |c 30 cm + |e 1 sound disc (digital ; 4  ¾ in.). (490 present)

490 1_ Senior fitness guides 

Note: Abbreviations for duration and dimensions are allowed in RDA. 

The reasoning behind this period/no period business has to do with areas of description in an ISBD display.  Because the series statement and physical description are part of the same ‘paragraph’, a period is needed after the 300 to separate it from the 490 in the display.  If there is no 490 field, then the 300 field is in a paragraph by itself and needs no ending punctuation. 

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

RDA Punctuation

It was decided at the last EI Cataloging Committee meeting not to use RDA punctuation in bibliographic records but to continue to follow ISBD standards. This is an option available in RDA cataloging, and means we can continue to follow our current punctuation rules.
This decision also means if you see RDA style punctuation in a record, it should be changed to ISBD standards. The most common correction you will need to make is to remove the 'double punctuation' in some 245 and 250 fields.

Examples:
245 00 |a What happened to Jane?.
245 10 |a Physics for beginners / |c Robert Jones, Jr..
250 __ |a Revised and expanded!.
In each case, the ending period should be deleted.

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.
Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm
If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

The 082 field

The 082 field contains the Dewey Decimal call number assigned by the Library of Congress or other national agencies. New as well as experienced catalogers use the 082 field as a starting point when determining the call number to use for a resource.

This field should not be edited or deleted from an Evergreen record.

If you import or edit a record without a 082 field, you may add one if you copy it from a duplicate record, a record for a different edition, or the CIP (cataloging-in-publication) information at the front of a book. When merging, always copy the 082 into the lead record if this field is missing.

If the 082 is missing and there is no place from which to copy the one assigned by the Library of Congress, you may assign a Dewey Decimal Classification number according to the DDC schedules or to LC practice.

In this case, or if you copy the 082 from a different edition, be sure to use a 2nd indicator of 4, to show that the number was not actually assigned by the Library of Congress.

If you decide upon a Dewey Decimal number for your item independent of the DDC schedules and LC practice, please do not put that number in a 082 field. Recording a locally assigned Dewey number in a 092 field is also inappropriate because the is a consortium environment. Simply create your volume using the local call number and attach your holding.

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to: cataloging@mjcpl.org

5xx cheat sheet for DVDs

Cataloging DVDs for Evergreen usually involves moving the 5xx fields around to get them in the correct order. Having a 5xx order 'cheat sheet' tucked under your keyboard really helps speed this process.
The list below has been posted in two previous tips, the last in July of 2011, but it's useful enough to merit another appearance.
5xx fields for DVDs

538--Format, such as "DVD; region 1; widescreen (1.85:1) presentation; NTSC."
546--Language and captioning, such as "Language tracks in English, dubbed French or dubbed Spanish, with optional English, French or Spanish subtitles." or "Closed-captioned."
500--Source of title proper, if other than the video title frames (the film itself) or physical carrier labels (disc surface). Example: "Title from container."
500--Notes about variations in the title and parallel titles (Use a 246 field for the actual variant title)
511--Cast, players, performers, narrators, presenters. 1st indicator is a 1 (cast) or 0 (no display constant).
508--Credits: list of persons other than cast who are not listed in the 245. List the function first and separate functions with a semicolon. Example: "Photographers, Carlos Ruiz and Bill Thompson ; Photo editor, Susan Moore."
500--Edition & history, such as "Originally released as a motion picture in 2009.", "Based on the novel by __.", or "Sequel to: ______."
518--Notes about when and where item was filmed, broadcast, etc., such as "Film on location in Jackson Hole, Wyoming."
500--Any further publication history and distribution information not in the 260, such as "First released in Canada in 2010."
500--Physical characteristics of recording, such as sound, color, double-sided. (However, combine with 538 if present)
500--Notes about accompanying material
500--Notes about series information, such as "Series information from container insert."
521--Audience (MPAA rating). 1st indicator is usually an 8 (no display constant). Also add statements from container such as "Suggested for ages 3-5."
530--Notes about other formats, such as "Also issued on videocassette."
520--Summary
500--Descriptive contents note, such as "Special features include....."
505--Contents
500--Notes about any publisher's numbers an UPC codes
540--Terms governing use and reproduction
586--Awards note, such as "Academy Award, 2009: Best Picture; Best Director."
501--"With" notes

Remember, all 5xx fields end with a period.

Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.
Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm
If you have an idea for a Tip, please send it to: cataloging@mjcpl.org2013

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