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Library > Evergreen Indiana > Member Resources > Print Tutorials > Evergreen Indiana - Weekly Cataloging Tips > Cataloging Tip of the Week November 2009 Cataloging Tip of the Week November 2009

Tip #14, November 27, 2009

Remembering the correct order for the 5xx fields is not easy.  Many of us catalogers have cheat sheets hiding under our keyboards already, but here's one especially for DVDs:

Order of 5XX fields for DVDs

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538—Format

546—Language and captioning

500—Source of title proper, such as “Title from container”

500—Notes about variations in the title

500—Notes about parallel titles

511—Cast – players, performers, narrators, presenters

508—Credits – List persons other than cast

500—Edition history—such as the original release date of a motion picture

500—Any further publication history and distribution information

500—Physical characteristics of recording, such as sound, color, double–sided disc

500—Notes about accompanying material

500—Notes about series information, such as “Series information from container insert.”

521—Audience (MPAA rating)

530—Notes about other formats “Also issued on videocassette”

520—Summary

505—Contents

500—Notes about any publisher’s numbers and UPC codes

540—Terms governing use and reproduction

501—“With” notes

Because the records for videorecordings are often huge, it's especially important to get the 5xx fields in the right order.  This makes it easier to check the Evergreen record against information on the item in hand when cataloging.  Limitations of many of our previous automation systems did not allow for the correct ordering of 5xx fields, so many records migrated to Evergreen with the 5xx fields in numerical, not AACR2 order.   We should all do what we can to straighten out the records.

Time is running out to register for the upcoming EI Cataloging Roundtables.  These are scheduled (during a cataloging freeze) for Wednesday, December 9 at 10:00 a.m. at Jackson County Public Library and Lebanon Public Library.  Registered participants will earn a LEU while learning about enhancements and changes with the 1.6 upgrade.  We'll also have plenty of time to answer EI cataloging questions.  Register for either location via Webjunction by December 2.

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


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

Tip #13, November 20, 2009

If your item in hand contains no edition statement, you can still attach it to a record displaying '1st ed.' in the 250 field if everything else matches.  If the ISBN for your item is not already on the record, be sure to add it in an 020 field.

If, however, your item in hand indicates it is a later edition (2nd, 9th, 25th anniversary, etc.), do not attach to the 1st ed. record, even if everything else looks the same.

Please do not change the edition statement on a record you find in the Evergreen database.  If you're updating your collection with a newer edition, you'll need to delete your holding for the older edition and then find a different record with the correct edition statement and attach the new item to that record.  This is true even if all other information in the record appears the same because other libraries may still own holdings for the older edition
.

Other tips for the 250 field:

  • If a statement says "edition", "issue", or "version", then consider it an edition statement.
  • The 250 field is not repeatable, so if there is more than one edition statement on a resource, choose the most useful one for the 250 and enter the other statement as a 500 Edition and History Note.
  • "Unabridged" is NOT an edition.  This information also belongs in a 500 field.

Don't forget to register for the EI Cataloging Roundtables scheduled (during a cataloging freeze) for Wednesday, December 9 at 10:00 a.m. at Jackson County Public Library and Lebanon Public Library.  Registered participants will earn a LEU while learning about enhancements and changes with the 1.6 upgrade.  We'll also have plenty of time to answer EI cataloging questions.  Register via Webjunction by December 2.

Questions about cataloging in Evergreen can be posted to the ListServ:
evergreen_indiana-catalog@lists.in.gov or emailed to any Committee member.
If you have an idea for a tip, send it to cataloging@mjcpl.org
 

Tip #12, November 13, 2009

We scan in an ISBN and a huge list of records that probably could be merged scrolls down our screen.  We're overwhelmed.  We know we don't have time to merge them all, so we just pick one record, attach our holding, and move on.  Sound familiar?

Well, those records aren't going to merge themselves, and the volume of 'hits' for some of these popular books confuses our patrons and frustrates our staff.  So here's a battle plan that we think can work:

  1. Pick a good record to add your holdings to and put it in a record bucket.
  2. Using the matching points as a guide (ISBN, Author, Title, Pagination, and Publisher), select just TWO other records to add to the bucket.
  3. Merge.
  4. Add your holding and move on, guilt free because you know you've done your part.

The next cataloger who scans in that ISBN will have 3 less records to deal with and can select 3 more to merge.

Yes, the State Library does have a few interns working on this, but the task is overwhelming.  If we all just take the time to merge 3 records at least some of the times we see one of those endless lists of duplicates, then eventually things will start to look a bit less chaotic.

Information on merging can be found beginning on page 19.17 of the updated EI Catalog Training Manual.  If you haven't done so already, download it from the Evergreen website:
http://www.in.gov/library/3381.htm

The next EI Cataloging Roundtables are scheduled for Wednesday, December 9 at 10:00 a.m. at: Jackson County Public Library in the south and Lebanon Public Library in the northern part of the state.  Register via Webjunction by December 2.

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


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

Tip #11, November 6, 2009

MULTIPLE AUTHORS

If there are three or fewer authors:

  • the first named person or corporate body is the main entry and appears in the 1xx field
  • 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.

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.


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

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

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