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Library > Evergreen Indiana > Member Resources > Print Tutorials > Evergreen Indiana - Weekly Cataloging Tips > Cataloging Tip of the Week January 2010 Cataloging Tip of the Week January 2010

Tip #21, January 29, 2010

Discard/Weed Status

By changing the status of an item to Discard/Weed, you make the item invisible in the OPAC and unavailable for holds and circulation.

Changing the status to Discard/Weed does NOT delete the item.  

See chapter 18 of the EI Cataloging Manual for how to delete holdings.  See chapter 7 for how to use the copy editor to change an item's status.

Copy Protection
Evergreen catalogers can apply age-based hold protection to any item as it is added to their collection.   If an item is added with 6-month hold protection, then only your patrons can place a hold on that item for the first 6 months.

If your library has multiple locations, the hold protection does not prevent holds being placed within your system.  So a patron at your branch can still place a hold on an item at the main library even if it is hold protected.

At the end of the 6 months, Evergreen automatically allows holds to be placed by patrons from other library systems in the consortium.  Catalogers do not need to revisit the record to remove the hold protection.

If hold protection was placed on an item, the age-based hold protection box will always show '6month', even if that protection has expired.

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 #20, January 22, 2010

Please refer to the AACR2 when adding a General Material Designator (GMD) to a record in Evergreen.   U.S. libraries use list two under  Rule 1.1C2. 

Below are some of the common types of items found in the Evergreen database and the correct GMD for each:

Books on CD:   [sound recording]
Musical CDs:    [sound recording]

DVDs:              [videorecording]
VHS tapes:       [videorecording]

CD-Rom:          [electronic resource]
DVD-Rom:        [electronic resource]
Playaways:       [electronic resource]

Kits:  [kit]

The General Material Designator should be placed in subfield h of the 245 field and enclosed in brackets. 

It is placed after subfield a and before subfield b.  If there are any subfields n or p in the title proper, then the GMD follows these.

There is no punctuation preceding the |h.

The GMD is always in all lowercase.

Examples:

245 10 |a Hoot |h [electronic resource] / Carl Hiaasen.

245 14 |a The secret life of bees |h [sound recording] : |b a novel / Sue Monk Kidd.

245 00 |a Jeeves & Wooster. |p The complete second season. |n Volume one |h [videorecording] / Carnival Films.

Please note that [large print], [DVD], and [book] are NOT included in the list of AACR2 General Material Designators.

Information about using General Material Designators is being added to Chapters 2 and 3 of the Evergreen Procedures Manual.

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 #19, January 15, 2010

When doing a catalog Quick Search, the system searches all of Evergreen by default.  You can't limit the search to your library for any of the Quick Search options EXCEPT for the Call Number search.

To browse call numbers just for your library:
1. Access the Catalog Search screen - quick key F3.
2. Select 'This Branch' or 'Local Library System' from the Search Library pull-down menu. 
3. Type the call number into the Quick Search box (left side of the screen) and select 'Call Number' from the pull-down menu. 
4. Click the Submit button located in the Quick Search box - not the one under Select Library.
This allows you to browse just your collection, which is useful when assigning call numbers.

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 #18, January 8, 2010

If the item being cataloged is made up of more than one work by the same author but does not have an inclusive, collective title, use subfield b for the subsequent title(s).

Separate the subsequent titles with a semicolon.  This means subfield b is preceded by a semicolon, not a colon.

Transcribe the titles in the order they appear on the chief source of information.

Capitalize the first word of each title.

You can use an a 7xx field to provide access to the subsequent titles.

If a single subtitle applies to all works (by a single author), place it after all the titles, preceded by a colon.

Examples:

245 12 |aA Christmas kiss ;|b and, Winter wonderland /|cElizabeth Mansfield.
740 02 |aWinter wonderland.

245 14 |aThe cat in the hat |h[videorecording] ;|bThe cat in the hat comes back ; Fox in socks /|cRandom House Home Video.
740 42 |aThe cat in the hat comes back.
740 02 |aFox in socks.

245 10 |aDinny and the witches ;|band, The miracle worker : two plays.
740 42 |aThe miracle worker.

Note that field 246 (varying form of title) is only used for titles related to the work selected as the title proper, not the subsequent titles listed in subfield b. 

In cases where one of the works in a resource is predominant, do not follow these guidelines but use the predominant title as the title proper in the 245 and put the other title(s) in a 505 (contents note).


Questions about cataloging in Evergreen can be posted to the ListServ: https://webcms.in.gov/CMS/ioEditor/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