IN.gov - Skip Navigation

Note: This message is displayed if (1) your browser is not standards-compliant or (2) you have you disabled CSS. Read our Policies for more information.

Indiana State Library

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

Tip #29, March 26, 2010

Target Audience and Running Time Fixed Fields


When cataloging DVDs, look at the rating given in the 521 Target Audience Note when assigning the code in the Target Audience (Audn) fixed field.

  • If the MPAA rating is G, PG, or PG-13, make the Audience code 'g' (general). 
  • If the item is R-rated or Unrated, put an 'e' (adult) in the Audience fixed field.
  • Material that is not rated should be given an Audience code that best describes the interest level.

See the Cataloging Procedures Guide, p. 2.20-2.21 for information about the 521 Target Audience Note and the Audience fixed field.  A list of codes for the Audience fixed field can be found at http://www.oclc.org/bibformats/en/fixedfield/audn.shtm


Don't leave the Running Time fixed field (Time) blank when cataloging a DVD.   This is a 3-digit number reflecting the length of the DVD in minutes. 

  • If your item is less that 100 minutes, include the leading zero (039 for 39 minutes). 
  • If the length is more that 999 minutes, enter three zeros (000). 
  • If the length is unknown, enter three hyphens (---).

The information in the 300 Physical Description field should correspond with this fixed field.  

More information about the Running Time fixed field can be found at http://www.oclc.org/bibformats/en/fixedfield/time.shtm


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

Tip #28, March 19, 2010

Sorting out library and trade editions on audiobook records 

When a library and a regular edition of a book on CD or cassette is available, each edition should be on a separate MARC record in accordance with cataloging rules for edition statements.  This is true even if the two editions are identical except for the ISBN and the edition statement.

Keeping the two editions on separate records makes it easy for libraries to determine whether or not they have a library edition, which may qualify for discounted or free disc or cassette replacement.

Each edition will have its own ISBNs which should be recorded in the 020 fields.  There will generally be no edition statement for the trade edition.  (Remember, "Unabridged" and "Abridged" are not edition statements!)  However, there should be a 250 field in the MARC record for the library edition since in most cases it does appear on the container.    

You may find that some records have ISBNs for both editions.  When importing records, be sure to select the correct record based on the edition statement and delete the ISBNs for the edition which do not apply to your item.

If a record already exists in Evergreen with the ISBNs for both editions:

  1. First determine whether the record is for the regular or library edition.  This may be difficult, since the existing record may have been edited and no longer contain the right edition statements.  Doing a Z39.50 search for each ISBN for comparison can be helpful.

  2. Once you know which edition the record was intended for, delete the ISBNs for the other edition and make sure the edition statement is correct. 

  3. If the record in Evergreen is the right one for your item, add your holding.  If not, import the correct record, delete any incorrect ISBNs, and attach your holding.

  4. Notify any libraries who have holdings on the record you changed so they can check their items and make sure they are attached to the correct record.


More complete instructions with examples on this topic will soon be added to the EI Cataloging Procedures Guide.

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

Tip #27, March 12, 2010

Street Date Material

If you receive materials with a street date, it's okay to catalog these items immediately but please do not make them available for circulation prior to the street date.

You can leave the item status as "in process" until the street date so your patrons will know the book, audiobook, or DVD will soon be added but is not yet available for check out.  Another option is to change the item status to "on order". 

There are advantages to cataloging an item prior to the street date:

• the item is in the OPAC, so patrons know your library will have it soon
• patrons can place holds on the title

Remember, these materials should never be placed on your shelves or checked out to anyone until the street date!
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 #26, March 5, 2010

Fields to delete in Evergreen MARC records
Whenever you import a new MARC record or select an Evergreen record for your new item, be sure to check it for fields that need to be deleted.

The 'unwanted' fields you will most likely find are:

029
016
263
590
9xx (Delete all EXCEPT for 901 and 994)

The complete list of MARC record fields which should be deleted in Evergreen Indiana can be found on pages 2.7-2.8 of the Cataloging Procedures Guide.

To delete a field, place your cursor somewhere in the targeted row and press both the shift and delete keys. 

For more information about using the MARC editor, refer to Chapter 14 of the Evergreen Indiana Cataloging Training 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