Catalog Tip of the Week August 2010

Tip #50, 8-27-2010

Deleting multiple items

If you need to delete a cart of books, music, DVDs, etc., you do not always have to go into each record individually and delete from the Holdings Maintenance screen. 

Instead of deleting these items one at a time, scan them into the Item Status screen and delete them as a group. 

Follow these simple steps:
1. Scan all items to be deleted into the Item Status Screen (F5)
2. Highlight all items (Click on the first, then last item while holding down the Shift key)
3. From the Action for Catalogers pull-down menu, select Delete Items
o Click "OK" when asked if you're sure
o Click "OK" when advised items deleted
4. From the Action for Catalogers pull-down menu, select Delete Volumes
o Click "delete" when asked if you're sure
o Click "OK" when advised volumes deleted
You must always first delete the items, then the volume.   Evergreen will not allow you to delete a volume unless it is empty. 

If, when you select Delete Volumes you get the message, "You must delete all the copies on the volume before you may delete the volume itself", this means that at least one of your items was attached to a volume that still is not empty.  In other words, your library or branch held multiple copies of an item with the same call number and your library is not withdrawing all of the copies.  You cannot (and don't want to) delete a volume if it is not empty.  If you don't know which item is causing the problem, try highlighting and deleting a few volumes at a time until you've pinpointed the volume that still has holdings.  Then highlight and delete all remaining volumes.  NOTE: Because the Item Status Screen does not show you which volumes cannot be deleted when you get this message, It is best to use this method of deleting holdings only if you're fairly sure that most or all the items being deleted are the only copies of that item held at your location.

It's very important that you delete the volumes as well as the items.  The volume only automatically disappears if the item you deleted was the only holding on the record.  If other libraries also had holdings attached to the record, the volume (the line containing the call number) will remain unless you do step 4 above.  Leaving empty volumes becomes problematic when all the other libraries delete their holdings but your library's empty volume is still on the record.  Evergreen will not automatically delete a record if there is a volume attached, even if it's empty.

You may have noticed that the Copy Buckets screen has a batch function tool called, "Delete All From Catalog".  When you use this tool, volumes will not be deleted unless your item happens to be the only holding on the record.  For this reason, if you are deleting items from a bucket, please use the "Show Status" batch function tool instead and delete the items in your bucket from the Item Status Screen.  (If you have more than 20 items in your bucket, be sure the "Trim List (20 rows)" box has been deselected on your Item Status Screen.)  After you delete the items and volumes in the Item Status Screen, you can refresh the Copy Buckets screen and the "Deleted?" column will change to 'yes'.

To learn how to use the Column Picker to display the "Deleted?" column on the Copy Buckets screen, refer to Chapter 4 of the EI Cataloging Training Manual.   More information about the Item Status Screen can be found in Chapter 15 and Chapter 17 explains how to use Copy Buckets.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

If you have an idea for a tip, send it to

Tip #49, 8-20-2010

Adding an Awards Note (field 586)
Use the Awards Note field 586 to add information about awards associated with the resource you are cataloging.  Awards information is important to many patrons, so taking a minute to enhance the record is worth the effort.
There is no AACR2 rule for this note, and all the information usually goes in subfield a.  No indicators are required.
Here are some samples.  Always add a date.  If you're not sure, check the Internet.
586    |a Academy Award, 2010: Best Actor (Jeff Bridges).
586    |a Academy Award, 1997: Best Picture.
586    |a Nebula Award, 2001.
586    |a Caldecott Medal, 1999.
The only subfield other than 'a' that is ever used in this field is subfield 3.  If you are cataloging a kit containing an award winning item, use this subfield to identify which item in the kit won the award:
586    |3 Videocassette |a Academy Award, 2002: Best Foreign Language Film.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

If you have an idea for a tip, send it to

Tip #48, 8-13-2010

Multiple records for some magazine titles

There is currently a limit of 2000 holdings that can be attached to a single MARC record in Evergreen.  As that number is approached, the system slows considerably until at some point the holdings are no longer accessible.  This has become a problem for some newspapers and weekly magazine such as Time, U.S. News and People.

The Cataloging Committee usually encourages catalogers to merge duplicate records.  However that is not the case in these situations.  We need to maintain multiple records for some newspapers and popular weekly magazines so that the number of holdings on each record is manageable.

If your holdings for a particular magazine are attached to a heavily populated record, you may want to consider choosing a different record and transferring your holdings.  You may want to select a record with magazines from neighboring EI libraries, so that holdings would be grouped regionally.

This issue is addressed in section 3.38 of the newly revised Evergreen Indiana Cataloging Procedures guide that was posted on this listserv earlier this week. General information about cataloging magazines in Evergreen can be found in Chapter 23 of the Evergreen Cataloging Training Manual.  Learn about transferring items and volumes in Chapter 10.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

If you have an idea for a tip, send it to

Tip #47, 8-5-2010

New Evergreen Indiana Procedure for Numeration in Series

Since Marlane is on vacation this week, she asked me to send out the Tip of the Week from our EI Cataloging Committee.  It is a day early since we have our in-house staff training day tomorrow and we will not be in the library.

At the June 21st meeting of the Evergreen Indiana Cataloging Committee Meeting, we decided to revise the policy for recording the numeration in series so that books within the series would be more easily found in the order in which the author intended his/her readers to read them.  We hope this new policy will make it easier for our patrons and colleagues to find materials in specific series and tell where in the series a particular title falls.  Here is the new section on series procedures in the Evergreen Indiana Procedures Guide:

The Evergreen Indiana Cataloging Committee decided to change the policy for cataloging series with numeration due to the fact that patrons can better determine the order of the books within series if the numeration is recorded in the same way for all series.  When adding numbering for series in Evergreen Indiana in the 490 field, catalogers should transcribe the series and its numbering scheme as it appears on the material being cataloged.  However, in the 8xx fields the cataloger should add the numbering scheme to the subfield v of the 8xx field so that the computer can arrange the series in numerical order.  To do this, catalogers should only add the numbers as they appear on the materials being cataloged without any added information such as bk. vol., no., or # (number sign) preceding the number.  For numbers 1-9, please add the 0 before the number so the computer will put the parts of the series from 1-9 ahead of the 11th item in the series.

490 1_ The Baby-sitters Club ; $v #11.
800 1_ Martin, Ann A., $d 1955- $t Baby-sitters Club ; $v 11.

490 1_ The 39 clues ;$v bk. 9
830 _0 39 clues ;$v 09.

This policy is now in the latest update of the EI Procedures Guide which will be released next week.  You will be able to find this procedure in Chapter 2 on p. 2.20 and in Chapter 3 on p. 3-16-3.17. I will send out the revised Chapters 2 and 3 of the EI Procedures Guide on the listserv.  Wendy will also post them on our website.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

If you have an idea for a tip, send it to