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Library > Evergreen Indiana > Member Resources > Print Tutorials > Evergreen Indiana - Weekly Cataloging Tips > January 2011 January 2011

Tip #69, 1-28-2011

If you want to repackage and circulate the individual DVDs of a combo pack separately, just create a different volume on the record for each component and use a descriptive call number so patrons and staff can tell which volume goes with each title.  You can do the same thing for an audiobook with a bonus MP3.  Add two volumes to the record, one for the audiobook and another for the MP3 and include title words in the call number so each can be identified.  Be sure your staff knows how to place volume level holds.

If having the components of these packaged sets on the same record is totally unacceptable for your library, you'll need to original catalog records for each component of the split set.  Under no circumstances should you alter existing records to match the split up combo packs or audiobook/MP3 bonus sets.

However, if the components of the packaged sets have their own ISBNs and were at one time marketed separately, you may be able to find matching records for the separate pieces and import or attach to those.  

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 #68, 1-21-2011

Evergreen Fixed Field Grid 101

The Fixed Field elements of a MARC bibliographic record are part of the Leader and 008 Fields.  They're referred to as fixed fields because they contain codes of fixed length.  The coded information enables the computer to handle and interpret data quickly.

There are 24 character positions in the Leader, which is the very first field of the MARC record, identified as LDR.  Some important Leader elements are Type, BLvl, Ctrl, ELvl, and Desc.  The 008 field contains 40 character positions and includes the Srce, DtSt, Dates, Audn, Ctry, Lang, Form, LitF, Indx, Ills, Time, Tech, and Tmat fixed field elements.

Because of the coded nature and length of these fields, it would be very difficult to enter the data directly into the MARC record.  In Evergreen, catalogers can enter the fixed field elements into the Fixed Field Grid above the record and the data is automatically placed in the correct position in the LDR and 008 fields.  Any changes made in the grid above the MARC record can immediately be seen in the LDR or 008 field.   

When adding or changing data in the Fixed Field Grid, it's easier to click on the field name rather than the box for the code.

A list of Fixed Field Elements used in Evergreen can be found on pages 2.10-2.13 of the Evergreen Indiana Cataloging Procedures Guide.

For more information about specific fixed field elements, go to OCLC Bibliographic Formats and Standards http://www.oclc.org/bibformats/en/fixedfield/default.shtm and click on a fixed field name on the left side of the screen. 

Editing Fixed Fields is covered in the Evergreen Indiana Cataloging Training Manual on page 14.4.

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 #67, 1-14-2011

Bibliographic references (504 field), indexes and the Fixed Fields

Use a 504 field to indicate the presence of a bibliography, discography, or filmography.  If the item also has an index, include this information in the 504 rather than a separate 500 index note. 

Any information in the record about bibliographic references and indexes must be reflected in the Fixed Fields:
• If your item has an index, then the Indx (Index) fixed field must contain a 1.  (If there is no index, this field is 0.)
• If your item contains bibliographic information, then the Cont (Nature of Contents) field must contain a b (bibliographies), k (discographies), and/or q (filmographies).  Up to four codes may be used in the Cont field, in alphabetical order.
Unless the bibliographic information is scattered throughout the work, include the pagination in the 504.  Put the page numbers in parentheses and bracket numbers that do not actually appear on the page.

The 504 ends in a period, even if the note ends in a bracket or parenthesis.  There are no indicators, and all information may be put in subfield a. 

CIP (cataloging in publication) records often have incorrect or missing information about bibliographic references and indexes, so it's important to check them item carefully.  Pagination will not be included in a CIP record and will have to be added.

Whenever a change is made in the variable fields (500 or 504) about indexes and bibliographies, be sure to make the same change to the fixed fields.

Examples:

500  Includes index.   (Indx is 1)

504  Includes bibliographic references (p. 299-304).  (Indx is 0, Cont is b)

504  Includes bibliographic references (p. [504]-511) and index.  (Indx is 1, Cont is b)

504 Includes discography (p. 311) and index.  (Indx is 1, Cont is k)

504  Includes bibliographic references (p. 405-421) and filmography (p. 422).  (Indx is 0, Cont is bq)


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 #66, 1-7-2010

Publication Date in CIP Records

When updating CIP (Cataloging in Publication) records, which are coded with an 8 in the Elvl fixed field, make sure to check whether the publication date matches your item.  Often the estimated publication date is off by a few months, which can cause the CIP record to show a date of the year before or the year after the book was actually published.

When importing one of these pre-publication catalog records, always edit the record to match the item in hand.  If the publisher estimated that the item would be published in November of 2010 and it was delayed, it may not have been actually published until January of 2011.  If the cataloger who brings in the record does not correct the date, it can cause confusion for the other catalogers who won't be sure if the item is a new edition or if the record is wrong.

See Tip of the Week #31 from April 2010 for other important tips to remember when editing CIP records.

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

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