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Indiana State Library

Library > Site Index > Evergreen Indiana > Member Resources > Print Tutorials > Evergreen Indiana - Weekly Cataloging Tips > March 2011 March 2011

Tip #77, 3-25-2011

Copyright dates in the 260 field

If the copyright date is used in the 260 field, it must be preceded by a 'c'.

Don't assume a publication date just because the copyright date is the current year.  Unless there is truly a publication date on the item, put a 'c' before the date to indicate the copyright date is being used.

Remember the copyright date is only given in the 260 field if the publication date does not appear on the item.  The publication date can be on the title page, near the publisher name (The History Press 2010), part of the edition statement (1st American edition 2009) or on the t.p. verso in a publication statement (Published 2011).

Never use the printing date in the 260 unless there is no copyright date or publication date.


260 __ |a New York : |b Grove Press, |c c2008.  (copyright date -  use if there is no publication date)

260 __ |a New York : |b Harper, |c 2010. (publication date- always the first choice)

260   __ |a Charleston, SC : |b History Press, |c [2011] (printing date, always in brackets, use only if there are no other dates on the item)

See Tip of the Week #9 (10-23-09) for another explanation of the date to use in the 260 field.

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

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Tip #76, 3-18-2011

Don't bring RDA records into Evergreen (for now)

Please be careful not to import RDA records into Evergreen.  At least for now, all cataloging in Evergreen should be done in accordance to AACR2 rules. 

OCLC, Library of Congress, and other sources of MARC records have RDA records in their databases, so examine records carefully before bringing a record into Evergreen. 

When considering a record for import:
• Do not import in a record with MARC fields 336, 337, and 338.   The presence of the 336 (content type), 337 (media type), and 338 (carrier type) fields indicate an RDA record. 
• Do not import a record with "rda" in the 040 field, subfield 'e'.  This indicates that the record was created in accordance with RDA rules.  Examples:
o 040 __ |a DLC |b eng |c DLC |e rda |d DLC
o 040 __ |a DNLM/DLC |c DLC |e rda
o 040 __ |a DLC |b eng |c DLC |e rda
In the event the only record available to you for import is an RDA record and you are confident in your knowledge of AACR2 rules, you may go ahead and import the record if you then edit the record to comply with AACR2 rules. 

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 #75, 3-11-2011

Punctuation in the 245: subfields n and p

Subfields 'n' (number of part or section) and 'p' (name of part or section) often appear in the 245 field for videorecordings, where they are used to identify episodes or seasons of television series.  These subfields can also be used in MARC records for books when a series statement is inappropriate.  This happens whenever the name of the part (the book) doesn't make sense when separated from the common title (what would otherwise be the series). 

Punctuation for these fields often needs corrected when importing or editing MARC records:

Subfield 'n' is always preceded by a period--

245  10  |a Inside the jewelry box. |n Volume 2 : |b a collector's guide to costume jewelry : identification and values / |c Ann Mitchell Pitman.

245  00  |a Primal grill with Steven Raichlen. |n Volume one |h [videorecording] / |c a production of Maryland Public Television in association with,,,,

Subfield 'p' is preceded by a period only if it follows subfield 'a'.  If it follows subfield 'n', it is preceded by a comma--

245  00  |a Last of the summer wine. |p Vintage 1979 |h [videorecording] / |c written by Roy Clarke ; directed and produced by Sydney Lotterby.

245  00 |a Geochemical data from the departments of Choco and Antioquia, Colombia. |n Part B, |p Printout of analytical data |h [microform] / |c by U.S. Geological Survey Center for...

Notice that the first word of both subfields is always capitalized, whether preceded by a period or a comma.

Important: Because these subfields are considered part of the title proper,  they appear before subfield 'b' as well as any GMD (subfield 'h')

Always consider repeating the contents of subfield 'p' in a title added entry (field 246) if you think a patron will search by those words--

245  00  |a Signing time! |n Volume 4, |p Family, feelings & fun |h [videorecording] / |c a Two Little Hands production ; created by Rachel de Azevedo Coleman...
246  3    |a Family, feelings & fun
246  3    |a Family, feelings and fun

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 #74, 3-4-2011

Audience code reminder for videorecordings

When cataloging books, we use an 'e' in the audience code to indicate that the material is suitable for adults.  However, in Evergreen the audience code 'e' is only used in videorecordings (DVD, Blu-Ray, and VHS) when the material has a 'R' rating or is Unrated. 

Even if the target audience is adult, use the audience code 'g' (general) unless the video has an MPAA rating of R or is Unrated.  This procedure applies to both fiction and nonfiction videorecordings.  Exception: Movies that are not rated (which is different than Unrated) can be assigned an 'e' audience code if it is clear that viewing should be restricted to adults. 

Of course, if the target audience is young people, Evergreen catalogers have the option of using codes a, b, c, d, or j. 

Never leave the audience fixed field blank and remember to indicate the MPAA rating in the 521 field.

The audience field for videorecordings is addressed in the EI Cataloging Procedures Guide on pages 2.13 and 2.14.  Check OCLC Bib Formats & Standards for a description of each audience code:

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