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

Tip #82, 4-29-2011

Punctuation and subfield reminders for the 300 field

Catalogers often have to complete or correct the 300 field when importing and editing MARC records.  This is especially true when working with CIP records, which do not include the physical description.  Catalogers need to pay attention to subfields and punctuation when adding information to the 300 field.
  
Physical details such as illustrations, charts and maps, dimensions, and accompanying material information belong in their own subfields, not all together in subfield a.  Also, each subfield is preceded by specific punctuation:
• Subfield b is always preceded by a colon (: ‡b)
• Subfield c is always preceded by a semicolon (; ‡c)
• Subfield e is always preceded by a plus sign (+ ‡e)
Notice that the type of punctuation is determined by the subfield that comes after the punctuation, not the subfield in which the punctuation actually appears.  This means that whether a colon or semicolon is used at the end of subfield 'a' is determined by whether or not it is followed by a subfield 'b'.

Here are some examples:

300  ‡a272 p. : ‡bcol. ill., col. maps ; ‡c28 cm.  (A colon is used after the pagination because it is followed by a subfield b)

300  ‡a548 p. ; ‡c28 cm. (A semicolon is used after the pagination because it is followed by a subfield c)

300  ‡axvi, 338 p. : ‡bill. ; ‡c24 cm. + ‡e1 sound disc (digital ; 4 3/4 in.)

Be sure to leave a space before the punctuation mark.  Example: 28 p. (space) : ‡bgeneal. table (space) ; ‡c24 cm.

If you note maps, plates, charts, or other physical details in the 300, don't forget to code them in the Ills (illustrations) Fixed Field.


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 #81, 4-22-2011

Exporting and Importing Copy Editor Templates

Rather than each cataloger having to create a set of templates for use in the copy editor screen, catalogers can 'share' these templates by using the import/export function. 

This is also a great tool to use if your library creates a new cataloging log-in.  Use the import/export function to copy the templates already in use to the new log-in rather than taking the time to create new ones.

Here's how to import/export templates:

Open the copy editor screen under your log-in. (the log-in with the existing templates) 
Click on the 'export' button located on the template toolbar. 
A "Save Templates File As" window appears, in which you select the location to save the file and name the file.  Name the file something like "Cataloging Templates" and save it to the desktop.
Open the copy editor screen under the new cataloging log-in or the log-in for the cataloger with whom you wish to share your templates.
Click on the 'import' button located on the template toolbar.
In the "Import Template File" window, select 'Desktop' from the pull-down menu and highlight the Cataloging Templates file.  Click 'open'.
A "Final Warning" screen appears.  Click 'yes' to save the templates under the new log-in.
Information about creating templates can be found in chapter 6 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

Tip #80, 4-15-2011

Entering data in the 020 field

_10-digit and 13-digit ISBNs are entered in subfield 'a' of the 020 field. Because catalogers routinely search via the ISBN,
it is extremely important that information is entered accurately and in the correct format.

Here are some guidelines:
 
Enter the number without dashes or hyphens.
 
Do not put a period after the ISBN.
 
If there is no ISBN on the record or the item, do not type "none" or "n/a" or anything similar in an 020 field - simply
delete the field (Ctrl-Del).
 
If either ISBN (10- or 13-digit) is missing from the record but appears on the item at hand, add the ISBN, inserting
another 020 field /below/ the existing one.
 
If the 13-digit ISBN is on the record but not on the item in hand, do not delete it.
 
If there are multiple ISBNs, you may clarify your entry by putting in parentheses such terms as (pbk), (library ed.), and (Paw Prints).
 
If you find an ISBN on the record that is clearly wrong, such as a large print ISBN on a regular print record, delete the inappropriate ISBN _only_:
if you are importing the record and therefore are the only library with holdings, /or/
you have contacted all libraries with holdings on the record, explaining what you have found and suggesting that anyone with inappropriate holdings transfer their items to a correct record.
 
Do not add a price in subfield "c".  If there is a price in subfield "c", delete it (Shift-Del).  Each library has the option of entering a price in the Copy Editor screen as holdings are added.
Questions about cataloging in Evergreen can be posted to the ListServ: evergreen_indiana-catalog at lists.in.gov or emailed to any Committee member.

If you have an idea for a tip, send it to cataloging at mjcpl.org

Tip #79, 4-8-2011

CC, SDH, and DVC in videorecordings

If the CC symbol is on the videorecording container, the 546 field should include the phrase: "closed-captioned".

If the container displays a small box with the acronym SDH, then the 546 field should include a phrase such as, "optional subtitles for the deaf and hard of hearing" or "optional subtitles for the deaf and hearing impaired".  This is different than closed-captioning because it includes non-dialog audio and speaker identification.

If the container for the videorecording contains the acronym DVC or the words "Descriptive Video Captioning", the 546 field should include the phrase, "Audio-described".  Descriptive video captioning provides an audio description of the action in the film.

Examples:

546  ‡a Subtitled for the deaf and hard of hearing; audio described for the visually impaired.
546  ‡a Closed-captioned ; audio-described.
546  ‡a Closed-captioned for the hearing impaired.
546  ‡a English, dubbed French or dubbed Spanish dialogue; subtitles for the deaf and hard of hearing.
546  ‡a English, dubbed French or dubbed Spanish dialogue, English, French or Spanish subtitles; English subtitles for the deaf and hard of hearing.

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 #78, 4-1-2011

Merging empty records

Empty records (those with zero holdings) clutter search results and are an annoyance to both library patrons and staff.

However, no matter how much you are tempted, please do not delete these empty records because they may be in use by libraries in the automation process.

Also, be aware that some records in Evergreen are supposed to be empty because they represent a downloadable electronic resource.  These types of records can be identified by the GMD of [electronic resource].  Please leave these records alone. 
The one thing we catalogers CAN do about empty records that are not for electronic resources is merge them with other matching records.
So when you encounter an empty record, remember:
• never delete it;
• leave it alone if the GMD is [electronic resource]; and
• only merge if it is not an electronic resource and you are certain that the records match.

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

2011