Catalog Tip of the Week June 2011

Tip 91, 6-30-2011

What belongs in the 520 field?

The 520 Summary Note field provides scope and content information. Catalogers are encouraged to add a summary note to all records.

When composing a summary note keep it brief and objective. The summary can be a phrase rather than a complete sentence, but still put a period at the end. Remember the 520 tells the reader what a title is about, not how good it is. Don't be too wordy - the patron doesn't need the whole plot line, just the basic idea. When composing the summary, keep in mind that you are creating keywords used in searching.

Sometimes there's a summary on the t.p. verso that didn't get added to the record. It's always worth checking, especially in children's books.

If you quote or paraphrase another source in your summary, be sure to give credit. Either follow the summary with a dash-dash followed by the source (--Provided by publisher) or put the source in a subfield c (|cPublisher's Weekly). There is no punctuation preceding the |c.

If a summary note found in a record does not meet the above criteria, please edit the summary. Notes furnished by the publisher are often just advertisements ("Amy Stewart follows her wildly successful national bestseller Wicked Plants with... " or "Coin World 2011 Guide to U.S. Coins, Prices & Value Trends is your best source of information, whether you are an experienced collector or a beginner..." or "Beautiful packaging, ideal for gift giving The Hidden Gifts of Helping Others will leave you with the unshakable feeling that the world is an essentially good place".) Delete over-the-top flattering adjectives. Remove references to previous works unless your really think they're important. Try to condense sentences and take out some teaser lines ("Will Nell ever find true happiness?").

However, please do not delete the entire 520 field! If you don't have time or cannot figure out how to rewrite a summary note to fit the guidelines, just leave it alone in hopes that the next cataloger will either edit the summary or replace it with one from another source.

By the way, a 520 field is repeatable, so if you are merging records and find two notes equally good that provide different information, you can either combine them into one summary note or just copy one into a second 520 field. However, although keywords in both fields are indexed, only the first 520 will appear in the record summary of the OPAC.

Don't worry about the first indicator of the 520 field. Evergreen displays the word 'abstract' to describe the 520 field no matter what, so just leave it blank. There is no second indicator for the 520 field.

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

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Tip 90, 6-23-2011

Importing records containing diacritics

Since the 2.0 upgrade, catalogers have not been able to import records that contain diacritics.

If you encounter an Unhandled Error message ( the skull and crossbones) while attempting to import a record and can't figure out why, check the record for diacritics. Diacritics are the accent marks and squiggles added to letters, such as ẽ ự ύ and á. Chinese, Japanese, and Russian characters may also prevent a record from being imported.

Until this glitch gets fixed, catalogers can work around the problem by cutting the passage in the record containing diacritics, importing the record, then pasting the passage back in. Another option is to simply delete the problem text, import the record, then copy and paste from the original. Consider using the new Flat Text Editor, especially if there are multiple fields or subfields involved.

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

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Tip 89, 6-17-2011

Fast Item Add and the In Process status

The 2.0 update made the Fast Item Add feature available on all MARC edit screens, not just when importing a record via Z39.50 as previously the case.

However, as some catalogers have already discovered, the default status when the Fast Item Add feature is used is no longer 'in process'. Instead, the default status is 'available'. This means that as soon as the holding is added, patrons see the item in the OPAC as being on the shelf, ready for checkout.

Not only can this cause confusion for patrons and staff who may be checking the shelf for an item still being processed, this is a big problem for items being held in Tech Services for street dates. Books and other items with specific release dates set by the publisher cannot be shown as available or checked out in the Evergreen OPAC before the specified date.

How to fix this? One solution, of course, is to click 'edit item attributes' after the item is cataloged and change the status to 'in process'. However, this requires an extra cataloging step. A better method is to set your copy editor template so that the status is 'in process' rather than the default. (We never had to bother to do this previously, since the default was always 'in process'.)

Here's how to change the copy editor template so holdings added via Fast Item Add will have the status of 'in process':
1. Open the copy editor screen. Do this by right clicking on any item (a line with a barcode) in the holdings maintenance or item status screens and selecting 'Edit Item Attributes'.
2. Apply the desired template.
3. Click on the 'status' box (below the word "Identification") and select 'in process' from the pull-down menu.
4. Click 'Apply' (directly below the status box).
5. Click the 'Save' button at the top of the screen to save the template.
6. In the box that appears, type the name of the template. Unless you want to create a new template, type the exact name of the template you are modifying.
7. Click OK.
8. Repeat steps 2 through 7 for each template you want to change.
9. Use the 'Close' button to close the copy editor screen.
Once you make this change to a copy editor template, anytime you use that template the status of the item added will be 'in process', regardless of whether you access the copy editor screen via the Fast Item Add feature or the holdings maintenance screen.

See chapter 6 of the EI Cataloging Training Manual for information about copy editor templates. See Tip of the Week #27 (March 2010) for information about cataloging street date material.

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

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Tip 88, 6-10-2011

Statement of Responsibility for DVDs

The credits on a DVD container can go on forever, so catalogers have to decide who's name gets to go in the 245 subfield c and who winds up in the 508 note field when cataloging DVDs.

The general rule is that the director, producer and writer/screenwriter go in the statement of responsibility. However, if someone else has a major role in creating the film, such as the director of animation for an animated film, the songwriter for musicals, or the choreographer for ballet, they can also be included in the 245. The sponsor ('Moneybags Inc. presents') and production company ('an XYZ production') are assumed to have creative responsibility so they belong in the 245, too. The production company and, if applicable, sponsor are listed first, followed by the directors, producers, and writers in the order given on the source. Companies and individuals listed in the 245 should be traced with a 7xx field.

Anyone with creative input other than the cast that seems important can be put in a 508 (Credit Note). Don't include everyone else who is listed on the container, just the more important. For instance, list the director of photography but not the camera operators. Names appearing in a 508 are not usually traced.

The 'Rule of Three' applies to the 245 field: if more than 3 persons or bodies perform the same function, list only the first followed by '...[et al.]'. If the others listed are well known and you think should be included in the record, you can put them in the 508. The 'Rule of Three' doesn't apply to the 508 field.

The cast members whose names dominate the list on the container go in the 511 field (Performer Note). Narrators and hosts go in this field, also. If you're listing cast members, the first indicator is a 1, if listing narrators or hosts, use a 0.

In the bib record, the 511 field appears above the 508. (They are not in numerical order)

See Tip of the Week #14 (Nov. 2009) for a 5xx field order cheat sheet for DVDs.

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

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Tip 87, 6-3-2011

Correct indicators for 490/8xx fields (series information)

While editing series statements in EI records, pay close attention to the indicators in the 490 and 8xx fields.

Here are the basic rules:
• Use a 0 as the first indicator in the 490 if the record has no 8xx field.
o 490 0_ Columbia classics (no 8xx field)
• If there is an 8xx field, then the 490 has the first indicator of 1.
o 490 1_ ‡a Anita Blake, vampire hunter ; ‡v bk. 20
800 1_ ‡a Hamilton, Laurell K. ‡t Anita Blake, vampire hunter novel ; ‡v 20.
• If you use an 800 field to trace the series (because everything in the series is written by the same author), the indicators are the same as the 100 field. This means if the 100 field is the typical author last name, first name format, the first indicator is 1.
o 490 1_ ‡a A Fargo adventure ; ‡v bk. 3
800 1_ ‡a Cussler, Clive. ‡t Fargo adventure ; ‡v 03.**
• If you use a 830 field to trace the series (because the series is written by different authors), the second indicator represents the nonfiling characters, just like the second indicator of the 245 field. However, since the general rule is to omit initial articles from uniform titles, this indicator is pretty much always a 0.
o 490 1_ ‡a An Avalon western
830 _0 ‡a Avalon western.**
• The 490 and 800 fields never have a second indicator. The 830 field never has a first indicator.

**Notice the leading articles are omitted from the series titles in the 8xx fields.

Not sure whether to use an 800 or an 830 field? Check for a Library of Congress Authority record. If the authority record gives the series name in a 130 field, then you know to use an 830.

Don't forget the 490 gets a period at the end but the 8xx fields don't.

For More about Series Statements:
EI Cataloging Tip of the Week #55 (Oct. 2010) is a series cheat sheet and can be accessed online at

See p. 2.18-2.21 of the EI Cataloging Procedures Guide.

Other Tips related to series statements: #47 (Aug. 2010) and #83 (May 2011) talk about series numeration, #40 (June 2010) is about multiple series statements on a record, and #1 (Aug. 2009) reviews punctuation in series statements.

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

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