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Indiana State Library

Library > Site Index > Evergreen Indiana > Member Resources > Print Tutorials > Evergreen Indiana - Weekly Cataloging Tips > Catalog Tip of the Week July 2011 Catalog Tip of the Week July 2011

Tip 95, 7-29-2011

5xx cheatsheet for DVDs

A bibliographic record for a videorecording is loaded with 5xx fields.

Unlike the rest of the variable fields, these note fields are not supposed to be in exact numerical order.

To help EI catalogers get the 5xx fields in correct order, we distributed a cheatsheet in November of 2009 that was very popular. Here it is again, slightly updated.

5xx fields for DVDs

538--Format, such as "DVD; region 1; widescreen (1.85:1) presentation; NTSC."

546--Language and captioning, such as "Language tracks in English, dubbed French or dubbed Spanish, with optional English, French or Spanish subtitles." or "Closed-captioned."

500--Source of title proper, if other than the video title frames (the film itself) or physical carrier labels (disc surface). Example: "Title from container."

500--Notes about variations in the title and parallel titles (Use a 246 field for the actual variant title)

511--Cast, players, performers, narrators, presenters. 1st indicator is a 1 (cast) or 0 (no display constant).

508--Credits: list of persons other than cast who are not listed in the 245. List the function first and separate functions with a semicolon. Example: "Photographers, Carlos Ruiz and Bill Thompson ; Photo editor, Susan Moore."

500--Edition & history, such as "Originally released as a motion picture in 2009.", "Based on the novel by __.", or "Sequel to: ______."

518--Notes about when and where item was filmed, broadcast, etc., such as "Film on location in Jackson Hole, Wyoming."

500--Any further publication history and distribution information not in the 260, such as "First released in Canada in 2010."

500--Physical characteristics of recording, such as sound, color, double-sided. (However, combine with 538 if present)

500--Notes about accompanying material

500--Notes about series information, such as "Series information from container insert."

521--Audience (MPAA rating). 1st indicator is usually an 8 (no display constant). Also add statements from container such as "Suggested for ages 3-5."

530--Notes about other formats, such as "Also issued on videocassette."


500--Descriptive contents note, such as "Special features include....."


500--Notes about any publisher's numbers an UPC codes

540--Terms governing use and reproduction

586--Awards note, such as "Academy Award, 2009: Best Picture; Best Director."

501--"With" notes

Remember, all 5xx fields end with a period.

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

Previous Tips can be viewed online at:

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Tip 94, 7-22-2011

Using the Item Status Screen to Change Multiple Items

If your library decides to -
• start a new collection, such as juvenile readers, a holiday collection, or tween DVDs,
• merge one collection into another, such as combining Science Fiction and Fantasy, or
• move all of a certain author's titles from, for instance, Fiction to Mystery,
you can accomplish this task in less time if you use the Item Status Screen rather than changing each item individually in the Holdings Maintenance screen.

To make changes to multiple items at once, first scan all items into the Item Status Screen (F 5)
• To change multiple call numbers
o Highlight all items you wish to change.
o Under Action for Catalogers select Edit Volumes.
o Change each call number in the Volume Editor window. (You do this one at a time, so each number can be unique)
o Make sure the Auto Merge for Volume Collision box is checked (in case you already have a copy with the new call #)
o Click on Modify
• To change multiple shelving locations
o Highlight all items you wish to change
o Under Action for Catalogers select Edit Item Attributes
o Select the new location for all items under the location/collection pull-down menu. Or you can apply a copy editor template.
o Click Modify Copies.
Since the Item Status Screen does not have a Refresh button, you can't check your changes there. You could scan all your items into a fresh Item Status Screen (F5) to see the changes, but if you're changing lots of items a better way would be to put all the items into a copy bucket. Do this by highlighting all items and selecting Add to Item Bucket from the Action for Catalogers menu. Click Add to New Bucket, name your bucket, and click OK. If you can't see the location and call numbers in the copy bucket screen, use the column picker to add these columns. Another option is to start this whole process by first scanning the items into a copy bucket and then using the the Show Status button to get everything into the Items Status Screen. After changes are made go back to the copy bucket screen, click refresh, and check your work.

More information about the Item Status Screen can be found in Chapter 15 of the EI Cataloging Training Manual. See Chapter 17 for more information on working with buckets.

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

Previous Tips can be viewed online at:

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

Tip 93, 7-15-2011

588 Field in Serial Records "Description based on" and "latest issue consulted" information which used to belong in a 500 note field is now found in the relatively new 588 field on serial records. Information in this field helps catalogers correctly match records. Evergreen catalogers should NOT delete this field. For more information about using a 588 field in serial records, see For a complete list of fields Evergreen catalogers SHOULD delete from MARC records, see pages 2.8-2.8 of the Evergreen Indiana Cataloging Procedures Guide.

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

Previous Tips can be viewed online at: If you have an idea for a Tip, send it to

Tip 92, 7-8-2011

New coding for genre headings

The Library of Congress (LOC) has decided to separate subject headings from genre/form terms. The new list of genre/form terms is now referred to as the Library of Congress Genre/Form Terms for Library and Archival Materials.

Until May of this year, both LOC genre/form terms and LOC subject headings were coded LCSH. If we used a subject or genre/form heading in a 6xx field, we used a 0 as the second indicator to identify the heading as being from the Library of Congress. Now that the two types of headings are separated, the genre/form headings can no longer be coded LCSH. Instead, Library of Congress genre/form terms must be coded LCGFT.

The new way to code LOC genre/form headings in a MARC record is: 655 _7 |a (genre/form heading). |2 lcgft The 7 in the second indicator slot means that the source of the heading is identified in subfield 2. Note there is a period following the genre/form term but none after the lcgft. In bibliographic records, genre/form terms are always contained in the 655 field.


655 _7 |a Graphic novels. |2 lcgft
655_7 |a Audiobooks. |2 lcgft
655 _7 |a Large type books. |2 lcgft
655 _7 |a Alternative rock music. |2 lcgft
655 _7 |a Love stores. |2 lcgft

Coding for LOC subject headings remains the same:

650 _0 |a (subject heading).
(You don't need a subfield 2 because the 0 in the second indicator slot means the source is LCSH.)

Evergreen catalogers are required to use at least one Library of Congress subject heading (LCSH) in a bibliographic record. Genre/form headings are optional, but strongly encouraged. A list of Library of Congress Genre/Form Headings can be found at:

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

Previous Tips can be viewed online at:

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