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Library > Evergreen Indiana > Member Resources > Print Tutorials > Evergreen Indiana - Weekly Cataloging Tips > Cataloging Tip of the Week April 2012 Cataloging Tip of the Week April 2012

Tip #130, 4-27-2012


Multiple authors & the 'Rule of Three'

If your resource lists three or fewer authors on the title page:

*the first named person or corporate body is the main entry and appears in the 1xx field
* the first indicator in the 245 field is a 1
* each of the other authors are added entries appearing in 7xx fields

Example:

Title:  Volunteer vacations : short-term adventures that will benefit you and others (by) Bill McMillon, Doug Cutchins, and Anne Geissinger.

100 1_ a| McMillon, Bill, |d 1942-
245 10 a| Volunteer vacations : |b short-term adventures that will benefit you and others / |c Bill McMillon, Doug Cutchins, and Anne Geissinger.
700 1_ a| Cutchins, Doug.
700 1_ a| Geissinger, Anne.

However, if there are more than three authors and principal responsibility is not attributed to anyone:

* there is no 1xx field
* the title is the main entry (245 field, first indicator 0)
* only the first author listed on the title page is named in the statement of responsibility (245, subfield c):  "Joe Jones ... [et al.]."
* there is an added entry (7xx) only for the first named person or body responsible.

Example:

Title:  American Icon: the fall of Roger Clemens and the rise of steroids in America's pastime (by) Teri Thompson, Nathaniel Vinton, Michael O'Keeffe, and Christian Red.

(no 100 field)
245 00 a| American icon : |b the fall of Roger Clemens and the rise of steroids in America's pastime / |c Teri Thompson ... [et al.].
700 1_ a| Thompson, Teri.

Sometimes there are more than 3 authors but one is singled out as the primary contributor.  One name may be in larger print, bold type, or separated from the other authors by the word "with", as in "Thomas Patterson with Margaret Robinson, Sarah Rice, and Timothy Hubert".  In these cases, the primary author's name goes in a 100 field and the rest belong in 700 fields.  Of course, if there's more than three secondary authors, list the first one followed by the .[et al.] and only put that name in a 700.

Questions about cataloging in Evergreen can be posted to the ListServ:
evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to cataloging@mjcpl.org

Tip #129, 4-20-2012


Cataloging Tip of the Week from the Evergreen Cataloging Committee

Merging is so much easier since 2.1!

For those CAT-1 catalogers who haven't taken the time to merge duplicate records since the upgrade in December, please give it another try.  It's really much, much, easier and faster.

>From the Record Merging screen, catalogers now can:
* View the fixed field grid
* Remove a record from consideration (look for the button with the red
X)
* Edit the record (click on the Edit Bib radio button and be sure to
save the record before merging)
* Add holdings (click on the Holdings radio button)

PLUS: If you click 'Edit' on multiple records and use the flat text editor on each, you can easily copy and paste elements from multiple records into the one you plan to keep. 

Don't forget to empty your record bucket after completing the merge.

As always, take care when merging to only combine truly duplicate records.
It's best to limit merging to 3 or 4 records at a time, especially if you plan to edit in the Record Merging screen.  Follow the matching guidelines found in the EI Cataloging Procedures Guide.

Questions about cataloging in Evergreen can be posted to the ListServ:
evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to cataloging@mjcpl.org

Tip #128, 4-13-2012


Deleting holdings in the Item Status screen

An easy way to remove several items at one time from the Evergreen catalog is to use the Item Status Screen.  Rather than go into the Holdings Maintenance screen for each holding you wish to withdraw from your collection, just scan each one into the Item Status Screen (F5), then delete all the items and volumes in three easy steps:

1. Highlight all the items you wish to delete (Click on the first, then
last barcode while holding down the Shift key).
 
2. From the Action for Catalogers pull-down menu, select Delete Items.
a. Click OK when the 'are you sure' window pops up.
b. Click OK again when the 'items deleted' window appears.
  
3. From the Action for Catalogers pull-down menu, select Delete Volumes
(the items should already be highlighted from the Delete Items process).
a. Click "delete" when the 'are you sure' window appears.
b. Click OK when the 'volumes deleted' window pops up.

IMPORTANT: If, instead of the 'volumes deleted' window, you get a message advising you must delete all items before deleting a volume, that means that one or more of the items in your list was attached to a volume that still isn't empty.  You cannot (and don't want to) delete a volume that is not empty.  Unfortunately, Evergreen doesn't clue you in on which title in your list is associated with a not-empty volume, so if you don't know, you'll have to highlight the list a section at a time and delete the volumes in groups until you have the non-empty volume isolated. 

If you are deleting several items, it will take a while before the 'are you sure' window appears.  It's probably a good idea to not delete more than about 50 items at a time.

Note that there is no 'right click' option.  You must use the Action for Catalogers pull-down menu to delete items and volumes.

It's very important that you delete all empty volumes as well as the items.
Any empty volume left on a record will prevent the record from automatically being removed when the last holding is withdrawn.  This is different than deleting items in the Holdings Maintenance screen, where volumes automatically disappear when the last item is removed.

Questions about cataloging in Evergreen can be posted to the ListServ:
evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to cataloging@mjcpl.org

Tip #127, 4-5-2012


Adding 246 fields to help patrons locate materials

The 246 field of the MARC record contains varying forms of the title of a work.  If a title contains elements such as abbreviations, contractions, compound words, symbols, or numbers, catalogers can use this field to increase the odds that a patron will be able to locate the material in the Evergreen database. 

The 246 field is repeatable, so add as many 246 tags as you think are needed.  Don't get too carried away, though.  The general rule is to focus on the first 5 words of the title.  It's not necessary to add a 246 for every possible combination.

Always omit any leading articles (A, An, or The) since there is no indicator in the 246 to alert the system about nonfiling characters.

Unlike the 245 field, the 246 does not end with a period.  If subfields are used, such as b, n, or p, be sure to precede the subfield with the correct punctuation.

The first indicator in these examples is a 3, which means the field is indexed (searchable) but not displayed.  Since the 246 field simply repeats what is in the title proper in a varying form, there is no need to display it.  The second indicator is blank since we're just spelling out abbreviations and numbers or repeating the same title in a slightly varied form.

Some examples of when to use a 246 field

Add a 246 to spell out abbreviations:
  245 10 |a Magic Pickle vs. the Egg Poacher
  246 3   |a Magic Pickle verses the Egg Poacher

  245 10 |a St. Albans fire
  246 3   |a Saint Albans fire

If there are letters or initials with separating punctuation (hyphens, slashes, periods), add a 246 without the separating punctuation:
  245 10 |a  Raising chickens as easy as A-B-C
  246 3   |a  Raising chickens as easy as ABC

If there is an ampersand (&) in the title proper, add a 246 replacing it with the word "and".
  245 1   |a Jack & Jill
  246 3   |a Jack and Jill

If there are Roman numerals in a title proper, add a 246 with the Arabic numbers and another with the spelled out form:
  245 14 |a The brave men of World War II
  246 3   |a  Brave men of World War 2
  246 3   |a  Brave men of World War two

If there are Arabic numbers in the 245 field, add a title added entry for the spelled out version.  If the title proper contains a spelled out number, add a 246 for the Arabic one:
  245 10 |a  526 poems
  246  3  |a  Five hundred twenty-six poems.

  245 14 |a  The first ten years of freedom
  246 3   |a  First 10 years of freedom

  245 10 |a Bob's #1 herbal cure
  246 3   |a Bob's number one herbal cure

If your patrons search for television shows by season, you may want to add
246 fields for the alternative ways of expressing the season numeration:
  245 14 |a  The golden girls. |n The complete second season
  246 3   |a  Golden girls. |n The complete 2nd season
  246 3   |a  Golden girls. |n Season 2

A note about dates:  Do not add a 246 spelling out a date.  However, if a year is expressed in Roman numerals, add a 246 using the Arabic form.

If a title word could have an alternative form, add a 246 if you think a patron might search by it:
  245 10  |a Knitwit
  246  3   |a Knit wit

  245 10  |a Braveheart
  246  3  |a Brave Heart

Add a 246 to spell out contractions:
  245 10 |a Don't tell mom
  246 3   |a Do not tell mom

If there are signs or symbols in one of the first 5 words of a title proper, add a title added entry for the spelled out version:
  245 10 |a Information @ your fingertips
  246 3   |a Information at your fingertips


Questions about cataloging in Evergreen can be posted to the ListServ:
evergreen_indiana-catalog@lists.in.gov or emailed to any EI Cataloging Committee member.

Previous Tips can be viewed online at: http://www.in.gov/library/3700.htm

If you have an idea for a Tip, please send it to cataloging@mjcpl.org