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

Tip 138, 6-29-2012

Fixed Fields for Sound Recordings

The Fixed Field grid is exactly the same for musical and nonmusical sound recordings. Most of the fields use the same codes and rules as for books (ELvl, Srce, Lang, BLvl, Ctry, Desc, DtSt, and the two date fields), but there are a few that are different. Below is a cheat sheet of sorts for those fields.

FIXED FIELDS FOR AUDIOBOOKS

Type (Type of record) = i because it's a nonmusical sound recording.

Audn (Audience) = Same code as for the book (e for adult, j for juvenile, a for preschool, etc.)

TrAr (Transportation and Arrangement) = n because it's not notated music.

Part (Music Parts) = n because it's not notated music.

LTxt (Literary Text for Sound Recordings) = Similar to the LitF code for books, but there's no 1 for fiction and 0 for nonfiction. (NOTE: this is a 2-space field, so if you change or add codes, you need to follow the code with a spacebar unless you use two codes.) Commonly used codes include: a for autobiography, b for biography, d for drama, e for essays, f for fiction, h for history, i for instruction, m for memoirs, and p for poetry.
See
http://www.oclc.org/bibformats/en/fixedfield/ltxt.shtm for the complete list.

FMus (Format of Music) = n because it's not a music manuscript or printed music.

AccM (Accompanying Matter) Usually blank for audiobooks.

Comp (Form of Composition) = nn for audiobooks because it's not a musical recording.

FIXED FIELDS FOR MUSIC CDS

Type (Type of record) = j

Audn (Audience) = Use g for an adult audience and one of the juvenile codes (a, b, c, d, j) if for children. May use e if there's a parental advisory.

TrAr (Transportation and Arrangement) = n because it's not notated music.

Part (Music Parts) = n because it's not notated music.

LTxt (Literary Text for Sound Recordings) = blank because it's a musical sound recording.

FMus (Format of Music) = n because it's not a music manuscript or printed music.

AccM (Accompanying Matter) Leave blank unless content notes, etc. are substantial. (NOTE: this is a 6-space field, so if you change or add codes you must use the spacebar for each unused space, as in d-z-space-space-space-space in order for your changes to save.) Commonly used codes include d for libretto or text, e for biography of composer, f for biography of performer, and z for other. See http://www.oclc.org/bibformats/en/fixedfield/accm.shtm for a complete list.

Comp (Form of Composition) = Always fill in for a music CD. Use the LOC subject heading(s) as a guide for selecting the code. Use the code mu if there's a variety of forms on the recording. Codes include bg for bluegrass, bl for blues, co for concertos, cy for country music, jz for jazz, op for operas, pp for popular music, rc for rock music, and sy for symphonies. See http://www.oclc.org/bibformats/en/fixedfield/comp.shtm for a complete list.

More information about Fixed Fields can be found on http://www.oclc.org/bibformats/en/fixedfield/default.shtm . Also, check out the PowerPoint presentation on Fixed Fields on the Evergreen website:
http://www.in.gov/library/files/Microsoft_PowerPoint_EI_RT_MARCFixedFields_C
ompatibility_Mode.pdf

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 137, 6-22-2012

Multiple Works by Same Author and No Collective Title

Multiple Works by Same Author and No Collective Title If the item being cataloged is made up of more than one work by the same author but does not have an inclusive, collective title, use subfield b for the subsequent title(s).
* Separate the subsequent titles with a semicolon. This means
subfield b is preceded by a semicolon, not a colon.
* Transcribe the titles in the order they appear on the chief source
of information.
* Capitalize the first word of each title.
* You can use an a 7xx field to provide access to the subsequent
titles.
* If a single subtitle applies to all works (by a single author),
place it after all the titles, preceded by a colon.
Examples:
245 12 |a A Christmas kiss ;|b and, Winter wonderland /|c Elizabeth Mansfield.
740 02 |a Winter wonderland.

245 14 |a The cat in the hat |h[videorecording] ;|b The cat in the hat comes back ; Fox in socks /|c Random House Home Video.
740 42 |a The cat in the hat comes back.
740 02 |a Fox in socks.

245 10 |a Dinny and the witches ;|b and, The miracle worker : two plays.
740 42 |a The miracle worker.

Note that field 246 (varying form of title) is only used for titles related to the work selected as the title proper, not the subsequent titles listed in subfield b.

In cases where one of the works in a resource is predominant, do not follow these guidelines but use the predominant title as the title proper in the
245 and put the other title(s) in a 505 (contents note).

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 136, 6-15-2012

Capitalization in the 245 field

When entering a title in the 245 field, capitalize only the first word and proper names.

245 10 |a Guide to medicinal herbs
245 14 |a The private world of Georgette Heyer
245 14 |a The pirates of Somalia : |b inside their hidden world

This rule, however, is not as simple as it first appears. The 'first word'
does not just mean the first word in the 245 |a, and 'proper name' is more complicated than just the name of a familiar place or a person's name.

Capitalizing the first word in a title means capitalizing not just the first word of the title proper, but also the first word of any alternative, parallel, or quoted title that appears in the 245.
245 12 |a A gentleman of fortune, or, The suspicions of Miss Dido Kent
245 10 |a Readings from Leaves of grass
245 10 |a William Shakespeare's The tempest
245 00 |a Como agua para chocolate |h [videorecording] = |b Like water for chocolate

Exception: If the first word of a title is preceded by a dash, do not capitalize.
245 10 |a -and they all lived happily ever after

If the 245 contains subfields 'n' or 'p' (for the name or number of a part or section), capitalize the first word in these subfields.
245 00 |a Deadliest catch. |n Season 6

Do not capitalize the first word of a general material designation (GMD)
245 10 |a South of Broad |h [sound recording]

Do capitalize governmental bodies, imaginary places, and political parties.
245 10 |a My life among the Democrats
245 10 |a Lost islands of Witch World
245 12 |a A soldier of the First Infantry Division

When editing a record, be careful not to change a word to lower case unless you're sure it's not a proper name. Sometimes it's hard to tell.
245 10 |a Return to Harmony

Below are some of the rules regarding personal names. See Appendix A of the
AACR2 for other capitalization rules.
* Capitalize any title or term of honor or address that immediately
precedes a personal name: Queen Elizabeth; President Obama; Senator Gifford.
* Do not capitalize civil and military titles that does not precede a
personal name: George Bush, president of the United States; John Roberts, chief justice of the Supreme Court; the U.S. Army chief of staff.
* Capitalize titles of royalty or nobility even when not used with a
particular person: Duke of Wellington; Prince of Wales.
* Capitalize religious titles: Cardinal Richards; the Dalai Lama.
* Capitalize a term of honor or respect: His Holiness; Her Royal
Highness.

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 135, 6-8-2012

Working with Multiple Branches in the Holdings Maintenance Screen

Cataloging Tip of the Week from the Evergreen Cataloging Committee

Working with Multiple Branches in the Holdings Maintenance Screen

Evergreen libraries with more than one location can add, edit, and delete holdings for multiple branches at the same time.

For example, say your library purchases three copies of Alexander McCall Smith's new book, A Conspiracy of Friends, and you need to add one copy each to your main library, the East Side Branch, and your bookmobile. You can do this with the correct settings in the Holdings Maintenance Screen.

First, the library name displayed on that screen must be the system level name and not one of the branches. If, for example, if you are cataloging for the Lincoln Heritage Library, "LHPL Lincoln Heritage Public Library"
must be selected from the library pull-down menu rather than one of the branches, "LHPLC Lincoln Heritage Public Library - Chrisney" or "LHPLD Lincoln Heritage Public Library - Dale".

Second, "This Specialized Library" must appear in the "limit" box to the right of the library name.

If the settings in the Holdings Maintenance Screen are correct, all your library's branches will be displayed. By highlighting multiple locations at the same time (do this by holding down the Shift key while highlighting each library name), you can add volumes and items to all branches simultaneously.
Use the same technique to edit or delete multiple volumes and items.

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 134, 6-1-2012

CIP Record Reminders

CIP (Cataloging In Publication) MARC records require more than the usual amount of editing when importing them into Evergreen. These records were created without the actual item in hand so information is often missing or incorrect. CIP records can be easily recognized by the "8" in the Encoding Level (ELvl) fixed field.

Records already in Evergreen that were one time CIP records may not have been carefully edited so be sure to examine them closely for missing or incorrect information.

When editing a CIP record:

* Make sure the title in the 245 field matches the information on the
title page. There may be subtle differences that can be easily overlooked.
Subtitles may be totally different or nonexistent.

* Check the order of the authors in the statement of responsibility
(245, subfield c). Remember changes here affect the 100 and 700 fields.

* Always delete the 263 field. This was the projected publication
date, so it's no longer important.

* Complete the pagination, illustration, and dimension fields in the
300 field. Until the book was actually published, there was no way to know this information, so this field is always blank except for "p. cm.".
Remember to put the information in appropriate subfields (|a for pagination,
|b for illustrations, and |c for dimensions). Don't forget punctuation,
|and
remember anything indicated in subfield 'b' needs to be reflected in the Illustrations (Ills) fixed field.

* Add edition and series information (if applicable).

* Add page numbers for the bibliographic references in the 504 field
(if applicable).

* Check the contents listed in the 505 (if applicable).

* Replace the "8" in the Encoding Level (ELvl) fixed field with a "K"
to reflect the new level of cataloging, or you can just leave the field blank. If you leave it blank, remember you need to create a space in the field to replace the 8, otherwise the change won't "take".

Don't be misled by title and other information in the CIP portion of the title page verso. The MARC record should be based on the actual item.

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