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

Tip 146, 8-24-2012


Please no RDA / AACR2 hybrids in Evergreen!

When given a choice, most Evergreen catalogers are choosing to import and edit AACR2 records rather than RDA records.  Sometimes, though, a RDA record is the only option if we don’t want to original catalog. 

If you import an RDA record and know how to edit according to RDA rules, that’s fantastic.  However, if you do not know RDA, please don’t create a ‘hybrid’ by editing an RDA record according to AACR2 rules.  Records in Evergreen need to be either RDA or AACR2, not a combination.

If you import a RDA record that is lacking important information but you’re not sure how to edit the record according to RDA rules, you have the option of converting that record to an AACR2 record.

Here’s how to change a RDA record into an acceptable AACR2 one:
1. Change the ‘i’ to an ‘a’ in the Desc fixed field.
2. Delete the subfield ‘e’ from the 040 field.
3. Delete fields 336, 337, and 338.
4. Check all the variable fields for words that should be abbreviated under AACR2 rules (such as ‘illustrations’, ‘pages’, ‘book’ and ‘edition’). 
5. Add a period after ‘cm’ in the 300 field.
6. Add a GMD to the 245 field if appropriate.
7. Edit the record according to AACR2 rules.

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 145, 8-17-2012

Content Notes and Summaries

Enhancing a record by adding contents (505 field) and/or a summary (520 field) will help keep your patrons happy.  Library users like being able to learn something about a resource other than just title and subject headings when browsing the OPAC, and the keywords provided in these fields ensures that the item will be included in their search results.

Always add a 505 for a collection of works unless the information is found elsewhere in the record.  Adding the contents of a do-it-yourself, medical, or crafts book may be the only way your patron can find the resource he/she needs. 

Adding a contents note is easy.  Use 0 (zero) for the first indicator and separate each contents heading with a space-dash-dash-space.  Use the same punctuation rules as for the title proper (generally only capitalize the first word and proper names) and end the field with a period.  If you’re listing essays or stories written by different authors, separate the title from the author’s name with a space-forward slash-space.

505  0_  |a The hoof -- The leg -- Conformation -- Farriery -- Boots and wraps -- Lameness -- Joint disease -- First aid -- Resources.

505  0_  |a Introduction / Carol Serling – Curve / Loren D. Estleman -- Reversal of fortune / Robert J. Serling -- By the book / Nancy Holder -- Earthfall / John Farris -- Dead post bumper / Dean Wesley Smith.

505  0_  |a Bride on the loose -- Same time, next year.

Try to take the time to add summaries whenever possible, especially on juvenile fiction.  If you discover a variety of summary notes while merging, you can paste in more than one.  The 520 field is repeatable, but only the first one appears in the OPAC view.  All the 520 fields will be searchable.

A 520 summary note should contain a brief and objective summary of the content of the resource.  If you come across a particularly wordy summary, you can edit it if you'd like, but remember to leave the important keywords.  If the summary reads more like a magazine ad, you can delete some of the over-the-top flattering language, but leave the rest.  If you copy a summary from someplace like Amazon, NoveList, or Publisher’s Weekly, remember to credit your source.

When merging, if the record you select as the lead record is missing one of these fields but a record being merged contains the information, take a minute to use the Flat-Text Editor to copy and paste the missing fields into the lead record.

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 144, 8-10-2012


Three things to check for in a MARC record for a Graphic Novel

1. The Cont (nature of contents) fixed field should contain the code ‘6’ for comics/graphic novels.  You can have up to 4 codes in this field, so even if another code is present you can add the 6.  Remember that because there are 4 slots in this field, you’ll need to key in spaces for any slots you don’t use to get your changes to save correctly.

2. The description in the 300 field, subfield ‘b’ should always include the words “chiefly ill.” or “chiefly col. ill.” so that the patron knows that the book is primarily illustrations.  Check the Ills (illustrations) fixed field to make sure the information about illustrations expressed in the 300 field is coded there.

3. The record should have a 655 genre heading for graphic novels.  It looks like:  655 _0 |a Graphic novels.

NOTE: Occasionally while cataloging graphic novels, you'll find a an old MARC record with a code of 'c' in the LitF (Literary Form) fixed field.  This code is now obsolete and should be replaced.  Change it to a different LitF code such as 1 for fiction or 0 for nonfiction.

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 143, 8-3-2012


Punctuation reminders for the 300 field

Punctuation between the subfields in the 300 field is determined by the subfield that follows the punctuation, not the subfield where the punctuation is actually located.  This means that subfield “a” may end in either a colon or a semicolon, depending on whether or not it is followed by a subfield “b”.

Here are the rules:
Ø Subfield b is always preceded by a colon (: ‡b)
Ø Subfield c is always preceded by a semicolon ( ; ‡c)
Ø Subfield e is always preceded by a plus sign (+ ‡e)

Some examples:
300  ‡a 272 p. : ‡b col. ill., col. maps ; ‡c 28 cm.  (A colon is used after the pagination because it is followed by a subfield b)
300  ‡a 548 p. ; ‡c 28 cm. (A semicolon is used after the pagination because it is followed by a subfield c)
300  ‡a xvi, 338 p. : ‡b ill. ; ‡c24 cm. + ‡e 1 sound disc (digital ; 4 3/4 in.)

Reminders: 
o Be sure to leave a space before the punctuation mark.  Example: 28 p. (space) : ‡b geneal. table (space) ; ‡c 24 cm.
o 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 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