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

Tip 150, 9-28, 2012

The new “Delete Volume and Items” button in 2.2

Whenever the last item in a volume is removed, it’s very important that the volume is also deleted. The presence of a volume on a record, even if it is empty, will prevent the record from being automatically removed from the database when all the holdings are gone. This will result in the creation of another one of those dreaded empty records.

A new tool for catalogers who need to delete both an item and its volume is the “Delete Volume and Items” button. The button is available in both the Holdings Maintenance and the Item Status screen. The Item Status screen is handy if you are deleting multiple items. However, because the “Delete Volume and Items” button will delete ALL the items in the volume, only use the Item Status screen if you are absolutely sure the item(s) you want deleted do not share a volume with items you want to keep.

How to use the button in the Holdings Maintenance screen:
1. View the holding you wish to delete in the Holdings Maintenance screen.
2. Check the volume for the item you wish to delete to make sure there are no items in that volume that you do NOT want to delete.
3. Highlight the volume.
4. Right click and select “Delete Volumes”.
5. Click “Delete” in the ‘are you sure?’ window.
6. In the next popup window, click the “Delete Volume and Items” button.
7. No confirmation window appears, but the Holdings Maintenance screen will refresh to show that both the item and volume have been deleted.

How to use the button in the Item Status screen:
1. Scan in all the items you wish to delete.
2. Highlight all items.
3. Click on “Actions for Catalogers” and select “Delete Volumes”.
4. Click “Delete” in the ‘are you sure?’ window.
5. In the next popup window, click the “Delete Volume and Items” button.
6. No confirmation window appears. (You can try to scan items into Evergreen if you want to confirm they have been deleted.)

Be CAREFUL using the Item Status Screen. The is NO popup warning you if there are other items in the volume. All items in the volume will be deleted, even if they were not scanned into the Item Status screen. If you are not sure if there are other items in the volume, either use the old method (select “Delete Items”, then “Delete Volumes”) or use the Holdings Maintenance Screen.

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 149, 9-21-2012

Managing New Books

Catalogers have two tools with which to manage new books: age protection and the “book new” circulation modifier.
1) Age-based hold protection prevents patrons of other Evergreen libraries from placing holds on your new items for the first 6 months after they are added.
a) Evergreen catalogers can apply age-based hold protection to any item as it is added to their collection.
b) At the end of the 6 months, Evergreen automatically removes the protection and allows holds to be placed by patrons from other Evergreen libraries. Catalogers do not need to revisit the record to remove the hold protection.

2) The “book new” circulation modifier provides new titles with hold protection that is not age-based. Only your patrons can place a hold on an item with this circ modifier.
a) The default checkout period for the “book new” circulation modifier is 14 days. This shorter duration for new titles in high demand is preferred by many Evergreen libraries.
b) Staff can easily identify new books by checking for this circ modifier, and having a special circ modifier for new titles may make gathering new book circulation statistics easier.
c) Evergreen catalogers can choose the “book new” circulation modifier when adding new books the their collection. Circ modifiers can be changed by a cataloger at any time in the copy editor screen.
d) At the end of 6 months, the hold protection provided by the “book new” circ modifier does NOT expire. Catalogers must change the circulation modifier in the copy editor screen to remove the age protection and change the checkout duration.

IMPORTANT: If you use the “book new” circulation modifier when adding new books, you must REMEMBER TO CHANGE THE MODIFIER to “book” when your library no longer considers an item to be new. Otherwise, patrons from other libraries in the consortium will never be able to place holds on your item and the loan duration will continue to be just 2 weeks (if you’ve used the default). A good way to manage this is to use copy buckets:

• At the beginning of each month, create a copy bucket and name it something like “September new books” or “2012.09 New” and scan all books you add to the collection that month with the “book new” circulation modifier into that copy bucket.
• In six months or when those books are no longer considered new, simply go into the bucket, click “Edit Item Attributes”, and change the circ modifier to “new” on all the titles at once.

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 148, 9-14-2012

Date1, Date2 and Dtst fixed fields for a book MARC record

If the book you are cataloging has a publishing date, it goes in the Date1 slot of the fixed field.
If you can’t find a publication date on the item, then put the copyright date in the Date1 field.
If both the publication date and copyright appear on the item, and the dates are different, then you have the option of putting the publication date in Date1 and the copyright date in Date2 OR just using the publication date in Date1 and leaving Date2 blank. Most catalogers these days choose to only use the publication date even if both dates are available. However, if you think both dates might be important to patrons and staff, don’t hesitate to add the copyright date to the record. It’s up to you.

Information in the fixed fields are a reflection of what is found in the variable fields. This means that if you choose to put both the publication date and copyright date in the 260 field, then you should also use both dates in the fixed fields. It also means that you can’t add the copyright date to the fixed fields unless you also add the date to the 260 field.
Whether or not you use one date or two determines how the DtSt fixed field is coded:
1. If you only use one date (either copyright or publication), then the DtSt fixed field is coded ‘s’, for single date.
2. If you use both the publication and copyright dates, which means there’s a date in both the Date 1 and Date 2 fields, then the DtSt fixed field is coded ‘t’.

One more thing: If the record already has both dates in the 260 and the fixed fields are coded correctly, you should not change it even if you think just the publication date is necessary. The cataloger before you must have thought having both dates was important.

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