Cataloging Tip of the Week December 2012

Tip 160, 12-14-2012

Using subfield z in a 020 or 024 field to prevent mismerges

Sometimes two Evergreen records will have matching 020 or 024 fields but the records themselves are not duplicates.  These records may merge if an automated deduplication program is run, which means your item may end up on a completely wrong record.  You can prevent automated mismerges by using a subfield ‘z’ in one of the records.

Record A:  020 __ |a 9780553349498
Record B:  020 __ |z 9780553349498

Record C:  024 1_ |a 883929242221
Record D:  024 1_ |z 883929242221

Any 020 or 024 field, subfield ‘z’ will be ignored by deduplication software.  In the examples above, Record B would not merge with Record A or any other record with that ISBN number and Record D would not merge with Record C or any other record with that UPC number.

The Cataloging Committee recently discussed how to decide which record should have the subfield changed.  Here are some guidelines:

• When 2 totally different items are issued with the same ISBN, check to see which picture is displaying in the OPAC.  Use a subfield ‘z’ in the 020 or 024 field of the record that is displaying the wrong picture.

• When there are multiple versions or editions sharing the same number, code the 020 or 024 of the record with the most holdings subfield ‘a’ and the rest subfield ‘z’.  If the holdings are equal, use subfield ‘a’ on the newer item. 

• If a children’s book is packaged with an audiobook and cataloged as a non-musical sound recording, then the ISBN for the book component should be coded with a subfield ‘z’ in the 020 field.  If cataloging a book with a DVD or CD inside and there is a 020 or 024 field for the disc, it should be coded with a subfield ‘z’.

• When working with a Blu-ray/DVD combo pack:
o  If the two components are cataloged on separate records and have unique ISBN or UPC numbers, code the 024 for the individual components with a subfield ‘a’ but code the 024 for the set with a ‘z’;

o But if the two components are cataloged on separate records and both components share the same ISBN or UPC number, then the components should also have a ‘z’ in the 024 field to prevent them from merging. 

o However, if both the Blu-ray and DVD components are being attached to the same record, the 024s for the individual components should be coded with a subfield ‘z’ and the 024 for the set given a subfield ‘a’.
Anytime there are two records sharing the same ISBN or UPC number, these records are edited
her duplicates and need to be merged or they are for truly different items and one record needs to have the 020 or 024 subfield changed to prevent a mismerge.

Of course, if you are absolutely sure that a number in the 020 or 024 field is totally wrong and does not belong on the record, such as an ISBN for a large print version on a regular print record or a ISBN for an ebook if the record is for a paper copy, then you can just delete the field.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any EI Cataloging Committee member.
Previous Tips can be viewed online at:
If you have an idea for a Tip, please send it to:

Tip 159, 12-7-2012

On-Order Records in Evergreen

Some Evergreen libraries add new titles to the catalog as soon as they are ordered.  Patrons can then locate the titles in the OPAC and place holds before the title is received.
On-order records are easily recognized because they contain the 599 field: ON-ORDER RECORD.  Because the library adding this kind of record does not yet have the item in hand, the record is almost always incomplete.
If you find an on-order record that matches your holding, please edit and enhance the record to reflect the information on your item.  When finished, delete the 599 field.

If you would like to create on-order records for items your library has ordered but not received, first search Evergreen just as if you have the item in hand.  You should have sufficient information to do this – title, author, ISBN, publisher, and year—even though you do not yet have the item.
1. If there is already a record in Evergreen for the item ordered, attach your holding to that record and proceed to step #2.  If no record is found, either import a matching record or use an Evergreen MARC Template to create an original temporary record.  The record you import or create is considered an on-order record because you do not have enough information available to review all required fields.  Complete the record as best you can, adding the required 599 field:  “ON ORDER RECORD (in all capital letters).  On-Order records should contain a minimum of the author, title, ISBN or standard number and the edition fields, if available.    
2. To attach your holding, you will need to assign a barcode to the ordered item or create a unique number to use as a temporary barcode, such as the ISBN + your library’s initials.
3. When the item is received at your library, use the information on the item to edit the record so it meets Evergreen standards for permanent records and delete the 599 field, if present.  You may discover that another library has already enhanced the record for you.  If so, review the record and make sure the 599 field has been removed.  
4. If you used a temporary number instead of the barcode for you item, replace it with the true barcode.

Remember, if you import or create a record without the item in hand, you must add this 599 field:
599 __ $a ON ORDER RECORD (in all capital letters)

Keep in mind that the start time for age-based hold protection is as soon as the holding is added.  So if there’s a long delay between when and item is ordered and when it is cataloged, you may want to delete and re-add the holding to restart the age protection, being careful not to lose your holds or delete the record.