Catalog Tip of the Week October 2010

Tip #59, 10-29-2010

Problems with the LitF (Literary Form) Fixed Field

The LitF fixed field is used to identify the literary form of the resource.  Most records are either coded '1' for fiction or '0' for nonfiction but sometimes the cataloger uses one of the codes that is more specific, such as 'p' for poetry or 'f' for novels.

Unfortunately, the Literary Form filter on the Evergreen advanced search screen only offers the choice of 'Fiction' or 'Non Fiction' unless the staff member or patron is Evergreen savvy enough to notice and use the red 'Advanced' button next to the filter. 

Here's the real problem:  If the LitF for a fiction book is coded 'f' (novels), that book will not be included any search results if the 'Fiction' filter is applied to the search.  Any nonfiction book coded 'p', 'd', 'e', 's', etc. will not be included in any search results if the 'Non Fiction' filter is used in the search.  So if you have cataloged The Taming of the Shrew and used a 'd' (drama) in the LitF field, the results of a title search will not include your book if the patron or staff member used the 'Non Fiction' search filter.  Of course, the opposite will also be true.  If you have used a '0' in the LitF for this book, a particularly savvy patron will not be able to locate your book if he/she used the advanced 'drama' filter. 

Evergreen does not make the connection that novels are also fiction books and that speeches, essays, drama, and poetry are all nonfiction.

As our patrons and staff become more comfortable with the Evergreen advanced search screen, use of these search filters will increase.  Although all LitF codes (see for a complete list) can be used in Evergreen, catalogers may want to limit their use of LitF codes to the basic '0' and '1' since these correspond to the filters our staff and patrons are most likely to use.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

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Tip #58, 10-22-2010

Contents Notes and Summaries in MARC records

Adding Contents and Summary Notes to Evergreen records is encouraged.  These fields are useful to both patrons and staff.

Unless the information found in these fields is incorrect or inappropriate, please do not delete 505 or 520 fields.

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 copy the Contents Note or Summary Note before merging, then paste it into the record that remains in Evergreen.

A 505 Contents Note is often worth the time and effort to create.  Always add a 505 for a collection of works unless the information is found elsewhere in the record.  Remember, this field is searchable in a keyword search, so adding the contents of a do-it-yourself or crafts book may be the only way your patron can find the resource he/she needs.  You don't have to get fancy - just include all the information in subfield a:
• 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.
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. 

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. 

This is the last day to  register  for a Fall EI Cataloging Roundtable.  Just go to the WebJunction October calendar page at and click on one of the two October 27th roundtables. 

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

If you have an idea for a tip, send it to

Tip #57, 10-15-2010

Listservs for Catalogers

Here are some cataloger-oriented listservs that members of the EI Cataloging Committee have found to be helpful: 

1.      Evergreen Support:  Important Evergreen information is often cross-posted to the Cataloging Listserv, but information about system problems appear here first and in greater detail.  Sign up at

2.      OCLC-CAT:  Created for use by OCLC users, non-OCLC library catalogers can also subscribe.  Although most posts address issues specific to OCLC, there are some discussions about MARC records useful to all catalogers.

3.      ALCTS-eforum (Association for Library Collections & Technical Services):  Periodically hosts eforums on topics of interest to catalogers.  Popular forums can produces hundreds of posts, like the recent one on RDA, but you can temporarily unsubscribe if a pending eforum is not of interest to you.  Sign up at:

4.      INCOLSA/MCLS listservs:  Get announcements about upcoming training and roundtables.

5.      OLAC (Online Audiovisual Catalogers): A discussion for catalogers of nonprint materials.  Subscription instructions at:

If there are any other cataloging related listservs you would like to recommend, please let me know or simply post them at

Have you registered for a Fall EI Cataloging Roundtable yet?
  Just go to the WebJunction October calendar page at and click on one of the two October 27th roundtables. 

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

If you have an idea for a tip, send it to

Tip #56, 10-8-2010

Changing the Item status when materials are being repaired

When damaged and worn materials are sent to your Tech Services for repair or evaluation, it's a good idea to change the item status so that the material no longer appears as available in the Evergreen database.

There are several status options to choose from:
• If the item status is changed to 'Temporarily Unavailable', 'Damaged', or 'Discard/Weed', the material becomes invisible in the OPAC but your staff can still 'see' the item and its status on the Holdings Maintenance screen.  Patrons and staff cannot place holds on items with these statuses.  
• If the item status is changed to 'Mending', the material is still visible in the OPAC.  Both patrons and staff can see that the status of the item is 'Mending' and holds can be placed on the material.
If the decision is made to withdraw the item, this can be done without changing the status.

If the material is returned to circulation, the status can be changed either in the copy editor screen on by checking the item in:
• If using the check-in method, just click 'yes' when asked to 'Force this action?'   
• You can change the status of several items at once by scanning them into the Item Status screen, highlighting all items and then selecting 'Edit Item Attributes' from either the Action for Catalogers pull-down menu or right clicking on the highlighted items.
• If your material's status was 'mending', be sure to also check the item in if the status was changed in the copy editor screen.  Otherwise, any holds placed while the item was being repaired will not be trapped.

Register now for the Fall EI Cataloging Roundtables, scheduled for Wednesday, October 27 from 10:00 a.m. until noon.  The first hour will be a review of merging and merging etiquette as well as tips on using the batch-loader feature.  The second hour will be a Q/A and discussion about anything related to EI Cataloging.  Sign up via WebJunction for the Roundtable nearest to you:  Kendallville Public Library or the Jackson County Public Library.  Participants will earn 1 LEU.

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

If you have an idea for a tip, send it to

Tip #55, 10-1-2010

Reminders for the 490 and 8xx fields (Series Statements)

490 Field (Series Statement):
• The 1st indicator signals whether or not the series is traced with an added entry (8xx field).  Use a 1 if the series is traced and a 0 if it is not.  In other words, if there is an 8xx field, the first indicator is 1.  If there is no 8xx field, the first indicator is 0.
• Type the name of the series exactly as it appears on the item in hand.
• If you add numeration information, this belongs in a subfield v which is always preceded by a  semicolon. 
o There is a space between the last word of the series name and the semicolon. 
o Use the designation for the numbering as it appears on the item, abbreviating per AACR2 rules (bk., v., no.)
o Convert all non-Arabic numbering (Third, IV, etc.) into Arabic numbers.
• If the source of all or part of the series information is not the item itself, put the appropriate portion of the statement in brackets and add a 500 note indicating the source of the information.  The 500 note is important not just for the source of the series name but also for the numeration since different sources (NoveList, author websites, Fantastic Fiction) often number the same series differently.
• There is no period at the end of the 490 field.
****For information about when and why to trace a series, see pages 2.18-2.21 of the EI Cataloging Procedures Manual.  This subject is also covered in the Evergreen Indiana Advanced Cataloging class****

8xx Fields (Series Added Entries):
• If the first indicator of the 490 field is a 1, there must be an 8xx field.  (There should never be an 8xx field on a record that has a 490 field with a 0 as the first indicator. )
• Use an 800 field if all parts of the series are by the same author.  If this is not true, use an 830 field.
• Indicators:
o 800 field: The indicators are the same as the record's 100 field.
o 830 field: There is no 1st indicator.  The second indicator reflects the nonfiling characters, just like the second indicator of the 245 field.
• The 800 field contains both the author name and the series title.  Use the same name subfields as in the 100 field.  The established series title belongs in subfield t, which is preceded by a period unless the title follows and open date for the author.
• Series numeration belongs in subfield v, which is preceded by a semicolon.
o Do not use a designation for the numbering.
o Numbers 1-9 should be added as: 01, 02, 03, 04, etc.
• Even if some or all of the information in the 490 is bracketed, do not bracket the 8xx field.
• The 830 field never contains a personal name, only the established series title.
• Both the 800 and 830 fields end with a period.

490  1_   |a  Women's murder club
800  1_   |a  Patterson, James, |d 1947- |t Women's murder club.

490  1_   |a  Fargo adventure ; |v [2]
500   __  |a  Series numeration from Fantastic Fiction.
800  1_   |a  Cussler, Clive. |t Fargo adventures ; |v 02.

490  0_   |a  Longarm ; |v 382

490  0_   |a  Thorndike Press large print basic

490  1_   |a  Voyagers ; |v bk. 4
800  1_   |a  Bova, Ben, |d 1932- |t Voyagers ; |v 04.

490  1_    |a Harlequin romance ; |v #4191
490   0_   |a Mediterranean dads
830   _0   |a Harlequin romance ; |v 4191.

Remember, series statements do not belong in the 245 field.  Patrons can now easily view the series information in the 490 and 8xx fields when searching the Evergreen catalog.

Check  OCLC Bib Formats and Standards ( ) for additional information and examples. 

Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

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