May 2011

Tip 86, 5-27-2011

Uses for the Flat Text Editor

Have you tried out the Flat Text Editor? This great new feature allows you to cut and paste multiple fields at once from one Evergreen record to another.

To use it, click on the checkbox at the top of the MARC Editor screen next to "Flat Text Editor" The display will change so that all the MARC record is displayed as text.

This feature has many uses-

It's really handy when you want to create a new record that is similar to an existing record:
• Start a new record and open the Flat Text Editor, then copy the information from an existing record also opened to the Flat Text Editor.
• Paste it into your new record. 
• Uncheck the Flat Text Editor box to return to the normal MARC Editor view and make any edits you wish.

You can copy multiple subject headings from one record to another.

When you can't find an exact match for your item to import, but you've found a close match via Z39.50 you can start the import process, use the Flat Text Editor to copy the record into a new one, then cancel the Z39.50 import, and make the changes to your new record so that it matches your item.

This feature also makes it possible to add and delete 008, 007, and 006 fields.

Just be careful to retain the formatting used in the Flat Text Editor Screen. If you try to copy and paste from non-Evergreen MARC records, you will probably have to do clean up because the formatting won't match. You can see if you have formatting problems by switching back to the normal MARC Editor view.

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

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Tip 85, 5-20-2011

Statement of Responsibility (245 subfield c) for Books

Always transcribe the Statement of Responsibility exactly as it appears on the the chief source of information.  When cataloging books, this is almost always the title page.

If the title page says, for instance, "by Elizabeth Peters", then enter "by Elizabeth Peters" in the 245.  If the title page just says "Elizabeth Peters", please do not add the word "by" in the 245.

Here are some other pointers about the Statement of Responsibility:

Include only statements of responsibility regarding the artistic or intellectual content.  Don't include consultants or market analysts, for example.
If more than one Statement of Responsibility appears on the title page, for different functions such as a writer and editor or writer and illustrator, transcribe them in the order they appear and separate each function with a space-semicolon-space.  Example: "by Susan Brockman ; foreward by  Elliott Mason ; illustrated by Michael Ison".
If needed, add wording about the type of responsibility involved (editor, photographer, etc.) but put the wording in brackets.  Examples: "by Maxine Edwards and [illustrated by] Doug Fissel", or "[edited by] Bob Rowlings".
If a statement of responsibility appears someplace other than the title page, such as the cover or spine, you can put it in the 245 but enclose it in brackets and add a 500 note to explain where the information came from.
Don't forget subfield c of the 245 field is always preceded by a forward slash.
In general, don't include titles (Dr., PhD, etc.) or qualifications (Director of English Studies).  However, there are some exceptions.  For instance, keep the 'Dr.' in front of Dr. Seuss because skipping it would just leave a surname, and keep titles if they are noble ones or a British term of honor.
Include any suffix indicating relationship, such as "Jr.", "Sr.", and "IV".
Transcribe a Statement of Responsibility even if no person is named. Examples: "by the editors of Time", or "translated from the German".
Don't forget to apply the "rule of 3":  If more than 3 people are listed for the same function and all are given equal billing, give only the first person and "...[et al.]."  This means if the book was "edited by Bill Rogers, Tim Bullock, William Reed, and Margaret Manning", the record would read "edited by Bill Rogers ...[et al.].  However, if the title page was phrased "edited by Bill Rogers with Tim Bullock, William Reed, and Margaret Manning, the Statement of Responsibility would be transcribed as it appears on the title page.
Questions about cataloging in Evergreen can be posted to the ListServ: or emailed to any Committee member.

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Tip 84, 5-13-2011

Reading levels, Lexile measurements, and the EI Catalog

Evergreen Indiana is a shared catalog, so the information in the MARC record needs to contain information accurate for all patrons.  Since there is no single reading program in the state with the same level and point system, it was agreed back in 2009 that the 526 field (Study Program Information Note) not be used in Evergreen Indiana.  This means that information such as Accelerated Reader (AR) levels and Reading Counts information should not be included in a MARC record in a 526 or any other note field.  Catalogers can, however, add this information to their item in a copy note.

Lexile measures, on the other hand, are universal and are appropriate in any EI record. 

To determine the Lexile measure for a book, go to the MetaMetrics Inc. website: 

Add the Lexile information in the 521 (Audience) field:

521 8_  |a 770 |b Lexile.
521 8_  |a 920 |b Lexile.

If you see reading program information such as Accelerated Reader (AR) or Reading Counts in a MARC record, please delete it.  All 526 fields should be removed from Evergreen records.  Lexile measures should NOT be deleted.  However, if the Lexile measure is located somewhere other than a 521 field, please correctly input the information as shown above.

See page 2.23 of the Cataloging Procedures  Guide for more information about Lexile Measures in Evergreen.  For an overview of Lexile Measures, go to:

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

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Tip 83, 5-6-2011

Series numeration in the Series Statement (490 field)

Evergreen Indiana catalogers are encouraged to add series information to a MARC record whenever appropriate.  Because this information is important to library patrons, catalogers often include not just the name of the series, but the numeration as well when adding a series statement. 

Although the series name is typically found somewhere on the book, catalogers usually have to go to other sources to find the numeration for the series.

Good sources for series numeration include:
• The author's website
• Fantastic Fiction:
• FictionDB:
• NoveList (requires a subscription)

IMPORTANT:  Whenever the series numeration comes from a source other than the item in hand, catalogers must do two things in the MARC record:
1.  Put the numeration in brackets in the 490 field to show that the source of the information is someplace other than the book AND
2. Add a 500 field below the 490 identifying the source of the information.
490 1   ‡a Mercedes Thompson novel ; ‡ v[6]
500      ‡a Series numeration from NoveList.
800 1   ‡a Briggs, Patricia. ‡t Mercy Thompson novels ; ‡v 06.

490 1   ‡a A sweet magnolia novel ; ‡v [7]
500      ‡a Series numeration from Fantastic Fiction website.
8001    ‡a Woods, Sherryl. ‡t Sweet magnolias ; ‡v 07.

490 1   ‡a Kanner lake series ; ‡v [#1]
500      ‡a Series information obtained from author's website.
800 1   ‡a Collins, Brandilyn. ‡t Kanner Lake series ; ‡v 01.

If the series numeration is found anywhere on the item in hand (not just the title page), it is not necessary to put the number in brackets.

Reminder: Series numeration belongs only in subfield v, which is always preceded by a semicolon.   Don't forget the space before the semicolon.  There is no period at the end of the 490, but there is one at the end of the 8xx field. 

More information about series information in Evergreen MARC records can be found on pages 2.18-2.21 of the EI Cataloging Procedures Guide.  Also see Cataloging Tip of the Week #55 (October 2010):

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