Cataloging Tip of the Week February 2012

Tip #122, 2-24-2012

BISAC & other subject headings found in Evergreen

As explained in the Procedures Guide, Evergreen catalogers are expected to add only Library of Congress subject headings to MARC records and not to remove any of the other types of controlled headings found in the records.

But what are these other types of subject headings that we find, especially that weird one that is in ALL CAPITAL LETTERS?

MARC records currently in Evergreen contain subject headings from other controlled vocabulary lists (called thesauri) such as Sears, the Library of Congress Subject Headings for Children, and BISAC.

The BISAC subject headings are relatively new and are easy to spot because they are in all capital letters and include a subfield 2 "bisacsh". This is a classification scheme created for businesses by the Book Industry Study Group. Booksellers and a few libraries actually use these headings to organize and display books.
Here's a few examples:
650 _7 |a BIOGRAPHY & AUTOBIOGRAPHY / Literary. |2 bisacsh
650 _7 |a SPORTS & RECREATION. |2 bisacsh
650 _7 |a COMICS & GRAPHIC NOVELS. |2 bisacsh

The Sears list of subject headings was created by fellow Hoosier Minnie Earl Sears and uses simpler, less technical terms that she thought would be preferred by smaller libraries.
Here's some examples of Sears subject headings:
650 _7 |a Children's parties. |2 sears
650 _7 |a Classical mythology. |2 sears
650 _7 |a Cooking |x Bananas. |2 sears

The Library of Congress Subject Headings for Children's Literature or Annotated Card (AC) Headings generally uses LCSH terms but sometimes substitutes a more familiar or shortened version of the heading. They look like Library of Congress subject headings (LCSH) except that the second indicator is a 1 instead of a 0.
These are some LOC Subject Headings for Children:
650 _1 |a Frontier and pioneer life |z Montana.
650 _1 |a Imaginary playmates |v Fiction.
650 _1 |a Parties.

Occasionally found in Evergreen is the National Library of Medicine (NLM) subject headings. These are medical subject headings identified by a second indicator of 2. Subject headings from the MeSH thesauri are sometimes spotted on records for medical journals and reference material.
This is what MeSH headings look like:
650 12 |a Concept Formation |x physiology |x Infant.
650 12 |a Low Back Pain |x therapy.
Remember, if you spot these other types of subject headings, just leave them on the record. The keywords they contain may help a patron or staff member locate the resource. Before adding a new subject heading, make sure it's a Library of Congress authorized heading by checking the LOC Authorities website:

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Tip #121, 2-17-2012

The General Material Designator (GMD) in Evergreen

The General Material Designator, usually referred to as the GMD, describes the class of material to which your resource belongs. The GMD appears in the 245 field following the title proper, in a subfield h.

The GMD is not a term that individual catalogers can "make up". GMDs to be used in Evergreen are restricted to those found in the AACR2. U.S. libraries use list two under Rule 1.12.

GMDs are not used in Evergreen for print items unless they happen to be a component of a kit.

Below are some of the common classes of materials found in the Evergreen database and the correct GMD for each:
Books on CD: [sound recording]
Musical CDs: [sound recording]

DVDs: [videorecording]
VHS tapes: [videorecording]
Blu-Ray: [videorecording]

CD-Rom: [electronic resource]
DVD-Rom: [electronic resource]
Playaways: [electronic resource]
Kits: [kit]

If appropriate, add a GMD to the 245 field, in a subfield h. Subfield h follows the title proper but precedes subfield b. This means a GMD goes in between the title and subtitle. Subfields n and p are also part of the title proper, so the GMD follows these subfields.

Here are some examples:

245 04 $a The Partridge family. $n The complete first season $h [videorecording] : $b come on get happy.
245 00 $a Cougar town. $n The complete first season $h [videorecording] / $c ABC Studios.
245 00 $a Wolverine $h [videorecording] : $b chasing the phantom.
245 10 $a Forge $h [electronic resource] / $c Laurie Halse Anderson.
245 00 $a Super street fighter IV $h [electronic resource].
245 10 $a Theodore Boone $h [sound recording] : $b kid lawyer / $c John Grisham.

Always place the GMD in brackets. There is no punctuation preceding the |h and the GMD is always in all lowercase.

Do not 'enhance' a GMD by adding a descriptive term. The GMDs [videorecording DVD], [videorecording Blu-Ray], and [sound recording CD] should not be used in Evergreen. Patrons and staff can look at the physical description or edition statement in the record summary to determine if a videorecording is a videodisc, sound disc, sound cassette, videocassette, or Blu-Ray.

Many records have migrated into Evergreen with incorrect GMDs. If you see [DVD], [videodisc], [videorecording DVD], [large print], [book] or anything else that is not AACR2 approved, please take the time to correct the record.

Information about using General Material Designators can be found in Chapters 2 and 3 of the Evergreen Procedures Manual.

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

Previous Tips can be viewed online at:

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Tip #120, 2-10-2012

Adding Illustration codes to the Fixed Fields grid

Adding codes to the fixed fields grid has become trickier since the 2.1 upgrade. Now when adding codes, we must take into consideration the number of spaces available in the cell we're working in and add the appropriate number of spaces following our codes.

A good example of this is the Illustration fixed field cell, shown as "Ills" on the grid. Because a MARC record can have up to 4 illustration codes, anytime we add a code to this cell we must use a combination of codes and spaces that add up to 4. Failure to do this will result in your changes disappearing when the record is saved. If you take advantage of the Fast Item Add function, you won't even see the codes disappear and believe that the record saved correctly when it really did not.

Say you need to add codes 'a' and 'b' to the Ills fixed field. Place the cursor in the Ills cell and type 'ab'. Now save your record. As soon as you click the "Save" button, the 'ab' disappears. Now try it again, but instead of typing just 'ab', type 'ab<space><space>'. As you type the last space, watch the 008 field and you'll see the 'ab' code appear. That's you're clue that it's going to save correctly. Unless your fixed field code changes appear in the 008, they will not save. Now click "Save" and see that the 'ab' codes are saved in the fixed field grid.

Remember adding illustration codes always requires 4 keystrokes.
Examples: ab<space><space>

Removing codes works the same way. Say you discover that there really aren't any maps in a book that is coded 'ab' in the fixed field grid. If you simply delete the 'b' and save the record, the 'b' will reappear in the grid and remain in the 008 field. To correctly remove the 'b', you must delete it and then make a space in the cell to replace it. As soon as you create the space with your spacebar, the 'b' disappears from the 008 field and you know the fixed fields will save correctly. Of course, you can save yourself a step by highlighting the unwanted code and replacing with a space.

The other multiple space cells work the same way. Adding dates doesn't pose a problem because you always use all available spaces, but remember if you remove a date your change won't save unless you replace it with 4 spaces.

Single space fixed field cells likewise don't pose a problem when adding or changing a code, but if you need to delete a code and make the cell blank, you'll need to replace the code with a space.

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

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Tip #119, 2-3-2012

Names with multiple initials - space or no space?

Question: When creating or editing MARC records, is it J.K. Rowling or J.<space> K. Rowling? Is it Rowling, J.K. or Rowling, J.<space>K.?

In the 100, 700, or 800 field, always enter a space between initials of a personal name: Rowling, J.<space> K.
In the 245 field, type the name with no spaces between initials: J.K. Rowling.

100 1_ |a Griffin, W. E. B. (spaces between initials)
245 14 |a The traffickers / |c W.E.B. Griffin and William E. Butterworth IV. (no spaces)

100 1_ |a Beaton, M. C. (spaces between initials)
245 14 |a There goes the bride / |c M.C. Beaton (no spaces)

In contrast, never put spaces between initials of a corporate name, no matter where it appears in the record.

110 2_ |a J.C. Penney. (no spaces)
260 __ |a New York : |b W.W. Norton, |c 2001. (no spaces)

The basic rule in a nutshell: Anytime a personal or corporate name is in direct order, there are no spaces between the initials. If the format is last name, first name, then put a space between the initials.

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

Previous Tips can be viewed online at:

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