Cataloging Tip of the Week March 2012

Tip #126, 3-30-2012

Watch the first indicator in the 100 field

It's important to pay attention to the first indicator of the 100 field, especially with non-English names.  We're used to names being in last name, first name order in this field, but that is not always the case. 

If the first indicator is a 0 instead of the usual 1, that means that the name is in direct order.  This is important to recognize when you're creating call numbers and spine labels.


100 0_  $a Arnaldur Indriðason, $d 1961-
245 10  $a Hypothermia / $c Arnaldur Indridason ; translated by Victoria Cribb.

100 0_  $a Yrsa Sigurðardóttir.
245 10  $a Last rituals / $c Yrsa Sigurdardóttir ; translated from the Icelandic by Bernard Scudder.

100 1_  $a Perry, Anne.
245 10  $a Dorchester Terrace / $c Anne Perry.

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Tip #125, 3-23-2012

Running Time for videorecordings

Accurately recording the running time for videorecordings not only benefits our patrons but makes it easier for catalogers to correctly match Evergreen records to the item in hand.
The playing time given in the 300 field of a videorecording record only reflects the time for the title given in the 245 field.  Bonus features or supplementary material are not considered when calculating times for this field.
300   $a 5 videodiscs (561 min.) : $b sd., col. ; $c 4 3/4 in.
300   $a 1 videodisc (1 hr., 19 min.) : $b sd., col. ; $c 4 3/4 in.

If you think times for the supplementary material may be important to you patrons, put this information in the same 500 note used to described the that material:
500   $a Bonus features: making Game of thrones (27 min.); character profiles (15 clips); creating the Dothraki language; seven audio commentaries with cast and crew.

The Running Time fixed field (labeled "Time" on the grid) is a 3-digit number reflecting the length of the videorecording in minutes.  Like the time given in the 300 field, it reflects the playing time only for the title given in the 245 field.  This means, of course, that the time given in the Running Time fixed field must match the 300 field. 
When recording information in the Running Time fixed field, follow these rules:
• If the running time is less that 100 minutes, include the leading zero (039 for 39 minutes). 
• If the time is more that 999 minutes, enter three zeros (000). 
• If the time is unknown, enter three hyphens (---), not zeros.

Remember to always check videorecording MARC records to make sure the times given in the 300 field and Time fixed fields match!  
More information about the Running Time fixed field can be found at

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Tip #124, 3-16-2012

Checking the Authority Record for the 100 field

Sometimes the author's name on a book is in a slightly different form or is spelled differently than it appears in the 100 field of the MARC record.  That's because the 100 field contains the author's name in the form established in the national authority file, which does not necessarily correspond with how the author or publisher decide to note the author's name on the book.

This variance is often found with with Asian names and names from other languages using different alphabets.  There are specific rules used for transliterating names from other alphabets into our alphabet. 

Using the name from the authority file ensures that all the author's books are connected in the catalog, even when the name is listed differently on different works.  Using the authorized name on the spine label ensures that works by that author are grouped together on the shelf.

The name in the 245 field should always match the title page, but the 100 field may or may not match what is in the book. 

If you are concerned that the 100 field might not be correct, or if you are original cataloging a work, look up the name in the authority files on the Library of Congress Authorities website: . The procedure is essentially the same as for searching for authorized series names (see Tip #123) except select "Name Authority Headings" as the search type.  Try the help function ( if you have trouble with your search.  When you get to the authority file, the authorized name will be in the 100 field.  The 400 fields contain 'see references' which are the names associated with the author but not the established name that belongs in the 100 field.  If you typed in a name that is not the authorized name, you'll see the name you typed in one of these fields.  When you copy the name from the 100 field into your record, be sure to also copy the indicator and any subfields. 


100 1    $a Sin, Kyŏng-suk.
245 10  $a Please look after mom / $c Kyung-sook Shin ; translated from the Korean by Chi-Young Kim.

100 1    $a Ōkami, Mineko.
245 10  $a Dragon Knights. $n Volume 2 / $c Mineko Ohkami.

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Tip #124, 3-9-2012Matching up the Fixed and Variable Fields in a MARC record

The codes in the fixed fields of a MARC record correspond with the data contained in the record's variable fields. 

This means that when you change dates or add information in one of the variable fields, you need to also change the coding or dates in the fixed field grid.

Here are some basics:
• If you change the place of publication in the 260 field, change the Ctry fixed field to match.*
• If you change the publication or copyright date in the 260 field, also change the Date1 fixed field.
• If you add or remove illustration information in the 300 field subfield 'b', code the Illus fixed field to match.**
• If you find plates in a book and add it to the 300 field subfield a (example: [8] p. of plates), add a 'f' in the Illus fixed field.
• If you change the time for a videorecording in the 300 field, change the Time fixed field.
• If you add or remove a 500 field saying the book has an index, change the Indx fixed field (0 = no index ; 1 = contains an index)
• If you add or remove a 504 field saying the book contains bibliographic references, add or remove the 'b' in the Cont fixed field.
• If you add or change a 521 (Target Audience) field on a DVD record, code the Audn field to match, remembering that code 'e' is only used for R-rated material.

A note about dates:  If you use multiple dates in the variable fields, you may need to change the Date 1 and Date 2 fields as well as the DtSt fixed field***.  Remember, too, that the dates in the fixed fields can come from any variable field, not just the 260.

*Not sure of the Ctry codes for states and foreign countries?  Us the Cataloging Calculator and search country codes.
**Can't remember all the Ilus codes?  Bookmark or print the list
***Not sure how to code the DtSt field?  Check OCLC Bib Formats & Standards:

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Tip #123, 3-2-2012

How to search LC Authorities website for a series title

Most Evergreen catalogers know that fiction series information is important to our patrons, so we check for this information in the bibliographic record.  We make sure that the series name is in a 490 field (1st indicator 1) exactly as it appears on the item we are cataloging.  But what goes in the 8xx field?

The 8xx field contains the established name for the series.  Sometimes the name of a series appears with slight variations on each book (Suzie Q mystery, Suzie Q novel, Tales of Q), or changes dramatically as the series progresses.  This can be confusing to a patron or staff member, so catalogers tie all the variations together by using an established series name in the 8xx field.  Often the series name in the book is exactly the same as the established series name, but sometimes it's not.

IMPORTANT: Never assume that the series name as it appears in the book (or the container if an audiobook or DVD) is also the established series name that belongs in the 8xx field.  Always look it up.

So where do we look it up?  The first place to look for the established or authorized series title is the Library of Congress Authorities website.  Unfortunately, this website is not always easy to navigate, so here's step by step instructions:
1. Go to
2. Click "Search Authorities".
3. Type in the series name as it appears on the resource, omitting any leading articles (A, An, The). 
4. Select "Title Authority Headings" from the search type pull-down menu.
5. Click "Begin Search".
On the results screen, there are series and non-series titles, identified in the right hand "Type of Heading" column.  Find the series title that matches your item. 
If the red button  next to the title says "Authorized Heading":
1. Click the red button.
2. Click on the series name to bring up the authority file. 
3. You'll see that the name of the series is in the 130 field.  This means that this authorized series title should be added to your record in an 830 field.  The indicators in the 130 authority record field are the same as what you'll use in the  830.  There is never a first indicator and the second one is almost always a zero. 
If the red button next to the title says "References":
1. Click the red button.
2. Click on the words "Authority Record" (NOT the series name).
3. Click on the name of the series to bring up the authority file.
4. You'll see the series name in a 100 field, which means your series information belongs in an 800 field.  What goes in the 800 field is exactly what is in the authority file in the 100 field - author name as well as title.  Copy the indicators and subfields exactly.  If there's a subfield d for the author's date of birth, that goes in the 800 too.  This is a GREAT use for the flat text editor.
In the first example above, the series being checked is written by multiple authors, so the authorized series title goes in a 830 field.  In the second, the series is by a single author, so the authorized series name goes in a 800 field together with the author information.

You wouldn't have to click all the way through to the authority record except that sometimes there are notes in the file about when to use the series information in a record and when not to.  Also, by viewing the authority file, you can see the correct indicators and subfields that should be used.

So what if the series you're looking for isn't listed on the LC Authorities website? 
Some series titles established in Evergreen are not LC authorized series titles.  That's because as a consortium we decided that tracing series is very important to our customers and we need to establish our own series titles even if there isn't an authority file.
So if you cannot locate the series name using the LC Authorities website, first search Evergreen for the series name (do a series search) to see what other libraries have used in the 8xx field.  If there seems to be a lot of variation, pick the name most frequently or recently used.  Libraries with a NoveList subscription will establish series titles with the name that database uses if there is no LC authority file.  Other sources for series information are:  Fantastic Fiction  KDH’s What’s Next:  and FictionDB:
If you establish a new series title in Evergreen, remember that a series name appearing in the 800 field NEVER has leading articles, so omit the A, An or The from the series name.

A final note: Series statements never belong in the 245 field, even if that information appears on the title page.  Our series statements (490/8xx fields) are now part of the Record Summary in the OPAC and can be easily viewed by staff and patrons.

For more information about how to add series information to a record, see Tip of the Week #55 (October 2010) and the EI Cataloging Procedures Guide.

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

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