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NC Cardinal Cataloging Best Practice Standards

This living document outlines and provides best practices for cataloging within NC Cardinal’s Evergreen ILS. All policies and procedures are recommended and should be implemented throughout the consortium. As cataloging issues and new topics arise, this document will be amended. If you have any questions, please contact NC Cardinal staff or one of the current NC Cardinal Cataloging Committee members.

This document incorporates elements of Evergreen Documentation under Creative Commons Attribution Share-Alike 3.0 License (https://creativecommons.org/licenses/by-sa/3.0/legalcode) and is available to share under the same license.

1. Cataloging Overview

1.1. Cataloging Permission Groups

The NC Cardinal consortium Governance Committee and the membership have resolved to implement a consortium-wide cataloger training and assessment program to ensure that the same standardized cataloging practices are applied within the shared catalog regardless of which library staff import, create, edit, or delete item, volume, and bibliographic records, with the shared goal that the catalog should function smoothly and seamlessly for all patrons within the consortium.

To fully implement the mandate from the Governance Committee and the membership, the NC Cardinal Cataloging Committee members have been working diligently to expand and clarify the Cataloging Best Practices to address all areas of cataloging for the consortium. NC Cardinal library staff members who currently use cataloging permissions should begin using the standards outlined in this Knowledge Book, which is intended to be a living document that is honed and updated on an ongoing basis. The Cataloging Committee welcomes feedback and input on these Best Practices. 

NC Cardinal staff will be working with System Login Access Managers from each member library system to simplify and streamline staff permission group structure during 2018. On or before January 2019, there will be two types of cataloging permission groups available to staff: Item Cataloging and Bibliographic (Bib) Cataloging. To use these cataloging permission access levels in the NC Cardinal consortium system, library staff will need to complete a course of training and/or pass certification assessment(s). 

 

Here is the transition timeline:

Winter 2017/18:

All staff with cataloging permissions should review and begin using the newly expanded Cataloging Best Practice standards. Please submit questions to the Cataloging Committee and/or the NC Cardinal team.


February 2018:

Item Cataloging and Bib Cataloging assessments will become available.

The Item Cataloging assessment is for staff who only need to add, edit, or delete volume and item records.

The Bibliographic Cataloging assessment is for staff who additionally need to add, edit, or delete bibliographic records.


Spring 2018:

Item Cataloging and Bib Cataloging workshops with Dr. Sonia Archer-Capuzzo

Cataloging Forum - discuss feedback for Best Practice standards, training & assessments, and resolve questions with the Cataloging Committee.


Fall 2018:

Item Cataloging and Bib Cataloging workshops with Dr. Sonia Archer-Capuzzo

Staff who need cataloging permissions continue taking cataloging assessments.


January 2019:

All staff who need cataloging permissions should have completed assessments. The assessments are open book and can be taken until they are passed.

 

Staff assigned Item Cataloging permissions should be able to:

  • Evaluate and select existing bibliographic records for quality and appropriateness to the item
  • Create a volume/call number
  • Create an item record and add the appropriate item attributes (especially shelving location and circulation modifier). Consider using Item templates. See your local bibliographic cataloger for help.
  • Add items to a copy bucket
  • Delete items and volumes (only in Available or Reshelving status)
  • Report duplicate and problematic bibliographic records to a Bibliographic Cataloger for merge and/or update (add records to a record bucket)

 

Staff assigned Bibliographic Cataloging permissions should be able to:

  • Complete all tasks required of item catalogers AND
  • Import bibliographic records
  • Overlay bibliographic records
  • Edit bibliographic records (adding/removing fields appropriately)
    • Remove ISBNs for other formats requiring a separate bibliographic record (i.e., e-book, large print, or audiobook ISBNs included by a vendor on a regular print book record)
    • Strip out system-specific information (local call numbers, notes, etc.)
  • Create bibliographic record following Best Practices and MARC/RDA standards
  • Add/edit subject headings correctly based on Best Practices
  • Merge duplicate bibliographic records
  • Delete bibliographic records
  • Import authority records


1.2. Cataloging Etiquette

Joining a consortium of libraries affects how catalogers accomplish their job. As a Cataloger, you are no longer creating records for your own library; you are creating records for all libraries within the consortium as everyone shares the same MARC (title) record. For example, what is entered into the 245 tag is displayed to all patrons across all libraries who use an NC Cardinal library. NC Cardinal recommends the following cataloging etiquette:

 

Item Catalogers

Do:

  • Refer to this guide for cataloging procedures and practices.
  • When choosing a record, assess for quality, no matter the source. Refer issues with or questions about bibliographic records to a bibliographic cataloger.
  • Use the MARC record templates as defined in NC Cardinal for evaluating catalog records.
  • Report empty bibliographic records to a bibliographic cataloger.
  • Delete items owned by your system only when in Available (Reshelving), Discard/Weed, or Missing statuses - all other statuses are ineligible to delete.

Do not:

  • Assume that a record created by any entity is correct. Always take the time to quality-check catalog records.

 

Bibliographic Catalogers

Do:

  • Refer to this guide for cataloging procedures and practices.
  • When choosing a record, assess for quality, no matter the source.
  • Use the MARC record templates as defined in NC Cardinal for evaluating cataloging records or creating original records.
  • Add information to an existing record if it is incomplete or brief. This includes on-order records.
  • Correct typographical errors or misspellings when you see them (if they do not appear on the resource being described).
  • Follow RDA rules as indicated in the NC Cardinal MARC Templates document.
  • Delete empty bib records that are empty, were created more than 4 months ago, have no items attached, and are not electronic resource records (do not have 856 field(s)).
  • Delete items owned by your system only when in Available or Reshelving status - all other statuses are ineligible to delete.

Do not:

  • Assume that a record created by any entity is correct. Always take the time to quality-check catalog records.
  • Delete OCLC numbers from a record (035 tag).
  • Delete or edit the 082 tag (recommended Dewey classification number).
  • Add a year or issue designation to the bibliographic record for any periodical. That information should reside at the volume or item level.
  • Delete bib records UNLESS they are empty, were created more than 4 months ago, have no items attached, and are not electronic resource records (do not have 856 field(s)).

 

If you are unsure about a specific MARC record and what something means within the MARC record, contact the library that created the record or made the last update. The list of cataloging contacts for each library system is on The Nest.


1.3. RDA vs AACR2

The AACR2 cataloging standard is being replaced by the RDA cataloging standard, which has now been adopted by most American libraries. Many AACR2 records still exist. Others have been partially upgraded, resulting in Hybrid records.

 

How to upgrade a record to RDA:

  • If the record lacks 33X fields, add these
  • Change the 260 field to one or more 264 fields
  • Replace most abbreviations (p., v., ill., etc.) with the spelled-out terms
  • If possible, add relationship designators in 1XX and 7XX fields
  • Make appropriate changes in the fixed fields (LDR and 008 fields) (e.g. Desc will now be coded “i” instead of “a”)
  • Add “$e rda” to the 040 field (and “$b eng” if not already there)

1.4. Record Structure

There are three (3) levels of catalog records within Evergreen  – bibliographic, volume, and item records. Bibliographic records may also be called “title” records; volume records are the “call number” records; and item/holding records are the “copy” records with assigned barcodes. The following screenshot illustrates the difference between the different record levels:

Before a local holding can be added, a matching bibliographic record must exist within the catalog. Because only one bibliographic record should exist for the exact same material within NC Cardinal and the bibliographic record is "owned" by the entire consortium, the MARC record should not contain any local notes or library system/branch specific information (except in the case of e-resource 856 $9 location codes, discussed in more detail in a later chapter).

Once a cataloger selects or adds the appropriate bibliographic record, a volume record may be created for each owning library branch using a local call number. The volume record is "owned" by an individual library branch.

The item record is then attached to the volume/call number record and identifies the barcode assigned to that individual copy. The item record is "owned" by an individual library branch and local copy notes may be added, but should not be OPAC visible.


1.5. Cataloging Workflow

There are four primary sources for MARC records within NC Cardinal:

  1. an existing NC Cardinal bibliographic/title record (local/native catalog)
  2. OCLC
  3. Z39.50 service sources
  4. Vendor files

 

For MARC (title) records, you should begin with OCLC if you have access. Otherwise use one of the vetted z39.50 service sources within Evergreen. A publisher or library vendor may also provide MARC records. All bibliographic records may vary in terms of quality, so each must be evaluated before using/importing.

 

General Steps:

  1. Search the catalog to determine if an appropriate bibliographic record already exists for the type of item to be cataloged. Searching in multiple ways using ISBN and then also title and/or author is necessary to increase the likelihood of finding a match among existing records in the catalog. (Item and Bib Catalogers)

  2. If a title record exists, do not add or import a new or additional record. (Item and Bib Catalogers)

  3. If the existing record does not meet the standards as outlined in these NC Cardinal Best Practice standards and the MARC Templates specific to the type of material, overlay or edit the existing record to bring it up to the minimum standards required. (Bib Catalogers)

  4. If there are multiple matching records already in NC Cardinal, evaluate and merge records as appropriate. (Bib Catalogers)

  5. If a record does not yet exist, search for and import an appropriate record from OCLC or a Z39.50 services to import a title record. (Bib Catalogers)

  6. Update/edit the imported title/bibliographic record to meet the standards as outlined in these Best Practices and the NC Cardinal MARC Templates. (Bib Catalogers)

  7. Add volume(s) to the bibliographic/title record, as needed. (Item and Bib Catalogers)

  8. Attach items to the volume/call number record(s). (Item and Bib Catalogers)

  9. Delete items from the catalog when appropriate. (Item and Bib Catalogers)

  10. Weed title/bibliographic records when appropriate. (Bib Catalogers)


Please visit the NC Cardinal YouTube channel for videos and playlists of training resources, including videos created by other consortia in the Evergreen community.

1.6. Important Upgrades and Changes

Check the following:

  • That all names and terms in a record (check 1XX, 7XX, and 6XX fields), match the 1XX field (authorized access point) in the appropriate authority record. This can be done by validating the record.*

    • *NOTE: all terms may not currently have an authority record and a cataloger is not required to import an authority record at this time, but must use the correct format

  • That all subject headings match an appropriate controlled vocabulary (usually Library of Congress)

  • That genre form/terms are in the 655 and match an appropriate controlled vocabulary (usually Library of Congress Genre Form Terms)

  • That series statements are listed in the record, and if an authority record exists for the series, make sure that title appears in an 8XX field. Conversely, ensure that any series statements listed in the resource appear in the catalog record 490 and, if applicable, 8XX field(s), not the 245.

NOTE: Series statements MUST NOT be encoded as part of the resource’s title (245 tag). To be searchable, the series statement(s) must appear in the appropriate field(s) (490 + 8XX).


The 856 field:

  • Bibliographic records for electronic resources (i.e. e-books, e-audiobooks, e-videos) that require authentication through another website should never have physical holdings attached; they should include an 856 field with $y link text showing the vendor/group (i.e. e-inc, ncdigital) for batch import of e-resources.

  • Never delete 856 fields that include a link to an actual e-resource (e.g. e-book, e-audiobook, e-video) or other complete version of item*. Remember that bibliographic records belong to the consortium, so the link may not be for your library system.

    • *NOTE: some bibliographical records for physical holdings may have 856 links to full digital pdf versions of the print resource, in which case, the $y is not required. Do not delete these 856 field(s). Also, do not delete digitization request links for bibliographic records that include Government and Heritage Library holdings.

  • Always delete 856 fields that are not a link to the actual resource, but only to supplemental material (e.g. table of contents, cover image, excerpt).

    • Some records may contain 856 fields with these supplemental links for anything from a table of contents to a thumbnail image. These links are sometimes broken and often do not stay up-to-date, so should be stripped out.

1.7. Evaluating Bibliographic Records

Before working with bibliographic records, it is important to understand what an ideal record looks like. NC Cardinal provides templates for RDA records encoded in MARC (see glossary for definitions) and sample records. These, plus training and workshops offered through NC Cardinal, can help item and bibliographic catalogers better understand and evaluate bibliographic records for import, update, deletion, etc. This guide will provide a brief overview on this topic.

Reading a Bibliographic Record

LDR                    04368cam a22006498i 4500
001                     11174319
003                     CARDINAL
005                     20161004122839.0
008                     151022s2016    nyub       000 1 eng
010                     ‡a 2015041173
019                     ‡a930777259
020                     ‡a9780062409201 ‡q(hardcover)
020                     ‡a0062409204 ‡q(hardcover)
020                     ‡z9780062573896 ‡q(international edition)
035                     ‡a(OCoLC)913135735 ‡z(OCoLC)930777259
035                     ‡a(GCLS)113995
040                     ‡aDLC ‡beng ‡erda ‡cDLC ‡dYDXCP ‡dBTCTA ‡dBDX ‡dOCLCF ‡dOCLCO ‡dOCL ‡dJNE ‡dJAI ‡dIUK ‡dYDX ‡dABG
042                     ‡apcc
043                     ‡an-us---
050         0 0       ‡aPR9199.3.J54 ‡bN49 2016
082         0 0       ‡a813/.54 ‡223
084                     ‡aFIC014000 ‡aFIC019000 ‡aFIC000000 ‡2bisacsh
100         1          ‡aJiles, Paulette, ‡d1943- ‡eauthor.
245         1 0       ‡aNews of the world : ‡ba novel / ‡cPaulette Jiles.
250                     ‡aFirst edition
264            1      ‡aNew York, NY : ‡bWilliam Morrow, an imprint of HarperCollinsPublishers, ‡c[2016]
300                     ‡a213 pages : ‡bmaps ; ‡c20 cm.
336                     ‡atext ‡btxt ‡2rdacontent
337                     ‡aunmediated ‡bn ‡2rdamedia
338                     ‡avolume ‡bnc ‡2rdacarrier
520               ‡a"In the aftermath of the Civil War, an aging itinerant news reader agrees to transport a young captive of the Kiowa back to her people in this exquisitely rendered, morally complex, multilayered novel of historical fiction from the author of Enemy Women that explores the boundaries of family, responsibility, honor, and trust. In the wake of the Civil War, Captain Jefferson Kyle Kidd travels through northern Texas, giving live readings from newspapers to paying audiences hungry for news of the world. An elderly widower who has lived through three wars and fought in two of them, the captain enjoys his rootless, solitary existence. In Wichita Falls, he is offered a $50 gold piece to deliver a young orphan to her relatives in San Antonio. Four years earlier, a band of Kiowa raiders killed Johanna's parents and sister; sparing the little girl, they raised her as one of their own. Recently rescued by the U.S. army, the ten-year-old has once again been torn away from the only home she knows. Their 400-mile journey south through unsettled territory and unforgiving terrain proves difficult and at times dangerous. Johanna has forgotten the English language, tries to escape at every opportunity, throws away her shoes, and refuses to act "civilized." Yet as the miles pass, the two lonely survivors tentatively begin to trust each other, forming a bond that marks the difference between life and death in this treacherous land. Arriving in San Antonio, the reunion is neither happy nor welcome. The captain must hand Johanna over to an aunt and uncle she does not remember--strangers who regard her as an unwanted burden. A respectable man, Captain Kidd is faced with a terrible choice: abandon the girl to her fate or become--in the eyes of the law--a kidnapper himself"-- ‡cProvided by publisher.
650            0      ‡aVoyages and travels ‡vFiction.
650            0      ‡aWidowers ‡vFiction.
650            0      ‡aOrphans ‡vFiction.
650            0      ‡aKiowa Indians ‡vFiction.
651            0      ‡aUnited States ‡xHistory ‡y19th century ‡vFiction.
655            7      ‡aHistorical fiction. ‡2lcgft
776         0 8      ‡iOnline version: ‡aJiles, Paulette, 1943- author. ‡tNews of the world ‡dNew York, NY : William Morrow, [2016] ‡z9780062409225


LDR - fixed field containing numbers or coded values that define the parameters for the processing of the record including Record Type and Bibliographic Level

007 tag - specific to non-print media (i.e. e-books, DVDs, CDs). Includes information about the resource and how information is stored on the resource

008 tag - includes information from fixed fields. Influences catalog display and search results. Must be complete!

020 tag - ISBN. Must be included for all applicable ISBNs. However, do NOT add ISBNs for non-matching resources, like a different edition or material type. For non-book resources, other 02X fields are likely.

035 tag - ID number, usually from OCLC. Leave alone.

040 tag - shows what agency created the record (good for evaluating quality!), whether it is RDA-compliant ($e rda), and what the language of cataloging (not the language of the resource) is ($b eng)

041 tag - shows when multiple languages are present or when item is a translation. Use in conjunction with the 546 field.

100 tag - for a creator (author, composer) of the entire work being cataloged. Only one person can be listed in the 100 field; all others must be in 700 fields. The name comes from the authority record for that person. Other 1XX fields are possible for corporate bodies as creators, meetings, or preferred titles of works (most common for movies and television shows). If there is no authority record for the creator in Evergreen, check the Library of Congress authority records to confirm that none exists. If no authority record exists, use the name as it is listed on the preferred source of information for the publication being cataloged.

240 tag - for the preferred title of the work, if applicable, derived from the name/title authority record.

245 tag - includes title information and statement of responsibility. Indicators and subfield codes are especially important for this field. The second indicator MUST be coded correctly to specify the presence of non-filing characters (i.e. a, an, the) at the beginning of a title. Title proper must be coded in the subfield a ($a); subtitle is coded in the $b, and statement of responsibility goes in the $c. NC Cardinal Best Practice: Use sentence-style capitalization for title and subtitle (only capitalize first word and proper nouns).

246 tag - other titles for the resource. Pay attention to indicators, as they generate text to tell patrons where titles came from.

250 tag - edition statement. Always include if a statement appears in the resource.

264 tag - production, publication, distribution, manufacture, and copyright information and date(s). The second indicator specifies which type of information appears in the 264 field. Place always appears in $a. Publisher, distributor, manufacturer, appears in $b. Date appears in $c.

300 tag - physical description of the resource. Number of units (volume, discs) and/or subunits (pages), presence of illustrations, and dimensions of the resource appear here.

336 tag - content type. The type of content one will find in the resource (i.e. text, still image, spoken word). Must use the controlled vocabulary established by RDA.

337 tag - media type. The type of device needed to access the information on the resource (i.e. unmediated, audio, computer). Must use the controlled vocabulary established by RDA.

338 tag - carrier type. The type of resource that holds the information (i.e. volume, audio disc, videodisc). Must use the controlled vocabulary established by RDA.

34X tags - specific to electronic, audio, and video resources. Record information about sound, video, and electronic specifications. Must use the controlled vocabulary established by RDA.

490 tag - series statement transcribed from the resource. Partners with the 8XX field if an authority record exists for the series.

5XX tags - notes. These fields can include a wide variety of types of information, including table of contents, reading level, summary, language, and much more.

6XX tags - subject and genre headings. Prefer those established by Library of Congress (second indicator 0) and Library of Congress Genre/Form Thesaurus (655, second indicator 7, $2 lcgft).

7XX tags - linking fields for creators, contributors, included works, related works. Used to enhance access by providing links to names and titles related to the resource being cataloged.

8XX tags - series statement taken from authority record. Must have a corresponding 490 field.

856 tags - links to electronic resources. Most common for e-books, e-audio, and e-video. Can also be present in records for print books if an electronic copy of that book (usually a pdf) exists.

1.8. Duplicate Records

If a record already exists for the item you are cataloging, do not import a new record to the catalog. If the existing record needs to be updated, a bibliographic cataloger should carefully evaluate the record before making changes.

1.9. 1XX and 7XX Fields

  • Each catalog record may include only one 1XX field for a creator.

  • Be sure that any person or corporate body listed in the 1XX field is a creator of the entire resource.

  • If a resource has more than one creator, list the first creator in the 1XX field and all other creators in 7XX fields.

  • Collections of multiple works by multiple creators (e.g. a book of essays) can benefit from the use of an enhanced contents note (505 tag, indicators 00), which can provide better access to names and titles without requiring the use of multiple 7XX fields.

  • Make sure to validate your records so that each 1XX and 7XX field links to the appropriate authority record. This enhances usability of the catalog.

    • Any change to the authority record will be made to all bibliographic records linked to it, which means that an author’s name change will be reflected throughout the entire catalog after the authority record for that author is revised.

1.10. Subject and Genre/Form Headings

Subject headings refer to what a resource is ABOUT.

Genre headings refer to what a resource IS.

 

Subject headings are encoded most commonly in the 600, 650, and 651 fields, though other 6XX fields are possible. The second indicator in a subject heading specifies the subject heading vocabulary the term comes from. Common numbers include:

  • Library of Congress Subject Headings = 0
  • Library of Congress Subject Headings for Children’s Literature = 1
  • Sears Subject Headings = 8
  • Another source = 7, with the source coded in the $2

 

Genre headings are encoded in the 655 field. Genre headings should ideally come from the Library of Congress Genre/Form Thesaurus, which is coded with a second indicator of 7 and $2 lcgft (see Examples 3a and 3b below). 

Delete duplicate subject and genre headings, favoring those from Library of Congress Subject Headings and Library of Congress Genre/Form Headings vocabularies, as seen in Examples 3a and 3b.

 

Recommendation concerning Library of Congress Subject Headings (LCSH):

The Cardinal Authority Working Group recommends the sole use of LCSH in Cardinal for all adult English materials.  This subject heading list is freely available from the Library of Congress, widely used world-wide and is actively maintained by the Library of Congress.  All headings from other vocabulary lists should be either deleted or converted to LCSH as, and when, possible.  LC’s Subject Headings Manual should be consulted as needed for guidance on the use and application of LCSH.  This manual is freely available at: http://www.loc.gov/aba/publications/FreeSHM/freeshm.html

 

Recommendation concerning Library of Congress Genre/Form Terms for Library and Archival Materials (lcgft):

The Cardinal Authority Working Group recommends the sole use of lcgft in Cardinal for genre/form terms with the Guidelines on Subject Access to Individual Works of Fiction, Drama, Etc. (gsafd) held in reserve for secondary use when a lcgft term is not yet available. The lcgft vocabulary list was started in 2007 by the Library of Congress in cooperation with various subject specialists and contains terms for cartographic materials, general materials (such as dictionaries), law materials, moving images (films and television programs), music, non-musical sound recordings, and religious materials in addition to literature materials.  This list is actively maintained and expanded by the Library of Congress.  All genre terms from other vocabulary lists should be either deleted or converted to lcgft as, and when, possible.  LC’s Genre/Form Terms Manual should be consulted as needed for guidance on the use and application of lcgft.  This manual is freely available at: http://www.loc.gov/aba/publications/FreeLCGFT/freelcgft.html

Always prefer Library of Congress Subject Headings (second indicator 0) and Library of Congress Genre Form Terms (second indicator 7, $2 lcgft).


650         0    ‡aVoyages and travels ‡vFiction.
650         0    ‡aWidowers ‡vFiction.
650         0    ‡aOrphans ‡vFiction.
650         0    ‡aKiowa Indians ‡vFiction.
651         0    ‡aUnited States ‡xHistory ‡y19th century ‡vFiction.
650         7    ‡aFICTION / Historical. ‡2bisacsh
650         7    ‡aFICTION / Literary. ‡2bisacsh
650         7    ‡aFICTION / General. ‡2bisacsh
650         7    ‡aKiowa Indians. ‡2fast ‡0(OCoLC)fst00987810
650         7    ‡aOrphans. ‡2fast ‡0(OCoLC)fst01048433
650         7    ‡aVoyages and travels. ‡2fast ‡0(OCoLC)fst01169308
650         7    ‡aWidowers. ‡2fast ‡0(OCoLC)fst01174932
651         7    ‡aUnited States. ‡2fast ‡0(OCoLC)fst01204155
648         7    ‡a1800-1899 ‡2fast
655         7    ‡aHistorical fiction. ‡2lcgft
655         7    ‡aFiction. ‡2fast ‡0(OCoLC)fst01423787
655         7    ‡aHistorical fiction. ‡2fast ‡0(OCoLC)fst01726640
655         7    ‡aHistory. ‡2fast ‡0(OCoLC)fst01411628


650         0    ‡aVoyages and travels ‡vFiction.
650         0    ‡aWidowers ‡vFiction.
650         0    ‡aOrphans ‡vFiction.
650         0    ‡aKiowa Indians ‡vFiction.
651         0    ‡aUnited States ‡xHistory ‡y19th century ‡vFiction.
655         7    ‡aHistorical fiction. ‡2lcgft


Recommendation concerning the use of foreign language subject headings:

For materials in all formats whose primary language is Spanish the Cardinal Authority Working Group recommends that in addition to LCSH terms, subject headings from the Bilindex vocabulary list should also be added, or at least preserved.  These headings should be correctly coded as 650 -7 [Topic term] $2 bidex.  The working group recommends that the consortium investigate a consortium subscription to Bilindex due to the ever-increasing population in North Carolina whose native language is Spanish.  Although these subject heading terms are widely used on bib records found in OCLC and LC it would be difficult to add them to new records without access to the vocabulary list itself.  However, personal, corporate and place names should continue to come from the naf and LCSH.  The working group further recommends the continued observance of foreign languages and as another one becomes prominently used in the state then a controlled vocabulary list for that language should be sought.  All foreign language subject terms other than those from Bilindex should be deleted.

 

Recommendation concerning OCLC’s fast headings

The Authorities Working Group recommends that fast headings be deleted from the Cardinal database.  Deleting these headings will reduce duplication of headings in the database.

Recommendation concerning Children’s subject headings

The Authorities Working Group recommends the use of adult subject headings with the appropriate juvenile subject subdivision heading.  The working group is also recommending that children’s subject headings from the lcshac list not be used.  The working group is making this recommendation because children’s subject headings usually duplicate adult headings and the KPAC can be easily configured to accommodate this decision.


Genre headings should also be used and should be taken from the Library of Congress Genre and Form Thesaurus and are applied in the same manner regardless of audience age.

 

Recommendation concerning Young adult subject headings

The Authorities Working Group recommends that adult subject headings without juvenile subject subdivisions be used for young adult materials.  In addition to the subject headings, the working group encourages the use of the following genre headings when appropriate. 

655 -7 Teen television programs $2 lcgft
655 -7 Teen films $2 lcgft
655 -7 Young adult literature $2 lcsh
655 -7 Young adult drama $2 lcsh
655 -7 Young adult fiction $2 lcsh
655 -7 Young adult poetry $2 lcsh


Recommendation concerning comics and graphic novels

The Authorities Working Group recommends that the genre heading “655 -7 Graphic novels. $2 lcgft” be used for all graphic novels regardless of the age group.  The reading level will be indicated by the addition of subject subdivision headings to topical subject headings as well as the Audience fixed field code and the shelving location in the library.  The genre heading “Comics (Graphic works)” is a broader genre term which includes both graphic novels and comics and can be used whenever the work in hand cannot be easily placed into either category.  There are currently 28 different comic genre headings that can be used as appropriate. 

Some examples are:

Action and adventure comics
Fantasy comics
Nonfiction comics
Paranormal comics
Science fiction comics
Sports comics
Spy comics
Superhero comics
War comics

The subject subdivision “$v Comic books, strips, etc.” should be added to subject headings as appropriate.  However, additional form subject subdivisions should not be added after this subdivision to bring out the fiction or nonfiction aspect of the work.

1.11. Advanced Reader Copies, Donated Items, and Copy Notes

Advance Reader Copies

 

Advance/d Reader Copies (ARCs) or Advanced Reading Editions (AREs) are promotional materials sent out prior to publication. They are generally marked as such and usually marked "Do Not Sell". Libraries should not add these items to the NC Cardinal catalog. Some libraries may choose to circulate as pre-cataloged or non-cataloged "donations".

 

Gift, Donated, and In Memoriam Items

 

Library system specific information including gift or donation information should not be included in bibliographic records within NC Cardinal, which are shared by the entire consortium. Catalog the item as you would normally, following the recommended MARC templates for the item type (i.e., book, Blu-ray, etc.). NC Cardinal recommends that libraries use a book plate, plaque, or some other form of acknowledgment for gifted items OUTSIDE of the catalog.

 

For internal records, libraries may wish to

  • Create an item statistical category. For example: donation: yes/no
  • Use an Excel spreadsheet to track donations
  • Create a COPY-level note for each individual barcode

 

To create a copy (item level) note:

    1. Search the catalog for an existing record and open the record.

    2. Select the Action to open the Holdings Maintenance window. (Refer to the Holdings Maintenance Window section in this manual for more information.)

 

    3. In the Holdings Maintenance window, select the desired item and right-click. Select the Edit Item menu option. The Item Attributes window will open.

    4. If the item record already exists, the Copy Notes button displays. Click it to add a copy note.

    5. Write the donation/gift/in memory note. Do NOT mark the note public.

    6. Use one of the following for the Title field:

  • Gift
  • Donation
  • In Memoriam

    7. In the Note field, include the donor’s or “In memoriam” name. For example: “Book donated by John Doe”

    8. To add a copy-level note while adding a new item, first save the information on the Item Attribute window, close it, and re-open it. You will then see the Copy Notes button.


NOTE: Copy level notes are not searchable in the OPAC. Please request a list of items with donation copy notes via help ticket.


2. Item Cataloging

2.1. Search the Catalog

You can select or limit catalog searches by:

  • Keyword—finds the terms you enter anywhere in the entire record for an item, including title, author, subject, and other information.
  • Title—finds the terms you enter in the title of an item.
  • Author—finds the terms you enter in the author of an item.
  • Subject—finds the terms you enter in the subject of an item. Subjects are categories assigned to items according to a system such as the Library of Congress Subject Headings.
  • Series—finds the terms you enter in the title of a multi-part series.
  • Item Type—searches for a specific type of resource, like book or audiobook.
  • Video Format—finds a specific type of video (DVD, Blu-ray).
  • Library—limits search to a specific library or libraries.

 

The search features within Evergreen do not require you to enter author last names first. You do not need an exact title or subject heading. An Evergreen search enables you to enter plurals and alternate verb endings and will still find results. For example, if you enter dogs, Evergreen will also find items with dog.

 

Evergreen assumes an “AND” if you type in multiple terms. You can exclude a term (“NOT”) by using “-“ (minus). For example, vacations -Britain will search for materials on vacations, but not Britain. If you want to exclude electronic resources from your search, use “-electronic” as a keyword limiter.

 

You can search for an exact phrase using double quotes. For example, “Harry Potter” will find only items with the exact phrase, not with the terms Harry or Potter alone.

 

 

Advanced Search

 

Make sure that you search the entire NC Cardinal catalog when you search for new title records.

Example 4

Once a thorough search is complete, highlight and click on the appropriate record in the results list.

 NOTE:

 You should search for a title in several different ways. For example, search by ISBN, title, and author. Check   your search scope and ensure that you are searching all of NC Cardinal.

 If several bibliographic records appear to be the same item:

  • Add your holdings to the most complete MARC record,
  • Or, if two or more MARC records are equal in quality, select the record that has the most copies.
  • If you find multiple titles for the same item, a Bibliographic Cataloger should merge the records, making sure to maintain all holdings. 


For more detailed instructions, please watch this short NC Cardinal video:


2.2. Sorting by Date

When sorting search results by “Newest to Oldest,” you may think that the sort is not working. This type of sorting uses the fixed field “Date1.” Although the 260/264 tag displays in the “Search Results” window, it is not used for sorting. If the “Date1” fixed field is left blank that record will display at the top of the list in spite of dates in the 26X field(s), making it appear that the “Newest to Oldest” sort does not work. A Bibliographic Cataloger should add a publication date to the fixed field, if the "Date1" is missing. 



2.3. Selecting a Matching Record

If a bibliographic record already exists within NC Cardinal, do not add or import a new or additional record. If the existing bibliographic record does not meet the standards as outlined in the NC Cardinal MARC Templates, ask a Bibliographic Cataloger to overlay or edit the existing record to bring it up to the minimum standards recommended. You may find that you have several choices when matching a resource with the appropriate catalog record (or that you have only a few that may not actually match). When choosing the right record for your resource, the following information must match:

 

  • ISBN (020 field) or other ID numbers (024, 028)
  • Title information (245 $a, $b)
  • Edition statement (250)
  • Publisher (264 _1 $b)
  • Date of publication (264 _1 $c) and/or Copyright date (264 _4 $c)

 

You should also look for any discrepancies in pagination, dimensions, statement of responsibility, subtitle, table of contents, or other notes. These differences may not indicate that you cannot use a specific record, but taken with any differences in the above fields, they are an indication that you likely have a non-matching resource.

NOTE: You should add mass market paperbacks to the record for the hardcover edition, in spite of changes in edition, publisher, dimensions, and pagination, if the content is the same.


2.4. Add Volumes

When you find a record that matches your item, click on the title to view the record. There are two ways to create volumes.

If you are only creating volumes and copies for the branch you are logged into (based on your workstation location), you can choose Add Volumes from the dropdown menu, which will bring up the Volume/Item editor screen in a new tab.

If you will be adding items for multiple branches, you would need to go to Holdings Maintenance. 

If you are not in the Holdings Maintenance view, switch to it by clicking on Actions for this Record (Alt + R). Select Holdings Maintenance from the drop down menu, or you can go directly to Holdings Maintenance by pressing Alt + A and H together. You can return to the OPAC view by pressing Alt + A and O together.

When the Record Summary window displays, select the menu option, Actions for this Record Holdings Maintenance.


The Holdings Maintenance Window

 

The Holdings Maintenance window is the primary window for adding volume and copy (item) records.

 

  1. Make sure that the Show Volumes and Show Items boxes are checked.
  2. Select your library from the list and click Actions for Selected Rows → Add Volumes, or right click and choose Add Volumes. If you are cataloging for multiple branches at one time, select all branches, right-click, then select Add Volumes. If you highlight multiple branches and select Add Volumes from the Actions menu, your default workstation will be selected instead, so be sure to right click for multiples.

3. Enter the number of volume records (CALL NUMBER records) in the # of volumes field.

4. Type in a call number in the top row and click Apply to bring the call number down to the call number field for each volume.


NOTE: These instructions use the Unified Volume Copy Creator vs separate Volume and Copy editor screens. To see both versions in action, watch our NC Cardinal Add Volumes & Copies video.



2.5. Add Copies

  1. To enter each copy, type the number of copies in the “# of Copies” field. An additional barcode field will appear for more than 1 copy.
  2. Scan or type in a barcode for each copy to be added.
  3. Add monographic parts, as needed. (See Multi-Volume or Multi-Part Sets for more detailed instructions.)


  1. When you are finished adding the copy barcodes, click Edit then Create. Use Tab or Enter to move through fields.
  2. The Copy Editor opens. Make all necessary edits by
    1. changing a field to the correct option and
    2. clicking the Apply button for every change.
  1. You can apply an existing local item template as appropriate.
  2. When finished making changes, click Create Volumes/Items button.
  3. Click OK.
  4. To add a copy-level note for a donated item, save the information on the Item Attribute window, close it, and re-open it. You will see the Copy Notes button. You can add a non-public copy note according to the Donations and Advanced Readers section.

Once an item is created, it is assigned a temporary copy status (default is In process). An item must be checked in to become Available, or the cataloger can choose to Edit Item Attributes and change status to Available once a record has been created and saved to the database.



NOTE: These instructions use the Unified Volume Copy Creator vs separate Volume and Copy editor screens. To see both versions in action, watch our NC Cardinal Add Volumes & Copies video.



2.6. New Copies and Holds

Because of the way Evergreen targets holds, new copies are not guaranteed to fulfill pre-existing holds up to 24 hours after cataloguing.

 

If your cataloging turn-around time is shorter than 24 hours you can ensure the new copy is captured correctly at check in by checking in the item using the check in modifier Retarget Local Holds:


If you need to manually retarget the item to capture for a hold:

  1. After adding the item, select Actions for this Record. Then click on View Holds from the Holdings Maintenance window.
  2. If there are outstanding hold requests, select the hold from a patron in your system that is next in line, then choose Actions for Selected Holds. Click on Find Another Target. This forces Evergreen to re-target the hold and recognize the newly cataloged item.
  3. Check in the new item to capture it for the selected hold.
  4. From the View Holds screen, select your library as the default pickup and highlight the hold at the bottom of the list.
  5. Click Actions for this Record.
  6. Choose Mark as Title Hold Transfer Destination from the drop-down list. Click OK.
  7. Click Actions for Selected Holds. Choose Transfer to Marked Title from the drop down list.
  8. Choose Capture Hold or Check- in to capture the hold and make the item available for a patron.


NOTE: If no action is taken to retarget a new item for holds, the item should appear on the pull-list for holds requests within about 24 hours.


2.7. Transferring Items, Volumes, & Pre-cataloged Items

Transfer Item to different bibliographic record:

  1. Open two tabs in Evergreen.
  2. In the first tab, pull up the bibliographic record that you want your item to transfer to.
  3. Click on Actions for This Record and then on Holdings Maintenance.
  4. Select the destination volume line under the appropriate branch. (If no volume exists to receive the transferred item, you will need to create a volume first.)

    5.  Select the volume and click Actions for Selected Rows and then on Mark Volume as Item Transfer Destination.

Note:  Once you "mark" a transfer destination (bib or volume), it stays targeted until you mark a different destination. This “sticky” behavior (like some of the check boxes in Evergreen) is useful when moving multiple items to the same bib, but can cause items to transfer to the wrong bib record when working on lots of different items and bibs! Please be wary and always check your work.


    6.  Go to the second tab and bring up the holdings maintenance screen for the bibliographic record you wish to transfer the item from.

    7.  Highlight the item to be transferred, click on Actions for Catalogers and then on Transfer Items to Previously Marked Volume.

    8.  Check both bib records to make sure transfer occurred as intended.


Transfer Volume to different bibliographic record:

  1. Open two tabs in Evergreen.
  2. In the first tab, pull up the bibliographic record that you want your item to transfer to.
  3. Click on Actions for This Record and then on Holdings Maintenance.
  4. Select the owning library branch, click Actions for Selected Rows and then on Mark Library as Volume Transfer Destination.
  5. In the second tab, go to  Item Status and enter the barcode of the item you want to transfer.
  6. Select the item, click on  Actions for Catalogers and then on Transfer Volumes to Previously Marked Library.
  7. Check both bib records to make sure volume transfer occurred as intended.


Pre-cataloged Items

The pre-cat function allows staff to temporarily circulate items that have not been cataloged, so are not attached to a volume or bibliographic record. This type of "placeholder" item record should be used sparingly for items that the library never intends to catalog, such as interlibrary loans, or when a patron discovers a deleted item on the shelf and wants to check the item out right away. Pre-cataloged items do not display in the catalog and have limited display in the staff client, so once they are returned to the owning library, they should be routed to cataloging and transferred to a volume and bibliographic record to preserve the circulation count and retain the barcode. Item barcodes cannot be reused in Evergreen once the item attached to that barcode has been deleted.


Transfer existing pre-cataloged items to a bib record:

  1. Open two tabs in Evergreen.
  2. Retrieve the destination bibliographic record.
  3. Select Actions for this Record and then Holdings Maintenance.
  4. Create a volume if necessary.
  5. Select desired volume and then Actions for Selected Rows and then on Mark Volume as Item Transfer Destination.
  6. In the second tab, go to Item Status and enter the barcode of the item you want to transfer.
  7. Select the item, click on Actions for Catalogers and then on Transfer Volumes to Previously Marked Library.


2.8. Multi-Volume or Multi-Part Sets

Multi-part items, such as encyclopedias, DVD sets, and multi-volume sets, should be cataloged on one bibliographic record using the Monograph Parts feature in Evergreen.

NOTE: Graphic novels should not be cataloged as multi-volume sets. Each new volume should be cataloged as an independent resource that is part of a series. To be searchable, the series statement(s) must appear in the appropriate field(s) (490 + 8XX).

Monograph Parts enables you to differentiate between parts of monographs or other multi-part items. This feature enables catalogers to describe items more precisely by labeling the parts of an item. For example, catalogers might identify the parts of a monograph or the discs of a DVD set. This feature also allows patrons more flexibility when placing holds on multi-part items. 

If a cataloger is dividing the materials cataloged on one bib record (e.g. a full season of Game of Thrones dvds) into smaller groups for circulation, the cataloger must use monograph parts. A patron could then place a hold on the specific disc or set of discs. Otherwise, since patrons can only place title level holds within the OPAC, the patron's hold could be filled by any item on the bib record. So, separating a season of Game of Thrones dvds into 6 item records without using monograph parts would mean the patron's hold could be filled by disc 6, causing frustration and complaints.

Catalogers from different library systems may choose to leave a season whole or separate them, but it is important that the labels used for the parts are the same. If catalogers use different labels for the same piece(s) of a set  — e.g. "Disc 1, 2, 3", "disc 1-3", "Disc 1-3" — the patron will only be able to choose one of these three labels. So, instead of three potential targets to fill the hold, the patron will only have one. 

These parts:

will not be grouped as potential holds with these parts:

because the labels are different. It is important to follow the same labeling convention (Appendix K) throughout the consortium, so that patrons who place monograph part holds have the highest number of potential target copies.


To add a monograph part to an existing record in the catalog:

  1. Retrieve a bibliographic record.
  2. Click Actions for this Record. Then click Manage Parts.

     3. Click New Monograph Part

     4. Enter the label that you want the patron to see, and click Save. This will create a list of monograph parts from which you can choose when you create a volume and copy.

NOTE: Labels are consortium-wide. Follow the naming convention in Appendix K. Use an existing label if it meets your needs rather than creating a duplicate.

     5. Click Actions for this Record. Then click Add Volumes.

     6. The Volume/Copy Creator will open. Enter the number of volumes you want to add to the catalog and the volume description.

     7. Enter the number of copies and a barcode for each item.

     8. Select the part designation from the drop down menu adjacent to the barcode field. (“Episodes 1 – 6” in Example 23)



     9. Apply item template, if desired, and edit fields in the Copy Editor section. Be sure to select a shelving location from Location/Collection list and Circulation Modifier as these determine which circulation rules will apply at check out.

   10. Click Create Volumes/Items.

   11. The Holdings Maintenance screen will refresh to demonstrate the addition of the volume, copy, and part. These fields also appear in the OPAC View.



2.9. Paperbacks and Hardbacks

Do NOT combine paperbacks and hardbacks when the items differ from one another in the following ways:

  • Different editions (i.e., Special edition vs. No edition statement, First edition vs. Second edition)
  • Different print sizes (i.e. Large print or Larger print vs. something without print size labelled) {Follow the specific large print recommendations in the NC Cardinal MARC Templates when applicable.}
  • Classics that include a special foreword or analysis vs. Classics without this additional material
  • Signed copies vs. non-signed copies
  • Illustrated editions vs. text-only editions

 

Paperbacks should be added to existing hard cover records for books that do not fit any of the above criteria, provided that the title record in question is the same type (i.e. NOT large print, a special edition, or an audio/electronic resources, etc.). Add mass market paperbacks to the record for the hardcover edition, in spite of changes in edition, publisher, dimensions, and pagination, if the content is the same.

2.10. Magazines

There should only be one bibliographic record (title record) for a magazine. For example, “Field and Stream” should consist of one title (bibliographic) record with the 245 tag $a = “Field and Stream.”


Each issue of the magazine can then be added to the title record as a part of the volume or as a separate call number. Item records and volumes may be cataloged as parts or using separate call numbers.


2.11. Editing and Deleting Items and Volumes

Deleting Item and Volume Records

Editing Items

There are multiple ways to edit items. Rather than changing each item individually in the Holdings Maintenance screen, you can make rapid batch changes to multiple items on the Item Status screen.
First, either scan all items into the Item Status Screen, or import a csv file of barcodes by clicking on the Upload from File button.

Highlight all items you wish to change.

To change copy status, shelving location, circulating library, replace barcode, etc., select Edit Item Attributes from either Actions menu 
Make and apply changes for each field (or apply an item template) and click Modify Copies button.

To change call number, select Edit Volumes under Action for Catalogers, .
Change each call number in the Volume Editor window. (There is a field for each item, so each number can be unique.)
Make sure the Auto Merge for Volume Collision box is checked (in case you already have a copy with the new call #).
Click Modify button.

A better way to make and track changes to a set of materials (such as new, display, or seasonal items) is with a copy bucket. Do this by scanning directly into a copy bucket or a uploading csv file in Item Status, highlighting the batch of items, and selecting Add to Item Bucket from the Action for Catalogers menu. Click Add to New Bucket, name your bucket, and click OK. If you can’t see the location and call numbers in the copy bucket screen, use the column picker to add these columns. After changes are made, click refresh, and check your work. It is also possible to use the Show Status button to display copy bucket items back in the Item Status Screen.

Note: Circulators also have permissions to edit items and volumes at their branch, so are able to perform common functions like changing copy status, shelving location, circulating library, replace barcode, etc. (either individually or in batch) using Item Attributes. They do not have permissions to delete item, volume, or bib records.

Editing Volumes

There are multiple ways to edit the call number for a volume record. One is tthrough Actions for Catalogers on the Item Status screen for the item you want to edit and select Edit Volumes from the dropdown. This will bring up a box where you can edit the barcode.


Another method is from the Holdings Maintenance screen, where you can click on the volume (not the barcode line item) and selecting Edit Volumes:



Deleting Items

When deleting items, it is important to make sure the item belongs to your library. Check the barcode range as well as the owning library (select from the column picker). Also, be sure to display the copy status (select from the column picker) to ensure that you are not attempting to delete items in a status other than Available (Reshelving), Discard/Weed, Missing or On order.

Items with statuses indicating open transactions, such as Checked out, Lost, Long Overdue, Lost and Paid, In transit, or On holds shelf must be checked in to close the transaction before deleting. Do not manually change the status through Item Attributes, as this simply relabels the items and does not close the underlying transaction correctly in the patron account (for Checked Out, Lost, Long Overdue, or Lost and Paid); or target a new item to fill the patron hold (for In transit or On holds shelf items).

Please keep in mind that certain library settings affect whether billing will automatically change in Evergreen by checking in items that were previously in a checked out status, such as Checked Out, Lost, Long Overdue, or Lost and Paid:

Void lost item billing when returned:  When a Lost item is checked in, Evergreen will automatically void the cost of the item billed to the patron. (Most libraries have this set to true.)

Void lost max interval: This is the cutoff point at which Evergreen will no longer automatically void lost billing. (NC Cardinal recommends that libraries choose the number of months they intend to leave items in a lost status, after which catalogers can safely check in an item to delete it without affecting billing. Staff can always manually void billing if the patron returns the item after the void lost max interval.)

Restore overdues on lost item return: When a Lost item is checked in, Evergreen will automatically add back fines originally billed to the patron (before the item was marked Lost and the overdue fines removed). (Most libraries have this set to true.)


Order of Deletion

The order of record deletion is important. An item/copy record must be deleted first, in order to delete a volume record. 

Automated deletion: When a copy or item record is the last item for a specific volume, the associated volume record is automatically deleted. If the last item and volume are deleted from a bibliographic record, the bib record is also automatically deleted.

Items to be replaced: If the copy is to be replaced and the same barcode retained, change the copy status to On order or Cataloging rather than deleting it. When the matching replacement item arrives, replace the old copy with the new item.


 Deleting Items from Copy Buckets

When deleting the last copy of a title record that is part of a copy bucket, Evergreen displays an alert message. If it is your system practice to note when deleting a last copy, please record this information before clicking Yes to force the action, as the bibliographic record will be automatically deleted.




3. Bibliographic Cataloging

3.1. Add a Title Record via Z39.50 Import

A thorough catalog search must always be performed using the Advanced Search screen or via Z39.50 before importing a new bibliographic record. Even though you (or an Item Cataloger in your library system) have already searched the NC Cardinal database for your item, you should always double check for a match before importing. Keep in mind that other catalogers in the consortium are regularly adding bibliographic records, too.  

 

To search for and add a title record via Z39.50, follow these steps:

  1. Click Cataloging → Import Record from Z39.50
  2. Select at least one Service in addition to the Local Catalog in the Service and Credentials window in the top right panel. Always check the Local Catalog source when searching for records to import via Z39.50.

3. Enter search terms in the Query window in the top left panel.

4. Click Search.

5. The results appear in the lower window.

NOTE: Remember that you should search for each title in several different ways. Check the Services and Credentials window to ensure that you have checked “Local Catalog.”


6. If a record exists in NC Cardinal, you will see “native-Evergreen-catalog” under the Service column. If you see “native-Evergreen-catalog” among the results of a Z39.50 search, look at the MARC record to see if it is indeed a match. An easy way to do this is to highlight the result line and click on MARC View next to the Overlay and Import buttons. To return to the previous display, click Results View. You may also highlight the record and click the Show in Catalog button.

7. If a bibliographic record already exists within NC Cardinal, do not add or import a new or additional record. If the existing bibliographic record does not meet the standards as outlined in the NC Cardinal MARC Templates, overlay or edit the existing record to bring it up to the minimum standards recommended. 


NOTE: The columns displayed in the Z39.50 screen can be customized. Use the column picker to select the information, then resize and drag the columns to display as you wish. When you finish arranging the screen, click the List Actions button at the far left and select Save List Configuration from the pull-down menu.


Import from Z39.50 screen:

After a thorough search when there is no existing record, import a new record into NC Cardinal from the Z39.50 window:

  1. Highlight the record you want to import.
  2. Click the Import button.
  3. The new record will display in the Marc Edit screen. Make any necessary changes so that the record conforms to NC Cardinal standards.
  4. Click Import Record.

 

Overlay from the Z39.50 screen:

When an existing brief or incomplete record in the NC Cardinal catalog needs to be upgraded, overlay with a better record from the Z39.50 window:

  1. Highlight the record you want overlaid.
  2. Click the Mark local results as overlay target button.
  3. Then highlight the record you want to overlay the local catalog record with.
  4. Click the Overlay button (NOT the IMPORT button).
  5. The new record will display in the Marc Edit screen. Make any necessary changes so that the record conforms to NC Cardinal standards.
  6. Click Overlay Record.

3.2. Pre-Processing/On-Order Materials

Many library systems use brief records for pre-processing or on-order materials. A confirmed order usually includes:

  • Title/author information and
  • ISBN numbers

NOTE: If you are adding an item or volume record and encounter a brief record, overlay the record with a more complete MARC record. NC Cardinal recommends that you use either a record from OCLC or a z39.50 source. 


For any on-order material, follow these steps:

  1. Search the catalog for an existing record.
  2. If NO record exists
    1. Create a record by importing a MARC record from OCLC, a Z39.50 source, or vendor site
    2. OR create an original MARC record using one of the NC Cardinal MARC Templates.

The NC Cardinal Templates document outlines the minimum tags recommended for a “good” MARC record. For example, a viable MARC record includes at least the 10- and 13- digit ISBN numbers, Author, Title, Place of Publication, Publisher, and Year. Fixed fields include country code, language type, item type, and year(s). Please refer to the NC Cardinal Templates document for the type of item you are adding.

 

  1. Add a volume name
    1. Enter the purchase order number for the volume name.
  2. Add a barcode field
    1. Enter a 14-digit, self-created number for the barcode using the following pattern:
      1. The first 5 digits of your library’s barcode range (unique for all libraries in the NC Cardinal system)
      2. Followed by the unique suffix of your choice (e.g. the last 9 digits of the 13-digit ISBN)
      3. Example: 50501-123497306
  3. Fill in pertinent information in Item Attributes
    1. Status = On order
    2. Location/Collection = On order
    3. Circulate = YES
    4. Holdable = YES
      1. Setting Circulation and Holdable to YES allows patrons to place holds on On-order copies at all levels - Title, Volume, and Item. Circulate and Holdable flags should always be set to NO for reference copies.
  4. When the book arrives from the vendor
    1. Edit the volume name to the appropriate call number
    2. Edit the barcode to match the item’s barcode
    3. Apply the appropriate template to the Item Attributes
    4. Conduct a second search to see if there is now a MARC record available on Z39.50
      1. If no record exists, overlay the brief record.
      2. If a record exists, check it for completeness. If it is brief, overlay a record from OCLC or a Z39.50 source.


3.3. Load MARC Order Records via Acquisitions

The Load MARC Order Records screen enables you to upload MARC records into Evergreen, and save them on your computer. You can add the records either to a selection list or a purchase order.

 

General Steps:

  1. Download your import file from the vendor site.
  2. Log into Evergreen.
  3. Click on the Acquisitions menu on the top menu bar and select Load MARC Order Records.
  4. The Import screen displays.
  5. Create Purchase Order: Click the adjacent check box adjacent to upload MARC records and create a new purchase order.
  6. Activate Purchase Order: Click the adjacent check box to activate the purchase order at the time of creation.
  7. Provider: Enter the name of the Provider. The text will auto-complete using the existing list of Providers.
  8. Context Org Unit: Select the appropriate context org unit from the drop down list. The Context Org Unit indicates the organizational unit that owns the bib record and will receive the item(s). For example, Henderson County Public Library cannot receive an item, only one of its branches may do so.
  9. Add to Selection List: To select an existing selection list, click the drop down menu. To create a new selection list, type in the name of the new selection list you wish to create.
  10. Fiscal Year: Select the fiscal year from the drop down list.
  11. Upload to Queue: Select an existing queue or create a new queue by typing in a new name.
  12. Record Match Set = Always use the default Cardinal match match set. If you believe you need a different match set, please contact the NC Cardinal team. See Appendix H for more information.
  13. Merge/Import Profile: Select the appropriate profile. In most cases, Match-Only Merge is the appropriate profile. There is background code built into Evergreen that specifies that any import using the Match-Only Merge profile (or any profile with the 901c in the Replace Specification field) will import only the new holdings if there is an existing record in the database that is determined to be a match, or bring in the new record and holdings if there is not (assuming that the Import Non-Matching Records box is checked). The Full Overlay profile (or any profile with the 901c in the Preserve Specifications field) should be used rarely and with caution, as it will overlay the existing record with the newly imported matching record, based on the Match Set used. It is important not to overlay a full and complete record that already exists in the NC Cardinal catalog with a vendor record of unknown quality without first evaluating the existing matching record(s). The record retained should align with NC Cardinal best practices. It is also important to compare and evaluate if there are more than one matching records, as it may also be necessary to merge and/or edit those records. If you are importing e-resources, please use the EBook merge/overlay profile. This will add the 856 field and the appropriate $9 that you have added using MARCEdit (please see the Batch Import E-resources page for further recommendations). 
  14. Import Non-Matching Records: Check this box.
  15. Record Source: This field is optional. If you choose to use a record source, System Local or OCLC are appropriate in almost all cases.
  16. Merge on Exact Matches (901c): Do NOT check this option. This option only applies when Evergreen records are exported and edited, and then used to replace the EXACT record.
  17. Merge on Single Match: NC Cardinal recommends that you choose either Single or Best Match. Best match is recommended for most scenarios.
  18. Best/Single Match Minimum Quality Ratio: This is an optional field, which should usually be left blank. If you have set up quality ratios, then this field is useful for importing records that have a quality equal to or greater than the existing catalog record. Please contact NC Cardinal staff if you are interested in more information about this field.
  19. Merge on Best Match: Check this option.
  20. Load Items for Imported Records: If your order records contain holdings information, by default, Evergreen will load them as acquisitions copies. (Note: These can be overlaid with real copies during the MARC batch importing process.) If you check the Load Items for Imported Records field, then the holding records will be imported as live copies that display in the catalog.
  21. File to Upload: Once you’ve created an Upload Queue, select the record file. The file should be a record or set of records you have saved in MARC format. Click the Browse button. The File Upload window opens. Use the Look In drop-down box to find the file you need if it is not displayed. When you have selected the MARC record file, and it is displayed in the File Name box, click the Open button. The File Upload window will close and your file should be displayed in the File to Upload field.
  22. The Upload button transfers records from the import file to the CARDINAL server. Once the upload button is clicked, the screen displays “Uploading… Processing…” to indicate that the records are being transferred. A progress bar should display, showing the actual import progress.
  23. A summary of the items that were processed appears.
  24. Click the links that appears to view the purchase order or the selection list.


3.4. Batch Import Bibliographic Records and Holdings

The cataloging module includes an enhanced MARC Batch Import interface for loading MARC (and MARCXML) records. This interface allows you to upload multiple title records at the same time, specify match points between incoming and existing records, and to specify MARC fields that should be overlaid or preserved. Records are added to a queue where you can apply filters that enable you to generate any errors that may have occurred during import. You can print, email or export your queue as a CSV file.

General Steps:

  1. Download your import file from the vendor site or create your import file with software such as MarcEdit. Limit the number of MARC records within the import file to no more than a few hundred. If you have to, divide the file.
  2. Name your imported or created file. A suggested notation:

xxxxmmddyyyy, where xxxx = vendor name, mm=month, dd=day, yyyy=year

** You will use this file within Evergreen. NC Cardinal recommends that you keep your vendor files for at least 30 days.

  1. Log into Evergreen.
     4. Click on MARC Batch Import/Export in the middle of the splash screen. 

Or, you can go to Cataloging menu (Alt + G) on the top menu bar and select MARC Batch Import/Export. The Import Records screen displays. Note that the Evergreen tab is labeled “Server Settings.”

screenshot of batch import screen with recommended selections highlighted in red boxes   

   5. The page defaults to Record TypeBibliographic Records.

   6. Create a New Upload Queue = Type in an appropriate name, one that is recognizable and unique. You could use some variation on the filename created in step 2 above.

NOTE: If you accidentally skip this field, an unnamed queue is created for you by default. It appears as a blank line at the top of the drop-down list for Existing queues. Any new batches with no queue selected will be added to the unnamed queue.

   7. Record Match Set = Always use the default Cardinal match match set. If you believe you need a different match set, please contact the NC Cardinal team.

   8. Holdings Import Profile = Choose the appropriate profile for your library. This is required when importing holdings, but not necessary if you are not. If you need to set up a holdings profile with your vendor, please have your vendor use the fields defined in the Evergreen 852 profile.

   9. Select a Record Source: Choose a record source. System Local or OCLC are appropriate in almost all cases.

  10. Merge/Overlay Profile: Select the appropriate profile. In almost all cases, Match-Only Merge is the appropriate profile. There is background code built into Evergreen that specifies that any import using the Match-Only Merge profile (or any profile with the 901c in the Replace Specification field) will import only the new holdings if there is an existing record in the database that is determined to be a match, or bring in the new record and holdings if there is not (assuming that the Import Non-Matching Records box is checked).

If you are importing e-resources, please use the EBook merge/overlay profile. This will add the 856 field and the appropriate $9 that you have added using MARCEdit (please see the Batch Import E-resources page for further recommendations).

The Full Overlay profile (or any profile with the 901c in the Preserve Specifications field) should be used rarely and with caution, as it will overlay the existing record with the newly imported matching record, based on the Match Set used. It is important not to overlay a full and complete record that already exists in the NC Cardinal catalog with a vendor record of unknown quality without first evaluating the existing matching record(s). If using Full Overlay, you should not check any import/merge boxes (instruction numbers 11, 12, 13, and 14) and should, instead, review all matching records using the upload queue (beginning at instruction number 20). The record retained should align with NC Cardinal best practices. It is also important to compare and evaluate if there are more than one matching records, as it may also be necessary to merge and/or edit those records outside of the batch import process.

  11. Import Non-Matching Records = Check this box only if using the Match-Only Merge profile. 

  12. Merge on Exact Matches (901c): Do NOT check this option. This option is only used when Evergreen records have been exported, edited, and then you wish to replace the EXACT record.

  13. Merge on Single Match: It is unnecessary to check this option if you check Merge on Best Match.

  14. Merge on Best Match: Check this box only if using the Match-Only Merge profile.

  15. Under Copy Import Actions, choose Auto-overlay In-process Acquisitions Copies if you want to overlay temporary copies that were created by the Acquisitions module. The system will attempt to overlay copies that:

  • have associated lineitem details (that is, they were created by the acquisitions process),
  • that lineitem detail has the same owning_lib as the incoming copy’s owning_lib, and
  • the current copy associated with that lineitem detail is In process.

  16. File to Upload: Once you’ve created an Upload Queue and the appropriate Record Source, select the record file. The file should be a record or set of records you have saved in MARC format. Click the Browse button. The File Upload window opens. Use the Look In drop-down box to find the file you need if it is not displayed. When you have selected the MARC record file and it is displayed in the File Name box, click the Open button. The File Upload window will close and your file should be displayed in the “File to Upload” field.

   17. The Upload button transfers records from the import file to the CARDINAL server. Once the upload button is clicked, the screen displays “Uploading… Processing…” to indicate that the records are being transferred. A progress bar should display, showing the actual import progress.

   18. When the records have finished uploading, the Record Queue screen should display. If you selected Import Non-Matching Records, all new records and holdings should automatically be imported. Any records that duplicate existing records within NC Cardinal will be displayed in the import queue you created.

NOTE: The more records you have in your port file, the longer it will take to import.  You do not have to process the queue immediately but can return as your work allows.

If you select the above options, Evergreen will match the best record for you. If you want to manually match the records, do not fill out anything below Record Import Actions.

   19. Inspect the Import Queue. If all records were imported, you are finished with the import procedure. If there were existing records with the same ISBN, those records will be listed in the import queue. If you selected Match Only Merge as the Merge/Overlay Profile and checked Merge on Best Match, then your holdings should already be attached to the records listed in the Imported As column. You can confirm that the records and/or holdings were imported by copying the value in the Imported As column, open a new tab and select Cataloging → Retrieve title by database ID from the top menu and paste in the database id you copied. Alternatively, you can search the catalog to confirm that the record was imported. Do not import the record(s) again.

   20. Review Queue Before Importing: If you intended to review all records before import and did not check any boxes, then the screen will display records that have been uploaded to your queue, but not imported. Above the table there are three sections:

  • Queue Actions lists common actions for this queue. Export Non-Imported Records will export a MARC file of records that failed to import, allowing those records to be edited as needed and imported separately. (Those records can be viewed by clicking the Limit to Non-Imported Records filter.)
  • Queue Summary shows a brief summary of the records included in the queue.
  • Queue Filters provides options for limiting which records display in the table.

   21. If Evergreen indicates that matching records exist, then click the Matches link to view the matching records. Check the box adjacent to the existing record that you want to merge with the incoming record.

   22. Click Back to Import Queue.
   23. Check the boxes of the records that you want to import, and click Import Selected Records, or click Import All Records.
   24. A pop up window will offer you the same import choices that were present on the Import Records screen. You can choose one of the import options, or click Import.

   25. The screen will refresh. The Queue Summary indicates that the record was imported. The Import Time column records the date that the record was imported. Also, the Imported As column should now display the database ID (also known as the bib record number) for the imported record.

   26. You can confirm that the record was imported by using the value of the Imported As column by selecting the menu Cataloging → Retrieve title by database ID and using the supplied Imported As number. Alternatively, you can search the catalog to confirm that the record was imported.

3.5. Importing E-resources

E-resources that are offered to the consortium as a whole, such as the NC KIDS Digital Library or through NC LIVE, as well as purchases through the E-inc and NC Digital consortia are uploaded by designated staff. Any supplemental e-resources purchased by an individual library system are uploaded by staff at that system following these best practices.

Importing E-resources

It is important to edit the e-resource MARC records provided by your vendor using MARCEdit or other software before importing into Evergreen:

  • On each 856 field with a $u link to the resource, you must add a $9 for each library system that has access to the material. Otherwise, the patron will never see the link to the resource. Enter the Evergreen short code for your system or the consortium (CARDINAL) in the $9. This field is case and space sensitive, so make sure you use the correct short code for you system in all caps and there are no spaces before or after the text entry. You can find the short code for your system listed on the Holdings Maintenance screen in all caps before the colon. (The full library name is in mixed case after the colon.)


  • Remove any 856 field that is a link to supplemental material identified by the $3, including Excerpt, Image, Thumbnail, etc. from the bib records before importing; these should never be retained as the extra links distract from the one(s) providing access to the actual resource and are frequently broken after a short period of time

  • On each 856 field with a $u link, add a $x to create an identifying code for reports using this formula: vendor-short code. This field is not case sensitive, but you need to be consistent in order to effectively use reports to identify these records at a later date. 

Batch Import Configuration:

   1. Click on MARC Batch Import/Export in the middle of the splash screen. 

   2. Record Type = Defaults to Bibliographic Records.

   3. Create a New Upload Queue = Type in an appropriate name, one that is recognizable and unique. You could use some variation on the filename created above.

NOTE: If you accidentally skip this field, an unnamed queue is created for you by default. It appears as a blank line at the top of the drop-down list for Existing queues. Any new batches with no queue selected will be added to the unnamed queue.

   4. Record Match Set = Always use the default Cardinal match match set. If you believe you need a different match set, please contact the NC Cardinal team.

   5. Holdings Import Profile = This is not necessary when importing e-resources.

   6. Select a Record Source: Choose a record source. System Local or OCLC are appropriate in almost all cases.

   7. Merge/Overlay Profile: Please use the EBook merge/overlay profile. This will add the 856 field and the appropriate $9 and other changes you have made using MARCEdit.

   8. Import Non-Matching Records = Check this box.

   9. Merge on Exact Matches (901c): Do NOT check this option. This option is only used when Evergreen records have been exported, edited, and then you wish to replace the EXACT record.

  10. Merge on Single Match: It is unnecessary to check this option if you check Merge on Best Match.

  11. Merge on Best Match: Check this box.

  12. File to Upload: Once you’ve created an Upload Queue and the appropriate Record Source, select the record file. The file should be a record or set of records you have saved in MARC format. Click the Browse button. The File Upload window opens. Use the Look In drop-down box to find the file you need if it is not displayed. When you have selected the MARC record file and it is displayed in the File Name box, click the Open button. The File Upload window will close and your file should be displayed in the “File to Upload” field.

  13. The Upload button transfers records from the import file to the CARDINAL server. Once the upload button is clicked, the screen displays “Uploading… Processing…” to indicate that the records are being transferred. A progress bar should display, showing the actual import progress.

  14. When the records have finished uploading, the Record Queue screen should display. If you selected Import Non-Matching Records, all new records and holdings should automatically be imported. Any records that duplicate existing records within NC Cardinal will be displayed in the import queue you created.


Review Queue:

Confirm all records were loaded or updated and have an associated TCN.  Conduct quality control by reviewing at least 2 bib records.

Investigate and correct any records with more than 1 match identified.  If needed, download queue as a .csv and share results.

3.6. Inspecting the Import Queue

If your import queue does not open automatically, or if you want to view your imported records at any time, you can access them from the Inspect Queue screen.

 

To view your uploaded queue:

  1. Click Inspect Queue. The Inspect Queue screen opens.
  2. Select queue type = “Bibliographic Records.”
  3. For Queue, select the queue name and click.

    4.  To view all the records processed within the selected queue, uncheck the Limit to Records with Matches and the Limit to Non-Imported Records checkboxes.

    5. Verify that the imported records were added to Evergreen by using the Catalog Search screen within Evergreen. You can find the newly-imported records more easily if you limit your search to your local library.

    6. Review any colliding matches that did not import and determine whether they should be added or merged into the catalog.

    1. The View MARC link enables you to look at the MARC record for the item displayed in that row.
    2. The Matches link displays the colliding, existing record.
    3. Click the Matches link; click View MARC to review the existing matching MARC records.

     7. Upload colliding and matching records as desired into the catalog. Use the appropriate “Queue Actions.”


The Import All Record option imports all records on the page you are viewing, not all records within the queue. You will need to go to the next page in order to process more records, or alternatively, you can change the results per page list to view more records at one time. Records that have the same TCN as an existing record in the catalog will not be imported. Records that match existing records based on ISBN will import.

A progress bar should appear and show whether the process has completed. If the process has completed, the Import Queue window will display again. It may take a moment for your records to import. Sometimes the screen will freeze and it may appear that your items have not been imported. If you have waited several minutes and nothing appears to be happening, close the screen; then, search for several of the items in the catalog. You will likely find that the records have been imported.

NOTE: If errors occur or questions arise, please notify the NC Cardinal team via a help ticket


3.7. Deleting an Upload Queue

Upload queues are similar in concept to buckets. Choosing the action Delete Queue deletes the queue, not the records within the catalog. If you are having trouble importing a set of records, it is important to keep the queue for 30 days for troubleshooting purposes. You can delete a bibliographic records queue but cannot, at this time, delete acquisitions queues.

 

To delete an upload queue:

  1. Check the box next to the queue(s) you wish to delete; select Delete Queue. A dialog box opens to confirm the deletion.
  2. Click OK.


The screen refreshes and your queue is gone.


3.8. Record Conflicts

All records and holdings may not be automatically imported. Record conflicts can occur and are based upon ISBN and/or TCN. If your record has the same ISBN or TCN as a record that exists in the system, it is identified as a “colliding record.”


You can view colliding records from your import queue. If you determine that the colliding record is not a duplicate, you will be able to import the record from the record queue. Records with colliding TCNs cannot be imported from the record queue, just as they cannot be imported via Z39.50.

 

The record collision feature does not guarantee that you will not import duplicate records. Existing MARC records within NC Cardinal may lack basic matching criteria, such as ISBN or 035, which is why performing a full consortium search using several methods, including title and author, is critical! You could also import duplicate items if your record has a 13 digit ISBN while the existing record has only a 10 digit ISBN.

 

Be sure to search the consortium catalog for the records you need before batch importing, or do not use the Auto-Import features.


3.9. Merge/Overlay Profiles

Existing title records can be merged with imported records. Only use merge/overlay profiles already created by NC Cardinal.

To merge or overlay an incoming record with an existing Cardinal title record, one must specify which fields and subfields to preserve, which ones to remove, which ones to add, and which ones to replace. Below is a brief explanation of this process:

 

  • Preserve - When fields are preserved, the MARC tags in the current NC Cardinal Title record, for example local subjects, are kept and not overwritten. No information is lost.
  • Replace – When fields are replaced, existing information within NC Cardinal is lost for that title record. For example, the 500 tag in your incoming title record overwrites the existing information in the 500 tag.
  • Add – When fields are added, a tag is created in addition to what currently exists within NC Cardinal. The tag must be a repeatable tag. For example, the 500 tag in your incoming record would be added to the list of existing 500 tags in the NC Cardinal Title record.
  • Remove - When fields are specified to be “removed,” the incoming MARC record does not transfer a field’s information into the matching Cardinal title record. For example, if your vendor record contains a tag that you don’t want to appear in your catalog record, you can specify that tag in the Remove Specification field.

 

You can specify a merge/overlay profile to completely replace an existing record within NC Cardinal. If 000 is entered in the Preserve Column, any imported record overlays the existing NC Cardinal record completely.

There are multiple merge/overlay profiles currently created within Evergreen, which can be used as models for designing your own profiles. Please refer to Appendix C for existing merge profiles for NC Cardinal.

3.10. Merging Records

  1. Do not choose a lead record that does not have an OCLC number.
  2. If two records have two different OCLC numbers, do NOT merge the records.
  3. If one record has an OCLC number and the second does not, and the ISBNs, titles, and editions match, merge the records.

 

Be cautious when merging records.

NOTE: Make sure you clean up the resulting merged record to comply with current NC Cardinal Best Practices.


3.11. Different Format/Material Types

Never convert a bibliographic record from one material type to another. Records contain type specific identifiers in multiple fields, such as the 007 (non-print media), 008 (fixed fields), 020 (ISBN), 035 (OCLC number), etc. and should not be treated as interchangeable for different formats. For example, do not convert a regular print bibliographic record to a large print record or vice versa.

Additionally, two different item types/formats should not be cataloged on the same bibliographic record unless they were bound together by the publisher and circulate together*. For instance, a DVD and a Blu-ray should not share the same record unless share the same publication identifiers (ISBN, UPC, etc.) and circulate together.


NOTE: Kits created by a library system may be on the same bibliographic record, following the standards specified in the Cataloging Kits section.


3.12. Cataloging Kits

Kits are often a collection of books created by a library rather than the publisher. It is important that these kits be easily identified and distinguished from the individual titles included, both by patrons and catalogers. 

Kits that included multiple different items (not bundled by publisher) should have a unique title in the 245 $a (not the title of any individual book in the kit) and should have the GMD $h [kit]. Also, ensure that the correct icon is displayed in the catalog for patrons

ISBNs for the included materials should NOT be listed in the 020 $a, but instead in the $z. This will prevent mis-matching with Z39.50 and batch bib imports. 

All titles of included items should be listed in the 500 or 505 and authors/creators should be listed in the 7XX fields, not the 100.

3.13. Creating Original Records

Bibliographic catalogers can create original records for resources that do not already have a record (please thoroughly search NC Cardinal, OCLC, and Z39.50 before assuming there is no record). All records must have accurate coding in the fixed/control fields. All records should be as complete/full as possible but must include the elements outlined in the NC Cardinal MARC Templates.

Explanations of select MARC fields commonly seen in records for different types of media:


Books:

CDs:

DVDs:

Serials:

3.14. Deleting Bibliographic Records

Deleting Title (MARC) Records


Within NC Cardinal, bibliographic records are automatically deleted when the last item(s) and volume(s) associated with that record are deleted, so the need to manually delete bib records should be a rare thing.

Do not delete a bib record UNLESS:

  1. it is empty - no items attached for ANY branch (not just your system)
  2. it is not an electronic resource record – make sure there are no 856 field(s)
  3. it has a create date older than 4 months ago


Evergreen does not let you delete a bibliographic record if any other library has holdings. Check holdings maintenance and be sure you are viewing all of Cardinal, not just your system:


Check the MARC record for 856 tags:


If they exist, do not delete the record. If there are problems with the record, fix or contact a bib cataloger at the library listed in the 856 $9.


To ensure you don't delete newly entered on-order or migration records, check the Last Edited On date in the upper right corner of the Record Summary header:

Do not delete if the record is less than 4 months old.


If you delete a MARC record, Evergreen marks the record as inactive. In order to retrieve a deleted record, you must know the TCN or Database ID.


4. Appendices

4.1. Appendix A: MARC Templates

Updated Templates Coming Soon!

4.2. Appendix B: Using GMDs

GMDs should not be used except where noted in the NC Cardinal MARC Templates document and in these best practices (see below). The use of new icons will be used in lieu of non-standard GMDs. Use the 33X fields to provide information from RDA controlled vocabularies as a replacement for standard GMDs. Use the 300 tag to include any information that you would place in the GMD if it is non-standard.

 

For incoming records with customized GMDs: move the 245$h from the incoming record and add to a 300 tag.

 

Approved GMDs

 

[electronic resource]

[game]

[kit]

[large print]

[sound recording]

[videorecording]

[VOX audio-enabled]

4.3. Appendix C: 007 Tag

The 007 fields should always be included in records for electronic media (i.e. DVDs, e-books). Most electronic resources will only have one 007. However, Playaways have two, one for the Electronic resource and one for the Sound recording. Bib records with both a DVD and a Blu-Ray that circulate together (see Different Format/Material Types) should also have two 007 tags  one for each.

Below, you will find a copy-and-paste-able 007 for each material type. Explanations of each position in the field are provided. Letters in red should be checked, as they can change from resource to resource.

 

Reading/Creating 007 Fields

 *NOTE: red positions have variable answers depending on your item

Compact Discs

sdfungnnmmned

Category of material ($a) - s
Material designation ($b) - d
Speed ($d) - f
Playback channels ($e) - VARIES
            Monaural - m
            Quadraphonic, surround - q
            Stereophonic - s
            Unknown - u
Groove width/pitch ($f) - n 
Dimensions ($g) - g
Tape width ($h) - n
Tape configuration ($i) - n
Kind of disc, etc. ($j) - m
Kind of material ($k) - m
Kind of cutting ($l) - n
Special playback ($m) - e
Capture & storage ($n) - d


E-books

crbn

Category of material ($a) - c
Material designation ($b) - r
Color ($d) - VARIES
One color (not black) - a
Black-and-white - b
            Multicolored - c
            Gray scale - g
            Mixed - m
 Dimensions ($e) - n

Playaways

007 for Electronic resource

cznza

Category of material ($a) - c
Material designation ($b) - z
Color ($d) - n
Dimensions ($e) - z
Sound ($f) - a

007 for Sound recording

szzunzhnnzneu

Category of material ($a) - s
Material designation ($b) - z
Speed ($d) - z
Playback channels ($e) - u
Groove width/pitch ($f) - n
Dimensions ($g) - z
Tape width ($h) - n
Tape configuration ($i) - n
Kind of disc, etc. ($j) - n
Kind of material ($k) - z
Kind of cutting ($l) - n
Special playback ($m) - e
Capture & storage ($n) - u

Video Recordings

vdcvaizu

Category of material ($a) - v
Material designation ($b) - d
Color ($d) - VARIES
            Black-and-white - b
            Multicolored - c
            Mixed - m
Videorecording format ($e) - VARIES
            Blu-ray - s
            DVD - v
Sound on medium or separate ($f) - a
Medium for sound ($g) - i
Dimensions ($h) - z
Playback channels ($i) - VARIES
            Mixed - k
Monaural - m
            Quadraphonic, surround - q
            Stereophonic - s
            Unknown - u


MARC 007 Field Physical Characteristics Wizard

The MARC 007 Field Physical Characteristics Wizard enables catalogers to interact with a database wizard that leads the user step-by-step through the MARC 007 field positions. The wizard displays the significance of the current position and provides dropdown lists of possible values for the various components of the MARC 007 field in a more user-friendly way.

To Access the MARC 007 Field Physical Characteristics Wizard for a Record that Does Not Already Contain the 007 Field (i.e. Creating the 007 Field from Scratch):

  1. Within the bibliographic record that needs to be edited, select Actions for this Record.
  2. Click MARC Edit.
  3. Make sure that the Flat-Text Editor checkbox is not selected and that you are not using the Flat-Text Editor interface.
  4. Right-click in the MARC field column.

    5. Click Add/Replace 007. The 007 row will appear in the record.

    6. Right-click in the 007 text box field.

    7. Click Physical Characteristics Wizard.

The MARC 007 Field Physical Characteristics Wizard will open.

Using the Physical Characteristics Wizard:

As the user navigates through the wizard, each position will display its corresponding label that describes the significance of that position. Each position contains a selection of dropdown choices that list the possible values for that particular position. When the user makes a selection from the dropdown options, the value for that position will also change.

The first value defines the Category of Material. Users select the Category of Material for the given record by choosing an option from the Category of Material? dropdown menu. The choices within the remaining character positions will be appropriate for the Category of Material selected.

Once the Category of Material is selected, click Next.

Evergreen will display the pipe symbol (vertical bar) for each position that represents a potential value for the selected Category of Material and will skip obsolete values.

By clicking either the Previous or Next buttons, the user may step forward and backward, as needed, through the various positions in the 007 field.

As a visual reference, the position that the wizard is displaying will appear in bold font. That way, users know which position they are working on at any given point within the wizard.

Once the user enters all of the applicable values for the 007 field and is ready to exit the wizard, click OK.

All of the values selected will be stored and displayed within the 007 field of the bibliographic record.

Continue editing the MARC record, as needed. Once the user is finished editing the record, click Save Record.


To Access the MARC 007 Field Physical Characteristics Wizard for a Record that Already Contains the 007 Field (i.e. Edit an Existing 007 Field):

  1. Within the bibliographic record that needs to be edited, select Actions for this Record.
  2. Click MARC Edit.
  3. Right-click in the 007 textbox field.
  4. Click Physical Characteristics Wizard.

     5. Click the Previous and Next buttons to navigate forward and backward through the various positions. The current position that the wizard is on will be indicated by bold font.

     6. Each position will display a label that describes the significance of that position. For the position that needs to be edited, choose its appropriate value from the dropdown options.


    7. Once all edits of the 007 field are made, click OK.

    8. After finishing all other edits to the MARC record, click Save Record.

NOTE: If the user edits an existing 007 field that does not already account for the skipped positions, then Evergreen will not automatically generate where the skipped positions should be in the 007 field. It is recommended that users delete the existing 007 field and start with a new 007 field, to ensure that Evergreen appropriately accounts for the obsolete positions for the Category of Material selected.

4.4. Appendix D: Fixed Fields (008 Tag)

Always include the appropriate fixed fields for each catalog record. Fixed fields affect how records are displayed, the facets that are searched, and how records can be used. Fixed fields in Evergreen are displayed in the LDR and 008 fields in flat text and in the grid in MARC Edit. All edits to fixed fields should be completed in the grid.

Item catalogers should be able to read, understand, and evaluate fixed fields (LDR and 008). Bibliographic catalogers should be able to create and alter fixed fields (LDR and 008).


Important Fields

 

While all of the fixed fields have an impact on display and search, there are a select few that are especially important.

 

Type of Date (DtSt)/Date 1/Date 2

 

Publication, reprint, copyright, and other dates are coded in these fields. This is usually the information used by your LIS to search for resources or sort results by date. The Type of Date must match the date(s) coded in the Date 1 and/or Date 2 field(s).

The “Date1” fixed field is used for sorting search results, not the 260/264 tag. If "Date1" is left blank, patrons will not get useful results from the “Newest to Oldest” sort in Advanced Search,.

 

Language (Lang)

 

Language of the resource’s content. Makes resources searchable by language.

 

English = eng

Spanish = spa

Other codes can be found at http://www.loc.gov/marc/languages/

 

Target audience (Audn)

 

Makes books and DVDs searchable and sortable by audience. Also clarifies where items will be shelved. Note that there is often not information in this field, but there should be. Bibliographic catalogers should always fill in this information. Item catalogers should refer records without this information to bibliographic catalogers. One of the three following codes should be used:

 

Juvenile works = j

Young adult works = d

Adult works = e

Literary form (LitF)

 

Makes it possible to easily distinguish between fiction and non-fiction books. Other codes for form are also possible.

 

Fiction = 1

Non-fiction = 0

Other forms can be found at https://www.oclc.org/bibformats/en/fixedfield/litf.html

 

 

Reading/Creating the 008 field

 

Codes can be found by right-clicking on the field or by visiting https://www.oclc.org/bibformats/en/fixedfield.html. Any positions that cannot be filled with a code are left blank.

 

Character Positions for All Types of Materials

00-05 - Date entered on file (supplied by computer)

06 - Type of date/Publication status

01-10 - Date 1

11-14 - Date 2

15-17 - Place of publication, production, or execution

18-34 - Reserved for coding specific to different material types

35-37 - Language of resource

38 - Modified record

39 - Cataloging source

 

Character Positions for Books

18-21 - Illustration information

22 - Target audience

23 - Form of resource

24-27 - Nature of contents

28 - Government publication

29 - Conference publication

30 - Festschrift

31 - Index

32 - Undefined (leave blank)

33 - Literary form

34 - Biography

 

Character Positions for Computer Files

18-21 - Undefined (leave blank)

22 - Target audience

23 - Form of resource

24-25 - Undefined (leave blank)

26 - Type of computer file

27 - Undefined (leave blank)

28 - Government publication

29-34 - Undefined (leave blank)

 

Character Positions for Continuing Resources (Magazines, etc.)

18 - Frequency

19 - Regularity

20 - Undefined (leave blank)

21 - Type of continuing resource

22 - Form of original resource

23 - Form of resource

24 - Nature of entire work

25-27 - Nature of contents

28 - Government publication

29 - Conference publication

30-32 - Undefined (leave blank)

33 - Original alphabet or script of title

34 - Entry convention

 

Character Positions for Visual Materials

18-20 - Running time

21 - Undefined (leave blank)

22 - Target audience

23-27 - Undefined (leave blank)

28 - Government publication

29 - Form of resource

30-32 - Undefined (leave blank)

33 - Type of visual material

34 - Technique


MARC Fixed Field Editor Right-Click Context Menu Options

The MARC Fixed Field Editor provides suggested values for select fixed fields based on the record type being edited. Users can right-click on the value control for a fixed field and choose the appropriate value from the menu options. The Evergreen database contains information from the Library of Congress’s MARC 21 format standards that includes possible values for select fixed fields. The right-click context menu options are available for fixed fields whose values are already stored in the database. For the fixed fields that do not already contain possible values in the database, the user will see the basic clipboard operation options (such as cut, copy, paste, etc.).

To Access the MARC Fixed Field Editor Right-Click Context Menu Options:

  1. Within the bibliographic record that needs to be edited, select Actions for this Record.
  2. Click MARC Edit.
  3. Make sure that the Flat-Text Editor checkbox is not selected and that you are not using the Flat-Text Editor interface.
  4. Right-click on the value control for the fixed field that needs to be edited.

    5. Select the appropriate value for the fixed field from the menu options.

    6. Continue editing the MARC record, as needed. Once you are finished editing the record, click Save Record.

Changing the values in the fixed fields will also update the appropriate position in the Leader or 008 Field and other applicable fields (such as the 006 Field).


4.5. Appendix E: 020 Tag (ISBNs)

The ISBN number can play a significant role in determining which bibliographic records are matched, overlaid, and/or merged during cataloging. When importing records and when attaching items, catalogers should carefully review the ISBNs listed in a record and determine whether they should be included in the record and whether they should be in the $a or the $z.

Records may come from vendors, OCLC, or other libraries (through Z39.50) may come with many ISBN included for editions that should be in separate records in NC Cardinal (e.g. e-book, large print, audiobook, etc.) These records must be evaluated to determine which ISBNs should remain on the finished record, in either the $a or $z, and which should be stripped out of the record.

Remove both the 13- and 10-digit ISBNs from the bib record in cases where it is clearly does not belong on the record. These are some examples:

  • ISBNs for an e-book if the record is for a print copy
  • ISBNs for a print copy if the record is for an e-book
  • ISBNs for the large print version if the record is for regular print
  • ISBNs for the regular print version if the record is for large print
  • ISBNs for a library edition of an audiobook if the record is for the retail edition
  • ISBNs for a retail edition of an audiobook if the record is for the library edition
Put the ISBNs into the $z if it is associated with the bibliographic record, but should be ignored for matching, merging, and deduplication. Here are some examples:

  • ISBNs for components of a kit that may be cataloged separately elsewhere in the catalog (See Cataloging Kits)
  • ISBN for a book packaged with an audiobook if the bibliographic record is identified as a non-musical sound recording
  • ISBN for a Blu-ray/DVD combo pack if the components are being cataloged on separate bib records
  • ISBN for an item in hand if there is an existing record for a non-matching resource with the same ISBN in NC Cardinal (as when a publisher reuses an ISBN) and the records should not be merged

4.6. Appendix F: Commonly Used Relationship Designators

Work-level Relationships

 

artist: An agent responsible for creating a work by conceiving, and often implementing, an original graphic design, drawing, painting, etc.

 

author: An agent responsible for creating a work that is primarily textual in content, regardless of media type or genre.

 

cartographer: An agent responsible for creating a map, atlas, globe, or other cartographic work.

 

compiler: An agent responsible for creating a new work such as a bibliography or a directory by selecting, arranging, aggregating, and editing data, information, etc. Revising or clarifying the content, or selecting and putting together works or parts of work, by one or more creators is excluded.

 

composer: An agent responsible for creating a musical work.

 

filmmaker: An agent responsible for creating an independent or personal film.

A filmmaker is individually responsible for the conception and execution of all aspects of the film.

 

photographer: An agent responsible for creating a photographic work.

 

director: An agent responsible for the general management and supervision of a filmed performance, a radio or television program, etc.

 

issuing body: An agent issuing a work, such as an official organ of the body.

 

producer: An agent responsible for most of the business aspects of a production for screen, sound recording, television, webcast, etc. The producer is generally responsible for fund raising, managing the production, hiring key personnel, arranging for distributors, etc.

 

 

Expression-level Relationships

 

abridger: An agent contributing to an expression of a work by shortening or condensing an original work but leaving the nature and content substantially unchanged.

 

editor: An agent contributing to an expression of a work by revising or clarifying the content, or by selecting and putting together works, or parts of works, by one or more creators.

Addition of an introduction, notes, or other critical matter, or preparing an expression of a work for production, publication, or distribution is included. Major revision, adaptation, etc., that substantially changes the nature and content of the original work, resulting in a new work, is excluded.

 

illustrator: An agent contributing to an expression of a work by supplementing the primary content with drawings, diagrams, photographs, etc. Creation of content that is primarily artistic is excluded.

 

performer: An agent contributing to an expression of a work by performing music, acting, dancing, speaking, etc., often in a musical or dramatic presentation, etc.

actor: A performer contributing to an expression of a work by acting as a cast member or player in a musical or dramatic presentation, etc.

 

translator: An agent contributing to an expression of a work by expressing the linguistic content of the work in a language different from that of previous expressions of the original work.

Translation of linguistic content between forms of the same language from different time periods is included.

 

writer of supplementary textual content: An agent contributing to an expression of a work by providing supplementary textual content, such as an introduction or a preface, to an original work.

writer of added commentary: An agent contributing to an expression of a work by providing an interpretation or critical explanation of an original work.

 

writer of added text: An agent contributing to an expression of a primarily non-textual work by providing text, such as writing captions for photographs or descriptions of maps.

 

writer of afterword: An agent contributing to an expression of a work by providing an afterword to an original work.

 

writer of foreword: An agent contributing to an expression of a work by providing a foreword to an original work.

 

writer of introduction: An agent contributing to an expression of a work by providing an introduction to an original work.

 

writer of postface: An agent contributing to an expression of a work by providing a postface to an original work.

 

writer of preface: An agent contributing to an expression of a work by providing a preface to an original work.

 

Work to Work Relationships

 

based on (work): A work used as the source for a derivative work.

adaptation of (work): A work that has been modified for a purpose, use, or medium other than that for which it was originally intended. This relationship applies to changes in form or to works completely rewritten in the same form.

 

remake of (work): A work used as the basis for a new motion picture, radio program, television program, or video.

 

container of (work): A work that is a discrete component of a larger work.

 

index to (work): A work used as the basis for an index, i.e., a systematic, alphabetical guide to the contents of the predominant work, usually keyed to page numbers or other reference codes.

 

supplement to (work): A work that is updated or otherwise complemented by the augmenting work.

 

preceded by (work): A work that precedes, that is, is earlier in time or before in a narrative, etc., the succeeding work.

 

succeeded by (work): A work that succeeds, that is, is later in time or after in a narrative, etc., the preceding work.

 

 

Manifestation to Manifestation Relationships

 

equivalent (manifestation): A manifestation that embodies the same expression of a work.

also issued as: A manifestation that embodies the same expression of a work in a different format.

 

reproduction of (manifestation): A manifestation that is used as the basis for a reproduction.

4.7. Appendix G: Diacritics

There are several methods for entering diacritics in Evergreen:

  1. Click CTRL+S when in the MARC Editor window to bring up the diacritics palette.
  2. Copy and paste the symbol from the web page into the MARC editor window. For example: http://symbolcodes.tlt.psu.edu/accents/codealt.html#accent
  3. Copy and paste the symbol from the Character map in Windows.

 

NOTE:

  • When searching within Evergreen, if you search for “José,” you will also retrieve items with “Jose.”
  • KNOWN BUG: When you enter the MARC edit screen and click in a subfield area of a tag, you can hit CTRL+S to bring up the Diacritics window. When you first go into the MARC edit screen, this option works. If you click on the Flat-Text Editor option and then un-click the option, the CTRL+S option stops working.

4.8. Appendix H: Record Match Sets and Merge Profiles

Record Match Sets within NC Cardinal

 

We now only use two match sets in NC Cardinal  Cardinal match is the default for bibliographic record imports and Authority Match is used for authority records. All batch bibliographic record uploads must utilize Cardinal match to ensure that duplicate bibliographic records are not imported.



Merge/Overlay Profiles

Merge/overlay profiles enable you to specify which tags should be removed or preserved for existing catalog records when you import MARC records into Evergreen. NC Cardinal has established several default record match sets and merge profiles for consortium use. 

In most cases, Match-Only Merge is the appropriate merge/overlay profile to batch import bib records and/or holdings. There is background code built into Evergreen that specifies that any import using the Match-Only Merge profile (or any profile with the 901c in the Replace Specification field) will import only the new holdings if there is an existing record in the database that is determined to be a match, or bring in the new record and holdings if there is not (assuming that the Import Non-Matching Records box is checked).

If you are importing e-resources, please use the EBook merge/overlay profile. This will add the 856 field and the appropriate $9 that you have added using MARCEdit (please see Batch Import E-resources page for further recommendations).

The Full Overlay profile (or any profile with the 901c in the Preserve Specifications field) should be used rarely and with caution, as it will overlay the existing record with the newly imported matching record, based on the Match Set used. It is important not to overlay a full and complete record that already exists in the NC Cardinal catalog with a vendor record of unknown quality without first evaluating the existing matching record(s). The record retained should align with NC Cardinal best practices. It is also important to compare and evaluate if there are more than one matching records, as it may also be necessary to merge and/or edit those records.

Please contact NC Cardinal team if there is a specific use case for a different merge/overlay profile.


4.9. Appendix M: Shelving Locations


These shelving locations are "owned" at the consortium level 

Cardinal Shelving Location Holdable OPAC Visible Circulate
Adult Audiobook YES YES YES
Adult Biography YES YES YES
Adult DVD Fiction YES YES YES
Adult DVD New YES YES YES
Adult DVD Nonfiction YES YES YES
Adult Fiction YES YES YES
Adult Fiction Battle of the Book YES YES YES
Adult Fiction Christian YES YES YES
Adult Fiction Display YES YES YES
Adult Fiction Holiday YES YES YES
Adult Fiction Mystery YES YES YES
Adult Fiction Oversize YES YES YES
Adult Fiction Paperback YES YES YES
Adult Fiction Romance YES YES YES
Adult Fiction Science Fiction YES YES YES
Adult Fiction Short Story YES YES YES
Adult Fiction Western YES YES YES
Adult Foreign Language Audiobook YES YES YES
Adult Foreign Language Fiction YES YES YES
Adult Foreign Language Nonfiction YES YES YES
Adult Foreign Language Reference NO YES NO
Adult Foreign Language Video YES YES YES
Adult Government Documents YES YES YES
Adult Graphic Novel YES YES YES
Adult Kit YES YES YES
Adult Large Print Biography YES YES YES
Adult Large Print Fiction YES YES YES
Adult Large Print Fiction Outreach YES YES YES
Adult Large Print Fiction Paperback YES YES YES
Adult Large Print Mystery YES YES YES
Adult Large Print New Fiction YES YES YES
Adult Large Print New Nonfiction YES YES YES
Adult Large Print Nonfiction YES YES YES
Adult Large Print Nonfiction Paperback YES YES YES
Adult Large Print Science Fiction YES YES YES
Adult Large Print Western YES YES YES
Adult Magazine YES YES YES
Adult Music YES YES YES
Adult New Audiobook YES YES YES
Adult New Biography YES YES YES
Adult New Fiction YES YES YES
Adult New Magazine NO YES NO
Adult New Music YES YES YES
Adult New NC Nonfiction YES YES YES
Adult New Nonfiction YES YES YES
Adult New Video YES YES YES
Adult Nonfiction YES YES YES
Adult Nonfiction Display YES YES YES
Adult Nonfiction Holiday YES YES YES
Adult Nonfiction NC Biography YES YES YES
Adult Nonfiction NC History YES YES YES
Adult Nonfiction Oversize YES YES YES
Adult Nonfiction Paperback YES YES YES
Adult Nonfiction Spanish YES YES YES
Adult Reference NO YES NO
Adult Storage Fiction YES YES YES
Adult Storage Nonfiction YES YES YES
Adult Storage Video YES YES YES
Adult Video YES YES YES
Adult Video R YES YES YES
Desk- Childrens NO YES YES
Desk- Circulation NO YES YES
Desk- Information NO YES YES
Desk- Reference NO YES NO
Desk- Young Adult NO YES YES
Easy YES YES YES
Easy Boardbook YES YES YES
Easy Caldecott YES YES YES
Easy Foreign Language YES YES YES
Easy Holiday YES YES YES
Easy New YES YES YES
Easy Reader YES YES YES
Equipment YES NO YES
Games YES YES YES
Genealogy NO YES NO
Juvenile Audiobook YES YES YES
Juvenile Biography YES YES YES
Juvenile Boardbook YES YES YES
Juvenile Fiction YES YES YES
Juvenile Fiction Battle of the Book YES YES YES
Juvenile Fiction Display YES YES YES
Juvenile Fiction Oversize YES YES YES
Juvenile Fiction Paperback YES YES YES
Juvenile Fiction Series YES YES YES
Juvenile Foreign Language Audiobook YES YES YES
Juvenile Foreign Language Biography YES YES YES
Juvenile Foreign Language Fiction YES YES YES
Juvenile Foreign Language Fiction Paperback YES YES YES
Juvenile Foreign Language Nonfiction YES YES YES
Juvenile Foreign Language Reference NO YES NO
Juvenile Graphic Novel YES YES YES
Juvenile Kit YES YES YES
Juvenile Magazine YES YES YES
Juvenile Music YES YES YES
Juvenile New Boardbook YES YES YES
Juvenile New Fiction YES YES YES
Juvenile New Magazine NO YES NO
Juvenile New Nonfiction YES YES YES
Juvenile New Video YES YES YES
Juvenile Newbery YES YES YES
Juvenile Nonfiction YES YES YES
Juvenile Nonfiction Battle of the Book YES YES YES
Juvenile Nonfiction Display YES YES YES
Juvenile Nonfiction Oversize YES YES YES
Juvenile Nonfiction Series YES YES YES
Juvenile Reader YES YES YES
Juvenile Reference NO YES NO
Juvenile Storage Fiction YES YES YES
Juvenile Storage Nonfiction YES YES YES
Juvenile Storage Video YES YES YES
Juvenile Video YES YES YES
Local History Nonfiction YES YES YES
Local History Reference NO YES NO
North Carolina Room NO YES YES
Office NO NO NO
Office Childrens NO NO NO
Office Young Adult NO NO NO
Professional Nonfiction Collection NO YES NO
Public Computer NO YES YES
Software YES YES YES
Young Adult Audiobook YES YES YES
Young Adult Biography YES YES YES
Young Adult Biography Paperback YES YES YES
Young Adult Fiction YES YES YES
Young Adult Fiction Battle of the Book YES YES YES
Young Adult Fiction Display YES YES YES
Young Adult Fiction Paperback YES YES YES
Young Adult Fiction Series YES YES YES
Young Adult Foreign Language Fiction YES YES YES
Young Adult Foreign Language Fiction Paperback YES YES YES
Young Adult Graphic Novel YES YES YES
Young Adult Kit YES YES YES
Young Adult Magazine YES YES YES
Young Adult Music YES YES YES
Young Adult New Fiction YES YES YES
Young Adult New Fiction Paperback YES YES YES
Young Adult New Nonfiction YES YES YES
Young Adult Nonfiction YES YES YES
Young Adult Nonfiction Battle of the Book YES YES YES
Young Adult Nonfiction Display YES YES YES
Young Adult Nonfiction Oversize YES YES YES
Young Adult Nonfiction Paperback YES YES YES
Young Adult Reference NO YES NO
Young Adult Storage Fiction YES YES YES
Young Adult Storage Nonfiction YES YES YES
Young Adult Video YES YES YES


4.10. Glossary

AACR2- (Anglo-American Cataloging Rules, 2nd edition) a set of rules for constructing catalog records for the description of bibliographic resources (e.g. books) and access points (e.g. people) that support the organization, searching, sorting, and usability of information resources.

 

Authorized Access Point- a standardized access point representing an entity. Usually listed in the 1XX field of an authority record.

 

Carrier- a physical medium in which data, sound, images, etc., are stored.

 

Carrier type- the type of resource that carries/holds the information stored on/in a resource. Recorded in the 338 field in bibliographic records encoded in MARC. Terminology is defined by a controlled vocabulary in RDA.

 

Content type- the type of information stored on/in a resource. Recorded in the 336 field in bibliographic records encoded in MARC. Terminology is defined by a controlled vocabulary in RDA.

 

Controlled Vocabulary- an organized arrangement of words and phrases used to index content and/or to retrieve content through browsing or searching. It typically includes preferred and variant terms and has a defined scope or describes a specific domain. Example: authorized subject headings (Library of Congress Subject Headings).

 

Diacritic- a sign, such as an accent or cedilla, which when written above or below a letter indicates a difference in pronunciation from the same letter when unmarked or differently marked.

 

FRBR- (Functional Requirements for Bibliographic Records) a 1998 recommendation of the International Federation of Library Associations and Institutions (IFLA) to restructure catalog databases to reflect the conceptual structure of information resources. FRBR is the basis for the development of RDA.

 

GMD- (General Material Designation) a term used to designate the material type of a resource. This terminology is no longer supported in RDA. It is found in some older records in the $h in the 245 field.

 

ILS- (Integrated Library System) also known as a library management system (LMS), a system for a library used to track items owned, orders made, bills paid, and patrons who have borrowed.

 

MARC- (Machine Readable Cataloging) an encoding standard used to make catalog records created using a variety of standards (including AACR2 and RDA) readable, searchable, sortable, and displayable in OPACs.

 

Media type- the type of device needed to access the information on/in a resource. Recorded in the 337 field in bibliographic records encoded in MARC. Terminology is defined by a controlled vocabulary in RDA.

 

Monograph- A monograph is a book, pamphlet or document that is complete in itself; it's the opposite of a periodical or serial publication which are continuing resources. Not to be confused with a Monographic Set.

 

Monographic Set- A group of books that cannot function independently. They may be published as a complete set or in installments, but the set has a finite end (e.g. an encyclopedia set). Not to be confused with a Series or Serial.

 

OCLC- (Online Computer Library Center) an organization that provides libraries and librarians with tools to share cataloging and other information organization duties. OCLC and its member libraries cooperatively produce and maintain WorldCat, the largest OPAC in the world.

 

OPAC- (Online Public Access Catalog) an online database of materials held by a library or group of libraries.

 

RDA- (Resource Description and Access) a standard for descriptive cataloging initially released in June 2010, providing instructions and guidelines on formulating bibliographic and authority records.

 

Relationship designator- a term or phrase that indicates the nature of a relationship between two entities.

 

Serial- a continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion. Journals, periodicals, and magazines are all types of serials.

 

Series- A series is made up of two or more monographs that are tied together in some way, often by subject matter. Series are so important in library catalogs that we use two different fields (490 and 8XX), one of which links to an authority record (8XX). Not to be confused with a Monographic Set or a Serial.

 

Z39.50- an international standard client–server, application layer communications protocol for searching and retrieving information from a database over a TCP/IP computer network. It acts as a portal for finding importable MARC records created by other institutions.

4.11. Useful Resources

MARC Encoding:

https://www.oclc.org/bibformats/en.html

http://www.oclc.org/support/services/worldcat/documentation/authorities/authformat.en.html

https://www.loc.gov/standards/valuelist/index.html

Maxwell’s Handbook for RDA

 

Authorities:

http://www.oclc.org/support/services/worldcat/documentation/authorities/authformat.en.html

http://authorities.loc.gov/

Maxwell’s Handbook for RDA

 

RDA:

https://access.rdatoolkit.org

https://www.loc.gov/standards/valuelist/index.html

https://www.loc.gov/catworkshop/RDA%20training%20materials/SCT%20RDA%20Records%20TG/

Maxwell’s Handbook for RDA