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Cataloging Best Practices

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 Requirements

The NC Cardinal consortium Governance Committee and the membership have implemented 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.

As of August 2019, there are two types of cataloging permission groups available to staff: Item Cataloging and Bibliographic (Bib) Cataloging. To be assigned to these cataloging permission access levels in the NC Cardinal consortium, library staff must pass certification assessment(s) or be working with a bibliographic cataloger who is actively supervising their work and helping them to pass the assessment(s), according to the NC Cardinal Cataloging Policy (Feb 2019) passed by the Governance Committee.

Staff who add or delete item and/or volume records must pass the Item Cataloging assessment

Staff who create, import, edit, or delete bibliographic records must pass both the Item Cataloging assessment and the Bibliographic Cataloging assessment.


All staff who need to perform these duties must pass the appropriate assessments. This includes staff who do not catalog full-time and/or may only add or delete items from time-to-time. Cataloging assessments can be repeated until a passing score is achieved and are open book (staff may use this knowledge book, other websites, or notes, but cannot consult directly with other people while taking the assessment).

For libraries migrating into NC Cardinal, staff who perform these duties should endeavor to pass assessments before the library go live date as part of their migration preparation.

New staff who have not yet passed the necessary assessments may be assigned temporary/limited cataloging permissions to perform their assigned cataloging duties according to the NC Cardinal Cataloging Policy

______________________

The NC Cardinal Cataloging Committee members have established the Cataloging Best Practices over several years and continue to update them as needed to provide cataloging standards for the consortium. All catalogers must adhere to 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 via their individual email addresses or this monitored group email address  cardinalcatcommittee@gmail.com. 

Staff looking for broader cataloging training may want to check out the ABLE training courses linked in our Useful Resources page.


1.2. Using the XUL Staff Client for Cataloging

While we are in Evergreen 3.1, catalogers should use the downloaded 3.1 XUL staff client to catalog materials, rather than the web client. This downloaded software can be used for access to all NC Cardinal databases  the training database (with concerto dataset), the dev database (copy of NC Cardinal production environment to use for testing and library migrations), and the production database.

Client and Workstation Set Up 

The Evergreen staff client must be installed on every workstation that will use by staff to carry out daily activities for example checking out items, checking in, paying bills, cataloging, and acquisitions.  

  1. Download the current executable software file.
  2. Open the staff client.
  3. At the top left quadrant of the XUL staff client login window, enter the Hostname
    1. The hostname is:

a. For test database:   devxxx.nccardinal.org  where xxx = your library system’s assigned name for example “bladen.nccardinal.org” or “fontana.nccardinal.org”

b. For production:  xxx.nccardinal.org where xxx = your library system’s assigned name for example “davidson.nccardinal.org” or “madison.nccardinal.org”


     4.  Click the Re-Test Server button. If you receive an error, click the Add SSL Exception button.

     5.  Make sure that the checkbox “Permanently store this exception” is checked. Click the Confirm Security Exception button.

     6.  Make sure that the Status and Version fields state “200: OK” in green letters. If this is your first time logging using the XUL staff client, the workstation (top right quadrant) will not yet be configured.

     7.  Log into the staff client in the bottom left Authentication quadrant using your assigned username/password. Contact your System Login Access Manager or submit an help ticket, if you are not sure of your login credentials.

     8. Once logged in, the top right Workstation quadrant will have a red box, requiring a WS name (workstation) and Organization location. Enter the assigned workstation name for the PC or laptop, usually based on the location within the library (circ1, ref7). The workstation name must be unique (within the library system) for that PC/laptop and the same workstation name must be consistently used, whether logging into the web client or the XUL staff client at that PC/laptop.

     9.  In the Organization field, enter the correct short policy code for the library branch location where the workstation is located. Each library branch has an assigned branch short policy code name. (Example in screenshot: MARSHALL is the short policy code for one of the branches in the Madison County library system.) Check with your branch manager or System Login Access Manager, if you are unsure of the short policy code for your library branch. The WS Organization field is used by Evergreen to tell where items are checked in, where they belong, and whether items should or should not be transited to a different branch, so selecting the correct branch is critical to correct library operations.


   10.  Only after you are completely sure that you have entered the correct information for WS Name and Organization should you click on the Register button. Incorrectly setting the workstation to a duplicate workstation name or to the wrong Organization short policy code will require additional assistance to correct. Please contact your System Login Access Manager or submit an help ticket.

   11.  Once the workstation is registered, log in again on the lower left Authentication quadrant using your assigned username/password combination.  The workstation will only need to be set up one time for each hostname and will automatically appear in the top right quadrant the next time you log into that hostname.



1.3. 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 best practices and procedures.
  • 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 to evaluate catalog records - ensure that records follow RDA rules as indicated.
  • Report empty bibliographic records to a bibliographic cataloger.
  • Follow the Editing and Deleting Items and Volumes procedures – do not delete items with open transactions.

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 best practices and procedures.
  • When choosing a record, assess for quality, no matter the source.
  • Use the MARC Record Templates to evaluate catalog records or create original records - ensure that records follow RDA rules as indicated.
  • 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.
  • Delete 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 fields).
  • Follow the Editing and Deleting Items and Volumes procedures – do not delete items with open transactions.

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.


1.4. RDA vs AACR2

The Anglo-American Cataloging Rules (AACR) were an international library cataloging standard first published in 1967. Later updated in 1978 as AACR2, these cataloging standards were designed for use primarily with print materials and utilized highly refined space-saving rules for structure and abbreviations intended for use with paper card catalogs. Given the advent of modern electronic publishing and a recognition of the need for linked data applications, AACR2 is being replaced by the Resource Description and Access (RDA) standard of descriptive cataloging, which has now been adopted by most American libraries. Many AACR2 records still exist. Others have been partially upgraded, resulting in hybrid records. RDA is the preferred content standard for bibliographic cataloging in NC Cardinal.

Differences

AACR2

  • Lots of abbreviations
    • 10 p. : col. ill. ; 20 cm.
  • Publication, distribution, copyright, etc., information in one field
    • One 260
    • Copyright date can be used as publication date
    • Copyright indicated with “c”
RDA
  • Fewer abbreviations
    • 10 pages : color illustrations ; 20 cm
  • Publication, distribution, copyright, etc., information in separate fields
    • Multiple 264s
    • Copyright indicated with “©”
  • Content, carrier, and media types
    • 336, 337, 338 fields
  • Often relationship designators
    • In 1XX and 7XX fields (ex: $e author)
  • “rda” in 040

Import the best record for each resource, whether it follows AACR2 or RDA cataloging rules. When choosing between records of equal quality, select the one following RDA rules. If possible, upgrade AACR2 records to RDA. 

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)

When creating new records, always follow RDA cataloging rules.

1.5. Record Structure in Evergreen

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.


1.6. Cataloging Workflow

Item Catalogers Should Be Able To:

  • Match an item to the correct catalog record
    • Evaluate and select existing NC Cardinal bibliographic records for quality and appropriateness
    • Report duplicate and problematic bibliographic records to a Bibliographic Cataloger for merge and/or update
  • Add items to and edit items in the catalog
    • Create volume/call numbers
    • Create an item record and add appropriate item attributes
    • Add items to a bucket
  • Correctly delete items and volumes from the catalog


Bibliographic Catalogers Should Be Able To:

  • Import or overlay bibliographic records not currently in NC Cardinal
  • Create bibliographic records (using MARC Record Templates)
  • Merge duplicate bibliographic records
  • Edit bibliographic records (update RDA fields, etc.)
  • Add/edit subject headings (using LCSH, LCGFT)


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 that are not already available in NC Cardinal, 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.

1.7. 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.

Evaluating Bibliographic Records



Tags
LDR fixed field containing numbers or coded values that define the parameters for the processing of the record including Record Type and Bibliographic Level, which strongly influence catalog display.


007 specific to non-print media (i.e. e-books, DVDs, CDs). Includes information about the resource and how information is stored on the resource. Used to generate correct format icons in the Evergreen OPAC.


008 includes information from fixed fields. Strongly influences catalog display and search results. MUST be complete! Provides information for Advance Search, such as publication date, language, and audience, so that patrons can filter search results.


020 ISBN in $a. Additional format-appropriate ISBNs can be added in $z. However, DO NOT add ISBNs for non-matching resources, such as a different edition (with different content) or material type (i.e. e-book ISBN should not be on print record). If a price is listed in $c (no need to add, if missing), it should be the RETAIL price. Can add $q for type (trade paperback), (mass market), etc.


02X For non-book resources, other 02X fields are likely and should be retained.


035 ID number, usually from OCLC.  Not part of our templates, but if it is present on an imported record, retain it. Remove it if you make substantial changes from the original record.


040 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). Leave, if present. Cataloger can add $e rda if s/he makes record RDA-compliant.


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


050 LCC classification. Leave, if present.


082 the recommended Dewey Decimal Number. Do NOT delete or edit this tag.


092 Do NOT use this tag for local call number(s). DELETE, if present.


1XX 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. If there is not a clear creator for entire resource, okay to not have a 1XX.


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


245 includes title information and statement of responsibility. Indicators and subfield codes are especially important for this field. For example, the first indicator should always be "0" if there is no 1XX field. The second indicator MUST be coded correctly to specify the presence of non-filing characters (e.g. a, an, the) at the beginning of a title and can affect the way the 245 displays in OPAC view, if incorrect. For example, if the lead word in title is an article, then the value in the second indicator shows how many non-filing characters (including the space before the next word in the title) to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".

Do NOT include series statement in this tag (belongs in 490/8XX);
Include these tags as required/needed in this order:

$a: Title proper as it appears on title page of the resource 
$n: Number of part/section of a work, if any
$p: Name of part/section of a work (if any)
$h: Medium designator MUST be listed only if/as listed in the Appendix B: Using GMDs; It follows the title proper ($a, $n, $p) and precedes $b;
$b:subtitle, if any (not series statement) 
$c:statement of responsibility as transcribed from the resource.

NC Cardinal Best Practice: Use sentence-style capitalization for title and subtitle (only capitalize first word and proper nouns).


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


250 edition statement. (Unabridged, Widescreen, Large print, etc.) Always include if a statement appears in the resource.


260 obsolete field; information from this field MUST be moved to 264; 260 should then be deleted.


264 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. If the publisher location isn't specified, put [United States] in $a.
Publisher, distributor, manufacturer, appears in $b. Date appears in $c.

Copyright dates are not publication dates; therefore, if the material only lists a copyright date, it is an assumed publication date. Brackets must surround an assumed publication date. If there is a publication statement with the date listed, use that publication date without brackets.
If publication date and copyright date differ, you must list the copyright date in a second 264 (following the first 264 with publication information): =264 \4$c©
If the copyright date and the publication date are the same, you do not need to list the copyright date in a second 264.

Note: If book or audiobook records have multiple publishers, add a 500 note: Publisher and paging may vary


300 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 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 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 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 specific to large print, electronic, audio, and video resources. Record information about font size (i.e., large print), sound, video, and electronic specifications. Must use the controlled vocabulary established by RDA. 


440 obsolete field; information from this field MUST be moved to 490/8XX; 440 tag should then be deleted.


490 series statement transcribed from the resource. Partners with 8XX fields if an authority record exists for the series. Use first indicator "1" if series is traced (8XX access points); "0" if not.


505 $t and $r - recommended, especially for short story collections


5XX notes. These fields can include a wide variety of types of information, including table of contents, reading level, summary, language, and much more. Local notes for specific library systems should not be retained in a shared consortium record and should be deleted, if present.


6XX 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). See Subject and Genre/Form Headings section.


7XX 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.

Every contributor should have only one 700 field that may list several relationship designators ($e) for each person

Example:
700 1 Barron, Mia, $e author, $e narrator.
700 1 Wilber, Ellen, $e author, $e singer.


8XX series statement taken from authority record. MUST have a corresponding 490 field.


856 links to external electronic resources. In Evergreen, a $9 with the system (or consortium) short name MUST be included to correctly display link in the OPAC.
Most common for e-books, e-audio, and e-video. Can also be present in records for print books if linking to an electronic (pdf) copy of that book.


901 information specific to Evergreen - DO NOT alter or delete


9XX primarily used for local information. Local system specific information should not be retained in a shared consortium record and should be deleted, if present.

Sample record:

LDR


04368cam a22006498i 4500
001

11174319
003

CARDINAL
005


20161004122839
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


1.8. 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 or co-creator of the entire resource.

  • If one person can not be said to have created or co-created all aspects of a resource, do not list anyone in 1XX. In this case, the 1st indicator for the 245 field should always be "0".

    • Examples:
      Music recordings, especially pop music
      Videorecordings
      Collections by more than one author (of essays, short stories, etc.)

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

  • Every contributor should have only one 700 field (as appropriate) that may list several relationship designators ($e) for each person

  • Example:
    700 1 Barron, Mia, $e author, $e narrator.
    700 1 Wilber, Ellen, $e author, $e singer.

  • The names of authors and other important creators and contributors found in the 245 field and in the 1XX and/or 7XX fields may not match one another.

  • If a resource has a fictional author (e.g. Kermit the frog), list that fictional creator in the 1XX and all other creators in 7XX fields.

Note: The NC Cardinal Cataloging Best Practices officially designates RDA as the preferred bibliographic content standard. Per the current RDA Toolkit (9.0 & PCC/LC PS), the names of fictional entities are established as creators/contributors and occupy the main authorized access point (1xx tag). As changes are made to the RDA Toolkit, the Cataloging Committee will update the best practices to reflect those changes and update training materials as necessary.
  • 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.

1.9. Subject and Genre/Form Headings

Subject headings refer to what a resource is ABOUT.

Genre headings refer to what a resource IS.

Authorities Working Group Cheat Sheet

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.

2. Item Cataloging

2.1. Item Cataloging Assessment


Please click on the button above to go to SurveyMonkey. The Item Cataloging assessment is open book, so we encourage you to use the Cataloging Best Practices knowledge book and any notes from the recent training workshops. These are individual assessments, so you should not be collaborating on the answers with colleagues while taking the assessment. You can scroll through the entire list of questions to edit any answer until you hit the Done button at the end, so please check your answers carefully before completing the assessment.

We will be checking results regularly, so staff who achieve a passing score will receive an official confirmation email from us within a week or so. There will be no negative consequences for staff who do not get a passing score at first, and they are free to take it again immediately or at a later time and as many times as they want to/need to. After January 2019, any staff who have not yet passed can be working with a Bibliographic Cataloger who has passed both assessments, is actively supervising their work, and teaching what they need to pass the assessment(s).

Printable reference document for matching questions.

2.2. Item Cataloging Training Slides & Videos

There is now a video playlist on YouTube for the Item Cataloging Training session taught by Dr. Sonia Archer-Capuzzo on May 16, 2018.


Click on the card (above) to link to the presentation slides.

2.3. Search the Catalog

Make sure that you search the entire NC Cardinal catalog when you search for new title records, either using Z39.50 or by using the Advanced Search method. You should always search for a bibliographic record in several different ways. For example, you can first search by ISBN, but then you should also do a search by title and/or author to be sure you find and examine every possible matching record. Check your search scope and ensure that you are searching all of NC Cardinal. If a matching bibliographic record already exists in NC Cardinal, examine it to see if it is a good record. If the existing record does not meet the standards as outlined in Best Practices or you find multiple matching bibliographic records, refer to a bibliographic cataloger.

Z39.50 Search


Advanced Search

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.


For more detailed instructions for thoroughly searching the catalog, please watch this short NC Cardinal video:


2.4. Bibliographic Search Enhancements

Enhancements to the bibliographic search function enable you to search for records that were created, edited, or deleted within a date range. You can use the catalog interface or the record feed to search for records with specific date ranges.

Note that all dates should be formatted as YYYY-MM-DD and should be included in parentheses.

Use the Catalog to Retrieve Records with Specified Date Ranges:

Search by Create Date or Range

To find records that were created on or after a specific date, enter the term, create_date, and the date in the catalog search field. For example, to find records that were created on or after April 1, 2013, enter the following into the catalog search field:

create_date(2013-04-01)

To find records that were created within a specific date range, enter the term, create_date, followed by comma-separated dates in parentheses. For example, to find records that were created between April 1, 2013 and April 8, 2013, enter the following into the catalog search field:

create_date(2013-04-01,2013-04-08)

Search by Edit Date or Range

To find records that were edited on or before a specific date, enter the term, edit-date, and the date in the catalog search field. The date should be preceded by a comma. For example, to find records that were edited on or before April 1, 2013, enter the following into the catalog search field:

edit_date(,2013-04-01)

To find records that were edited on or after a specific date, enter the term, edit_date, and the date in the catalog search field. For example, to find records that were edited on or after April 1, 2013, enter the following into the catalog search field:

edit_date(2013-04-01)

To find records that were edited within a specific range, enter the term, edit_date, followed by comma-separated dates in parentheses. For example, to find records that were edited between April 1, 2013 and April 8, 2013, enter the following into the catalog search field:

edit_date(2013-04-01,2013-04-08)

Search by Deleted Status

To search for deleted records, enter in your catalog search field the term, edit_date, the date that you want to search, and the term, #deleted. For example, to find records that were deleted on or after April 1, 2013, enter the following into the catalog search field:

edit_date(2013-04-01)#deleted

To find records that were deleted within a specific range, enter the term, edit_date, followed by comma-separated dates in parentheses. For example, to find records that were deleted between April 1, 2013 and April 8, 2013, enter the following into the catalog search field:

edit_date(2013-04-01,2013-04-08)#deleted


Use a Feed to Retrieve Records with Specified Date Ranges:

You can use a feed to retrieve records that were created, edited, or deleted within specific date ranges by adding the dates to the catalog’s URL. You can do this manually, or you can write a script that would automatically retrieve this information.

To manually retrieve records that were created, edited, or deleted within a specific date, enter the terms and dates as specified above within the search terms in the URL. For example, to retrieve records created on or after April 1, 2019 from the dev database, enter the following in your URL:

https://dev.nccardinal.org/opac/extras/opensearch/1.1/-/html-full?searchTerms=create_date(2019-04-01)&searchClass=keyword


2.5. 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. 



2.6. Selecting a Matching Record

If a matching 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).

If several title records appear to be for the same item:

  • Add your holdings to the most accurate and complete MARC record,
  • Or, if two or more MARC records are equal in quality, select the record that has the most copies.
  • When in doubt, refer the records to a Bibliographic Cataloger.

Finding the Best Record

When choosing the right record for your resource, the following information must be closely examined:

  • ISBN (020 field) or other ID numbers (024, 028)
  • Title information (245 $a, $b)
  • Author (245 $c also 1XX, 7XX, 511, 508)
  • Edition statement (250)
  • Publisher (264 _1 $b)
  • Date of publication (264 _1 $c) and/or Copyright date (264 _4 $c)
  • Print size (i.e. Large or Larger print vs. regular print)
  • Right number of discs (A/V) — 300
  • UPC (A/V) — 024


Look at the format icons displayed in the catalog when examining potential matches. Verify that a format icon appears in the catalog and matches the information in the bibliographic record. If not, please refer the record to a bibliographic cataloger.

Print items should never be attached to e-resource records — such as e-book or e-audiobook formats. Some bibliographic records for print resources may contain links to digital (pdf or online) versions of the print resource. These links are not considered e-book records, as they are accessible to anyone with the link and do not require patron authentication, and should be retained in the print bib record.

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 combine print books on the same bibliographic record, in spite of differences in ISBN, publisher, dimensions, and pagination, when the content is exactly the same. See Use of Single Bib Record for Books


Notify a Bibliographic Cataloger:

  • If a record seems to include any problems or inaccuracies
  • If a record is missing fixed fields
  • If a record includes 856 links that are not for the resource (i.e. table of contents, cover image, etc.)
  • If a record does not include any subject headings (6XX fields) or has repetitive subject headings
  • If there seem to be multiple matching records for the exact same item
  • If a record has the name of a series in the title field (245 $a)
  • If the record is accompanied by an incorrect icon or is missing an icon (It’s a DVD with a Blu-ray icon)


2.7. Multi-volume or Multi-part Sets

Single, Set, Series, or Serial?

Sometimes it can be challenging to sort out whether connected resources need to be cataloged on the same or separate bibliographic records and whether they should be cataloged as monograph parts or volumes.

Monograph: A resource consisting of a single volume. Monographs with the same content and format should almost always be cataloged on a single bib record.

Monograph Set: A resource consisting of multiple volumes with a pre-determined ending volume/date. These should be cataloged on one bibliographic record using the Monograph Parts feature in Evergreen.

Example: Set of encyclopedias, a television series on DVD.

Series: Independent monographs often tied together by some element like subject, author, publisher, etc., and often published on an ongoing (regular or irregular) basis. While they may have a collective title, these should be cataloged on separate records with only the title of the individual resource (not the series title) in the 245 field. Do NOT add series information in the 245. To be searchable, the series statement(s) must appear in the appropriate 490 and 8XX fields.

Example: Magic Tree House series by Mary Pope Osborne or A Song of Ice and Fire (Game of Thrones) series by George R. R. Martin.

Serial: A resource consisting of multiple volumes, which are released over time, usually at regular intervals,  with no set end date. These should be cataloged as volumes on one serial record.

Example: Our State magazine.


NOTE: Graphic novels should be cataloged as a series and not as a monograph (multi-volume) set. Each book should be cataloged on a separate bib record as an independent resource.


2.8. Use of Single Bib Record for Books

Books with the exact same content and in the same format should be combined on the same bibliographic record, even if non-content features such as binding, publisher, shape, size, and pagination differs. The intention is for the NC Cardinal catalog to be as patron friendly as possible to simplify searching, even in cases where official cataloging rules might recommend creating multiple separate records.


Do use a single bibliographic record for books when content is exactly the same to combine:

Hardcovers, trade paperbacks, and mass market paperbacks
Different publishers and pub dates  add a note in the 500 field: Publisher and paging may vary
Differences in shape, size, and pagination
Autographed books (a copy note can go on the item record)

Do NOT use a single bib record for books when the items differ from one another in the following ways:

  • Editions with different content (i.e. Special edition vs. No edition statement, First edition vs. Second edition or revised editions)
  • Different print sizes (i.e. Large print or Larger print vs. regular 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
  • Illustrated editions vs. text-only editions
  • Different illustrator or translator
  • Different format (i.e. E-book vs print material)

In these scenarios, a separate bib record is required.

2.9. Use of Single Bib Record for Audiobooks

Audiobooks with the exact same content and in the same format should be combined on the same bibliographic record, even if non-content features such as publisher or distributor differs. The intention is for the NC Cardinal catalog to be as patron friendly as possible to simplify searching, even in cases where official cataloging rules might recommend creating multiple separate records. 

Do use a single bibliographic record for audiobooks when content is exactly the same:

Same narrator
Length of recording is identical
Same number of discs
Same format

If the item you have in hand matches an existing record in NC Cardinal in terms of the content, but has a different publisher or distributor, you can attach your item to the existing record.

  • Add an 028 (with a $q note with the name of the entity responsible for the item in hand) even if 264 lists a different publisher.
  • Do NOT add another 264 2 for distributor.


Do NOT use a single bib record for audiobooks when the items differ from one another in the following ways:

Different narrator
Abridged vs unabridged
Additional special content (e.g. bonus disc, interview with author, etc.)
Different recording length or number of discs
Different format (e.g. MP3 vs standard audio CD vs e-audio)


In these scenarios, a separate bib record is required.

2.10. Videos

An item cataloger should always evaluate the format and features when selecting a record to attach their video item. Is the disc in hand a DVD or Blu-ray format? Is it widescreen or not? What special features are included? What is the publication date and publisher? These factors can constitute a significant difference in content and determine how items should be cataloged.

Ideally, videos should be cataloged on a bibliographic record that corresponds to the UPC of the item(s) and based on the information for that particular publication and packaging. However, movie publishers create many different promotional packages and combinations that do not always suit the circulation preferences of the purchasing library. Cataloging different formats (such as DVDs and Blu-Rays) on the same or different records affects the way that these items are able to circulate. If both DVDs and Blu-rays are cataloged on the same record, patrons who place holds on that record may get either disc format. This can be upsetting for patrons who may be expecting one format and get the other.

A library system that wishes to catalog and/or circulate materials differently than they are packaged by publishers should follow these standards:

  • If a library purchases a combo pack that includes both a DVD disc and a Blu-ray disc and the library intends to circulate both the DVD disc and the Blu-ray disc together as a set, the combo pack should be cataloged on a single bibliographic record using the Blu-ray/DVD combo MARC template.
  • If a library decides to break up a Blu-ray/DVD combo pack and circulate the DVD and Blu-ray discs separately, the two must be cataloged on separate bibliographic records using the DVD only and Blu-ray only MARC templates.* 
  • If a library decides to break up other packaged sets in the same format  e.g. television season or other set of DVDs or a pair of Blu-ray discs  to circulate pieces of the set separately, the packaged set must be cataloged on the same bibliographic record with the items separated using Monograph Parts.
  • Rental videos require a separate bibliographic record from standard editions because rentals usually do not include special features and have a different UPC number than standard editions. 


*Note: If a Bibliographic Cataloger makes substantial changes in Evergreen to a bibliographic record (e.g. creating 2 separate records for DVD and Blu-ray from one record for the set when splitting a combo pack), that cataloger must remove identifiers for the set from the resultant edited record(s)   028 (for the set), 035 (OCLC number)  before saving the edited record(s) to prevent incorrect matches to the edited record(s). It may be appropriate to leave the 024 $a for the UPC, so long as the $q notes that it is for the set. Add 500 $a note similar to "Also packaged as combo DVD/Blu-ray pack".


2.11. Magazines

There should only be one bibliographic record (title record) for each magazine series, which is shared by all libraries in the consortium. Do NOT create a separate record for each year, volume, name change, or other artificial subdivision. The bibliographic record should never contain system or branch specific holdings or local retention information.


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


Each new issue of the magazine can then be cataloged as a volume in the serial/periodical title record.


2.12. 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.


2.13. 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. The Unified Volume/Copy Creator opens.

4. A Classification and a Call Number appear for each volume.

Note: The Classification is derived from following setting in the Admin module: Admin → Local Administration → Library Settings Editor → Cataloging: Default Classification Scheme. The Call Number is derived from the MARC record.


5. Enter the number of volume records (call number records) in the # of volumes field.

6. You can add volume and copy information to each row individually or in batch. In the dark gray row, select a classification, prefix, call number, and suffix (if needed) from the drop down menus and apply those settings in batch to all of the volumes that you created. Click Apply. Or, change each field individually, as needed.

7. Create desired copies as explained in Add Copies section.


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.



2.14. Add Copies

  1. Enter the number of items that you want to add in the # of Copies field. The barcodes that you enter will populate in the Copy Editor in the bottom pane. 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 monograph parts, as needed. (See Add Monograph Parts for detailed instructions.)

     4. If desired, select an item template from the template drop down menu, and click Apply. Changes to copies appear in green.

     5. Make all necessary edits by using Tab or Enter to move through fields. Selecting the appropriate circulation modifier and shelving location is crucial for the correct function of circulation and hold policies.

              a. changing a field to the appropriate option and

              b. clicking the Apply button for every change.

     6. When finished making changes, click Create Volumes/Items button.

     7. Click OK. The Holdings Maintenance screen will refresh to show the addition of the volumes and copies.

     8. 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 Advanced Reader Copies, Donated Items, and Copy Notes 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 (however, manually changing the Copy Status will not trigger a search for active holds on the item). See New Copies and Holds.



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.



2.15. Monograph Parts

At the 2018 Cataloging Forum, cataloging representatives agreed that monograph parts must be used by any library that splits up and circulates separately the parts within a group of items cataloged on the same bib record. Patrons can only place title level holds on the entire bibliographic record in the OPAC. If a patron places a title hold on a bib record with parts cataloged separately without a monograph part label, the patron may not receive the particular item they want. If a library is splitting up items to circulate separately, the cataloger must assign each separate piece a monograph part label.

If the bibliographic record has items that are monograph parts and items that are the full set, the full set will be labeled "All Parts" by default in Evergreen. This means libraries which circulate the entire group of items together will no longer need to create a monograph part for the whole set, such as “All Discs”. Evergreen will assign those items the "All Parts" designation. Patrons can choose whether they want the full set or individual monograph parts for separate pieces.


The format of the monograph part label itself has a big impact on the way that holds can be placed on the items on each bibliographic record. Evergreen treats each label as a separate category when a hold is placed, so each new label created should be for a completely different subset of items. [see Example 2 below] It is important to use the controlled vocabulary below when creating and using monograph parts labels.


Example 1:

Bones: The Complete Second Season  — Full second season cataloged on same bib circulating together does not need "All Discs" monograph part label. Library that splits the season applies a monograph part label for each piece that circulates separately. 


Example 2:

Game of Thrones: The complete fifth season  Using two different labels, "Disc 1-3" and "v.1 Discs 1-3", for the same materials (discs 1, 2, and 3 of this season) means that these will be treated as separate items for holds. Since "Disc 1-3" follows the Controlled Vocabulary the two labels should be merged into "Disc 1-3" following the Merging Monograph Parts with Different Labels instructions below. The same is true for "Disc 4-5" and "v.2 Discs 4-5".



Monograph Parts and Holds

Monograph Parts 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. 

Since patrons can only place title level holds within the OPAC, if a cataloger splits a season into separate volume or item records, a patron's hold might be filled by any item on the bib record. So, if a full season of Game of Thrones on the same bibliographic record is separated into separate item records for the six individual discs without using monograph parts, the patron's hold could be filled by any of the discs at random. If the patron places a hold from home and gets disc 6 instead of disc 1, they will likely express frustration and complaints to staff.

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. Patrons are then able to use monograph parts to place a hold on the specific disc or set of discs they want.

Monograph Parts Labels

Catalogers from different library systems may choose to leave a season whole or separate into monograph parts. If separated, it is important that the labels used for the monograph parts on the bib record are the same. If catalogers use different labels for the same piece(s) of a set  — e.g. "DISC 1-3", "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:

v. 1: Discs 1-3

v. 2: Discs 4-5

v. 3: Discs 6-7


will not be grouped as potential holds with these parts:

Disc 1-3

Disc 4-5

Disc 6-7

because the labels are different. It is important to follow the same controlled vocabulary throughout the consortium, so that patrons who place monograph part holds have the highest number of potential target copies.


NC Cardinal Controlled Vocabulary for Monograph Parts Labels

At the 2018 Cataloging Forum, cataloging representatives agreed to use a controlled vocabulary for monograph parts labels. Evergreen treats each label as a separate entity for holds, so an item labels as monograph part "Disc 1-3" is not the same as the one labeled "DISCS 1-3". This means that a patron who wants to watch discs 1, 2, and 3, will not have the full group of potential copies unless those items are labeled exactly the same. 

  • Use the terminology on the item as the part label designation: Disc, Part, Volume (abbreviate to Vol.)
    • Example:  For DVDs/Blu-rays, only use the word "Disc" as the part label
    • Use Arabic or Roman numerals, based on the information on the item
    • Example: For “2017 Catalog of Federal Domestic Assistance: Volume 2”, use “Vol. 2” as the monograph part label

  • Use mixed case (not lower case or all caps)
    • Example: “Disc 1-3”, “Part 2”, "Vol. 7" (not "DISC 1-3" or "part 2")

  • Use label in the singular, even if there is more than one
    • Example: “Disc 1-2”, “Disc 4-6” (not "Discs 1-2", or "Discs 4-6")

  • Use Name #-# format [label name][space][number][hyphen][number]; no spaces before or after
    • Example: “Disc 1-2” (not " Disc 1+2 ", or "Disc 1 & 2")

  • Abbreviate “volume” as “Vol.”
    • Example: “Vol. 1”, “Vol. 2”, “Vol. 1-3” (not "volume 2")

More Examples:

For discs:

Disc 1

Disc 1-2

Disc 4-7

For volumes:

Vol. 1-2

Vol. I-VI

Vol. A-K

For parts:

Part I-III

Part 3-6

Part A-B


Create New Monograph Part Label

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

     3. Click New Monograph Part

     4. Enter the new label using the NC Cardinal specified controlled vocabulary, and click Save. This will create a list of monograph parts from which to choose when you create a volume and copy.

NOTE: Labels are shared by the consortium and must follow the controlled vocabulary specified above. If an existing label follows the controlled vocabulary and meets your needs, please use that existing label rather than creating another.


Create Monograph Part on New Item

     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.


Edit Existing Item for Monograph Part


  1. Right click on the item in the Holdings Maintenance screen.
  2. Select Replace Barcode from the Actions for this Record dropdown menu.
  3. Add/edit the monograph part in the box next to the barcode (as above) by selecting the desired label from the dropdown list.
  4. Click on the Re-barcode/Update Items button to save change.


Merging Monograph Parts with Different Labels

The monograph part list for a bibliographic record may diverge from the proscribed format, resulting in multiple labels for what are essentially the same item. For instance, Vol. 1 may have variants like V.1Vol 1, or  Vol. 1 (leading space). Merging parts will allow cataloging staff to collapse the variants into one value.

In the Monograph Parts display:

  1. Click the checkbox for all items you wish to merge including the one you wish to prevail when done.
  2. Click on the “Merge Selected” button. A pop-up window will list the selected items in a monospaced font, with blanks represented by a middle-dot character for more visibility.
  3. Click on the item you wish to prevail.

The undesired part labels will be deleted, and any copies that previously used those labels will now use the prevailing label.

There is currently a bug in Evergreen that does not move any holds for items with the deleted parts label to the prevailing label, so please manually move the holds to the prevailing label after merging.


2.16. Print Spine Labels

Printing Spine and Pocket Labels

Copy buckets may be used to group items requiring labels.

  1. Locate the correct copy bucket.

  2. Select Show Status.

  3. Items display in the Item Status screen.

  4. Select items requiring labels (hold the Ctrl key down and click the required items to select multiple items; if all items require labels, hold the Shift key down while clicking the first and last items in the list).

  5. Choose Actions for Selected Items → Print Spine Labels.

  6. The Spine Labels screen will display.

  7. Use the form on the left of the screen to modify spine and pocket label display.

  8. Select Re-Generate to view changes. (Checkbox selections are saved for a login, but Re-Generate must be clicked to view these changes. On line: selections are not saved.)

  9. Click Available Macros to view auto-fill options for custom lines.

  10. When finished, click Preview and Print.

  11. From the Print Preview screen, select Print Page.


Note: There are a number of devices that can print spine labels with Evergreen.


The BC Libraries Cooperative (another NC Cardinal consortium) has a video on printing spine labels in a sheet, in the Cataloging Evergreen Community playlist on our NC Cardinal YouTube channel.

2.17. 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 cataloging.

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.


Checkin Modifier

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:

Items, by default, will be targeted to fill a hold at the workstation branch where they are checked in. Normally, this is a good thing, as it limits transit times and costs. However when library systems catalog centrally, it can mean that items will always get checked in for the first time at the main branch and immediately target the next hold for pickup only at the main branch, never targeting holds at other branches until all holds at the main branch are satisfied (which might be a long time).

To mitigate that effect, you can send some of your new copies to other branches while they are still in an In process status. Let staff at each branch check the newly cataloged items in for the first time using the Retarget Local Holds checkin modifier above. 

Because these are still in an In process status, you will need to notify staff at the branch of the required special handling and wrap/label the items so that they are not checked in the usual way. You may even want to identify specific staff members at each branch to handle these items. The designated staff will need to be sure to uncheck the Retarget Local Holds checkin modifier after they finish scanning the In process items. Forgetting to do so can cause havoc with regular check ins, as checkin modifiers are “sticky” and will remain in place even after exiting and logging back into Evergreen.


Manual Retargeting

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.

DO NOT retarget more than one hold at a time and do not retarget a hold for any patron (line item) where a barcode is already listed as a target.


2.18. 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.


2.19. Editing and Deleting Items and Volumes

Volume and item records are owned at the branch level for each library system in NC Cardinal. You should never attempt to edit or delete volume or item records that belong to another library system.

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.

  1. 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.
  2. Highlight all items you wish to change.
  3. To change copy status, shelving location, circulating library, replace barcode, etc., select Edit Item Attributes from either Actions menu.
  4. Make and apply changes for each field (or apply an item template) and click Modify Copies button.

A better way to track changes you make 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.

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

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 first 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 or Reshelving, Discard/Weed, Damaged or On order.

Items with these copy statuses may be deleted:

Available: Item is ready for check out.
Reshelving: Temporary status indicating that item has recently been checked in. Automatically changes to Available status based on interval designated by the library system.
Discard/Weed: Item
Damaged: Marking an item Damaged on the Item Status screen essentially also checks the item in, if previously checked out to a patron. Since the transaction has been closed, the item may be deleted in a Damaged status. This retains any billing that may have been applied to the patron account. 
On order: Item has not been or will not be received by the library

Do NOT delete items with statuses indicating open transactions, such as Checked out, Lost, Long Overdue, Lost and Paid, In transit, or On holds shelf. These items MUST be scanned on the Check In screen to close the transaction before deleting. If you attempt to delete items in these statuses, you should receive a notification that you do not have permission to do so. No one in the consortium has permission to delete items that are in these statuses because doing so would negatively impact database recordkeeping and give inaccurate results in reports.

Items with these copy statuses may not be deleted:

Checked out: Open transaction in which an item is assigned to a patron account. Do not delete items while in this status.
Lost: Open transaction in which an item is assigned to a patron account and marked as lost based on interval designated by the library system. Do not delete items while in this status.
Long Overdue: Open transaction in which an item is assigned to a patron account and marked as long overdue based on interval designated by the library system. Do not delete items while in this status.
Lost and Paid: Open transaction in which an item is assigned to a patron account and marked as lost based on interval designated by the library system. Do not delete items while in this status.
In transit: Open transaction in which an item is moving from one library branch to another.  Do not delete items while in this status.
On holds shelf:  Open transaction in which an item is waiting for a specific patron to pick up the item from the library. Do not delete items while in this status.


Do NOT manually change the copy status from Checked out, Lost, Long Overdue, Lost and Paid, In transit, or On holds shelf to another (delete-able status) using the Item Attributes screen, 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 select the number of months they intend to leave items in a lost status, after which time 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.)

Do not change fines/fees on zero-balance LOST transaction: When an item has been marked lost and all fines/fees have been completely paid on the transaction, do not void or reinstate any fines/fees EVEN IF circ.void_lost_on_checkin and/or circ.void_lost_proc_fee_on_checkin are enabled.


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.



If an Item Cataloger deletes the last item on a bib record, the consortium library setting (to automatically delete the last bib record) triggers the automatic bib record deletion, even though the Item Cat does not have the permission to delete bib records. So, the Item Cat may see this message, but the bib record is still deleted and there is no cause for concern.



2.20. Cover Images

All the cover images in Evergreen come from Open Library based on the ISBN in the bibliographic record. Some covers are updated by bots and may use incorrect images. The only way to correct the image (as it appears in Evergreen) is to do so in Open Library. If this is something you would like to do, you can create a free account in Open Library and submit the correct cover image. It may take up to 24 hours for Open Library to update to the new image and for the correct image to show in the catalog.



3. Bibliographic Cataloging

3.1. Bibliographic Cataloging Assessment




Please click on the button above to go to SurveyMonkey. The Bibliographic Cataloging assessment is open book, so we encourage you to use the Cataloging Best Practices knowledge book and any notes from the recent training workshops. These are individual assessments, so you should not be collaborating on the answers with colleagues while taking the assessment. You can scroll through the entire list of questions to edit any answer until you hit the Done button at the end, so please check your answers carefully before completing the assessment.

We will be checking results regularly, so staff who achieve a passing score will receive an official confirmation email from us within a week or so. There will be no negative consequences for staff who do not get a passing score at first, and they are free to take it again immediately or at a later time and as many times as they want to/need to. After January 2019, any staff who have not yet passed can be working with a Bibliographic Cataloger who has passed both assessments, is actively supervising their work, and teaching what they need to pass the assessment(s).

Printable reference document for assessment questions.

3.2. Bibliographic Cataloging Training Slides

Click on the slide (above) to see this presentation.

3.3. 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. Always check the MARC Editor box and ensure that the record you are bringing in/overlaying is accurate and meets Cataloging Best Practice standards.


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. Make sure that the MARC Editor button is checked.
  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. Make sure that the MARC Editor button is checked.
  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.

3.4. Pre-Processing/On-Order Materials

Many library systems use brief records for pre-processing or on-order materials. A brief on-order should include:

  • Title and author information and
  • ISBN number(s)

NOTE: If you are adding an item or volume record and encounter a brief title 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.

Please refer to the NC Cardinal MARC Record Templates for the type of item you are adding, as these outline the minimum tags recommended for a “good” MARC record for each. 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, form, audience, and year(s). 

 

  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.


3.5. 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. If you have set up a Holdings Code in the vendor profile for loading order records during Acquisitions, use the “Orders” Merge Profile. This profile is available for all NC Cardinal and will replace 901c and 961 fields. In most other 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.


3.6. 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. 

Catalogers should not be overlaying existing records in batch. As explained below, the Match-Only Merge  profile will import holdings onto existing matching records and a cataloger can select Import Non-Matching Records to bring in records that are not yet in the catalog. Before overlaying any existing record in the NC Cardinal catalog, a cataloger should always examine that record individually (from their queue) to ensure they are only overlaying brief records (never over an existing record, unless it is very poor). Otherwise, the additions and enhancements made to the record by previous cataloger(s) and/or our authorities vendor would be wiped away.

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). Catalogers should not be overlaying existing records in batch. The Match-Only Merge  profile will import holdings onto existing matching records and a cataloger can select Import Non-Matching Records (below) to bring in records that are not yet in the catalog. they can examine records in their queue to individually overlay brief records (never over an existing record, unless it is very poor), as needed.

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 import 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.

3.7. Electronic 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.

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 $x 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 $x 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.


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. Examples: $xnckids, $xncdl, $xeinc

  • If your vendor records do not already include the $9 and $x information, you can use MarcEdit software to make these changes in batch before import. Otherwise, you must be sure to make these changes to each record after import.

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 software.

   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.

3.8. 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


3.9. 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.


3.10. 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.


3.11. 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.

3.12. Duplicate Records and Merging

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 improved or multiple records already exist in the cataloging for the exact same materials or materials with the same content, but with a different publisher or distributor, a bibliographic cataloger should carefully evaluate the record before making changes or merging the duplicate 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.


3.13. 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. See Videos section.

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


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


3.14. 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] in the 245. 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.

3.15. 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 Record Templates.

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


Books:

CDs:

DVDs:

Serials:

3.16. Deleting Bibliographic Records

Deleting Title (MARC) Records

Manual Deletion

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 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.


Item Cataloger Deletes Last Item

If an Item Cataloger deletes the last item on a bib record, the consortium library setting (to automatically delete the last bib record) triggers the automatic bib record deletion, even though the Item Cat does not have the permission to delete bib records. So, the Item Cat may see this message, but the bib record is still deleted and there is no cause for concern.


Undelete

When a bibliographic record is deleted, Evergreen automatically removes it from search tables. In order to retrieve a deleted record, you must know the Database ID. If you ever need to undelete a record, please put in a help ticket, as undeleting does not restore the record to search tables, and it will not be retrieved in search results until those connections are restored.



4. MARC Record Templates

4.1. Audio Fiction

Fixed Field Value

Comment
Type i


BLvl m


Desc i

RDA coding
Elvl 1


Srce d


Audn e

e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt f

fiction
DtSt s

s = single (pub) date ; t = pub date & copy right date differ
Lang eng

eng = English ; change as appropriate
Date1 yyyy

pub date
Date2 yyyy

copy right date










Tag Ind 1 Ind 2 Variable Fields Comment
007

sd\fsngnnmmneu In Evergreen, subfield labels do not display. No indicators.
008

070502s\\\\\\\\\\\\\\\\\\\\\\\f\1\\eng\d Integrated with fixed fields ; sample shown
020

$a ISBN
082 0 4 $a$c Dewey call number
100 1
$a$d use $d as needed ; use $e relationship designator as appropriate
245 1 0 $a$h[sound recording] /$c Ind 2 varies depending on lead word in title
250

$a As needed
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a$b$c
336

$aspoken word$bspw$2rdacontent
337

$aaudio$bs$2rdamedia
338

$aaudio disc$bsd$2rdacarrier
344

$adigital$boptical$2rda
347

$aaudio file$bCD audio$2rda
490 1
$a$v Series name, if applicable ; Use Ind1 = 0 if no authority record exists for series
500

$a As needed
511 0
$a Use Ind1 = 1 if listing only cast names
520

$a
650
0 $a$vFiction LOC subject heading indicator
655
7 $a LOC genre heading
700 1
$a$d Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
800 1
$a$d$t Authority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830

$a Authority Controlled Series Title w/out Author Name ; transcribe exactly as it appears in authority record


4.2. Audio Nonfiction

Fixed Field Value

Comment
Type i


BLvl m


Desc i

RDA coding
Elvl 1


Srce d


Audn e

e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt other

Type of nonfiction ; see below*
DtSt s

s = single (pub) date ; t = pub date & copy right date differ
Lang eng

eng = English ; change as appropriate
Date1 yyyy

pub date
Date2 yyyy

copy right date








*LTxt Values



a autobiography



b biography



c conference proceedings



e essays



g reporting



h history



i instruction



j language instruction



l lectures, speeches



m memoirs



t interviews



z other





Tag Ind 1 Ind 2 Variable Fields Comment
007

sd\fsngnnmmneu In Evergreen, subfield labels do not display. No indicators.
008

070502s\\\\\\\\\\\\\\\\\\\\\\\h\1\\eng\d Integrated with fixed fields ; sample shown
020

$a ISBN
082 0 4 $a$c Dewey call number
100 1
$a$d use $d as needed ; use $e relationship designator as appropriate
245 1 0 $a$h[sound recording] /$c Ind 2 varies depending on lead word in title
250

$a As needed
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a$b$c
336

$aspoken word$bspw$2rdacontent
337

$aaudio$bs$2rdamedia
338

$aaudio disc$bsd$2rdacarrier
344

$adigital$boptical$2rda
347

$aaudio file$bCD audio$2rda
490 1
$a$v Series name, if applicable ; Use Ind1 = 0 if no authority record exists for series
500

$a As needed
511 0
$a Use Ind1 = 1 if listing only cast names
520

$a
650
0 $a$vFiction LOC subject heading indicator
655
7 $a LOC genre heading
700 1
$a$d Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
800 1
$a$d$t
Authority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830

$a
Authority Controlled Series Title w/out Author Name ; transcribe exactly as it appears in authority record


4.3. Blu-ray only

Fixed Field Value

Comment
Type g


BLvl m


Desc i

RDA coding
TMat v


Elvl 1


Srce d


Fest 0


Audn e

e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt s

s = single (pub) date ; t = pub date & copy right date differ
Lang eng

eng = English ; change as appropriate
Date1 yyyy

pub date
Date2 yyyy

copy right date










Tag Ind 1 Ind 2 Variable Fields Comment
007

vd\csaizq In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008

130124s\\\\\\\\\\\\\\\e\\\\\\\\\\v\eng\d Integrated with fixed fields ; sample shown
020

$a ISBN (if applicable)
024 1
$a UPC
028 5 2 $a$b Publisher Number
082 0 4 $a$c Dewey call number
245 1 0 $a$h[videorecording] /$c Ind 2 varies depending on lead word in title
250

$a As needed
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a1 videodisc (xx minutes) :$bsound, color ;$c4 3/4 in. Example shown
336

$atwo-dimensional moving image$btdi$2rdacontent
337

$avideo$bv$2rdamedia
338

$avideodisc$bvd$2rdacarrier
344

$adigital$boptical$2rda
347

$avideo file$bBlu-Ray$2rda
380

Motion picture For feature films = Motion picture ; for TV shows = Television program
500

$a As needed
508

$a Production credits
511 1
$a Only list cast member names
520

$a
521 8
$a Film rating
538

$aBlu-ray ; requires Blu-ray player Other example: Blu-ray, widescreen presentation, region A, Dolby Digital, 1080p high definition
650
0 $a$vFiction LOC subject heading indicator
655
7 $a LOC genre heading
700 1
$a$d Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
710 2
$a production company













*007 Information



$a = Category of Material (00) v = videorecording



$b = Specific material designation (01) d = DVD & Blu-ray ; f = VHS



$d = Color (03) b = b&w ; c = color ; m = mixed



$e = Video recording format (04) v = DVD ; s = Blu-ray ; b = VHS



$f = Sound on medium or separate (05) a = sound on medium ; if there is no sound, leave off $f



$g = Medium for sound (06) i = DVD & Blu-ray ; h = VHS ; no $g if there is no sound



$h = Dimensions (07) z = DVD & Blu-ray ; o = VHS



$i = Configuration of playback channels (08) q = multi-channel ; s = stereo ; m = mono ; u = unknown


4.4. Blu-ray/DVD combo

Fixed Field Value

Comment
Type g


BLvl m


Desc i

RDA coding
TMat v


Elvl 1


Srce d


Fest 0


Audn e

e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt s

s = single (pub) date ; t = pub date & copy right date differ
Lang eng

eng = English ; change as appropriate
Date1 yyyy

pub date
Date2 yyyy

copy right date










Tag Ind 1 Ind 2 Variable Fields Comment
007

vd\csaizq In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
007

vd\cvaizq In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008

130124s\\\\\\\\\\\\\\\e\\\\\\\\\\v\eng\d Integrated with fixed fields ; sample shown
020

$a ISBN (if applicable)
024 1
$a$q(combo pack) UPC in $a
028 5 2 $a$b Publisher Number
082 0 4 $a$c Dewey call number
245 1 0 $a$h[videorecording] /$c Ind 2 varies depending on lead word in title
250

$a[Blu-ray/DVD combo]
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$ax Blu-ray videodisc(s) (xx minutes) :$bsound, color ;$c4 3/4 in. +$ex DVD videodisc(s) :$bsound, color ;$c4 3/4 in.
336

$atwo-dimensional moving image$btdi$2rdacontent
337

$avideo$bv$2rdamedia
338

$avideodisc$bvd$2rdacarrier
344

$adigital$boptical$2rda
347

$avideo file$bBlu-Ray$2rda
347

$avideo file$bDVD video$2rda
380

Motion picture For feature films = Motion picture ; for TV shows = Television program
500

$aBlu-ray/DVD combo pack May add other =500 tags as needed
508

$a Production credits
511 1
$a Only list cast member names
520

$a
521 8
$a Film rating
538

$aBlu-ray ; requires Blu-ray player Other example: Blu-ray, widescreen presentation, region A, Dolby Digital, 1080p high definition
538

$aDVD, region 1, widescreen presentation, Dolby Digital 5.0. Example shown
650
0 $a$vFiction LOC subject heading indicator
655
7 $a LOC genre heading
700 1
$a$d Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
710 2
$a production company













*007 Information



$a = Category of Material (00) v = videorecording



$b = Specific material designation (01) d = DVD & Blu-ray ; f = VHS



$d = Color (03) b = b&w ; c = color ; m = mixed



$e = Video recording format (04) v = DVD ; s = Blu-ray ; b = VHS



$f = Sound on medium or separate (05) a = sound on medium ; if there is no sound, leave off $f



$g = Medium for sound (06) i = DVD & Blu-ray ; h = VHS ; no $g if there is no sound



$h = Dimensions (07) z = DVD & Blu-ray ; o = VHS



$i = Configuration of playback channels (08) q = multi-channel ; s = stereo ; m = mono ; u = unknown


4.5. DVD only

Fixed Field Value

Comment
Type g


BLvl m


Desc i

RDA coding
TMat v


Elvl 1


Srce d


Audn e

e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt s

s = single (pub) date ; t = pub date & copy right date differ
Lang eng

eng = English ; change as appropriate
Date1 yyyy

pub date
Date2 yyyy

copy right date










Tag Ind 1 Ind 2 Variable Fields Comment
007

vd\cvaizq In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008

130124s\\\\\\\\\\\\\\\e\\\\\\\\\\v\eng\d Integrated with fixed fields ; sample shown
020

$a ISBN (if applicable)
024 1
$a UPC
028 5 2 $a$b Publisher Number
082 0 4 $a$c Dewey call number
245 1 0 $a$h[videorecording] /$c Ind 2 varies depending on lead word in title
250

$a As needed
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a1 videodisc (xx minutes) :$bsound, color ;$c4 3/4 in. Example shown
336

$atwo-dimensional moving image$btdi$2rdacontent
337

$avideo$bv$2rdamedia
338

$avideodisc$bvd$2rdacarrier
344

$adigital$boptical$2rda
347

$avideo file$bDVD video$2rda
380

Motion picture For feature films = Motion picture ; for TV shows = Television program
500

$a As needed
508

$a Production credits
511 1
$a Only list cast member names
520

$a
521 8
$a Film rating
538

$aDVD, region 1, widescreen presentation, Dolby Digital 5.0. Example shown
650
0 $a$vFiction LOC subject heading indicator
655
7 $a LOC genre heading
700 1
$a$d Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
710 2
$a production company













*007 Information



$a = Category of Material (00) v = videorecording



$b = Specific material designation (01) d = DVD & Blu-ray ; f = VHS



$d = Color (03) b = b&w ; c = color ; m = mixed



$e = Video recording format (04) v = DVD ; s = Blu-ray ; b = VHS



$f = Sound on medium or separate (05) a = sound on medium ; if there is no sound, leave off $f



$g = Medium for sound (06) i = DVD & Blu-ray ; h = VHS ; no $g if there is no sound



$h = Dimensions (07) z = DVD & Blu-ray ; o = VHS



$i = Configuration of playback channels (08) q = multi-channel ; s = stereo ; m = mono ; u = unknown


4.6. Large Print Fiction

Fixed Field Value

Comment
Type a


BLvl m


Desc i

RDA coding (older non-RDA records are "a" here instead of "i")
Elvl (various)

Encoding level.
Form d

Indicates large print ; creates icon in OPAC
Ills


illustrations (blank if none) ; right click for options
Srce d

shows source of cataloging info. (various values)
Conf 0


Fest 0


Audn e

e = adults ; j = juvenile ; d = adolescent ; g = general
LitF 1

fiction (1=unspecified fiction, f=novel)
DtSt s

s = single (pub) date ; right click for options
Indx 0

Index? 0=No
Lang eng

eng = English ; change as appropriate
Ctry


Country (and state if US) ; right click for options
Date1 yyyy

year of publication
Date2


year of original publication if a reprint/reissue (leave blank if not applicable)





Tag Ind 1 Ind 2 Variable Fields Comment
008

070502r\\\\\\\\\\\\\\\\\\\\\\000\0\eng\d Integrated with grid info. ; sample shown (spacing of characters is CRITICAL)
010

$a LCCN - Library of Congress Control Number
020

$a ISBN - International Standard Book Number
035

$a Not part of our templates, but if it is present on an imported record, retin it (OCLC number)
082 0 4 $a$c Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
100 1
$a$d use $d as needed for author dates, per authority record; use $e relationship designator as appropriate
245 1 0 $a$b$h[Large print]$c Ind1=1 means there is a 100 line above (i.e., not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many characters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
250

$aLarge print edition. Edition statement (usually=Large print edition.)
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a$b$c Physical characteristics
336

$atext$btxt$2rdacontent
337

$aunmediated$bn$2rdamedia
338

$avolume$bnc$2rdacarrier
340

$nlarge print$2rda
490 1
$a$v Series name, if applicable ; Use with tag 800 or 830 ; check authority record for series name.
500

$a General note, as needed
520

$a If no brief description exists, create one
650
0 $a$vFiction LOC subject heading indicator. Must use LOC controlled vocabulary for these subject headings
655
0 $a LOC genre heading (=Large type books)
700 1
$a$d$e Added author entry, Ind1 = surname first ; only use $d as needed, per authority record; use $e relationship designator as applicable
800 1
$a$d$t$v Authority Controlled Series Title w/ author name and dates, and volume number, as appropriate; transcribe exactly as it appears in authority record
830
0 $a$v Authority Controlled Series Title w/out Author Name, as appropriate ; transcribe exactly as it appears in authority record (volume number as appropriate)


4.7. Large Print Nonfiction

Fixed Field Value

Comment
Type a


BLvl m


Desc i

RDA coding (older non-RDA records are "a" here instead of "i")
Elvl (various)

Encoding level.
Form d

Indicates large print ; creates icon in OPAC
Ills


illustrations; right click for options.
Srce d

shows source of cataloging info. (various values)
Conf 0


Fest 0


Audn e

e = adults ; j = juvenile ; d = adolescent ; g = general
LitF 0

0=nonfiction
DtSt s

s = single (pub) date ; right click for options
Indx 0 or 1

Index? 0=No, 1=Yes
Lang eng

eng = English ; change as appropriate
Ctry


Country (and state, if US) ; right click for options.
Date1 yyyy

year of publication
Date2


year of original publication if a reprint or re-issue (leave blank if not applicable)





Tag Ind 1 Ind 2 Variable Fields Comment
008

070502r\\\\\\\\\\\\\\\\\\\\\\000\0\eng\d Integrated with grid info. ; sample shown (spacing of characters is CRITICAL)
010

$a LCCN - Library of Congress Control Number
020

$a ISBN - International Standard Book Number
035

$a Not part of our templates, but if it is present on an imported record, retain it. (OCLC number)
082 0 4 $a$c Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
100 1
$a$d use $d as needed for author dates, per authority record; use $e relationship designator as appropriate
245 1 0 $a$b$h[Large print]$c Ind1=1 means there is a 100 line above (i.e., not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many characters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
250

$aLarge print edition. Edition statement (usually=Large print edition)
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a$b$c physical charcteristics
336

$atext$btxt$2rdacontent
337

$aunmediated$bn$2rdamedia
338

$avolume$bnc$2rdacarrier
340

$nlarge print$2rda
490 1
$a$v Series name, if applicable ; use with tag 800 or 830 ; check authority record for series name.
500

$a As needed
504

$a Bibliography? If so, "Includes bibliography (page numbers)."
505 0
$a Contents. Separate by double hyphen.
520

$a If no brief description exists, create one
650
0 $a and various Must use LC controlled vocabulary for these subject headings
655
0 $aLarge type books LC genre heading (=Large type books)
700 1
$a$d$e Added author entry, Ind1 = surname first ; only use $d as needed, per authority record; use $e relationship designator as applicable
800 1
$a$d$t$v Authority Controlled Series Title w/ author name and dates, and volume number, as appropriate; transcribe exactly as it appears in authority record
830
0 $a$v Authority Controlled Series Title w/out Author Name, as appropriate ; transcribe exactly as it appears in authority record (volume number as appropriate)


4.8. Launchpad

Fixed Field Value

Comment
Type m


BLvl m


Desc i


Elvl 5


Srce d


Audn


j = juvenile d=ya
DtSt


s = single (pub) date ; t = pub date & copy right date differ
Lang eng


Date1



Date2



Ctry ohu

All "launchpads" are made by Findaway World in Ohio.





Tag Ind 1 Ind 2 Variable fields Comment
007

cs\czannnuuuun\
020



028

$a$bFindaway World $a number is found on the playaway case
082



245

$helectronic resource
250



264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

1 Launchpad tablet :$b digital, sound, color ;$c20 x 13 cm + $e1 USB charging cord and 1 adapter (in case _x_).
336

$acomputer program$bcop$2rdacontent
336

$atwo-dimensional moving image$btdi$2rdacontent
337

$acomputer$bc$2rdamedia.
338

$aother$bcz$2rdacarrier.
380

$aTablet computer
500

$aIssued on Playaway Launchpad, a pre-loaded learning tablet.
500

$aContent and/or functionality of apps on this tablet may have been modified for use on this device.
500

$aEarphones not required for audio playback.
500

$aDevice does not have Internet connectivity.
500

$aIndividual apps contained on this device may vary.
500

$aIncludes: customizable avatar for children and display detailing usage statistics for parents.
520



521 1

Ages
521 2

Grades
650
0 Educational games.
650
0 Educational games.
650
0 Mobile apps.
710 2
$aFindaway World, LLC.


4.9. MP3

Fixed Field Value

Comment
Type i


BLvl m


Desc i

RDA coding
Elvl 1


Srce d


Audn choose

e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt choose

f = fiction or 0 = nonfiction
DtSt s

s = single (pub) date ; t = pub date & copyright date differ
Lang eng

eng = English ; change as appropriate
Date1 yyyy

single known date / publication date
Date2 yyyy

copyright date










Tag Ind 1 Ind 2 Variable Fields Comment
007


In Evergreen, subfield labels do not display. No indicators.
008

070502s\\\\\\\\\\\\\\\\\\\\\\\f\1\\eng\d Integrated with fixed fields ; sample shown
020

$a ISBN
028 5 2 $a$b Publisher Number
082 0 4 $a Dewey call number
100 1
$a$d$e use $d as needed ; use $e relationship designator as appropriate
245 1 0 $a$h[sound recording] /$c Ind 2 varies depending on lead word in title
250

$a Edition Statement as needed
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a$b$c
336

$aspoken word$bspw$2rdacontent
337

$aaudio$bs$2rdamedia
338

$aaudio disc$bsd$2rdacarrier
344

$adigital$boptical$2rda
347

$aaudio file$bMP3 audio$2rda
490 1
$a$v Series name, if applicable ; Use Ind1 = 0 if no authority record exists for series (untraced)
500

$a As needed
511 0
$a Use Ind1 = 1 if listing only cast names
520

$a
538

$a Add system note: "System requirements: CD/MP3 player, or PC with MP3-capable software."
650
0 $a$vFiction Ind2=0 for Library of Congress Subject Headings (LCSH)
655
7 $a Ind2 = 7 for Source Specified in $2 (use lcgft or gsafd)
700 1
$a$d Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
800 1
$a$d$t Authority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830

$a Authority Controlled Series Title w/out Author Name ; transcribe exactly as it appears in authority record


4.10. Music CD

Fixed Field Value

Comment
Type j


BLvl m


Desc i

RDA coding
Elvl 1


Srce d


Audn e

e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt s

s = single (pub) date ; t = pub date & copy right date differ
Indx 0


Lang eng

eng = English ; change as appropriate
Date1 yyyy

pub date
Date2 yyyy

copy right date










Tag Ind 1 Ind 2 Variable Fields Comment
007

sd\fsngnnmmneu In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008


Integrated with fixed fields ; sample shown
020

$a ISBN, if applicable
024 1
$a UPC
028 5 2 $a Publisher Number
082 0 4 $a$c Dewey call number
100 1
$a$d Use for artist only if ALL lyrics and music are written or co-written by artist
245 1 0 $a$h[sound recording] /$c Ind 2 varies depending on lead word in title
250

$a As needed
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a$b$c
336

$aperformed music$bprm$2rdacontent
337

$aaudio$bs$2rdamedia
338

$aaudio disc$bsd$2rdacarrier
344

$adigital$2rda
347

$aaudio file$bCD audio$2rda
500

$a As needed
511 0
$a Use Ind1 = 1 if listing only cast names
520

$a
650
0 $aMusic$v Use LOC form subdivisions for $v
655
7 $a LOC genre heading, as applicable
700 1
$a$d Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable













*007 Information



$a = Category of material (00) s = sound recording



$b = Specific material designation (01) d = sound disc



$d = Speed (03) f = compact disc is 1.4 m/sec



$e = Configuration of playback channels (04) q = mutli-channel ; s = stereo ; m = mono ; u = unknown



$f = Groove width/groove pitch (05) n = not applicable



$g = Dimensions (06) g = 4 3/4 in. (12 cm)



$h = Tape width (07) n = not applicable



$i = Tape configuration (08) n = not applicable



$j = Kind of disc, cylinder, or tape (09) m = mass/commerically produced ; u = unknown ; z = other



$k = Kind of material (10) m = plastic with metal



$l = Kind of cutting (11) n = not applicable



$m = Special playback characteristics (12) e = digital recording



$n = Capture and storage techniques (13) d = digital (most new CDs) ; u = unknown ; e = pre-CD ; b = music releasded before 1940 ; a = music released before 1929


4.11. Playaway

Fixed Field Value

Comment
Type i


BLvl m


Desc i

RDA coding
Elvl 1


Srce d


Audn choose

e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt choose

f = fiction or 0 = nonfiction
DtSt s

s = single (pub) date ; t = pub date & copyright date differ
Lang eng

eng = English ; change as appropriate
Date1 yyyy

single known date / publication date
Date2 yyyy

copyright date










Tag Ind 1 Ind 2 Variable Fields Comment
007

cz\nza
sz\zunznnnzned
Playaways require two 007 fields as shown.
In Evergreen, subfield labels do not display. No indicators.
008

140321s\\\\\\\\\\\\\\\\\\\\\\\f\\\\eng\d Integrated with fixed fields ; sample shown
020

$a ISBN
028 5 2 $a$b Publisher Number
082 0 4 $a Dewey call number
100 1
$a$d$e Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
245 1 0 $a$h[playaway] /$c Ind 2 varies depending on lead word in title
250

$a Edition Statement as needed
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a$b$c
336

$aspoken word$bspw$2rdacontent
337

$aaudio$bs$2rdamedia
337

$acomputer$bc$2rdamedia
338

$aother computer carrier$bcz$2rdacarrier

344

$adigital$bnon-volatile flash memory$2rda

347

$aaudio file$2rda
490 1
$a$v Series name, if applicable ; Use Ind1 = 0 if no authority record exists for series (untraced)
500

$a As needed
511 0
$a Use Ind1 = 1 if listing only cast names
520

$a
538

$a Add system note: "Issued on Playaway, a dedicated audio media player."
650
0 $a$v Ind2=0 for Library of Congress Subject Headings (LCSH)
655
7 $a$2 Ind2 = 7 for Source Specified in $2 (use lcgft or gsafd)
700 1
$a$d Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
800 1
$a$d$t Authority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830

$a Authority Controlled Series Title w/out Author Name ; transcribe exactly as it appears in authority record


4.12. Print Fiction

Fixed Field Value

Comment
Type a


BLvl m


Desc i

RDA coding (older non-RDA records are "a" here instead of "i")
Elvl (various)

Encoding level.
Form


(usually blank unless Large print, which requires a different template)
Ills


illustrations--blank if none, right click for options
Srce d

shows source of cataloging info. (various values)
Conf 0


Fest 0


Audn


e = adults ; j = juvenile ; d = adolescent ; g = general
LitF 1

fiction (1=unspecified fiction, f=novel)
DtSt s

s = single (pub) date ; right click for options
Indx 0

Index? 0=No
Lang eng

eng = English ; change as appropriate
Ctry


Country (and state if US) ; right click for options
Date1 yyyy

year of publication
Date2


year of original publication if a reprint/reissue (leave blank if not applicable)





Tag Ind 1 Ind 2 Variable Fields Comment
008

070502r\\\\\\\\\\\\\\\\\\\\\\000\0\eng\d Integrated with grid info. ; sample shown (spacing of characters is CRITICAL)
010

$a LCCN - Library of Congress Control Number
020

$a ISBN - International Standard Book Number
035

$a Not part of our templates, but if it is present on an imported record, retain it. (OCLC number)
082 0 4 $a$c Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
100 1
$a$d use $d as needed for author dates, per authority record; use $e relationship designator as appropriate
245 1 0 $a$b$c Ind1=1 means there is a 100 line above (ie, not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many charcters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
250

$a Edition statement, as needed
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a$b$c physical characteristics
336

$atext$btxt$2rdacontent
337

$aunmediated$bn$2rdamedia
338

$avolume$bnc$2rdacarrier
490 1
$a$v Series name, if applicable ; use with tag 800 or 830; check authority record for series name
500

$a General note, as needed
520

$a If no brief description exists, create one
650
0 $a$vFiction LC subject heading indicator. Must use LC controlled vocabulary for these subject headings
700 1
$a$d$e Added author entry, Ind1 = surname first ; only use $d as needed, per authority record; use $e relationship designator as applicable
800 1
$a$d$t$v Authority Controlled Series Title w/ author name and dates, and volume number, as appropriate; transcribe exactly as it appears in authority record
830
0 $a$v Authority Controlled Series Title w/out Author Name, as appropriate ; transcribe exactly as it appears in authority record (volume number as appropriate)


4.13. Print Nonfiction

Fixed Field Value

Comment
Type a


BLvl m


Desc i

RDA coding (older non-RDA records are "a" here instead of "i")
Elvl (various)

Encoding level.
Form


(usually blank unless Large print, which requires a different template)
Ills


illustrations ; right click for options
Srce d

shows source of cataloging info. (various values)
Conf 0


Fest 0


Audn


e = adults ; j = juvenile ; d = adolescent ; g = general
LitF 0

0=nonfiction
DtSt s

s = single (pub) date ; right click for options
Indx 0 or 1

Index? 0=No, 1=Yes
Lang eng

eng = English ; change as appropriate
Ctry


Country (and state, if US) ; right click for options
Date1 yyyy

year of publication
Date2


year of original publication if a reprint/reissue (leave blank of not applicable)










Tag Ind 1 Ind 2 Variable Fields Comment
008

070502r\\\\\\\\\\\\\\\\\\\\\\000\0\eng\d Integrated with grid info. ; sample shown (spacing of characters is CRITICAL)
010

$a LCCN - Library of Congress Control Number
020

$a ISBN - International Standard Book Number
035

$a Not part of our templates, but if it is present on an imported record, retain it (OCLC number)
082 0 4 $a$c Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
100 1
$a$d use $d as needed for author dates, per authority record ; use $e relationship designator as appropriate
245 1 0 $a$b$c Ind1=1 means there is a 100 line above (ie, not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many charcters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
250

$a Edition statement, as needed
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a$b$c physical characteristics
336

$atext$btxt$2rdacontent
337

$aunmediated$bn$2rdamedia
338

$avolume$bnc$2rdacarrier
490 1
$a$v Series name, if applicable ; use with tag 800 or 830; check authority record for series name
500

$a General note, as needed
504

$a Bibliography? If so, "Includes bibliography (page numbers)."
505 0
$a Contents. Separate by double hyphen.
520

$a If no brief description exists, create one
650
0 $a LC subject heading indicator. Must use LC controlled vocabulary for these subject headings
700 1
$a$d$e Added author entry, Ind1 = surname first ; only use $d as needed, per authority record; use $e relationship designator as applicable
800 1
$a$d$t$v Authority Controlled Series Title w/ author name and dates, and volume number, as appropriate; transcribe exactly as it appears in authority record
830
0 $a$v Authority Controlled Series Title w/out Author Name, as appropriate ; transcribe exactly as it appears in authority record (volume number as appropriate)


4.14. Vox

Fixed Field Value

Comment
Type a


BLvl m


Desc i

RDA coding
Elvl 1

Encoding level.
Form


(usually blank unless Large print, which requires a different template)
Ills


illustrations--blank if none, right click for options
Srce d

shows source of cataloging info. (various values)
Conf 0


Fest 0


Audn choose

e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt choose

f = fiction or 0 = nonfiction
DtSt s

s = single (pub) date ; t = pub date & copyright date differ
Indx 0

Index? 0=No
Lang eng

eng = English ; change as appropriate
Ctry yyyy

Country (and state if US) ; right click for options
Date1 yyyy

single known date / publication date
Date2 yyyy

copyright date





Tag Ind 1 Ind 2 Variable Fields Comment
007

cs\nzannnuunun In Evergreen, subfield labels do not display. No indicators.
008

130604t20152013ilua\\\b\\\\\\000\1\eng\d Integrated with fixed fields ; sample shown
020

$a$q(VOX audio-enabled) ISBN; Add $q
082 0 4 $a Dewey call number
100 1
$a$d$e Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
245 1 0 $a$h[VOX audio-enabled] /$c Ind 2 varies depending on lead word in title
250

$a Edition Statement = "VOX audio-enabled book"
264
1 $a$b$c Publisher Info ; if record has 260, replace with 264
300

$a$b$c$e Add $e1 attached audio media player
336

$atext$btxt$2rdacontent
336

$astill image$bsti$2rdacontent
336

$aspoken word$bspw ‡2rdacontent
337

$aunmediated$bn$2rdamedia
337

$acomputer$bs$2rdamedia
338

$avolume$bnc$2rdacarrier
338

$aother computer carrier$2rdacarrier
344

$adigital$2rda
347

$aaudio file$2rda
490 1
$a$v Series name, if applicable ; Use Ind1 = 0 if no authority record exists for series (untraced)
500

$a As needed
511 0
$a Use Ind1 = 1 if listing only cast names
520

$a
650
0 $a$v Ind2=0 for Library of Congress Subject Headings (LCSH)
655
7 $a$2 Ind2 = 7 for Source Specified in $2 (use lcgft or gsafd)
700 1
$a$d Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
800 1
$a$d$t Authority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830

$a Authority Controlled Series Title w/out Author Name ; transcribe exactly as it appears in authority record


5. Acquisitions 3.1

5.1. When should libraries consider using acquisitions?

  • When you want to track spending of your collections budget.
  • When you want to use Evergreen to place orders electronically with your vendors.
  • When you want to import large batches of records to quickly get your on-order titles into the system.

If your library simply wants to add on-order copies to the catalog so that patrons can view and place holds on titles that have not yet arrived, acquisitions may be more than you need. Adding those on-order records via cataloging is a simpler option that works well for this use case.

Below are the basic administrative settings to be configured to get started with acquisitions. At a minimum, a library must configure Funding SourcesFunds, and Providers to use acquisitions


5.2. Managing Funds

Funding Sources (Required)

Funding sources allow you to specify the sources that contribute monies to your fund(s). You can create as few or as many funding sources as you need. These can be used to track exact amounts for accounts in your general ledger.

Example funding sources might be:

  • A municipal allocation for your materials budget;
  • A trust fund used for collections;
  • A revolving account that is used to replace lost materials;
  • Grant funds to be used for collections.

Funding sources are not tied to fiscal or calendar years, so you can continue to add money to the same funding source over multiple years, e.g. County Funding. Alternatively, you can name funding sources by year, e.g. County Funding 2010 and County Funding 2011, and apply credits each year to the matching source.

  1. To create a funding source, select Administration → Acquisitions Administration → Funding Sources. Click the New Funding Source button. Give the funding source a name, an owning library, and code. You should also identify the type of currency that is used for the fund.
  2. You must add money to the funding source before you can use it. Click the hyperlinked name of the funding source and then click the Apply Credit button. Add the amount of funds you need to add. The Note field is optional.

Funds (Required)

Funds allow you to allocate credits toward specific purchases. They typically are used to track spending and purchases for specific collections. Some libraries may choose to define very broad funds for their collections (e.g. children’s materials, adult materials) while others may choose to define more specific funds (e.g. adult non-fiction DVDs for BR1).

If your library does not wish to track fund accounting, you can create one large generic fund and use that fund for all of your purchases.

  1. To create a fund, select Administration → Acquisitions Administration → Funds. Click the New Fund button. Give the fund a name and code.
  2. The Year can either be the fiscal or calendar year for the fund.
  3. If you are a multi-branch library that will be ordering titles for multiple branches, you should select the system as the owning Org Unit, even if this fund will only be used for collections at a specific branch. If you are a one-branch library or if your branches do their own ordering, you can select the branch as the owning Org Unit.
  4. Select the Currency Type that will be used for this fund.
  5. You must select the Active checkbox to use the fund.
  6. Enter a Balance Stop Percent. The balance stop percent prevents you from making purchases when only a specified amount of the fund remains. For example, if you want to spend 95 percent of your funds, leaving a five percent balance in the fund, then you would enter 95 in the field. When the fund reaches its balance stop percent, it will appear in red when you apply funds to copies.
  7. Enter a Balance Warning Percent. The balance warning percent gives you a warning that the fund is low. You can specify any percent. For example, if you want to spend 90 percent of your funds and be warned when the fund has only 10 percent of its balance remaining, then enter 90 in the field. When the fund reaches its balance warning percent, it will appear in yellow when you apply funds to copies.
  8. Check the Propagate box to propagate funds. When you propagate a fund, the system will create a new fund for the following fiscal year with the same parameters as your current fund. All of the settings transfer except for the year and the amount of money in the fund. Propagation occurs during the fiscal year close-out operation.
  9. Check the Rollover box if you want to roll over remaining encumbrances and funds into the same fund next year. If you need the ability to roll over encumbrances without rolling over funds, go to the Library Settings Editor (Administration → Local Administration → Library Settings Editor) and set Allow funds to be rolled over without bringing the money along to True.
  10. You must add money to the fund before you can begin using it. Click the hyperlinked name of the fund. Click the Create Allocation button. Select a Funding Source from which the allocation will be drawn and then enter an amount for the allocation. The Note field is optional.


Fund Tags (Optional)

You can apply tags to funds so that you can group funds for easy reporting. For example, you have three funds for children’s materials: Children’s Board Books, Children’s DVDs, and Children’s CDs. Assign a fund tag of children’s to each fund. When you need to report on the amount that has been spent on all children’s materials, you can run a report on the fund tag to find total expenditures on children’s materials rather than reporting on each individual fund.

  1. To create a fund tag, select Administration → Acquisitions Administration → Fund Tags. Click the New Fund Tag button. Select a owning library and add the name for the fund tag.
  2. To apply a fund tag to a fund, select Administration → Acquisitions Administration → Funds. Click on the hyperlinked name for the fund. Click the Tags tab and then click the Add Tag button. Select the tag from the dropdown menu.

For convenience when propagating or rolling over a fund for a new fiscal year, fund tags will be copied from the current fund to the new year’s fund.




5.3. Ordering

Providers (Required)

Providers are the vendors from whom you order titles.

  1. To add a provider record, select Administration → Acquisitions Administration → Providers.
  2. Enter information about the provider. At a minimum, you need to add a Provider NameCodeOwner, and Currency. You also need to select the Active checkbox to use the provider.


Distribution Formulas (Optional)

If you are ordering for a multi-branch library system, distribution formulas are a useful way to specify the number of copies that should be distributed to specific branches and copy locations.

  1. To create a distribution formula, select Administration → Acquisitions Administration → Distribution Formulas. Click the New Formula button. Enter the formula name and select the owning library. Ignore the Skip Count field.
  2. Click New Entry. Select an Owning Library from the drop down menu. This indicates the branch that will receive the items.
  3. Select a Shelving Location from the drop down menu.
  4. In the Item Count field, enter the number of items that should be distributed to that branch and copy location. You can enter the number or use the arrows on the right side of the field.
  5. Keep adding entries until the distribution formula is complete.


Helpful acquisitions Library Settings

There are several acquisitions Library Settings available that will help with acquisitions workflow. These settings can be found at Administration → Local Administration → Library Settings Editor.

  • Default circulation modifier - Automatically applies a default circulation modifier to all of your acquisitions copies. Useful if you use a specific circulation modifier for on-order copies.
  • Default copy location - Automatically applies a default copy location (e.g. On Order) to acquisitions copies.
  • Temporary barcode prefix - Applies a unique prefix to the barcode that is automatically generated during the acquisitions process.
  • Temporary call number prefix - Applies a unique prefix to the start of the call number that is automatically generated during the acquisitions process.

Preparing for order record loading

If your library is planning to upload order records in a batch, you need to add some information to your provider records so that Evergreen knows how to map the copy data contained in the order record. NC Cardinal uses the 961 field to load vendor order record holdings during Acquisitions. 

  1. Retrieve the record for the provider that has supplied the order records by selecting Administration → Acquisitions Administration → Providers. Click on the hyperlinked Provider name.
  2. In the top frame, add the MARC tag that contains your holdings data in the Holdings Tag field (this tag can also be entered at the time you create the provider record.)
  3. To map the tag’s subfields to the appropriate copy data, click the Holding Subfield tab. Click the New Holding Subfield button and select the copy data that you are mapping. Add the subfield that contains that data and click Save.

  4. The 961 holdings tag will be used with following subfield definitions:

    |a  Owning Library
    |b  Quantity
    |c  Copy Location (shelving location)
    |d  Collection Code
    |f  Fund Code
    |i  Circ Modifier
    |l  Call Number
    |n  Note
    |o  Barcode
    |p  Estimated Price

    Not all subfields need to be included in your order records; it’s up to each system to use the defined subfields as needed. When loading order records during Acquisitions, use the “Orders” Merge Profile. This profile is available for all NC Cardinal and will replace 901c and 961 fields.

  5. If your vendor is sending other data in a MARC tag that needs to be mapped to a field in acquisitions, you can do so by clicking the Attribute Definitions tab. As an example, if you need to import the PO Name, you could set up an attribute definition by adding an XPath similar to:

    code => purchase_order
    xpath => //*[@tag="961"]/*[@code="s"]
    Is Identifier => false

    where 961 is the holdings tag and "s" is the subfield that contains the PO Name.


Preparing to send electronic orders from Evergreen

If your library wants to transmit electronic order information to a vendor, you will need to configure your server to use EDI. You need to install the EDI translator and EDI scripts on your server by following the instructions in the command line system administration manual.

Configure your provider’s EDI information by selecting Administration → Acquisitions Administration → EDI Accounts. Click New Account Button. Give the account a name in the Label box.

  1. Host is the vendor-assigned FTP/SFTP/SSH hostname.
  2. Username is the vendor-assigned FTP/SFTP/SSH username.
  3. Password is the vendor-assigned FTP/SFTP/SSH password.
  4. Account This field enables you to add a supplemental password for entry to a remote system after log in has been completed. This field is optional for the ILS but may be required by your provider.
  5. Owner is the organizational unit who owns the EDI account
  6. Last Activity is the date of last activity for the account
  7. Provider is a link to the codes for the Provider record.
  8. Path is the path on the vendor’s server where Evergreen will deposit its outgoing order files.
  9. Incoming Directory is the path on the vendor’s server where Evergreen will retrieve incoming order responses and invoices.
  10. Vendor Account Number is the Vendor assigned account number.
  11. Vendor Assigned Code is usually a sub-account designation. It can be used with or without the Vendor Account Number.

You now need to add this EDI Account and the SAN code to the provider’s record.

  1. Select Administration → Acquisitions Administration → Providers.
  2. Click the hyperlinked Provider name.
  3. Select the account you just created in the EDI Default field.
  4. Add the vendor-provided SAN code to the SAN field.

The last step is to add your library’s SAN code to Evergreen.

  1. Select Administration → Server Administration → Organizational Units.
  2. Select your library from the organizational hierarchy in the left pane.
  3. Click the Addresses tab and add your library’s SAN code to the SAN field.


5.4. Acquisitions Administration

Acquisitions Settings

Several setting in the Library Settings area of the Administration module pertain to functions in the Acquisitions module. You can access these settings by clicking Administration → Local Administration → Library Settings Editor.

  • CAT: Delete bib if all copies are deleted via Acquisitions lineitem cancellation - If you cancel a line item, then all of the on order copies in the catalog are deleted. If, when you cancel a line item, you also want to delete the bib record, then set this setting to TRUE.
  • Allow funds to be rolled over without bringing the money along - enables you to move a fund’s encumbrances from one year to the next without moving unspent money. Unused money is not added to the next year’s fund and is not available for use.
  • Allows patrons to create automatic holds from purchase requests.
  • Default circulation modifier - This modifier would be applied to items that are created in the acquisitions module
  • Default copy location - This copy location would be applied to items that are created in the acquisitions module
  • Fund Spending Limit for Block - When the amount remaining in the fund, including spent money and encumbrances, goes below this percentage, attempts to spend from the fund will be blocked.
  • Fund Spending Limit for Warning - When the amount remaining in the fund, including spent money and encumbrances, goes below this percentage, attempts to spend from the fund will result in a warning to the staff.
  • Rollover Distribution Formulae Funds - When set to true, during fiscal rollover, all distribution formulae will update to use new funds.
  • Set copy creator as receiver - When receiving a copy in acquisitions, set the copy "creator" to be the staff that received the copy
  • Temporary barcode prefix - Temporary barcode prefix for items that are created in the acquisitions module
  • Temporary call number prefix - Temporary call number prefix for items that are created in the acquisitions module


Cancel/Delay reasons

The Cancel reasons link enables you to predefine the reasons for which a line item or a PO can be cancelled. A default list of reasons appears, but you can add custom reasons to this list. Applying the cancel reason will prevent the item from appearing in a claims list and will allow you to cancel debits associated with the purchase. Cancel reasons also enable you to delay a purchase. For example, you could create a cancel reason of back ordered, and you could choose to keep the debits associated with the purchase.

Create a cancel/delay reason

  1. To add a new cancel reason, click Administration → Acquisitions Administration → Cancel reasons.
  2. Click New Cancel Reason.
  3. Select a using library from the drop-down menu. The using library indicates the organizational units whose staff can use this cancel reason. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units.)
  4. Create a label for the cancel reason. This label will appear when you select a cancel reason on an item or a PO.
  5. Create a description of the cancel reason. This is a free text field and can comprise any text of your choosing.
  6. If you want to retain the debits associated with the cancelled purchase, click the box adjacent to Keep Debits→
  7. Click Save.

Delete a custom cancel/delay reason

You can delete custom cancel reason.

  1. Select the checkbox for the custom cancel reason that should be deleted.
  2. Click the Delete Selected button.

You cannot select the checkbox for any of the default cancel reasons because the system expects those reasons to be available to handle EDI order responses.



Claiming

Currently, all claiming is manual, but the admin module enables you to build claim policies and specify the action(s) that users should take to claim items.

Create a claim policy

The claim policy link enables you to name the claim policy and specify the organization that owns it.

  1. To create a claim policy, click Administration → Acquisitions Administration → Claim Policies.
  2. Create a claim policy name. No limits exist on the number of characters that can be entered in this field.
  3. Select an org unit from the drop-down menu. The org unit indicates the organizational units whose staff can use this claim policy. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).

    The rule of parental inheritance applies to this list.

  4. Enter a description. No limits exist on the number of characters that can be entered in this field.
  5. Click Save.

Create a claim type

The claim type link enables you to specify the reason for a type of claim.

  1. To create a claim type, click Administration → Acquisitions Administration → Claim types.
  2. Create a claim type. No limits exist on the number of characters that can be entered in this field.
  3. Select an org unit from the drop-down menu. The org unit indicates the organizational units whose staff can use this claim type. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).

    The rule of parental inheritance applies to this list.

  4. Enter a description. No limits exist on the number of characters that can be entered in this field.
  5. Click Save.

Create a claim event type

The claim event type describes the physical action that should occur when an item needs to be claimed. For example, the user should notify the vendor via email that the library is claiming an item.

  1. To access the claim event types, click Administration → Acquisitions Administration → Claim event type.
  2. Enter a code for the claim event type. No limits exist on the number of characters that can be entered in this field.
  3. Select an org unit from the drop-down menu. The org unit indicates the organizational units whose staff can use this event type. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).

    The rule of parental inheritance applies to this list.

  4. Enter a description. No limits exist on the number of characters that can be entered in this field.
  5. If this claim is initiated by the user, then check the box adjacent to Library Initiated.

    Currently, all claims are initiated by a user. The ILS cannot automatically claim an issue.

  6. Click Save.

Create a claim policy action

The claim policy action enables you to specify how long a user should wait before claiming the item.

  1. To access claim policy actions, click Administration → Acquisitions Administration → Claim Policy Actions.
  2. Select an Action (Event Type) from the drop-down menu.
  3. Enter an action interval. This field indicates how long a user should wait before claiming the item.
  4. In the Claim Policy ID field, select a claim policy from the drop-down menu.
  5. Click Save.

You can create claim cycles by adding multiple claim policy actions to a claim policy.



Currency Types

Currency types can be created and applied to funds in the administrative module. When a fund is applied to a copy or line item for purchase, the item will be purchased in the currency associated with that fund.

Create a currency type

  1. To create a new currency type, click Administration → Acquisitions Administration → Currency types.
  2. Enter the currency code. No limits exist on the number of characters that can be entered in this field.
  3. Enter the name of the currency type in Currency Label field. No limits exist on the number of characters that can be entered in this field.
  4. Click Save.

Edit a currency type

  1. To edit a currency type, click your cursor in the row that you want to edit. The row will turn blue.
  2. Double click. The pop-up box will appear, and you can edit the fields.
  3. After making changes, click Save.

From the currency types interface, you can delete currencies that have never been applied to funds or used to make purchases.



Distribution Formulas

Distribution formulas allow you to specify the number of copies that should be distributed to specific branches. They can also serve as templates allowing you to predefine settings for your copies. You can create and reuse formulas as needed.

Create a distribution formula

  1. Click Administration → Acquisitions Administration → Distribution Formulas.
  2. Click New Formula.
  3. Enter a Formula Name. No limits exist on the number of characters that can be entered in this field.
  4. Choose a Formula Owner from the drop-down menu. The Formula Owner indicates the organizational units whose staff can use this formula. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).

    The rule of parental inheritance applies to this list.

  5. Ignore the Skip Count field which is currently not used.
  6. Click Save.
  7. Click New Entry.
  8. Select an Owning Library from the drop-down menu. This indicates the branch that will receive the items. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).
  9. Select/enter any of the following copy details you want to predefine in the distribution formula.

    • Copy Location
    • Fund
    • Circ Modifier
    • Collection Code
  10. In the Item Count field, enter the number of items that should be distributed to the branch. You can enter the number or use the arrows on the right side of the field.
  11. Click Apply Changes. The screen will reload.
  12. To view the changes to your formula, click Administration → Acquisitions Administration → Distribution Formulas. The item_count will reflect the entries to your distribution formula.

To edit the Formula Name, click the hyperlinked name of the formula in the top left corner. A pop-up box will enable you to enter a new formula name.

Edit a distribution formula

To edit a distribution formula, click the hyperlinked title of the formula.


Electronic Data Interchange

Many libraries use Electronic Data Interchange (EDI) accounts to send purchase orders and receive invoices from providers electronically. In Evergreen users can setup EDI accounts and manage EDI messages in the admin module. EDI messages and notes can be viewed in the acquisitions module. See also the command line system administration manual, which includes some initial setup steps that are required for use of EDI.

Entering SANs (Standard Address Numbers)

For EDI to work your library must have a SAN and each of your providers must each supply you with their SAN.

A SAN (Standard Address Number) is a unique 7 digit number that identifies your library.

Entering a Library’s SAN

These steps only need to be done once per library.

  1. In Evergreen select Administration → Server Administration → Organizational Units
  2. Find your library in the tree on the left side of the page and click on it to open the settings.

    Multi-branch library systems will see an entry for each branch but should select their system’s top organization unit.

  3. Click on the Address tab.
  4. Click on the Mailing Address tab.
  5. Enter your library’s SAN in the field labeled SAN.
  6. Click Save.
Enter Library SAN

Entering a Provider’s SAN

These steps need to be repeated for every provider with which EDI is used.

  1. In Evergreen select Administration → Acquisitions Administration → Providers.
  2. Click the hyperlinked name of the provider you would like to edit.

    Enter Provider SAN
  3. Enter your provider’s SAN in the field labeled SAN.
  4. Click Save.

    Enter Provider SAN

Create an EDI Account

You must create your provider before you create an EDI account for the provider.

  1. Contact your provider requesting the following information:

    • Host
    • Username
    • Password
    • Path
    • Incoming Directory
    • Provider’s SAN
  2. In Evergreen select Administration → Acquisitions Administration → EDI Accounts.
  3. Click New Account. A pop-up will appear.

    Create EDI Account
  4. Fill in the following fields:

    • In the Label field, enter a name for the EDI account.
    • In the Host field, enter the requisite FTP or SCP information supplied by your provider. Be sure to include the protocol (e.g. ftp://ftp.vendorname.com)
    • In the Username field, enter the username supplied by your provider.
    • In the Password field, enter the password supplied by your provider.
    • Select your library as the Owner from the drop down menu. Multi-branch libraries should select their top level (system) organizational unit.
    • The Last Activity updates automatically with any inbound or outbound communication.
    • In the Provider field, enter the code used in Evergreen for your provider.
    • In the Path field, enter the path supplied by your provider. The path indicates a directory on the provider’s server where Evergreen will deposit its outgoing order files.

      If your vendor requests a specific file extension for EDI purchase orders, such as .ord, enter the name of the directory, followed by a slash, followed by an asterisk, followed by a period, followed by the extension. For example, if the vendor requests that EDI purchase orders be sent to a directory called in with the file extension .ord, your path would be in/*.ord.

    • In the Incoming Directory field, enter the incoming directory supplied by your provider. This indicates the directory on the vendor’s server where Evergreen will retrieve incoming order responses and invoices. Don’t worry if your incoming directory is named out or outgoing. From your vendor’s perspective, this directory is outgoing, because it contains files that the vendor is sending to Evergreen. However, from Evergreen’s perspective, these files are incoming.

    • In the Vendor Account Number field, enter the library's account number supplied by your provider.

    • In the Vendor Assigned Code field, enter your library's SAN.

    • Create EDI Account
  5. Click Save.
  6. Click on the link in the Provider field.

    Create EDI Account
  7. Select the EDI account that has just been created from the EDI Default drop down menu.

    Create EDI Account
  8. Click Save.

EDI Messages

The EDI Messages screen displays all incoming and outgoing messages between the library and its providers. To see details of a particular EDI message, including the raw EDIFACT message, double click on a message entry. To find a specific EDI message, the Filter options can be useful. Outside the Admin interface, EDI messages that pertain to a specific purchase order can be viewed from the purchase order interface (See Acquisitions → Purchase Orders).


Exchange Rates

Exchange rates define the rate of exchange between currencies. Evergreen will automatically calculate exchange rates for purchases. Evergreen assumes that the currency of the purchasing fund is identical to the currency of the provider, but it provides for two unique situations: If the currency of the fund that is used for the purchase is different from the currency of the provider as listed in the provider profile, then Evergreen will use the exchange rate to calculate the price of the item in the currency of the fund and debit the fund accordingly. When money is transferred between funds that use different currency types, Evergreen will automatically use the exchange rate to convert the money to the currency of the receiving fund. During such transfers, however, staff can override the automatic conversion by providing an explicit amount to credit to the receiving fund.

Create an exchange rate

  1. To create a new exchange rate, click Administration → Acquisitions Administration → Exchange Rates.
  2. Click New Exchange Rate.
  3. Enter the From Currency from the drop-down menu populated by the currency types.
  4. Enter the To Currency from the drop-down menu populated by the currency types.
  5. Enter the exchange Ratio.
  6. Click Save.

Edit an exchange rate

Edit an exchange rate just as you would edit a currency type.



MARC Federated Search

The MARC Federated Search enables you to import bibliographic records into a selection list or purchase order from a Z39.50 source.

  1. Click Acquisitions → MARC Federated Search.
  2. Check the boxes of Z39.50 services that you want to search. Your local Evergreen Catalog is checked by default. Click Submit.

    search form
  3. A list of results will appear. Click the Copies link to add copy information to the line item. See Line Item Features for more information.
  4. Click the Notes link to add notes or line item alerts to the line item. See Line Item Features for more information.
  5. Enter a price in the Estimated Price field.
  6. You can save the line item(s) to a selection list by checking the box on the line item and clicking Actions → Save Items to Selection List. You can also create a purchase order from the line item(s) by checking the box on the line item and clicking Actions → Create Purchase Order.
line item

Fund Tags

You can apply tags to funds so that you can group funds for easy reporting. For example, you have three funds for children’s materials: Children’s Board Books, Children’s DVDs, and Children’s CDs. Assign a fund tag of children’s to each fund. When you need to report on the amount that has been spent on all children’s materials, you can run a report on the fund tag to find total expenditures on children’s materials rather than reporting on each individual fund.

Create a Fund Tag

  1. To create a fund tag, click Administration → Acquisitions Administration → Fund Tags.
  2. Click New Fund Tag. No limits exist on the number of characters that can be entered in this field.
  3. Select a Fund Tag Owner from the drop-down menu. The owner indicates the organizational unit(s) whose staff can use this fund tag. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).

    The rule of parental inheritance applies to this list.

  4. Enter a Fund Tag Name. No limits exist on the number of characters that can be entered in this field.
  5. Click Save.


Funding Sources

Funding sources allow you to specify the sources that contribute monies to your fund(s). You can create as few or as many funding sources as you need. These can be used to track exact amounts for accounts in your general ledger. You can then use funds to track spending and purchases for specific collections.

Create a funding source

  1. To create a new funding source, click Administration → Acquisitions Administration → Funding Source.
  2. Enter a funding source name. No limits exist on the number of characters that can be entered in this field.
  3. Select an owner from the drop-down menu. The owner indicates the organizational unit(s) whose staff can use this funding source. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).

    The rule of parental inheritance applies to this list. For example, if a system is made the owner of a funding source, then users with appropriate permissions at the branches within the system could also use the funding source.

  4. Create a code for the source. No limits exist on the number of characters that can be entered in this field.
  5. Select a currency from the drop-down menu. This menu is populated from the choices in the Currency Types interface.
  6. Click Save.

Allocate credits to funding sources

  1. Apply a credit to this funding source.
  2. Enter the amount of money that the funding source contributes to the organization. Funding sources are not tied to fiscal or calendar years, so you can continue to add money to the same funding source over multiple years, e.g. County Funding. Alternatively, you can name funding sources by year, e.g. County Funding 2010 and County Funding 2011, and apply credits each year to the matching source.
  3. To apply a credit, click on the hyperlinked name of the funding source. The Funding Source Details will appear.
  4. Click Apply Credit.
  5. Enter an amount to apply to this funding source.
  6. Enter a note. This field is optional.
  7. Click Apply.

Allocate credits to funds

If you have already set up your funds, then you can then click the Allocate to Fund button to apply credits from the funding sources to the funds. If you have not yet set up your funds, or you need to add a new one, you can allocate credits to funds from the funds interface. See section 1.2 for more information.

  1. To allocate credits to funds, click Allocate to Fund.
  2. Enter the amount that you want to allocate.
  3. Enter a note. This field is optional.
  4. Click Apply.

Track debits and credits

You can track credits to and allocations from each funding source. These amounts are updated when credits and allocations are made in the Funding Source Details. Access the Funding Source Details by clicking on the hyperlinked name of the Funding Source.


Funds

Funds allow you to allocate credits toward specific purchases. In the funds interface, you can create funds; allocate credits from funding sources to funds; transfer money between funds; and apply fund tags to funds. Funds are created for a specific year, either fiscal or calendar. These funds are owned by org units. At the top of the funds interface, you can set a contextual org unit and year. The drop-down menu at the top of the screen enables you to focus on funds that are owned by specific organizational units during specific years.

Create a fund

  1. To create a new fund, click Administration → Acquisitions Administration → Funds.
  2. Enter a name for the fund. No limits exist on the number of characters that can be entered in this field.
  3. Create a code for the fund. No limits exist on the number of characters that can be entered in this field.
  4. Enter a year for the fund. This can be a fiscal year or a calendar year. The format of the year is YYYY.
  5. Select an org unit from the drop-down menu. The org unit indicates the organizational units whose staff can use this fund. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).

    The rule of parental inheritance applies to this list. See section

  6. Select a currency type from the drop-down menu. This menu is comprised of entries in the currency types menu. When a fund is applied to a line item or copy, the price of the item will be encumbered in the currency associated with the fund.
  7. Click the Active box to activate this fund. You cannot make purchases from this fund if it is not active.
  8. Enter a Balance Stop Percent. The balance stop percent prevents you from making purchases when only a specified amount of the fund remains. For example, if you want to spend 95 percent of your funds, leaving a five percent balance in the fund, then you would enter 95 in the field. When the fund reaches its balance stop percent, it will appear in red when you apply funds to copies.
  9. Enter a Balance Warning Percent. The balance warning percent gives you a warning that the fund is low. You can specify any percent. For example, if you want to spend 90 percent of your funds and be warned when the fund has only 10 percent of its balance remaining, then enter 90 in the field. When the fund reaches its balance warning percent, it will appear in yellow when you apply funds to copies.
  10. Check the Propagate box to propagate funds. When you propagate a fund, the ILS will create a new fund for the following fiscal year with the same parameters as your current fund. All of the settings transfer except for the year and the amount of money in the fund. Propagation occurs during the fiscal year close-out operation.
  11. Check the Rollover box if you want to roll over remaining funds into the same fund next year. You should also check this box if you only want to roll over encumbrances into next year’s fund.
  12. Click Save.

Allocate credits from funding sources to funds

Credits can be applied to funds from funding sources using the fund interface. The credits that you apply to the fund can be applied later to purchases.

  1. To access funds, click Administration → Acquisitions Administration → Funds.
  2. Click the hyperlinked name of the fund.
  3. To add a credit to the fund, click the Create Allocation tab.
  4. Choose a Funding Source from the drop-down menu.
  5. Enter an amount that you want to apply to the fund from the funding source.
  6. Enter a note. This field is optional.
  7. Click Apply.

Transfer credits between funds

The credits that you allocate to funds can be transferred between funds if desired. In the following example, you can transfer $500.00 from the Young Adult Fiction fund to the Children’s DVD fund.

  1. To access funds, click Administration → Acquisitions Administration → Funds.
  2. Click the hyperlinked name of the originating fund.
  3. The Fund Details screen appears. Click Transfer Money.
  4. Enter the amount that you would like to transfer.
  5. From the drop-down menu, select the destination fund.
  6. Add a note. This field is optional.
  7. Click Transfer.

Track balances and expenditures

The Fund Details allows you to track the fund’s balance, encumbrances, and amount spent. It also allows you to track allocations from the funding source(s), debits, and fund tags.

  1. To access the fund details, click on the hyperlinked name of the fund that you created.
  2. The Summary allows you to track the following:
  3. Balance - The balance is calculated by subtracting both items that have been invoiced and encumbrances from the total allocated to the fund.
  4. Total Allocated - This amount is the total amount allocated from the Funding Source.
  5. Spent Balance - This balance is calculated by subtracting only the items that have been invoiced from the total allocated to the fund. It does not include encumbrances.
  6. Total Debits - The total debits are calculated by adding the cost of items that have been invoiced and encumbrances.
  7. Total Spent - The total spent is calculated by adding the cost of items that have been invoiced. It does not include encumbrances.
  8. Total Encumbered - The total encumbered is calculated by adding all encumbrances.

Fund reporting

A core source, Fund Summary, is available in the reports interface. This core source enables librarians to easily run a report on fund activity. Fields that are accessible in this interface include Remaining Balance, Total Allocated, Total Encumbered, and Total Spent.

Core_Source1

Edit a fund

Edit a fund just as you would edit a currency type.

Perform fiscal year close-out operation

The Fiscal Year Close-Out Operation allows you to deactivate funds for the current year and create analogous funds for the next year. It transfers encumbrances to the analogous funds, and it rolls over any remaining funds if you checked the rollover box when creating the fund.

  1. To access the year end closeout of a fund, click Administration → Server Administration → Acquisitions → Funds.
  2. Click Fund Propagation and Rollover.
  3. Check the box adjacent to Perform Fiscal Year Close-Out Operation.
  4. For funds that have the "Rollover" setting enabled, if you want to move the fund’s encumbrances to the next year without moving unspent money, check the box adjacent to Limit Fiscal Year Close-out Operation to Encumbrances.

    The Limit Fiscal Year Close-out Operation to Encumbrances will only display if the Allow funds to be rolled over without bringing the money along Library Setting has been enabled. This setting is available in the Library Setting Editor accessible via Administration → Local Administration → Library Settings Editor.

    Fiscal_Rollover1
  5. Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.
  6. If you want to perform the close-out operation on the context org unit and its child units, then check the box adjacent to Include Funds for Descendant Org Units.
  7. Check the box adjacent to dry run if you want to test changes to the funds before they are enacted. Evergreen will generate a summary of the changes that would occur during the selected operations. No data will be changed.
  8. Click Process.
  9. Evergreen will begin the propagation process. Evergreen will make a clone of each fund, but it will increment the year by 1.

Invoice menus

Invoice menus allow you to create drop-down menus that appear on invoices. You can create an invoice item type or invoice payment method.

Invoice item type

The invoice item type allows you to enter the types of additional charges that you can add to an invoice. Examples of additional charge types might include taxes or processing fees. Charges for bibliographic items are listed separately from these additional charges. A default list of charge types displays, but you can add custom charge types to this list. Invoice item types can also be used when adding non-bibliographic items to a purchase order. When invoiced, the invoice item type will copy from the purchase order to the invoice.

  1. To create a new charge type, click Administration → Acquisitions Administration → Invoice Item Type.
  2. Click New Invoice Item Type.
  3. Create a code for the charge type. No limits exist on the number of characters that can be entered in this field.
  4. Create a label. No limits exist on the number of characters that can be entered in this field. The text in this field appears in the drop-down menu on the invoice.
  5. If items on the invoice were purchased with the monies in multiple funds, then you can divide the additional charge across funds. Check the box adjacent to Prorate→ if you want to prorate the charge across funds.
  6. Click Save.

Invoice payment method

The invoice payment method allows you to predefine the type(s) of invoices and payment method(s) that you accept. The text that you enter in the admin module will appear as a drop-down menu in the invoice type and payment method fields on the invoice.

  1. To create a new invoice payment method, click Administration → Acquisitions Administration → Invoice Payment Method.
  2. Click New Invoice Payment Method.
  3. Create a code for the invoice payment method. No limits exist on the number of characters that can be entered in this field.
  4. Create a name for the invoice payment method. No limits exist on the number of characters that can be entered in this field. The text in this field appears in the drop-down menu on the invoice.
  5. Click Save.

Payment methods can be deleted from this screen.



Line Item Features

Line item alerts are predefined text that can be added to line items that are on selection lists or purchase orders. You can define the alerts from which staff can choose. Line item alerts appear in a pop-up box when the line item, or any of its copies, are marked as received.

Create a line item alert

  1. To create a line item alert, click Administration → Acquisitions Administration → Line Item Alerts.
  2. Click New Line Item Alert Text.
  3. Create a code for the text. No limits exist on the number of characters that can be entered in this field.
  4. Create a description for the text. No limits exist on the number of characters that can be entered in this field.
  5. Select an owning library from the drop-down menu. The owning library indicates the organizational units whose staff can use this alert. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).
  6. Click Save.

Line item MARC attribute definitions

Line item attributes define the fields that Evergreen needs to extract from the bibliographic records that are in the acquisitions database to display in the catalog. Also, these attributes will appear as fields in the New Brief Record interface. You will be able to enter information for the brief record in the fields where attributes have been defined.


Providers

Providers are vendors. You can create a provider profile that includes contact information for the provider, holdings information, invoices, and other information.

Create a provider

  1. To create a new provider, click Administration → Acquisitions Administration → Providers.
  2. Enter the provider name.
  3. Create a code for the provider. No limits exist on the number of characters that can be entered in this field.
  4. Select an owner from the drop-down menu. The owner indicates the organizational units whose staff can use this provider. This menu is populated with the shortnames that you created for your libraries in the organizational units tree (See Administration → Server Administration → Organizational Units).

    The rule of parental inheritance applies to this list.

  5. Select a currency from the drop-down menu. This drop-down list is populated by the list of currencies available in the currency types.
  6. A provider must be active in order for purchases to be made from that provider. To activate the provider, check the box adjacent to Active. To deactivate a vendor, uncheck the box.
  7. Add the default # of copies that are typically ordered through the provider. This number will automatically populate the line item’s Copies box on any PO’s associated with this provider. If another quantity is entered during the selection or ordering process, it will override this default. If no number is specified, the default number of copies will be zero.
  8. Select a default claim policy from the drop-down box. This list is derived from the claim policies that can be created
  9. Select an EDI default. This list is derived from the EDI accounts that can be created.
  10. Enter the provider’s email address.
  11. In the Fax Phone field, enter the provider’s fax number.
  12. In the holdings tag field, enter the tag in which the provider places holdings data.
  13. In the phone field, enter the provider’s phone number.
  14. If prepayment is required to purchase from this provider, then check the box adjacent to prepayment required.
  15. Enter the Standard Address Number (SAN) for your provider.
  16. Enter the web address for the provider’s website in the URL field.
  17. Click Save.

Add contact and holdings information to providers

After you save the provider profile, the screen reloads so that you can save additional information about the provider. You can also access this screen by clicking the hyperlinked name of the provider on the Providers screen. The tabs allow you to add a provider address and contact, attribute definitions, and holding subfields. You can also view invoices associated with the provider.

  1. Enter a Provider Address, and click Save.

    Required fields for the provider address are: Street 1, city, state, country, post code. You may have multiple valid addresses.

  2. Enter the Provider Contact, and click Save.
  3. Your vendor may include information that is specific to your organization in MARC tags. You can specify the types of information that should be entered in each MARC tag. Enter attribute definitions to correlate MARC tags with the information that they should contain in incoming vendor records. Some technical knowledge is required to enter XPath information. As an example, if you need to import the PO Name, you could set up an attribute definition by adding an XPath similar to:

    code => purchase_order
    xpath => //*[@tag="962"]/*[@code="p"]
    Is Identifier => false

    where 962 is the holdings tag and p is the subfield that contains the PO Name.

  4. You may have entered a holdings tag when you created the provider profile. You can also enter holdings subfields. Holdings subfields allow you to specify subfields within the holdings tag to which your vendor adds holdings information, such as quantity ordered, fund, and estimated price.
  5. Click invoices to access invoices associated with a provider.


Edit a provider

Edit a provider just as you would edit a currency type.

You can delete providers only if no purchase orders have been assigned to them.



5.5. Acquisitions Workflow

The following diagram shows how the workflow functions in Evergreen. One of the differences in this process you should notice is that when creating a selection list on the vendor site, libraries will be downloading and importing the vendor bibs and item records.

workflow diagram


5.6. Selection Lists

Selection lists allow you to create, manage, and save lists of items that you may want to purchase. To view your selection list, click Acquisitions → My Selection Lists. Use the general search to view selection lists created by other users.

Create a selection list

Selection lists can be created in four areas within the module. Selection lists can be created when you add brief records, upload MARC order records, or find records through the MARC Federated Search. In each of these interfaces, you will find the Add to Selection List field. Enter the name of the selection list that you want to create in that field.

Selection lists can also be created through the My Selection Lists interface:

  1. Click Acquisitions → My Selection Lists.
  2. Click the New Selection List drop down arrow.
  3. Enter the name of the selection list in the box that appears.
  4. Click Create.
create selection list


Add items to a selection list

You can add items to a selection list in one of three ways: add a brief record; upload MARC order records; add records through a MARC Federated Search; or use the View/Place Orders menu item in the catalog.



Clone selection lists

Cloning selection lists enables you to copy one selection list into a new selection list. You can maintain both copies of the list, or you can delete the previous list.

  1. Click Acquisitions → My Selection Lists.
  2. Check the box adjacent to the list that you want to clone.
  3. Click Clone Selected.
  4. Enter a name into the box that appears, and click Clone.
clone selection list


Merge selection lists

You can merge two or more selection lists into one selection list.

  1. Click Acquisitions → My Selection Lists.
  2. Check the boxes adjacent to the selection lists that you want to merge, and click Merge Selected.
  3. Choose the Lead Selection List from the drop down menu. This is the list to which the items on the other list(s) will be transferred.
  4. Click Merge.
merge selection list


Delete selection lists

You can delete selection lists that you do not want to save. You will not be able to retrieve these items through the General Search after you have deleted the list. You must delete all line items from a selection list before you can delete the list.

  1. Click Acquisitions → My Selection Lists.
  2. Check the box adjacent to the selection list(s) that you want to delete.
  3. Click Delete Selected.


Mark Ready for Selector

After an item has been added to a selection list or purchase order, you can mark it ready for selector. This step is optional but may be useful to individual workflows.

  1. If you want to mark part of a selection list ready for selector, then you can check the box(es) of the line item(s) that you wish to mark ready for selector. If you want to mark the entire list ready for selector, then skip to step 2.
  2. Click Actions → Mark Ready for Selector.
  3. A pop up box will appear. Choose to mark the selected line items or all line items.
  4. Click Go.
  5. The screen will refresh. The marked line item(s) will be highlighted pink, and the status changes to selector-ready.
mark ready


Convert selection list to purchase order

Use the Actions menu to convert a selection list to a purchase order.

  1. From a selection list, click Actions → Create Purchase Order.
  2. A pop up box will appear.
  3. Select the ordering agency from the drop down menu.
  4. Enter the provider.
  5. Check the box adjacent to prepayment required if prepayment is required.
  6. Choose if you will add All Lineitems or Selected Lineitems to your purchase order.
  7. Check the box if you want to Import Bibs and Create Copies in the catalog.
  8. Click Submit.


5.7. Purchase Orders

Duplicate Purchase Order Name Warning Dialog

When creating a purchase order or editing an existing purchase order, the purchase order name must be unique for the ordering agency. Evergreen will display a warning dialog to users, if they attempt to create or edit purchase order names that match the names of already existing purchase orders at the same ordering agency. The Duplicate Purchase Order Name Warning Dialog includes a link that will open the matching purchase order in a new tab.

Purchase Order Names are case sensitive.

Duplicate PO Name Detection When Creating a New Purchase Order

PO Name Detection 1

When a duplicate purchase order name is detected during the creation of a new purchase order, the user may:

  • Click View PO to view the purchase order with the matching name. The purchase order will open in a new tab.
  • Click Cancel to cancel the creation of the new purchase order.
  • Within the Name (optional) field, enter a different, unique name for the new purchase order.

If the purchase order name is unique for the ordering agency, the user will continue filling in the remaining fields and click Save.

If the purchase order name is not unique for the ordering agency, the Save button will remain grayed out to the user until the purchase order is given a unique name.

Duplicate PO Name Detection When Editing the Name of an Existing Purchase Order

To change the name of an existing purchase order:

  1. Within the purchase order, the Name of the purchase order is a link (located at the top left-hand side of the purchase order). Click the PO Name.
  2. A new window will open, where users can rename the purchase order.
  3. Enter the new purchase order name.
  4. Click OK.
PO Name Detection 2

If the new purchase order name is unique for the ordering agency, the purchase order will be updated to reflect the new name. If the purchase order name is not unique for the ordering agency, the purchase order will not be updated with the new name. Instead, the user will see the Duplicate Purchase Order Name Warning Dialog within the purchase order.

PO Name Detection 3

When a duplicate purchase order name is detected during the renaming of an existing purchase order, the user may:

  • Click View PO to view the purchase order with the matching name. The purchase order will open in a new tab.
  • Repeat the steps to change the name of an existing purchase order and make the name unique.

Purchase Order Activation Progress Bar

After you click Activate Order, you will be presented with the record import interface for records that are not already in the catalog. Once you complete entering in the parameters for the record import interface, the progress screen will appear. As of Evergreen 2.9, this progress screen consists of a progress bar in the foreground, and a tally of the following in the background of the bottom-left corner:

  • Lineitems processed
  • Vandelay Records processed
  • Bib Records Merged/Imported
  • ACQ Copies Processed
  • Debits Encumbered
  • Real Copies Processed


Activate Purchase Order with Zero Copies

By default, a purchase order cannot be activated if a line item on the purchase order has zero copies. To activate a purchase order with line items that have zero copies, check the box Allow activation with zero-copy lineitems.

Zero_Copies1

Enhancements to Canceled and Delayed Items

Cancel/Delay reasons have been modified so that you can easily differentiate between canceled and delayed items. Each label now begins with Canceled or Delayed. To view the list, click Administration → Acquisitions Administration → Cancel Reasons.

The cancel/delay reason label is displayed as the line item status in the list of line items or as the copy status in the list of copies.

Canceled2
Canceled4

A delayed line item can now be canceled. You can mark a line item as delayed, and if later, the order cannot be filled, you can change the line item’s status to canceled. When delayed line items are canceled, the encumbrances are deleted.

Cancel/delay reasons now appear on the worksheet and the printable purchase order.


Paid PO Line Items

Purchase Order line items are marked as "Paid" in red text when all non-cancelled copies on the line item have been invoiced.

Paid Lineitem


5.8. MARC Federated Search

The MARC Federated Search enables you to import bibliographic records into a selection list or purchase order from a Z39.50 source.

  1. Click Acquisitions → MARC Federated Search.
  2. Check the boxes of Z39.50 services that you want to search. Your local Evergreen Catalog is checked by default. Click Submit.

    search form
  3. A list of results will appear. Click the "Copies" link to add copy information to the line item. See the Line Item Features for more information.
  4. Click the Notes link to add notes or line item alerts to the line item. See the Line Items Features for more information.
  5. Enter a price in the "Estimated Price" field.
  6. You can save the line item(s) to a selection list by checking the box on the line item and clicking Actions → Save Items to Selection List. You can also create a purchase order from the line item(s) by checking the box on the line item and clicking Actions → Create Purchase Order.
line item



5.9. Line Item Features

Return to Line Item

This feature enables you to return to a specific line item on a selection list, purchase order, or invoice after you have navigated away from the page that contained the line item. This feature is especially useful when you must identify a line item in a long list. After working with a line item, you can return to your place in the search results or the list of line items.

To use this feature, select a line item, and then, depending on the location of the line item, click Return or Return to search. Evergreen will take you back to the specific line item in your search and highlight the line item with a colored box.

For example, you retrieve a selection list, find a line item to examine, and click the Copies link. After editing the copies, you click Return. Evergreen takes you back to your selection list and highlights the line item that you viewed.

Return_to_line_item1

This feature is available in General Search ResultsPurchase Orders, and Selection Lists, whenever any of the following links are available:

  • Selection List
  • Purchase Order
  • Copies
  • Notes
  • Worksheet

This feature is available in Invoices whenever any of the following links are available:

  • Title
  • Selection List
  • Purchase Order


Display a Count of Existing Copies on Selection List and Purchase Order Line Items

When displaying Acquisitions line items within the Selection List and Purchase Order interfaces, Evergreen displays a count of existing catalog copies on the line item. The count of existing catalog copies refers to the number of copies owned at the ordering agency and / or the ordering agency’s child organization units.

The counts display for line items that have a direct link to a catalog record. Generally, this includes line items created as "on order" based on an existing catalog record and line items where "Load Bibs and Items" has been applied.

The count of existing copies does not include copies that are in either a Lost or a Missing status.

The existing copy count displays in the link "bar" located below the Order Identifier within the line item.

If no existing copies are found, a "0" (zero) will display in plain text.

If the existing copy count is greater than zero, then the count will display in bold and red on the line item.

Display Copy Count 1

The user may also hover over the existing copy count to view the accompanying tooltip.

Display Copy Count 2


5.10. Creating invoices and adding line items

You can add specific line items to an invoice from the PO or acquisitions search results screen. You can also search for relevant line items from within the invoice interface. In addition, you can add all line items from an entire Purchase order to an invoice or you can create a blanket invoice for items that are not attached to a purchase order.

Creating a blanket invoice

You can create a blanket invoice for purchases that are not attached to a purchase order.

  1. Click Acquisitions → Create invoice.
  2. Enter the invoice information in the top half of the screen.
  3. To add charges for materials not attached to a purchase order, click Add Charge… This functionality may also be used to add shipping, tax, and other fees.
  4. Select a charge type from the drop-down menu.

    New charge types can be added via Administration → Acquisitions Administration → Invoice Item Types.

  5. Select a fund from the drop-down menu.
  6. Enter a Title/Description of the resource.
  7. Enter the amount that you were billed.
  8. Enter the amount that you paid.
  9. Save the invoice.
Blanket invoice

Adding line items from a Purchase Order or search results screen to an invoice

You can create an invoice or add line items to an invoice directly from a Purchase Order or an acquisitions search results screen.

  1. Place a checkmark in the box for selected line items from the Purchase Order' or acquisitions search results page.
  2. If you are creating a new invoice, click Actions → Create Invoice From Selected Line Items. Enter the invoice information in the top half of the screen.
  3. If you are adding the line items to an existing invoice, click Actions → Link Selected Line Items to Invoice. Enter the Invoice # and Provider and then click the Link button.
  4. Evergreen automatically enters the number of items that was ordered in the # Invoiced and # Paid fields. Adjust these quantities as needed.
  5. Enter the amount that the organization was billed. This entry will automatically propagate to the Paid field.
  6. You have the option to add charge types if applicable. Charge types are additional charges that can be selected from the drop-down menu. Common charge types include taxes and handling fees.
  7. You have four options for saving an invoice.

    • Click Save to save the changes you have made while staying in the current invoice.
    • Click Save & Clear to save the changes you have made and to replace the current invoice with a new invoice so that you can continue invoicing items.
    • Click Prorate to save the invoice and prorate any additional charges, such as taxes, across funds, if multiple funds have been used to pay the invoice.

    Prorating will only be applied to charge types that have the Prorate? flag set to true. This setting can be adjusted via Administration → Acquisitions Administration → Invoice Item Types.

    • Click Close. Choose this option when you have completed the invoice. This option will also save any changes that have been made. Funds will be disencumbered when the invoice is closed.
  8. You can re-open a closed invoice by clicking the link, Re-open invoice. This link appears at the bottom of a closed invoice.

Search for line items from an invoice

You can open an invoice, search for line items from the invoice, and add your search results to a new or existing invoice. This feature is especially useful when you want to populate an invoice with line items from multiple purchase orders.

In this example, we’ll add line items to a new invoice:

  1. Click Acquisitions → Create Invoice.
  2. An invoice summary appears at the top of the invoice and includes the number of line items on the invoice and the expected cost of the items. This number will change as we add line items to the invoice.
  3. Enter the invoice details (optional). If you do not enter the invoice details, then Evergreen will populate the Provider and Receiver fields with information from the line items.

    If you do not want to display the details, click Hide Details.

    Search_for_line_items_from_an_invoice1
  4. Click the Search tab to add line items to an invoice.
  5. Select your search criteria from the drop-down menu.
  6. On the right side of the screen, Limit to Invoiceable Items is checked by default. Invoiceable items are those that are on order, have not been cancelled, and have not yet been invoiced. Evergreen also filters out items that have already been added to an invoice. Finally, if this box is checked, and if your entered the invoice details at the top of the screen, then Evergreen will filter your search for items that have the same provider as the one that you entered. If you have not entered the invoice details, then Evergreen removes this limit.
  7. Sort by title (optional). By default, results are listed by line item number. Check this box to sort by ascending title.
  8. Building the results list progressively (optional). By default, new search results will replace previous results on the screen. Check this box for the search results list to build with each subsequent search. This option is useful for libraries that might search for line items by scanning an ISBN. Several ISBNs can be scanned and then the entire result set can be selected and moved to the invoice in a batch.
  9. Click Search.

    Search_for_line_items_from_an_invoice2
  10. Use the Next button to page through results, or select a line item(s), and click Add Selected Items to Invoice. .The rows that you selected are highlighted, and the invoice summary at the top of the screen updates.

    Search_for_line_items_from_an_invoice3
  11. Click the Invoice tab to see the updated invoice.
  12. Evergreen automatically enters the number of items that was ordered in the # Invoiced and # Paid fields. Adjust these quantities as needed.
  13. Enter the amount that the organization was billed. This entry will automatically propagate to the Paid field. The Per Copy field calculates the cost of each copy by dividing the amount that was billed by the number of copies for which the library paid.
Search_for_line_items_from_an_invoice5



Create an invoice for a purchase order

You can create an invoice for all of the line items on a purchase order. With the exception of fields with drop-down menus, no limitations on the data that you enter exist.

  1. Open a purchase order.
  2. Click Create Invoice.
  3. Enter a Vendor Invoice ID. This number may be listed on the paper invoice sent from your vendor.
  4. Choose a Receive Method from the drop-down menu. The system will default to Paper.
  5. The Provider is generated from the purchase order and is entered by default.
  6. Enter a note (optional).
  7. Select a payment method from the drop-down menu (optional).
  8. The Invoice Date is entered by default as the date that you create the invoice. You can change the date by clicking in the field. A calendar drops down.
  9. Enter an Invoice Type (optional).
  10. The Shipper defaults to the provider that was entered in the purchase order.
  11. Enter a Payment Authorization (optional).
  12. The Receiver defaults to the branch at which your workstation is registered. You can change the receiver by selecting an org unit from the drop-down menu.

    The bibliographic line items are listed in the next section of the invoice. Along with the title and author of the line items is a summary of copies ordered, received, invoiced, claimed, and cancelled. You can also view the amounts estimated, encumbered, and paid for each line item. Finally, each line item has a line item ID and links to the selection list (if used) and the purchase order.

  13. Evergreen automatically enters the number of items that was ordered in the # Invoiced and # Paid fields. Adjust these quantities as needed.
  14. Enter the amount that the organization was billed. This entry will automatically propagate to the Paid field. The Per Copy field calculates the cost of each copy by dividing the amount that was billed by the number of copies for which the library paid.
  15. You have the option to add charge types if applicable. Charge types are additional charges that can be selected from the drop-down menu. Common charge types include taxes and handling fees.
  16. You have four options for saving an invoice.

    • Click Save to save the changes you have made while staying in the current invoice.
    • Click Save & Clear to save the changes you have made and to replace the current invoice with a new invoice so that you can continue invoicing items.
    • Click Prorate to save the invoice and prorate any additional charges, such as taxes, across funds, if multiple funds have been used to pay the invoice.

    Prorating will only be applied to charge types that have the Prorate? flag set to true. This setting can be adjusted via Administration → Acquisitions Administration → Invoice Item Types.

    • Click Close. Choose this option when you have completed the invoice. This option will also save any changes that have been made. Funds will be disencumbered when the invoice is closed.
  17. You can re-open a closed invoice by clicking the link, Re-open invoice. This link appears at the bottom of a closed invoice.

Link an existing invoice to a purchase order

You can use the link invoice feature to link an existing invoice to a purchase order. For example, an invoice is received for a shipment with items on purchase order #1 and purchase order #2. When the invoice arrives, purchase order #1 is retrieved, and the invoice is created. To receive the items on purchase order #2, simply link the invoice to the purchase order. You do not need to recreate it.

  1. Open a purchase order.
  2. Click Link Invoice.
  3. Enter the Invoice # and the Provider of the invoice to which you wish to link.
  4. Click Link.
Link Invoice


5.11. Electronic Invoicing

Evergreen can receive electronic invoices from providers. To access an electronic invoice, you must:

  1. Configure EDI for your provider.
  2. Evergreen will receive invoices electronically from the provider.
  3. Click Acquisitions → Open Invoices to view a list of open invoices, or use the General Search to retrieve invoices. Click a hyperlinked invoice number to view the invoice.
Electronic_invoicing1



5.12. View an invoice

You can view an invoice in one of four ways: view open invoices; view invoices on a purchase order; view invoices by searching specific invoice fields; view invoices attached to a line item.

  1. To view open invoices, click Acquisitions → Open invoices. This opens the Acquisitions Search screen. The default fields search for open invoices. Click Search.

    Open Invoice Search
  2. To view invoices on a purchase order, open a purchase order and click the View Invoices link. The number in parentheses indicates the number of invoices that are attached to the purchase order.

    View Invoices from PO
  3. To view invoices by searching specific invoice fields, see the section on searching the acquisitions module.
  4. To view invoices for a line item, see the section on line item invoices.


5.13. Receive Items From an Invoice

This feature enables users to receive items from an invoice. Staff can receive individual copies, or they can receive items in batch.

Receive Items in Batch (List Mode)

In this example, we have created a purchase order, added line items and copies, and activated the purchase order. We will create an invoice from the purchase order, receive items, and invoice them. We will receive the items in batch from the invoice.

1) Retrieve a purchase order.

2) Click Create Invoice.

Receive_Items_From_an_Invoice1

3) The blank invoice appears. In the top half of the invoice, enter descriptive information about the invoice. In the bottom half of the invoice, enter the number of items for which you were invoiced, the amount that you were billed, and the amount that you paid.

Receive_Items_From_an_Invoice2

4) Click Save. You must choose a save option before you can receive items.

5) The screen refreshes. In the top right corner of the screen, click Receive Items.

6) The Acquisitions Invoice Receiving screen opens. By default, this screen enables users to receive items in batch, or Numeric Mode. You can select the number of copies that you want to receive; you are not receiving specific copies in this mode.

7) Select the number of copies that you want to receive. By default, the number that you invoiced will appear. In this example, we will receive one copy of each title.

You cannot receive fewer items than 0 (zero) or more items than the number that you ordered.

8) Click Receive Selected Copies.

Receive_Items_From_an_Invoice4

9) When you are finished receiving items, close the screen. You can repeat this process as you receive more copies.



Receive Specific Copies (Numeric Mode)

In this example, we have created a purchase order, added line items and copies, and activated the purchase order. We will create an invoice from the purchase order, receive items, and invoice them. We will receive specific copies from the invoice. This function may be useful to libraries who purchase items that have been barcoded by their vendor.

1) Complete steps 1-5 in the previous section.

2) The Acquisitions Invoice Receiving screen by default enables user to receive items in batch, or Numeric Mode. Click Use List Mode to receive specific copies.

3) Select the check boxes adjacent to the copies that you want to receive. Leave unchecked the copies that you do not want to receive.

4) Click Receive Selected Copies.

Receive_Items_From_an_Invoice5

The screen will refresh. Copies that have not yet been received remain on the screen so that you can receive them when they arrive.

5) When all copies on an invoice have been received, a message confirms that no copies remain to be received.

6) The purchase order records that all items have been received.

Receive_Items_From_an_Invoice7


6. Serials 3.1

6.1. MFHD Records

MARC Format for Holdings Display (MFHD) display in the catalog in addition to holding statements generated by Evergreen from subscriptions created in the Serials Module. The MFHDs are editable as MARC but the holdings statements generated from the control view are system generated. Multiple MFHDs can be created and are tied to Organizational Units.



6.2. Serials Administration

The serials module can be administered under a new menu option: Administration→Serials Administration. The new Serials Administration menu currently allows staff to configure Serial Copy Templates and Pattern Templates.

Serial Copy Templates

Serials copy templates enable you to specify item attributes that should be applied by default to copies of serials. Serials copy templates are associated with distributions in a subscription and are applied when serials copies are received. Serial copy templates can also be used as a binding template to apply specific item attributes to copies that are being bound together.

Creating a Serial Copy Template

To create a serial copy template, go to Administration→Serials Administration→Serial Copy Templates:

  1. Click Create Template in the upper-right hand corner. A dialog box will appear.
  2. Within the dialog box assign the template a Template Name and set any item attributes that you want in the template:

    1. Circulate?: indicate if the items can circulate.
    2. Circulation Library: Select the circulation library from the drop down menu.
    3. Shelving Location: Select the shelving location for the item from the drop down menu. This menu is populated from the locations created in Admin→Local Administration→Copy Locations Editor.
    4. Circulation Modifier: Select the circulation modifier for the item from the drop down menu. This menu is populated from the modifiers created in Admin→Server Administration→Circulation Modifiers.
    5. Loan Duration: Select a loan duration from the drop down menu. This menu is populated from the loan durations created in Admin→Server Administration→Circulation Duration Rules. This field is required.
    6. Circulate as Type: Select a Type of record from the drop down menu if you want to control circulation based on the Type fixed field in the MARC bibliographic record. Most libraries choose to control circulation based on Circulation Modifier instead of Circulate as Type in Evergreen.
    7. Holdable?: Yes or No-- indicate if holds can be placed on the items.
    8. Age-based Hold Protection: Select a rule from the drop down menu. Age-based hold protection allows you to control the extent to which an item can circulate after it has been received. For example, you may want to protect new copies of a serial so that only patrons who check out the item at your branch can use it.
    9. Fine Level: Select a fine level from the drop down menu. This menu is populated from the fine levels created in Admin→Server Administration→Circulation Recurring Fine Rules. This field is required.
    10. Floating: Select a Floating policy from the drop down menu if the items belong to a floating collection.
    11. Status: Select a copy status from the Status drop down menu. This menu is populated from the statuses created in Admin → Server Administration → Copy Statuses.
    12. Reference?: Yes or No-- indicate if the item is a reference item.
    13. OPAC Visible?: Yes or No-- indicate if the item should be visible in the OPAC.
    14. Price: Enter the price of the item.
    15. Deposit?: Yes or No-- indicate if patrons must place a deposit on the copy before they can use it.
    16. Deposit Amount: Enter a Deposit Amount if patrons must place a deposit on the copy before they can use it.
    17. Quality: Good or Damaged-- indicate the physical condition of the item.
  3. Click Save.
  4. The new serial copy template will now appear in the list of templates.
media/serials_ct1.PNG

Modifying a Serial Copy Template

To modify a Serial Copy Template:

  1. Select the template to modify by checking the box for the template or clicking anywhere on the template row. Go to Actions→Edit Template or right-click on the template row and select Edit Template.
  2. The dialog box will appear. Make any changes to the item attributes and click Save.

Deleting a Serial Copy Template

To delete a Serial Copy Template:

  1. Select the template to modify by checking the box for the template or clicking anywhere on the template row.
  2. Go to Actions→Delete Template or right-click on the template row and select Delete Template.

Note: Serials copy templates that are being used by subscriptions cannot be deleted.


Prediction Pattern Templates

Prediction pattern templates allow you to create templates for prediction patterns that can be shared with other staff users in your library branch, system, or throughout the consortium. Prediction patterns are used to predict issues on serials subscriptions. Templates can be created in the Administration module, as described below, and can also be created and shared directly in a subscription.

Creating a Prediction Pattern Template

To create a template, go to Administration→Serials Administration→Prediction Pattern Templates:

  1. Click New Record in the upper-right hand corner. A dialog box called Prediction Pattern Template will appear.
  2. Assign a Name to the template, such as "Monthly", to create a monthly publication pattern.
  3. Next to Pattern Code click Pattern Wizard. The Prediction Pattern Code Wizard will appear. This wizard has five tabs that will step you through creating a prediction pattern for your publication.

    1. Enumeration Labels

      1. If the publication does not use enumeration and instead only uses dates, select the radio button adjacent to Use Calendar Dates Only and click Next in the upper right-hand corner and go to b. Chronology Display in this document.
      2. If the publication uses enumerations (commonly used), select the radio button adjacent to Use enumerations. The enumerations conform to $a-$h of the 853,854, and 855 MARC tags.
      3. Enter the first level of enumeration in the field labeled Level 1. A common first level enumeration is volume, or "v.". If there are additional levels of enumeration, click Add Level.
      4. A second field labeled Level 2 will appear. Enter the second level of enumeration in the field. A common second level enumeration is number, or "no.".

        1. Select if the second level of enumeration is a set NumberVaries, or is Undetermined.
        2. If Number is selected (commonly used):

          1. Enter the number of bibliographic units per next higher level (e.g. 12 no. per v.). This conforms to $u in the 853, 854, and 855 MARC tags.
          2. Select the radio button for the enumeration scheme: Restarts at unit completion or Increments continuously. This conforms to $v in the 853, 854, and 855 MARC tags.
        3. You can add up to six levels of enumeration.
      5. Check the box adjacent to Add alternative enumeration if the publication uses an alternative enumeration.
      6. Check the box adjacent to First level enumeration changes during subscription year to configure calendar changes if needed. A common calendar change is for the first level of enumeration to increment every January.

        1. Select when the Change occurs from the drop down menu: Start of the monthSpecific date, or Start of season.
        2. From the corresponding drop down menu select the specific point in time at which the first level of enumeration should change.
        3. Click Add more to add additional calendar changes if needed.
      7. When you have completed the enumerations, click Next in the upper right-hand corner.
media/serials_wizard1.PNG
  1. Chronology Display

    1. To use chronological captions for the subscription, check the box adjacent to Use Chronology Captions?
    2. Choose a chronological unit for the first level. If you want to display the term for the unit selected, such as "Year" and "Month" next to the chronology caption in the catalog, then select the checkbox for Display level descriptor? (not commonly used).
    3. To add additional levels of chronology for display, click Add level.

      1. Note: Each level that you add must be a smaller chronological unit than the previous level (e.g. Level 1 = Year, Level 2 = Month).
    4. Check the box adjacent to Use Alternative Chronology Captions? If the publication uses alternative chronology.
    5. After you have completed the chronology caption, click Next in the upper-right hand corner.
media/serials_wizard2.PNG
  1. MFHD Indicators

    1. Compression Display Options: Select the appropriate option for compressing or expanding your captions in the catalog from the compressibility and expandability drop down menu. The entries in the drop down menu correspond to the indicator codes and the subfield $w in the 853 tag. Compressibility and expandability correspond to the first indicator in the 853 tag.
    2. Caption Evaluation: Choose the appropriate caption evaluation from the drop down menu. Caption Evaluation corresponds to the second indicator in the 853 tag.
    3. Click Next in the upper right hand corner.
media/serials_wizard3.PNG
  1. Frequency and Regularity

    1. Indicate the frequency of the publication by selecting one of the following radio buttons:

      1. Pre-selected and choose the frequency from the drop down menu.
      2. Use number of issues per year and enter the total number of issues in the field.
    2. If the publication has combined, skipped, or special issues, that should be accounted for in the publication pattern, check the box adjacent to Use specific regularity information?.

      1. From the first drop down menu, select the appropriate publication information: CombinedOmitted, or Published issues.
      2. From the subsequent drop down menus, select the appropriate frequency and issue information.
      3. Add additional regularity rows as needed.
      4. For a Combined issue, enter the relevant combined issue code. E.g., for a monthly combined issue, enter 02/03 to specify that February and March are combined.
    3. After you have completed frequency and regularity information, click Next in the upper-right hand corner.
media/serials_wizard4.PNG
  1. Review

    1. Review the Pattern Summary to verify that the pattern is correct. You can also click on the expand arrow icon to view the Raw Pattern Code.
    2. If you want to share this pattern, assign it a name and select if it will be shared with your library, the system, or across the consortium.
    3. Click Save.
media/serials_wizard5.PNG
  1. Back in the Prediction Pattern Template dialog box, select the Owning Library, which will default to the workstation library.
  2. If you want to share the template, set the Share Depth to indicate how far out into your consortium the template will be shared.
media/serials_wizard6.PNG
  1. The Prediction Pattern will now appear in the list of templates and can be used to create predictions for subscriptions.

Prediction Patterns can be edited after creation as long as all predicted issues have the status of "Expected". Once an issue is moved into a different status, the Prediction Pattern cannot be changed.



6.3. Serials Module

The Serials Module can be used to create subscriptions, distributions, streams, and prediction patterns. As well as to generate predictions and receive issues as they come in to the library.

To access the Serials Module, go to a serials record in the catalog, and click on Serials→Manage Subscriptions. This will open the serials interface for that particular record. In this interface you can:

  1. Create and manage subscriptions
  2. Create and manage predictions
  3. Create and manage issues
  4. Create and manage MFHDs
media/serials_sub0.PNG

Create a Subscription

  1. From a bibliographic record, go to Serials→Manage Subscriptions, view the Manage Subscriptions tab.
  2. Within the Manage Subscriptions tab, create a new subscription by clicking New Subscription. The subscription editor will appear:

    1. Select the Owning Library for the subscription. The owning library indicates the organizational unit(s) whose staff can use this subscription. The rule of parental inheritance applies to this list. For example, if a system is made the owner of a subscription, then users, with appropriate permissions, at the branches within the system could also use this subscription. This field is required.
    2. Enter the date that the subscription begins in the _Start Dat_e field. This field is required.
    3. An End Date for the subscription may also be entered, but it is not required.
    4. Optionally, enter an Expected Offset. This is the difference between the nominal publishing date of an issue and the date that you expect to receive your copy. For example, if an issue is published the first day of each month, but you receive the copy two days prior to the publication date, then enter "-2 days" into this field.
    5. Next, create a Distribution for the subscription by selecting the Library for the distribution. Distributions identify the branches that will receive copies of a serial.

      1. Note: If the Owning Library of the subscription was set at the branch level, the Library will be the same as the Owning Library. If the Owning Library of the subscription was set at the system level, the Library will be set to the holdings library.
    6. Enter a Label for the distribution. It may be useful to identify the branch to which you are distributing these issues in this field. This field is not publicly visible and only appears when an item is received. There are no limits on the number of characters that can be entered in this field.
    7. Select the preferred OPAC Display for holdings: Chronological or Enumeration.
    8. Select the Receiving Template that will be applied to items as they are received. The receiving templates are configured in Administration→Serials Administration→Serial Copy Templates.
    9. Next, create a Stream by assigning a label to the stream in the Send to field. The stream indicates the number of copies that should be sent to the distribution library. You can click Add copy stream if the library will receive multiple copies of the serial.
  3. After the subscription, distribution, and copy information is configured, click Save and go to the Manage Predictions tab to create the prediction pattern that will be used to generate predictions for this title.

After creating a subscription, you can use the Actions menu to take a variety of actions with the subscription, such as adding Subscription or Distribution Notes, linking it to an MFHD record, or creating routing lists.

media/serials_sub1.PNG


Create and Manage Predictions

From the Manage Predictions tab you can create a new prediction pattern from scratch, use an existing pattern template, or use an existing pattern template as the basis for a new prediction pattern.

Predict Issues Using a New Prediction Pattern

  1. Within the Manage Predictions tab, Select [a] subscription to work on from the drop down menu.
  2. To create a new prediction pattern, click Add New.

    1. The box next to Active will be checked by default.
    2. Select the Type of pattern from the drop down menu and click Create Pattern. The Pattern Wizard will appear.
    3. Follow the steps in the section Creating a Pattern Template in this documentation to create a new pattern using the wizard.
media/serials_sub2.PNG
  1. After creating the pattern in the wizard, click Create. The new prediction pattern will now appear under Existing Prediction Patterns.
  2. To create predictions, click Predict New Issues.

You can also predict new issues from the Manage Issues tab.

media/serials_sub3.PNG
  1. A dialog box called Predict New Issues: Initial Values will appear.

    1. Select the Publication date for the subscription. This will be publication date of the first issue you expect to receive.
    2. The Type will correspond to the type of prediction pattern selected.
    3. Enter any Enumeration labels for the first expected issue.
    4. Enter any Chronology labels for the first expected issue.
    5. Enter the Prediction count. This is the number of issues that you want to predict.
  2. Click Save.
  3. Evergreen will generate the predictions and bring you to the Manage Issues tab to review the predicted issues.
media/serials_sub4.PNG

Predict Issues Using a Prediction Pattern Template

  1. Within the Manage Predictions tab, Select [a] subscription to work on from the drop down menu.
  2. Select a template from the drop down menu that appears under the Add New button and click Create from Template. The pattern information will appear below the drop down menu.
media/serials_sub5.PNG
  1. If you want to use the pattern "as is" click Create.

    1. If you want to review or modify the pattern, click Edit Pattern. The Pattern Wizard will appear.
    2. The Pattern Wizard will be pre-populated with the pattern template selected. Follow the steps in the section Creating a Pattern Template in this documentation to modify the template or click Next on each tab to review the template.
    3. After modifying or reviewing the pattern in the wizard, click Create. The prediction pattern will now appear under Existing Prediction Patterns.
  2. To create predictions, click Predict New Issues.

    1. Note: you can also predict new issues from the Manage Issues tab.
  3. A dialog box called Predict New Issues: Initial Values will appear.

    1. Select the Publication date for the subscription. This will be publication date of the first issue you expect to receive.
    2. The Type will correspond to the type of prediction pattern selected.
    3. Enter any Enumeration labels for the first expected issue.
    4. Enter any Chronology labels for the first expected issue.
    5. Enter the Prediction count. This is the number of issues that you want to predict.
  4. Click Save.
  5. Evergreen will generate the predictions and bring you to the Manage Issues tab to review the predicted issues.

Predict Issues Using a Prediction Pattern from a Bibliographic and/or MFHD Record

Evergreen can also generate a prediction pattern from existing MFHD records attached to a serials record and from MFHD patterns embedded directly in the bibliographic record.

  1. Within the Manage Predictions tab, Select [a] subscription to work on from the drop down menu.
  2. Click Import from Bibliographic and/or MFHD Records.
media/serials_sub6.PNG
  1. A dialog box will appear that presents the available MFHD records and the prediction pattern that will be imported.
  2. Check the box adjacent to the MFHD record that you would like to import and click Import. The new prediction pattern will now appear under Existing Prediction Patterns.
media/serials_sub7.PNG
  1. If you want to review or modify the pattern, click Edit Pattern. The Pattern Wizard will appear.

    1. The Pattern Wizard will be pre-populated with the pattern from the MFHD selected. Follow the steps in the section . Creating a Pattern Template. in this documentation to modify the template or click Next on each tab to review the template.
  2. To create predictions, click Predict New Issues.

    1. Note: you can also predict new issues from the Manage Issues tab.
  3. A dialog box called Predict New Issues: Initial Values will appear.

    1. Select the Publication date for the subscription. This will be publication date of the first issue you expect to receive.
    2. The Type will correspond to the type of prediction pattern selected.
    3. Enter any Enumeration labels for the first expected issue.
    4. Enter any Chronology labels for the first expected issue.
    5. Enter the Prediction count. This is the number of issues that you want to predict.
  4. Click Save.
  5. Evergreen will generate the predictions and bring you to the Manage Issues tab to review the predicted issues.

Manage Issues

After generating predictions in the Manage Predictions tab, you will see a list of the predicted issues in the Manage Issues tab. A variety of actions can be taken in this tab, including receiving issues, predicting new issues, adding special issues.

media/serials_sub8.PNG


6.4. Receiving

Issues can be received through the Manage Issues tab or through the Quick Receive option located in the bibliographic record display. While receiving, staff can select if issues should be barcoded during receipt.

Quick Receive

  1. From a serials record in the catalog, go to Serials→Quick Receive.
  2. A dialog box will appear. Select the Library and Subscription for which you are receiving issues from the drop down menu and click OK/Continue.
  3. Receive items dialog box will appear with the next expected issue.

    1. To receive the item(s) and barcode them:

      1. The Copy Location and Circulation Modifier will be pre-populated from the Receive Template associated with the Distribution. Changes can be made to the pre-populated information.

        1. Note: Copy location, call number, and circulation modifier can be applied to multiple copies in batch using the batch modify.
      2. Call Number: Enter a call number. Any item with a barcode must also have a call number.
      3. Barcode: Scan in the barcode that will be affixed to the issue.
      4. The box adjacent to Receive the issue will be checked by default.
      5. Check the box adjacent to Routing List to print an existing routing list.
      6. Click Save to receive the issue. The Status of the issue will update to "Received" and a Date Received will be recorded. The barcoded copy will now appear in the holdings area of the catalog and the Holdings Summary in the Issues Held tab in the catalog will reflect the newly received issue.
    2. To receive the item(s) without barcoding them:

      1. Uncheck the box adjacent to Barcode Items and click Save. The Holdings Summary in the Issues Held tab in the catalog will reflect the newly received issue.
media/serials_sub9.PNG


Receiving from the Manage Issues tab

The Manage Issues tab can be used to receive the next expected issue and to receive multiple expected issues. This tab can be accessed by retrieving the serial record, going to Serials→Manage Subscriptions, and selecting the Manage Issues tab.

Receive Next Issue and Barcode

  1. Within the Manage Issues tab, Select [a] subscription to work on from the drop down menu. The list of predicted issues for the subscription will appear.
  2. Check the box adjacent to Barcode on receive.
  3. Click Receive Next.
  4. Receive items dialog box will appear with the next expected issue and item(s).
  5. The Copy Location and Circulation Modifier will be pre-populated from the Receive Template associated with the Distribution. Changes can be made to the pre-populated information.
  6. Call Number: Enter a call number. Any item with a barcode must also have a call number.
  7. Barcode: Scan in the barcode that will be affixed to the item(s).
  8. The box to Receive the item(s) will be checked by default.
  9. Check the box adjacent to Routing List to print an existing routing list.
  10. Click Save to receive the item(s). The Status of the issue will update to "Received" and a Date Received will be recorded. The barcoded item(s) will now appear in the holdings area of the catalog and the Holdings Summary in the Issues Held tab in the catalog will reflect the newly received issue.

Receive Next Issue (no barcode)

  1. In the Manage Issues tab, make sure the box adjacent to Barcode on receive is unchecked and click Receive Next.
  2. Receive items dialog box will appear with the message "Will receive # item(s) without barcoding."
  3. Click OK/Continue to receive the issue. The Status of the issue will update to "Received" and a Date Received will be recorded. The Holdings Summary in the Issues Held tab in the catalog will reflect the newly received issue.
media/serials_sub10.PNG


Batch Receiving

Multiple issues can be received at the same time using the Manage Issues tab.

Batch Receive and Barcode

  1. Within the Manage Issues tabSelect [a] subscription to work on from the drop down menu. The list of predicted issues for the subscription will appear.
  2. Check the box adjacent to Barcode on receive.
  3. Check the boxes adjacent to the expected issues you want to receive.
  4. Go to Actions→Receive selected or right-click on the rows and select Receive selected from the drop down menu.
  5. Receive items dialog box will appear with the selected issues and items.
  6. The Copy Location and Circulation Modifier will be pre-populated from the Receive Template associated with the Distribution. Changes can be made to the pre-populated information.
  7. Call Number: Enter a call number. Any item with a barcode must also have a call number.
  8. Barcode: Scan in the barcodes that will be affixed to the items.
  9. The box to Receive the items will be checked by default.
  10. Check the box adjacent to Routing List to print an existing routing list.
  11. Click Save to receive the items. The Status of the items will update to "Received" and a Date Received will be recorded. The barcoded items will now appear in the holdings area of the catalog and the Holdings Summary in the Issues Held tab in the catalog will reflect the newly received issues.
media/serials_sub11.PNG

Receive multiple issues (no barcode)

  1. Within the Manage Issues tab, Select [a] subscription to work on from the drop down menu. The list of predicted issues for the subscription will appear.
  2. Make sure the box next to Barcode on receive is unchecked and check the boxes adjacent to the expected issues you want to receive.
  3. Receive items dialog box will appear with the message "Will receive # item(s) without barcoding."
  4. Click OK/Continue to receive the issues. The Status of the issue will update to "Received" and a Date Received will be recorded. The Holdings Summary in the Issues Held tab in the catalog will reflect the newly received issues.


6.5. Routing Lists

Routing lists enable you to designate specific users and/or departments that serial items need to be routed to upon receiving.

Create a Routing List

  1. To create a routing list for a subscription, go to the Manage Subscriptions tab for a serials record, select the subscription from the list and go to Actions→Additional Routing, or right-click and select Additional Routing. A dialog box will appear where you can create the routing list.

    1. Scan or type in the barcode of the user the items should be routed to in the Reader (barcode) field and click Add Route. Continue adding barcodes until the list is complete.
    2. To route items to a location, click the radio button next to Department, type in the routing location, and click Add Route.
    3. Note may be added along with each addition to the list.
    4. The names and departments on the list will appear at the top of the dialog box and can be reordered by clicking the arrows or removed by clicking the x next to each name or department.
  2. When the list is complete, click Update.
media/serials_routing1.PNG

Routing lists can be printed as items are received (see the documentation on Receiving for more information). They can also be printed directly from the Manage Issues tab in a subscription by selecting the item(s) and going to Actions→Print routing lists or right-clicking on the item(s) and selecting Print routing lists from the menu.


6.6. Special Issues

Adding Extra Copies

If the library receives an extra copy of an expected issue, the extra copy can be added to the list of predicted issues so it can be received through the serials module.

To add an extra copy of an expected issue:

  1. In the Manage Issues tab, select the issuance that precedes the issuance that you received an extra copy of and go to Actions→Add following issue or right-click on the issuance and select Add following issue from the menu.
  2. A dialog box will appear. Verify that the Publication dateType, and Chronology labels are correct. The Enumeration labels will be filled in automatically when the issue is created.
  3. Click Save to create the extra copy of the following issue.
  4. The extra copy will appear in the list of issues and can be received using your typical workflow.
media/serials_extra1.PNG


Adding Special Issues

If the library receives an unexpected issue of a subscription, such as Summer Issue or Holiday Issue, it can be added to the list of predicted issues as a Special Issue so it can be received through the serials module.

To add a special issue:

  1. In the Manage Issues tab, click Add Special Issue. A dialog box will appear.
  2. Enter the Publication date of the special issue.
  3. Select the Type (typically Basic).
  4. Add an Issuance Label to identify the special issue, such as "Holiday Issue 2017".
  5. Click Save.
  6. The special issue will appear in the list of issues and can be received using your typical workflow.
media/serials_extra2.PNG

A special issue may also be added as an ad hoc issue by following the instructions for Adding Extra Copies. Enter the Publication date and Type and check the box adjacent to Ad hoc issue? The form will update to allow you to enter an Issuance Label.



6.7. Binding Issues

To bind received issues together:

  1. Go to the Manage Issues tab and select the issues you want to bind together.
  2. Right-click on the issues or go to Action and select Bind.
  3. The Bind Items interface will appear and all items will be represented on the screen. The first item’s fields will be editable. Modify the Call Number if needed. Replace the Barcode and click Save.

The barcode must be replaced with a new barcode. The binding will fail if you attempt to reuse an existing barcode from one of the items being bound. Evergreen views it as a duplicate barcode.


6.8. Holdings

System Generated Holdings Statement

As issues are received, Evergreen creates a holding statement in the OPAC based on what is set up in the Caption and Patterns of the subscription. The systems generated holdings can only be edited by changing caption and pattern information and there is no ability to edit the statement as free text.


MARC Format for Holdings Display (MFHD)

Evergreen users can create, edit and delete their own MFHD.

Create an MFHD record

To create a MFHD record:

  1. From a serials record in the catalog, go to Serials→Manage MFHDs. This will bring you to the Manage MFHD tab within the serials module.
  2. Click Create MFHD.
media/serials_mfhd1.PNG
  1. Create new MFHD dialog box will appear. Select the library for which you are creating the MFHD record and click Create.
  2. The MFHD record will appear in the list. Go to Actions→Edit MFHD or right-click on the row and select Edit MFHD from the drop down menu.
media/serials_mfhd3.PNG
  1. The MARC Editor will appear. Modify the MFHD record as needed and click Save.
  2. The Textual Holdings statement will appear in the Issues Held tab in the catalog.
media/serials_mfhd6.PNG

Edit a MFHD record

  1. Open a serial record, go to Serials → MFHD Record → Manage MFHDs and select the appropriate MFHD.
  2. Go to Actions or right-click on the MFHD and select Edit MFHD.
  3. The MARC Editor will appear. Modify the MFHD record as needed and click Save.

Delete a MFHD Record

  1. Open a serial record, go to Serials → MFHD Record → Manage MFHDs and select the appropriate MFHD.
  2. Go to Actions or right-click on the MFHD and select Delete Selected MFHDs.
  3. Click OK/Continue to delete the record.



6.9. Group Serials Issues in the Template Toolkit OPAC

In previous versions of Evergreen, issues of serials displayed in a list ordered by publication date. The list could be lengthy if the library had extensive holdings of a serial. Using the Template Toolkit OPAC that is available in version 2.2, you can group issues of serials in the OPAC by chronology or enumeration. For example, you might group issues by date published or by volume. Users can expand these hyperlinked groups to view holdings of specific issues. The result is a clean, easy-to-navigate interface for viewing holdings of serials with a large quantity of issues.

This feature is only available in the Template Toolkit OPAC.

Administration

Enable the following organizational unit settings to use this feature:

  1. Click Administration → Local Administration → Library Settings Editor.
  2. Search or scroll to find Serials: Default display grouping for serials distributions presented in the OPAC.
  3. Click Edit.
  4. Enter enum to display issues by enumeration, or enter chron to display issues in chronological order. This value will become your default setting for display issues in the OPAC.
  5. Click Update Setting.
  6. Search or scroll to find OPAC: Use fully compressed serials holdings.
  7. Select the value, True, to view a compressed holdings statement.
  8. Click Update Setting.

Displaying Issues in the OPAC

Your library system has a subscription to the periodical, Bon Appetit. The serials librarian has determined that the issues at the Forest Falls branch should display in the OPAC by month and year. The issues at the McKinley branch should display by volume and number. The serials librarian will create two distributions for the serial that will include these groupings.

  1. Retrieve the bibliographic record for the serial, and click Actions for this Record → Alternate Serial Control.
  2. Create a New Subscription or click on the hyperlinked ID of an existing subscription.
  3. Click New Distribution.
  4. Create a label to identify the distribution.
  5. Select the holding library from the drop down menu that will own physical copies of the issues.
  6. Select a display grouping. Select chronology from the drop down menu.
  7. Select a template from the drop down menu to receive copies.
  8. Click Save.

    Group_Serials_Issues_in_the_OPAC2
  9. Click New Distribution and repeat the process to send issues to the McKinley Branch. Choose enumeration in the Display Grouping field to display issues by volume and number.
  10. Complete the creation of your subscription.
  11. Retrieve the record from the catalog.
  12. Scroll down to and click the Issues Held link. The issues label for each branch appears.
  13. Click the hyperlinked issues label.

The issues owned by the Forest Falls branch are grouped by chronology:

Group_Serials_Issues_in_the_OPAC5

The issues owned by the McKinley branch are grouped by enumeration:

Group_Serials_Issues_in_the_OPAC7



7. Appendices

7.1. Appendix A: Cataloging Forum


7.2. Appendix B: Using GMDs

General Material Designation (GMD) has been used in the 245 $h to describe the material type of the item based on the AACR2 standard, which has been superseded by RDA. However, because Evergreen currently lacks distinct format icons for some item types, GMDs may still be used in limited cases to facilitate patron access in NC Cardinal, based the approved list below.

In all records, use the 33X fields to provide information from RDA controlled vocabularies for the appropriate material type. Use the 300 tag (instead of the 245 $h) to include any information that is not on the approved GMDs list.

 

Approved GMDs

 

[electronic resource]

[game]

[GoChip]

[kit]

[large print]

[MP3]

[playaway]

[puzzle]

[sound recording]

[videorecording]

[VOX audio-enabled]

7.3. 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.

7.4. Appendix D: Fixed Fields (Leader & 008 Tags)

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). Date 1 is for publication date (or only date). Date 2 is for copyright date (if explicitly named and included in a separate 264).

The “Date1” fixed field is used for sorting search results, rather than the 264 field, so both must be defined. 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 helps clarify where items may be shelved. Use the audience defined by the publisher, rather than the broadest potential audience for the item. Example: If a book targets a young adult audience, use audience code d, even if your library may shelve copies on both adult and young adult shelves.

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 four following codes should be used:

 

Juvenile works = j

Young adult works = d

Adult works = e

General audience = g (use as a last resort, especially with videos that are for a more general audience)


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

07-10 - 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).


7.5. 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
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

7.6. 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.


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.


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.


narrator: A performer contributing to an expression of a work by reading or speaking in order to give an account of an act, occurrence, course of events, etc.


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.

 

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.


For more information about additional RDA relationship designators, you may consult this document and/or contact Cataloging Committee members, cardinalcatcommittee@gmail.com, if you have questions.

7.7. 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.

7.8. 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.


7.9. Appendix I: Item Templates

Use of templates enhances item creation and helps ensure consistency in record format in the database.

Creating item templates

  1. Search for and retrieve a record.

  2. Select Actions for this Record → Holdings Maintenance.

  3. Select an item record in list and click Actions for Selected Rows → Edit Item Attributes.

  4. The Copy Editor will open. Select the required template attributes by moving through fields and clicking Apply for every edit.

  5. Click Save when edits are complete.

  6. Enter a template name at the prompt

  7. Click OK.

  8. The template is now saved. Click OK.

  9. This template may now be selected from the drop down menu.

  10. Click Close to exit the Copy Editor.

Once item templates have been created, they may be employed when items are added to the database.

Using item templates:

  1. Retrieve a record and display volumes.

  2. Select the appropriate volume.

  3. Actions for this Row → Add Items.

  4. Enter the number of copies and barcode(s).

  5. Click Edit then Create to open the Copy Editor.

  6. Choose the appropriate template from the drop down menu.

  7. Click Apply.

  8. Make edit as necessary. When finished, click Create Copies.

  9. Items are created.

  10. Click OK.

Saved templates are only viewable by the login that created them. Templates must be exported in order to share templates amongst staff members.

Exporting Item Templates

  1. Click Export in the top left hand corner of the Copy Editor. This will export all templates for the user.

  2. Select where the template should be saved on the workstation, name the file, and click Save.

  3. Click OK.

Importing templates:

  1. Click on Import in the top left hand corner of the Copy Editor.

  2. Navigate to the file’s location, select the file and click Open.

  3. Click OK.



7.10. Appendix J: Search and Icon Formats

Search and Icon Formats

The table below shows all the search and icon formats. In some cases they vary slightly, with the icon format being more restrictive. This is so that things such as a search for "All Books" will include Large Print books yet Large Print books will not show both a "Book" and "Large Print Book" icon.

In the table below "Icon Format Only" portions of the definition are italicized and in square brackets: [Icon format only data]

The definitions use the Fixed Field Types at the end of this document.

Icon

Search Label/Icon Label

Definition

media/blu-ray.png

Blu-ray

VR Format:s

media/book.png

All books/Book

Item Type: a,t

Bib Level: a,c,d,m

NOT: Item Form: a,b,c,f,o,q,r,s [,d]

media/braille.png

Braille

Item Type: a

Item Form: f

media/casaudiobook.png

Cassette audiobook

Item Type: i

SR Format: l

media/casmusic.png

Audiocassette music recording

Item Type: j

SR Format: l

media/cdaudiobook.png

CD audiobook

Item Type: i

SR Format: f

media/cdmusic.png

CD music recording

Item Type: j

SR Format: f

media/dvd.png

DVD

VR Format: v

media/eaudio.png

E-audio

Item Type: i

Item Form: o,q,s

media/ebook.png

E-book

Item Type: a,t

Bib Level: a,c,d,m

Item Form: o,q,s

media/equip.png

Equipment, games, toys

Item Type: r

media/evideo.png

E-video

Item Type: g

Item Form: o,q,s

media/kit.png

Kit

Item Type: o,p

media/lpbook.png

Large print book

Item Type: a,t

Bib Level: a,c,d,m

Item Form: d

media/map.png

Map

Item Type: e,f

media/microform.png

Microform

Item Form: a,b,c

media/music.png

All music/Music sound recording (unknown format)

Item Type: j

[NOT: SR Format: a,b,c,d,e,f,l]

media/phonomusic.png

Phonograph music recording

Item Type: j

SR Format: a,b,c,d,e

media/phonospoken.png

Phonograph spoken recording

Item Type: i

SR Format: a,b,c,d,e

media/picture.png

Picture

Item type: k

media/score.png

Music score

Item type: c,d

media/serial.png

Serials and magazines

Bib Level: b,s

media/software.png

Software and video games

Item Type: m

media/vhs.png

VHS

VR Format: b

Record Types

This table shows the record types currently used in determining elements of search and icon formats. They are based on a combination of the MARC Record Type (LDR 06) and Bibliographic Level (LDR 07) fixed fields.

Record Type

LDR 06

LDR 07

BKS

a,t

a,c,d,m

MAP

e,f

a,b,c,d,i,m,s

MIX

p

c,d,i

REC

i,j

a,b,c,d,i,m,s

SCO

c,d

a,b,c,d,i,m,s

SER

a

b,i,s

VIS

g,k,r,o

a,b,c,d,i,m,s

Fixed Field Types

This table details the fixed field types currently used for determining search and icon formats. See the Record Types section above for how the system determines them.

Label

Record Type

Tag

Position

Item Type

ANY

LDR

06

Bib Level

ANY

LDR

07

Item Format

BKS

006

06

008

23

MAP

006

12

008

29

MIX

006

06

008

23

REC

006

06

008

23

SCO

006

06

008

23

SER

006

06

008

23

VIS

006

12

008

29

SR Format

ANY

007s

03

VR Format

ANY

007v

04


7.11. Appendix K: Holdings Import Profile

When importing holdings into NC Cardinal, libraries should use the Evergreen 852 Profile as their default Holdings Import Profile (unless there is a pre-existing profile that your system has been successfully using):

p=barcode (required, unless using Vandelay default library settings)

j=call number (required, unless using Vandelay default library settings)

g=circulation modifier (required)

t=copy number (optional, if needed)

b=owning library (required)

y=price (optional)

c= shelving location (required)

z= copy status (defaults to In process)



Barcode

You can set up two Library Settings to generate a temporary default barcode prefix and number for imported items that have not yet been assigned a permanent barcode:

The Vandelay Default Barcode Prefix should be the short policy name or first 3-4 letters of the short policy name of your library system.

Example: FOR for Forsyth or POLK for Polk

The Vandelay Generate Default Barcodes setting should be set to True to generate barcodes.


Call number

You can also set up two Library Settings to generate a temporary default call number prefix and number for imported items:


Circulation Modifier

You must use the exact format from the NC Cardinal circulation modifier list; must be in ALL CAPS, e.g. BOOK.


Owning Library

List the short policy name for the owning branch, as it appears in Evergreen


Shelving Location

You must use the exact format from the NC Cardinal shelving location list


Copy Status

You can set up two Library Settings to generate a temporary default copy status for imported items. Most libraries select "In process" for both.:

If a copy status other than the default is desired (e.g. On order), you must use the exact format from the list below. They grayed out statuses are not an option, as they can only be applied via Evergreen's automated processes.


7.12. Appendix M: Shelving Locations


These shelving locations are "owned" at the consortium level. They appear in the dropdown list in Item Attributes and must be selected for every item in the catalog. Holdings tags for batch import must use the exact format, spelling, and capitalization shown.

Cardinal Shelving LocationHoldableOPAC VisibleCirculate
Adult AudiobookYESYESYES
Adult BiographyYESYESYES
Adult DVD FictionYESYESYES
Adult DVD NewYESYESYES
Adult DVD NonfictionYESYESYES
Adult FictionYESYESYES
Adult Fiction Battle of the BookYESYESYES
Adult Fiction ChristianYESYESYES
Adult Fiction DisplayYESYESYES
Adult Fiction HolidayYESYESYES
Adult Fiction MysteryYESYESYES
Adult Fiction OversizeYESYESYES
Adult Fiction PaperbackYESYESYES
Adult Fiction RomanceYESYESYES
Adult Fiction Science FictionYESYESYES
Adult Fiction SeriesYESYESYES
Adult Fiction Short StoryYESYESYES
Adult Fiction WesternYESYESYES
Adult Foreign Language AudiobookYESYESYES
Adult Foreign Language FictionYESYESYES
Adult Foreign Language NonfictionYESYESYES
Adult Foreign Language ReferenceNOYESNO
Adult Foreign Language VideoYESYESYES
Adult Government DocumentsYESYESYES
Adult Graphic NovelYESYESYES
Adult KitYESYESYES
Adult Large Print BiographyYESYESYES
Adult Large Print FictionYESYESYES
Adult Large Print Fiction OutreachNOYESYES
Adult Large Print Fiction PaperbackYESYESYES
Adult Large Print MysteryYESYESYES
Adult Large Print New FictionYESYESYES
Adult Large Print New NonfictionYESYESYES
Adult Large Print NonfictionYESYESYES
Adult Large Print Nonfiction PaperbackYESYESYES
Adult Large Print WesternYESYESYES
Adult MagazineYESYESYES
Adult MusicYESYESYES
Adult New AudiobookYESYESYES
Adult New BiographyYESYESYES
Adult New FictionYESYESYES
Adult New MagazineNOYESNO
Adult New MusicYESYESYES
Adult New NC NonfictionYESYESYES
Adult New NonfictionYESYESYES
Adult New VideoYESYESYES
Adult NonfictionYESYESYES
Adult Nonfiction DisplayYESYESYES
Adult Nonfiction HolidayYESYESYES
Adult Nonfiction NC BiographyYESYESYES
Adult Nonfiction NC HistoryYESYESYES
Adult Nonfiction OversizeYESYESYES
Adult Nonfiction PaperbackYESYESYES
Adult Nonfiction SpanishYESYESYES
Adult ReferenceNOYESNO
Adult Storage FictionYESYESYES
Adult Storage NonfictionYESYESYES
Adult Storage VideoYESYESYES
Adult VideoYESYESYES
Adult Video RYESYESYES
Desk- ChildrensNOYESYES
Desk- CirculationNOYESYES
Desk- InformationNOYESYES
Desk- ReferenceNOYESNO
Desk- Young AdultNOYESYES
EasyYESYESYES
Easy BoardbookYESYESYES
Easy CaldecottYESYESYES
Easy Foreign LanguageYESYESYES
Easy HolidayYESYESYES
Easy NewYESYESYES
Easy ReaderYESYESYES
EquipmentYESNOYES
GamesYESYESYES
GenealogyNOYESNO
Juvenile AudiobookYESYESYES
Juvenile BiographyYESYESYES
Juvenile BoardbookYESYESYES
Juvenile FictionYESYESYES
Juvenile Fiction Battle of the BookYESYESYES
Juvenile Fiction DisplayYESYESYES
Juvenile Fiction OversizeYESYESYES
Juvenile Fiction PaperbackYESYESYES
Juvenile Fiction SeriesYESYESYES
Juvenile Foreign Language AudiobookYESYESYES
Juvenile Foreign Language BiographyYESYESYES
Juvenile Foreign Language FictionYESYESYES
Juvenile Foreign Language Fiction PaperbackYESYESYES
Juvenile Foreign Language NonfictionYESYESYES
Juvenile Foreign Language ReferenceNOYESNO
Juvenile Graphic NovelYESYESYES
Juvenile KitYESYESYES
Juvenile MagazineYESYESYES
Juvenile MusicYESYESYES
Juvenile New FictionYESYESYES
Juvenile New MagazineNOYESNO
Juvenile New NonfictionYESYESYES
Juvenile New VideoYESYESYES
Juvenile NewberyYESYESYES
Juvenile NonfictionYESYESYES
Juvenile Nonfiction Battle of the BookYESYESYES
Juvenile Nonfiction DisplayYESYESYES
Juvenile Nonfiction OversizeYESYESYES
Juvenile Nonfiction SeriesYESYESYES
Juvenile ReaderYESYESYES
Juvenile ReferenceNOYESNO
Juvenile Storage FictionYESYESYES
Juvenile Storage NonfictionYESYESYES
Juvenile Storage VideoYESYESYES
Juvenile VideoYESYESYES
Local History NonfictionYESYESYES
Local History ReferenceNOYESNO
North Carolina RoomNOYESYES
OfficeNONONO
Office ChildrensNONONO
Office Young AdultNONONO
Professional Nonfiction CollectionNOYESNO
Public ComputerNOYESYES
SoftwareYESYESYES
Young Adult AudiobookYESYESYES
Young Adult BiographyYESYESYES
Young Adult FictionYESYESYES
Young Adult Fiction Battle of the BookYESYESYES
Young Adult Fiction DisplayYESYESYES
Young Adult Fiction PaperbackYESYESYES
Young Adult Fiction SeriesYESYESYES
Young Adult Foreign Language FictionYESYESYES
Young Adult Graphic NovelYESYESYES
Young Adult KitYESYESYES
Young Adult MagazineYESYESYES
Young Adult MusicYESYESYES
Young Adult New FictionYESYESYES
Young Adult New Fiction PaperbackYESYESYES
Young Adult New NonfictionYESYESYES
Young Adult NonfictionYESYESYES
Young Adult Nonfiction Battle of the BookYESYESYES
Young Adult Nonfiction DisplayYESYESYES
Young Adult Nonfiction OversizeYESYESYES
Young Adult Nonfiction PaperbackYESYESYES
Young Adult ReferenceNOYESNO
Young Adult Storage FictionYESYESYES
Young Adult Storage NonfictionYESYESYES
Young Adult VideoYESYESYES

updated 3/27/19

7.13. Appendix N: Circulation Modifiers

These are the Circulation Modifiers that may be used in NC Cardinal. They appear in the dropdown list in Item Attributes and must be selected for every item in the catalog. Holdings tags for batch import must use the exact format, spelling, and capitalization shown.


7.14. 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.

7.15. Useful Resources

Contact information for Cataloging Committee members or use cardinalcatcommittee@gmail.com


General Cataloging Training:

ABLE courses from Idaho Commission for Libraries (free) 

ABLE courses via Webjunction (free)

LOC training resources  Catalogers Learning Workshop (free)

Utah State Library Cataloging Basics (free)

ALA Fundamentals of Cataloging ($)


MARC Encoding:

Bibliographic Formats and Standards (free)

Fixed Fields (free)

Value Lists for Codes and Controlled Vocabularies (free)

LOC Understanding MARC (free)

Maxwell’s Handbook for RDA

 

Authorities:

Authorities: Format and Indexes (free)

http://authorities.loc.gov/ (free)

Maxwell’s Handbook for RDA

 

RDA:

https://access.rdatoolkit.org

RDA Carrier Types (free)

RDA Content Types (free)

RDA Media Types (free)

LOC RDA Record Examples (free)

Maxwell’s Handbook for RDA


Subject Headings and Genre/Form Terms:

Library of Congress Subject Headings Manual and Genre/Form Terms Manual (free)

LOC Genre/Form Terms (free)

LOC Subject Headings online training (free)

Basic Subject Cataloging Using LCSH (free)


Dewey:

OCLC Classify (free)  includes other helpful data and links

Library Thing's Melvil version (free)

Decimator iOS app (free)

The Dewey Blog (free)

DDC Glossary (free)

OCLC Dewey Services ($)


Bibliographic Description:

ISBD: International Standard Bibliographic Description, by International Federation of Library Association and Institutions  (free)


Evergreen conference presentations:

Cataloging, What's Next? by Jennifer Weston, Jonathan Furr, and Galen Charlton (2018)

Catalog? But I’m Not a Cataloger! by Felicia Beaudry (2018) and handout

Cataloging Interest Group notes (2018)