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*Last updated 09/26/2023
This page provides a log of any changes in policies or procedures that have been decided upon and implemented by the NC Cardinal Cataloging Committee. It will be updated as new policies are created and instituted, along with the dates of their implementation and links to associated pages elsewhere in the Knowledge Books and other helpful resources such as Basecamp threads, for ease of reference.
09/26/2023
In an effort to prevent errored records being returned by Marcive after the Quarterly Authorities Updates in the future, the Cataloging Committee requests that catalogers make sure to use "Paste as Plain Text" instead of just "Paste" when copying and pasting text from the Internet directly into a MARC record. This is done as a means of preventing "junk" data from being included in the MARC record that will cause Marcive to flag the record as errored. These errored records cannot be processed by Marcive.
These instructions, along with a more detailed description of errored records and what causes them, were added to the corresponding Knowledge Book pages here and here.
The announcement thread in Basecamp can be found here.
09/25/2023
The Cataloging Committee implements new guidelines for merging records with the same content but different =035 fields (OCLC numbers) that instruct catalogers to append all =035 fields from both the lead and sub bibs onto the final, merged record. Previously, if two records matched in all other respects but had different =035 fields, catalogers were not allowed to merge the records.
These guidelines were added to the corresponding Knowledge Book pages and sections here and here.
The announcement thread in Basecamp can be found here.
09/25/2023
The Cataloging Committee implements new guidelines for merging video records that instruct catalogers to append all =024 fields (UPC numbers) from both the lead and sub bibs onto the final, merged bib when merging video records. This is also intended to clarify language in the Knowledge Book guidelines that, at the time, did not state specifically how different =024 fields should be handled (instead only stating that should the =024 fields differ, the items or records should be given to a bibliographic cataloger for further review, without actually providing instructions regarding what the bibliographic cataloger should do upon said review).
These guidelines and accompanying clarifying language were added to the corresponding Knowledge Book page here.
The announcement thread in Basecamp can be found here.
09/25/2023
The Cataloging Committee clarifies language in the Knowledge Book regarding merging records for videos with multiple discs. It is noted that a record for a single disc should only be merged with a record for multiple discs when the content on the additional disc/s is strictly bonus (e.g. "making-of" or "behind-the-scenes" featurettes, bloopers, trailers, etc.), or the movie is entirely contained on a single disc in one version, and spread across two discs in another.
This clarifying language was added to the corresponding Knowledge Book page here.
The announcement thread in Basecamp can be found here.
09/22/2023
After the Quarterly Authorities Update takes place with the new Homosaurus Thesaurus integration, it is discovered that a number of the terms in the Homosaurus Thesaurus are duplicates of (or otherwise very similar to) some Library of Congress terms. Taking this new information into consideration, the Cataloging Committee updates the guidelines for these terms, instructing catalogers to not delete these duplicate terms from a MARC record.
These guidelines were added to the corresponding Knowledge Book page here.
The announcement thread in Basecamp can be found here.
06/01/2023
In preparation for the implementation of Marcive's new Homosaurus Thesaurus integration with the Quarterly Authorities Update that was scheduled to occur in September of 2023, new guidelines are created advising catalogers to retain these Homosaurus Thesaurus-specific subject and genre headings (so designated by a $2homoit subfield in the =65X field) when catalogers encounter them in a MARC record.
These guidelines were added to the corresponding Knowledge Book page here.
The relevant discussion thread in Basecamp can be found here.
05/24/2023
In an effort to help alleviate confusion regarding the official policy for merging video records in the catalog, the Catalog Committee reiterates that catalogers should be merging records for videos with the same content, similar to how they merge records for books with the same content. An important note is made to remind catalogers to not merge a DVD record with a Blu-Ray record, or vice versa, and to not merge a record for a single DVD or a single Blu-Ray with a record for a DVD/Blu-Ray combo pack.
The relevant page in the Knowledge Book was shared here.
The announcement thread in Basecamp can be found here.
05/24/2023
The use of Library of Congress subject and genre headings for manga is adopted. Examples are provided:
=650 \0$aManga (comic books)
=655 \7$aManga.$2lcgft
These were added to the corresponding Knowledge Book page here.
The announcement thread in Basecamp can be found here.
05/24/2023
It is recommended that the subfield $v in duplicate =6XX fields be consolidated into a single =6XX field, as the $v is repeatable. For example, whereas previously you would have:
=650 \0 $aCowboys$vComic books, strips, etc.
=650 \0$aCowboys$vJuvenile fiction.
=600 10$aKing, Martin Luther,$cJr.,$d1929-1968$vComic books, strips, etc.
=600 10$aKing, Martin Luther,$cJr.,$d1929-1968$vJuvenile literature.
Now you would have:
=650 \0$aCowboys$vComic books, strips, etc.$vJuvenile fiction.
=600 10$aKing, Martin Luther,$cJr.,$d1929-1968$vComic books, strips, etc.$vJuvenile literature.
A more thorough explanation, along with additional examples, was added to the corresponding Knowledge Book page here.
The announcement thread in Basecamp can be found here.
05/24/2023
Because many graphic novels and manga include an age level or rating, a recommendation is made to include this information in the MARC record using the =521 field. It is noted that if the rating comes from a source other than the work itself, a subfield $b should be used to list the source information. Examples are provided:
04/14/2023
The Cataloging Committee creates a new General Material Designation (GMD) specifically for manga. It is to appear as $h[manga] in the =245 title field of a MARC record, similar to how $h[large print] or $h[videorecording] would be used for a large print book or DVD, respectively.
This new GMD was added to the list of approved GMDs in the Knowledge Book here.
The announcement thread in Basecamp can be found here.
04/14/2023
A recommendation is made to include a =500 note in the MARC record of a manga that states manga reads from right to left. An example is provided:
=500 \\$aManga - reads from right to left.
The corresponding Knowledge Book page was updated with this recommendation and can be found here.
The announcement thread in Basecamp can be found here.
04/14/2023
The Cataloging Committee approves the use of Item Tags to denote materials of special significance within a library collection, such as those donated by an individual or group in memory of a noteworthy person who recently passed. This was originally requested because Item Tags have the benefit of being searchable in the OPAC (by comparison, Item Notes are not).
The corresponding Knowledge Book page was updated with guidelines for the use of Item Tags and can be found here.
The announcement thread in Basecamp can be found here.
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 (call number) records must pass the Item Cataloging assessment. This includes staff who use Acquisitions or Serials to create or import volume/item records and staff who add item records, such as for magazines and/or paperbacks, or weed (delete) any materials from the library collection.
Staff who create, import, edit, or delete bibliographic records must pass both the Item Cataloging assessment and the Bibliographic Cataloging assessment. This includes staff who use Acquisitions or Serials to create or import bibliographic records.
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. 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.
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.
Cataloging assessments are open book, so staff may use this knowledge book, other websites, or notes (but not answer sheets) to help answer questions. The purpose is not to require that staff know everything, only to show that they know where to find the information. These are individual assessments, so staff should not be collaborating on the answers with colleagues for the assessments. Cataloging assessments can be repeated as many times as needed until a passing score is achieved.
There are 35 knowledge questions on the Item Cataloging Assessment – 25 general multiple choice questions for 1 point each and 10 questions that ask staff to match images from a resource to the best MARC record of the choices presented for 2 points each. A passing score is 43 out of 45 total points and the assessment will be scored at the end, so staff will know immediately whether they passed or not.
There are 44 knowledge questions on the Bibliographic Cataloging Assessment – 27 general multiple choice questions for 1 point each and 17 questions that ask staff to select the best way to edit a MARC record from the choices presented for 2 points each. A passing score is 56 out of 61 total points and the assessment will be scored at the end, so staff will know immediately whether they passed or not.
Staff who achieve a passing score on assessments should receive an official email from NC Cardinal staff within a week or so and account permissions will be updated as soon as possible. This is not an automated process, so the timing may vary.
Both assessments ask staff to create an account in Niche Academy by entering their name and library email address in order to go on to the questions sections. An individually assigned login access account is required for all staff using cataloging or administrative permissions. Staff in migrating libraries will not need this account set up prior to taking the assessments, but staff at established libraries MUST have an individual staff login account set up in Evergreen prior to taking the assessments.
If you do not log into Evergreen with an individualized username, usually comprised of your first initial and last name, please contact your System Login Access Manager and request that they set up an individual login access account for you as soon as possible. You can take the assessment without an individual username, but your SLAM will need to follow up by submitting a help ticket to let us know the username for the new account they have set up for you, since only Global Admins (NC Cardinal staff) can edit accounts assigned to cataloging or System Admin permission groups.
In Evergreen, staff can have more than one permission group assigned to their login access account, so staff can be in both cataloging and admin permission groups, for example. Your SLAM can assign the new individual account to the appropriate permission group you will need — Circulator, if only basic circulation permissions are needed. Cataloging accounts used by library staff include basic circulation permissions. If more permissions are required, they can assign Circ Lead or Branch Admin, which will be retained as a secondary permission group.
______________________
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.
Staff looking for broader cataloging training may want to check out the ABLE training courses linked in our Useful Resources page.
Changes to MARC Record Templates: https://nccardinalsupport.org/index.php?pg=kb.chapter&id=32
"First Cataloger" rule
When a library system receives and catalogs a physical copy of an on order item that is ready to circulate, it is their responsibility to update that item's brief bibliographic record to a full record that conforms to NC Cardinal cataloging best practices.
GMD (245 $h)
GMDs MUST be used if and as listed in Appendix B — GMDs should be added/updated to match the current list whenever catalogers add, edit, or merge bibs.
02X fields
Evergreen searches the 022 field for ISSN and the 024 field for UPC, ISMN, EAN, ISRC, and SICI, based on LOC MARC 21 standards. If these values are not correctly represented in the bibliographic record — e.g. the ISSN is in the 024, rather than the 022 — the record will not show up in search results when a cataloger attempts to search for these values in Evergreen using either Advanced Search or z39.50. Please check any bib records that you import or edit to ensure that, if these values are present, they are in the correct field. As a reminder, catalogers should always do a title search for NC Cardinal as well as several other search variations before importing a new record to prevent duplicate records in the consortium catalog.
OCLC number (035)
When any cataloger makes substantial changes in Evergreen to a bibliographic record that has an OCLC number (such as editing a regular print record to become a large print record or splitting a DVD/Blu-ray combo pack), that cataloger must remove the OCLC number before saving the edited record. Because the Cardinal match set uses the OCLC number as matching criteria and the edited record no longer matches the OCLC data, leaving the OCLC number would mean that batch imported items using OCLC data could be incorrectly matched to the edited record.
Graphic Novels and Manga
New knowledge book page: https://nccardinalsupport.org/index.php?pg=kb.page&id=713
Monograph Parts
Additional formatting requirements will soon be added to the Monograph Parts section. All catalogers should familiarize themselves with and utilize these formats exactly as specified.
9XX fields
Local system specific information should not be retained in a shared consortium record and should be deleted, if present. The fields below should always be preserved when present.
901: information specific to Evergreen - DO NOT alter or delete
902: information specific to the Marcive authorities updates — DO NOT alter or delete
903: information documenting WAVE cleanup process for deduplication. Catalogers who edit records for this purpose can document in this way:
903a should contain your name or tag or library or whatever you decide you want to identify yourself.
903b is the action taken.
903c is the date. A strict date format works best.
903d is any additional necessary information.
When adding the 903, it is crucial that you do not introduce any of the format keywords that the software is looking for so the bib doesn't get additional votes in the WAVE cleanup evaluation.
______________
Previous info:
Check the following:
That all names and terms in a record (check 1XX, 7XX, and 6XX fields), match the 1XX field (authorized access point) in the appropriate authority record. This can be done by validating the record.*
*NOTE: all terms may not currently have an authority record and a cataloger is not required to import an authority record at this time, but must use the correct format
That all subject headings match an appropriate controlled vocabulary (usually Library of Congress)
That genre form/terms are in the 655 and match an appropriate controlled vocabulary (usually Library of Congress Genre Form Terms)
That series statements are listed in the record, and if an authority record exists for the series, make sure that title appears in an 8XX field. Conversely, ensure that any series statements listed in the resource appear in the catalog record 490 and, if applicable, 8XX field(s), not the 245.
NOTE: Series statements MUST NOT be encoded as part of the resource’s title (245 tag). To be searchable, the series statement(s) must appear in the appropriate field(s) (490 + 8XX). |
The 856 field:
Bibliographic records for electronic resources (i.e. e-books, e-audiobooks, e-videos) that require authentication through another website should never have physical holdings attached; they should include an 856 field with $y link text showing the vendor/group (i.e. e-inc, ncdigital) for batch import of e-resources.
Never delete 856 fields that include a link to an actual e-resource (e.g. e-book, e-audiobook, e-video) or other complete version of item*. Remember that bibliographic records belong to the consortium, so the link may not be for your library system.
*NOTE: some bibliographical records for physical holdings may have 856 links to full digital pdf versions of the print resource, in which case, the $y is not required. Do not delete these 856 field(s). Also, do not delete digitization request links for bibliographic records that include Government and Heritage Library holdings.
Always delete 856 fields that are not a link to the actual resource, but only to supplemental material (e.g. table of contents, cover image, excerpt).
Some records may contain 856 fields with these supplemental links for anything from a table of contents to a thumbnail image. These links are sometimes broken and often do not stay up-to-date, so should be stripped out.
Acquisitions issue: Character limit when naming a purchase order
You can give your purchase order a name. Some vendors have a character limit on identifiers for purchase orders submitted via EDI, where the identifier includes not only the name assigned by the cataloger, but also the line item ID (number) and the PO ID (number). The identifier for each line item in the purchase order looks like this:
<PO ID><name>/<lineitem ID>
The PO ID number is assigned by Evergreen in sequence and the current number of digits for NC Cardinal is 6, and will soon be 7. The line item ID number is assigned by Evergreen and is currently 6 digits, but will also soon be 7 digits. There is also a forward slash that takes one character, which totals 15 occupied spaces.
As an example of how that affects naming: Ingram will not allow a total identifier longer than 22 characters. So, a cataloger who will be submitting their PO via EDI will need to limit any name they assign to 7 or fewer characters for Ingram.
Note: Catalogers should check with each of their EDI vendors to see what the character limit is for that particular vendor and adjust the number of characters used for the optional PO name accordingly. Creating a name longer than the vendor's character limit will cause problems with invoices such that the invoices will likely attach to a different PO altogether, causing headaches for all concerned.
Item Catalogers Should Be Able To:
Bibliographic Catalogers Should Be Able To:
There are four primary sources for MARC records within NC Cardinal:
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:
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)
If a title record exists, do not add or import a new or additional record. (Item and Bib Catalogers)
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)
If there are multiple matching records already in NC Cardinal, evaluate and merge records as appropriate. (Bib Catalogers)
If a record does not yet exist, search for and import an appropriate record from OCLC or a Z39.50 service to import a title record. (Bib Catalogers)
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)
Add volume(s) to the bibliographic/title record, as needed. (Item and Bib Catalogers)
Attach items to the volume/call number record(s). (Item and Bib Catalogers)
Delete items from the catalog when appropriate. (Item and Bib Catalogers)
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.
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 each format of a resource 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.
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. Tags below may have links that will take you to additional resources for more detailed information.
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, ISBNs for non-matching resources should never be included, such as a different material type (e-book, e-audio, audiobook, large print ISBNs should not be on a regular print record) or different edition (with different content). If a price is listed in $c (no need to add, if missing), it should be the RETAIL price. Can add $q for type (trade paperback), (mass market), etc. |
02X | For non-book resources, other 02X fields are likely and should be retained. Evergreen searches these fields for the indicated value(s) when using Numeric Search or z39.50. 022: ISSN 024: UPC, ISMN, EAN, ISRC, and SICI |
035 | ID number, usually from OCLC. Not part of our templates, but if it is present on an imported record, retain it. Remove it if you make substantial changes from the original record. |
040 | shows what agency created the record (good for evaluating quality!), whether it is RDA-compliant ($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. See MARC Record Templates for the format you are cataloging. |
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. See MARC Record Templates for the format you are cataloging. |
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. See MARC Record Templates for the format you are cataloging. |
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 | Enhanced content notes with $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 |
902 | information specific to authorities updates - DO NOT alter or delete |
903 | information specific to bib cleanup - DO NOT delete; catalogers who are working on bib cleanup may update according to specifications |
9XX | 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 |
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:
Do not:
Bibliographic Catalogers
Do:
Do not:
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 kept up to date in this knowledge book.
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
RDA
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:
When creating new records, always follow RDA cataloging rules.
Please click on the button above to go to Niche Academy. 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.
NC Cardinal provides multiple materials to aid in training for item catalogers.
Niche Academy offers access to a variety of self-paced modules focused on cataloging. Access all cataloging modules in the Cataloging category of the NC Cardinal Niche Academy.
For hands-on training, navigate directly to the Item Cataloging Training exercises. In this module, you can practice a variety of specific functions related to Item Cataloging that can then be applied directly to your work.
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.
Make sure that you search the entire NC Cardinal catalog when you search for new title records, by using the Keyword Search, Numeric Search, or MARC Search tabs. You should always search for a bibliographic record in several different ways. For example, you can first search by ISBN in the Numeric Search tab, 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 the existing record does not meet the standards as outlined in Best Practices or you find multiple matching bibliographic records, refer these to a bibliographic cataloger for further evaluation and correction.
You can select or limit catalog searches by:
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:
Note that all dates should be formatted as YYYY-MM-DD and should be included in parentheses.
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)
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)
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
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:
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.
If several title records appear to be for the same item:
When choosing the right record for your resource, the following information must be closely examined:
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. See Use of Single Bib Record for Books for additional information about when to combine records.
Physical materials (books, audiobooks, videos, etc.) should never be attached to e-resource records — such as e-book or e-audiobook formats. Some bibliographic records for print resources may contain 856 links to digital (pdf or online) copies of the print resource. These are not considered to be e-book records, as they do not require patron authentication and are accessible to anyone with the link (whether or not they are a library patron). Such digital copy links should be retained in the bib record for the physical material.
You should also pay attention to any discrepancies in statements of responsibility, subtitle, narrator (for audiobooks), director/producer/actors (for videos), table of contents, or other notes. These differences and/or any significant differences in the MARC fields are an indication that you may 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. |
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. |
Graphic novels should be cataloged as a monograph series and not as a monograph set (see Multi-volume or Multi-part Sets).
Each book should be cataloged on a separate bibliographic record as an independent resource with the title of the individual resource in the 245 field.
=245 10$aJustice League.$nVolume 7,$pGalaxy of terrors
=245 10$aDaredevil.$nVol. 5,$pTruth/dare
=245 10$aHilo.$nBook 5,$pThen everything went wrong
=245 10$a My hero academia.$n Vol. 9,$pMy hero
Because of the nature of manga's print format, it is recommended that a 500 note be included in the record that specifies that the work is read from right to left, rather than left to right. The following example may be used for reference:
=500 \\$aManga - reads from right to left.
It is recommended that the age level or rating for a manga or graphic novel be included in the record using the 521 field. The age level or rating can usually be found on the front or back cover of the work, but if not, you may be able to find this information on the publisher's website, NoveList Plus, your book vendor's website, etc. If the rating comes from a source other than the work itself, use subfield $b to list the source info.
=521 8\$aRated: Mature.
=521 8\$aTarget age group: 08 to 12.$bIngram Content Group.
To distinguish the graphic novel from the standard book version, catalogers may want to include a 250 edition statement to indicate the bib is for the graphic novel, especially when ‘the graphic novel’ is not included as a subtitle on the resource (therefore, cannot be included in the 245 $b).
Graphic novels and manga bibliographic records should always include the appropriate subject and genre headings. (See Subject and Genre/Form Headings.)
=650 \0$aManga (comic books)
=655 \7$aManga.$2lcgft
=655 \7$aGraphic novels.$2lcgft
=655 \7$aYoung adult fiction.$2lcsh
=655 \7$aYoung adult literature.$2lcsh
008 fields
6XX fields
008 fields
6xx fields
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. The UPC should be added to the 024 $a.
If a library decides to break up a Blu-ray/DVD combo pack and circulate the DVD and Blu-ray discs separately, the two items must be cataloged on separate bibliographic records using the DVD only and Blu-ray only MARC templates.* In order to avoid incorrect matching when other libraries are batch importing, the UPC for split DVD/Blu-ray sets should be in the 024 $z (not $a) and a $q noting that it is for the set is also helpful. Add 500 $a note similar to "Originally released as part of a Blu-ray + DVD combo pack".
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. The record must include the UPC in the 024 $a.
*Note: If a Bibliographic Cataloger makes substantial changes 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). |
Kits are a collection of materials, sometimes created by a library and sometimes by a publisher or vendor. It is important that kits be easily identified and distinguished from the individual included titles, both by patrons and catalogers. Before adding a new volume or item record for a kit, Item Catalogers should search the catalog to determine whether there is a matching record for the kit (if commercially obtained) or request that a Bibliographic Cataloger create a specific record for a kit that includes information about all materials included in the kit.
An Item Cataloger should not attach a multi-piece kit to a bibliographic record that is for only one of the items included in the kit.
For commercially obtained kits, a bibliographic record may be available through Z39.50 or from the vendor. For kits that include multiple different items (not bundled by publisher/vendor), a Bibliographic Cataloger should create a bibliographic record with a unique title in the 245 $a (not the title of any individual book in the kit), include the GMD $h [kit] in the 245, and ensure that the Kit icon is displayed in the catalog for patrons.
Also, the Bibliographic Cataloger must include appropriate information in the record about all the included materials. 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, and a 100 should not be included unless all materials have a single author/creator.
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.
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".
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
To create a copy (item level) note:
1. Search the catalog for an existing record and open the record.
2. Click on the Edit option under the copy you will be adding the note to.
3. In the Holdings Editor, locate the Notes field and click on the Item Notes button.
4. Enter the note content in the pop-up window. Do NOT mark the note public.
5. Use one of the following for the Title field:
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. |
Alternatively, a library may wish to use an Item Tag instead of an Item Note, because unlike Item Notes, Item Tags are searchable within the catalog. Some stipulations apply:
In order to keep the OPAC from getting too cluttered with additional text or information under each individual item, it is preferred that you use these sparingly and try to limit the number of characters as much as possible.
Additionally, before you begin creating Item Tags for your materials, you may first wish to check and see if they are already searchable in your OPAC or not. If they are, you will see Digital Bookplate in the Keyword dropdown menu in the catalog:
If you do not see this option, please submit a help ticket or email NC Cardinal at help@nccardinalsupport.org so that this option can be turned on for you.
Creating and adding an Item Tag follows similar steps to those described above for Item Notes.
To create an Item Tag:
Once an Item Tag has been added to an item, it will appear below the item's call number in the catalog.
If you need to delete an Item Tag, click the Remove button next to the tag in question in the same New Tags window where you create and add Item Tags (pictured above).
The Holdings Editor is a single interface from which Item Catalogers can add call numbers and copies, create the attributes Evergreen uses to apply circulation policies and edit the options available within the interface. As part of the 3.9 upgrade from November 2022, this interface has been restructured.
The Holdings tab replaces the top section of the Edit tab in the previous version of the holdings editor. From here Item Catalogers can add call numbers and copies for their library to the bib record.
The Item Attributes tab replaces the lower section of the Edit tab in the previous version of the Holdings Editor, as well as the Templates tab. From here, Item Catalogers can set the details that tell Evergreen how the item should function within the ILS. Attributes include Copy Status, Shelving Location, details related to Circulation policies, Price information, and Item Notes.
Item Catalogers can create templates to apply to the Item Attributes table by simply filling in the details they would like to appear in their template and clicking the Save button. You can apply a template by selecting the template from the drop-down menu and clicking the Apply button.
For more information on both the Item Attributes and the Templates, please refer to the Adding Call Numbers and Items in the Holdings Editor page.
By default, all available item attributes will appear in the Item Attributes tab. If your library does not use some of these attributes, you might wish to hide them. You can do so in the Preferences tab. This replaces the Defaults tab in the previous version.
Some catalogers find it easier to view the Holdings tab and Item Attributes tab in a single screen. You can set this in the Preferences tab. It's the last option in the Holdings Preferences box.
When you find an existing bibliographic record that matches your item, you can add items to the bibliographic record using the Holdings Editor, the interface to edit all holdings data.
The Holdings Editor can be accessed:
Catalogers will most often add new items by clicking on the Add Holdings button or using the Holdings View tab.
Note: See Editing and Deleting Item and Call Number Records for more information about editing existing items.
Click Search → Search for Items by Barcode
Scan your barcode.
Right click on the entry in the grid.
Click Edit → Call Numbers and Items on the actions menu that appears.
The bibliographic record detail page displays library holdings, including the call number, shelving location, and item barcode. Within the staff client, the holdings list displays a column next to the item barcode(s) containing two links, view and edit.
Clicking on the view link opens the Item Status screen for that specific item.
Clicking on the edit link opens the Holdings Editor screen for that specific item.
The edit link will only be exposed next to copies when the user has the UPDATE_COPY permission at the copy owning or circulating library.
In Evergreen, you attach copies to bibliographic records using a call number record. To create individual copies of items that will be findable in the catalog and follow the circulation policies you set in your library, you must first create a call number record for your branch, and then attach barcoded copies to that call number record.
From the Holdings tab in the Holdings Editor, you can create call number records individually or in batch. To add call numbers:
The Item Attributes are the details that tell Evergreen how to interact with any item. Each of these pieces works together to let Evergreen know which circulation policy to use when a patron tries to check out the item. Creating templates for this form for item types you catalog often is possible.
To create a template:
To use a template:
To delete a template:
Monograph parts (also referred to as Monographic Parts or simply Parts) are a way for Evergreen to differentiate and provide patrons with more flexibility when placing holds on multi-part items encompassed by one title/bibliographic record. Monograph parts should be used for every holdable/circulating subset of items that do not represent the totality of the bibliographic record — such as different discs that are circulated separately within a video or audio title record or different magazine issues on a serial title record. Monograph parts labels are shared by all libraries in the consortium and should utilize NC Cardinal's controlled vocabulary.
While call numbers often include information about which pieces the item represents, call number information can vary widely from one library to another and has no effect on hold fulfillment in Evergreen. Applying monograph parts to different items on a bibliographic record allows Evergreen to identify which items represent the same parts (regardless of owning library). A cataloger must apply a monograph parts label whenever published sets are split, such that barcoded items on the same bib record are for different subsets of material. This is particularly important if that record has holdable items and/or items owned by other libraries in the consortium. Because each monograph parts label specifies which items are the same, patrons can place title-level holds for the parts they want and Evergreen will target any of the available barcode items with that exact part label to fulfill a patron's hold.
When making a decision about whether monograph parts should be applied to an item record, consider it from the patron’s perspective. Assuming all items are holdable on a given bibliographic record (and applies even if they’re not):
If a patron places a title hold on that bibliographic record, are they going to get the same content no matter which item on the bib record fills their hold?
DO NOT use monograph parts when:
Keep in mind that changes to monograph parts can impact all libraries in the consortium:
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.
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 parts. So, instead of three potential targets to fill the hold, the patron will only have one 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.
At the 2018 Cataloging Forum, cataloging representatives agreed to use a controlled vocabulary for monograph parts labels. 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.
Evergreen treats each label as a separate entity for holds, so an item labeled 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.
Controlled Vocabulary
Format: | Discs | Volumes | Parts | Dates | Editions | Miscellaneous/Combinations |
Pattern: | Disc x or Disc x-x | Vol. x or Vol. x-x | Part x or Part x-x | YYYY-YYYY (no spaces) YYYY:MMM (abbreviate month to 3 letters — no period; separate with colon) multiple dates: separate with comma and space |
ordinal number and 'ed.' (with space between) | varies (abbreviate month to 3 letters, no period; add comma plus space to separate; use consistent brief format for labels in bib) |
Examples: |
Disc 1 Disc 1-2 Disc 4-7 |
Vol. 1-2 Vol. I-VI Vol. A-K Vol. 1, No. 5 Vol. 2, 2017 |
Part VIII-XII
|
1902-1904 1975:Aug 1964:July, 1964:Oct, 1965:Jan, 1965:Apr 1983:Spring
|
11th ed. 43rd ed. |
Book 5, 1890-1899 Vol. 4, No. 2, 1969:Jan 24 No. 39, 1985:May Series 1, Vol. 39, Part 2 |
Use the terminology on the item as the part label designation: Disc, Part, Volume (abbreviate to Vol.)
Use mixed case (not lower case or all caps)
Use label in the singular, even if there is more than one
Use Name #-# [format label name][space][number][hyphen][number]; no spaces before or after
Abbreviate “volume” as “Vol.”
If the bibliographic record has items that are monograph parts and items that are the full set, the full set will fall within the "All Parts" designation by default in Evergreen. Libraries which circulate the entire set of items together should not create a monograph part (like “All Discs”). On records that include separated items, patrons can choose whether they want the full set default "All Parts" or choose monograph parts (such as Disc 1-2) for a subset of items.
Retrieve a bibliographic record and click on Monograph Parts tab:
To add new a Monograph Parts label before adding new items: Click the New Monograph Part button. A pop up box will appear. Enter the label that you want to appear to the user in the catalog, and click Save. This will create a list of monograph parts from which you can choose when you create holdings.
Vol. 1
may have variants like V.1
, Vol 1
, or Vol. 1
(leading space). Merging labels will allow cataloging staff to collapse the variants into one value using the correct controlled vocabulary term.
To merge Monograph Parts labels:
The undesired part labels will be deleted, and any items that previously used those labels will now use the prevailing label.
Note: 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. |
In order to delete a monograph parts label, the parts designation may not be applied to any item on the bibliographic record.
Spine label printing does not work well with Hatch, so it is recommended that you remove Hatch completely from the workstation where spine labels will be printed. If you need Hatch for other functions, create a second Chrome profile without Hatch to be used specifically for cataloging and spine label printing. You should configure your browser so that Chrome does not add headers and footers to items printed on certain printers. For example, if you are printing spine labels, you likely will not want Chrome to add a date or URL to the margins of your label.
You can turn off these headers and footers using the following steps:
To set-up printing in Evergreen, you will need to open the Label Printing interface. There are four different places where you can print labels:
At cataloging
From Item Status
From Item Buckets
From Holdings
Catalogers may print labels by using or modifying the default template, creating and saving their own templates, or importing templates created by another cataloger. Catalogers may use multiple templates to accommodate special print jobs, such as narrow books.
To create one or more templates
Type a name for the first template into the Template field and click Save, then make any changes needed to the template. Create as many templates as needed. Be certain to save each template after any changes.
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.
Lynn Floyd presented at the 2019 Evergreen conference and her Powerpoint presentation (called Labels, Labels, and More Labels) is downloadable from this page: https://evergreen-ils.org/conference/2019-evergreen-international-conference/2019-presentations/
Here's a short video from Sitka for setting up and printing label sheets: https://youtu.be/-PEiDikPIro
GAPines has some instructions: https://pines.georgialibraries.org/dokuwiki/doku.php?id=cat:spine-label-printing
The Pines documentation may prove particularly helpful for those with a Dymo label printer.
Laurentian University has instructions and a downloadable template for Dymo Labelwriter printer using the 30347 labels (1" x 1.5"): https://biblio.laurentian.ca/tickets/conifer/wiki/StaffClientprinting
Because of the way Evergreen targets holds, newly cataloged items are not guaranteed to fulfill pre-existing holds up to 24 hours after the new item record is created unless staff take additional actions when checking these items in for the first time. In order to have Evergreen immediately add newly cataloged items to the pool of potential copies eligible to fill holds, staff can either use Checkin Modifiers or manually retarget a patron's hold. Using Checkin Modifiers is generally faster, since newly cataloged items must be checked in anyway, to change their status from In process to Available/Reshelving.
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. |
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 modifiers Retarget Local Holds and Retarget All Statuses:
NOTE: Remember that checkin modifiers are 'sticky', so be sure to uncheck the boxes when you are finished, as these modifiers should not be applied to normal checkins. |
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 same checkin modifiers as above.
Because these items should not be scanned and will not be in an In transit status when sent to the other branch, 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 checkin modifiers after they finish scanning the 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.
If you need to manually retarget the item to capture for a hold:
After adding the item, click on the View Holds tab.
DO NOT retarget more than one hold at a time and do not retarget a hold for any patron (line item) where another barcode is already listed as a target.
You have two options when transferring materials. You can either move a call number record and the items attached to that call number record over to a different bib record, or you can move only the items over to an existing call number record.
To change this setting:
There are several differences in the structure of pre-cataloged records. Evergreen always sets the owning library of pre-cataloged items to be the consortium. The bibliographic record designated for pre-cataloged items (TCN and Database ID: -1) does not have much MARC data and is invisible in the staff client and OPAC.
DO NOT edit the item record while it is attached to the -1 bib record, as it is owned by Cardinal and editing it before transfer causes problems for all the other library systems that also have pre-cataloged circulations. You may transfer the pre-cat item record for your barcoded item to a bibliographic record (following the Transfer item record(s) only instructions below), then make the appropriate edits to the item record that will now be owned by the branch library you transferred it to.
Once you receive the material back from the patron, check it in and send it to a cataloger. Catalogers should identify the correct bibliographic record for the pre-cat item to be on. If a call number record already exists for that title at the branch the pre-cat item will belong to, you can skip to step 4 below.
Call number and item records are owned at the branch level for each library system in NC Cardinal. You should never attempt to edit or delete call number or item records that belong to another library system.
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. |
Do NOT manually change the item status from Checked out, In transit, Long Overdue, Lost, Lost and Paid, or On holds shelf to another status using the Item Editor 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).
For example, you would never want to manually change an item from a Checked out status to Available (or any other item status, for that matter) instead of checking in the item, because that manual action does not close out the open circulation transaction on the patron account. The same would be true for a manual status change from In transit or On Holds Shelf to something else (such as Available). Evergreen needs to close out those automated processes and transactions during checkin.
Items with these item 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: This status can be manually applied by both circulators and catalogers to indicate that the item is marked for future deletion. These items no longer display in the OPAC for patrons.
Damaged: Marking an item Damaged on the Item Status screen essentially checks the item in, if previously checked out to a patron, before marking the item as permanently damaged. 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 received by the library and is no longer expected from the vendor.
Do NOT manually edit or delete items with statuses indicating open or incomplete transactions, because doing so would negatively impact database recordkeeping and give inaccurate results in reports.
Items with these item statuses must not be manually edited or 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.
If you attempt to delete items in these statuses, you should receive a notification that you do not have permission to do so. These items MUST be scanned on the Check In screen to close the transaction before deleting.
While it is possible to delete items in other statuses, such as Missing, In process, Repair, etc., we recommend that staff check these items in to an Available/Reshelving status before deletion to prevent them from becoming 'ghost' items that appear in future report output even after they are deleted because the status affects the way they are stored in and retrieved from database tables.
For example, items marked Missing that cannot be found should be checked in to an Available or Reshelving status before staff change to Discard/Weed status or delete the item. This prevents the items from continually showing up on missing items reports.
You can see a list of all the item statuses used by NC Cardinal and whether or not they are eligible for deletion (Restrict Copy Delete=false) here in the knowledge books: https://nccardinalsupport.org/index.php?pg=kb.page&id=319
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. These library settings come from the copy's Owning/Circ library (as shown on the Item Status screen, not the library that checked out the item):
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 and is determined by the library setting of the item's owning/circulating library. The void lost max interval starts running as of the due date, not the marked lost date. 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 and the library chooses to accept the return 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.
Special care must be taken when deleting the last item record remaining on a bibliographic record, as NC Cardinal has several library settings in place that are intended to automatically clean up the library catalog:
Delete volume with last copy= True |
Retain empty bib records=False |
These settings mean that, when an item record is the last one on a call number record, the associated call number record is automatically deleted. If the last item and call number records are deleted from a bibliographic record, the bib record is also automatically deleted and will no longer be visible in the public catalog. Deleted bibliographic records can only be retrieved using the TCN/Database ID and will not show in the results for other catalog search methods.
Note: Do not delete the last item from a bibliographic record if you intend to replace that item. If a cataloger adds an item onto a deleted record, the bib record is still deleted and neither will be visible in the catalog. |
Items to be replaced: If the library will be cataloging a replacement copy, the last item should not be deleted. Add the replacement item to the bib record first and then delete the lost/damaged/weeded item that is going away. If the same barcode will be used and the replacement copy is not yet available, change the copy status to On order or Cataloging until the replacement copy arrives, then replace the old copy with the new one.
Last Copy Warning
If your library will not be replacing the item and it is your system practice to note when deleting a last copy, please record this information before clicking OK/Continue to force the action, as the bibliographic record will be automatically deleted and can only be retrieved if a cataloger searches by the TCN/Database ID.
Permissions Flag
If an Item Cataloger deletes the last item on a bib record, a consortium library setting (to automatically delete the last bib record, as mentioned above) triggers the automatic bib record deletion, even though the Item Cat does not have permission to delete bib records. So, the Item Cat may see a message noting that permission is denied, but no further action is required. The bib record is still deleted and there is no cause for concern.
All the cover images that are not manually uploaded in Evergreen come from Open Library, which is an open-source initiative of the Internet Archive, a 501(c)(3) non-profit, building a digital library of Internet sites and other cultural artifacts in digital form. Other projects include the Wayback Machine, archive.org and archive-it.org.
Cover images are based on the ISBN in the bibliographic record. Evergreen currently only uses the first ISBN to search Open Library. Some covers may be missing for some ISBNs. Images are updated by registered Open Library users and by bots and may sometimes contain incorrect images.
The only way to add or correct the image (as it appears in the NC Cardinal catalog) is to do so by changing which is the first ISBN in a bib record (if an image for that ISBN already exists in Open Library) or by adding or editing the image in Open Library. You can click on the link and follow the instructions after creating a free account. 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.
* Cover images may only be uploaded to Evergreen when using the new catalog display. The traditional catalog does not provide staff with the upload functionality.
Please click on the button above to go to Niche Academy. 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.
There is now a video playlist on YouTube for the Bibliographic Cataloging Training session taught by Dr. Sonia Archer-Capuzzo on May 17, 2018.
Click on the slide (above) to see this presentation.
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:
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 the View MARC tab. 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:
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:
Many library systems use brief records for pre-processing or on-order materials. A brief on-order record should include:
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:
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).
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:
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.
4. Select MARC Batch Import/Export from the Cataloging menu.
Note: We recommend that you always open a fresh tab to import bib records, as there have been instances where reusing a 'stale' tab has caused problems for catalogers. |
The Import Records screen displays. Note that the Evergreen tab is labeled “Server Settings.”
5. Select a Record Type from the drop down menu. The page defaults to Record Type = Bibliographic Records.
6. Create a queue to which you can upload your records, or add your records to an existing queue. Queues are linked to match sets and a holdings import profile. You cannot change a holdings import or record match set for a queue. When selecting a name for your queue, choose 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. Select a Record Match Set from the drop down menu. Always use the default Cardinal match match set. If you believe you need a different match set, please contact the NC Cardinal team.
8. Select a Holdings Import Profile if you want to import holdings that are attached to your records. Always 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. Select a Merge Profile. Merge profiles enable you to specify which tags should be removed or preserved in incoming records. 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.
Note: If you are importing e-resources DO NOT use this interface. Instead, please see the Retrieving E-Resource Advantage MARC Files from Overdrive and Uploading Electronic Resources with Secure File Transfer pages 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:
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:
As of version 3.9, a staff user with appropriate permissions can upload a cover image directly within a specific bibliographic record. Uploaded images will override images provided by Open Library. NC Cardinal recommends utilizing Open Library whenever possible, but uploading cover images when Open Library does not have a cover image available for a title, or the cover image in Open Library is incorrect.
Acceptable file types are jpg, png, xpm, xbm, gif, and bmp. All uploaded images are converted to PNG at the time of upload and scaled to small, medium, and large for various uses within the OPAC and staff client.
The scaling algorithm will size images to fit the dimension of each bounding box, while preserving aspect ratio. This means that the largest dimension of any image will be scaled to match the bounding box.
The process of uploading a cover image is fairly straightforward. Follow these steps:
If there is an error uploading your file, you will be shown error text in the modal. Error messages include the following:
When the upload is complete the bib record will refresh and you will see the small (thumbnail) version of your image in the upper left of the record:
To see what the image looks like in the OPAC, you can click the Patron View button. The Patron View button will open the OPAC in a new tab, displaying the record as it appears to a Patron.
Great news! The new electronic resources upload software automatically makes all the necessary best practice edits for records to be searchable and accessible in the catalog. You may find more information about best practices later down this page. The NC Cardinal staff will still be responsible for uploading consortium purchased records, including NCKids, NCDL, and E-INC records. The records systems will upload are those that they purchase outside of these programs, including but not limited to Advantage Overdrive, Freading, Bibliotheca, Baker & Taylor, and Gale Group.
To find more information about retrieving your MARC records, you may refer to the Retrieving E-Resource Advantage MARC Files from Overdrive knowledge book page.
File Upload Instructions
Secure File Transfer Set Up (one-time setup)
Step 1:
Generate both Private and Public Keys and share with NC Cardinal admin
Step 2:
Step 3:
Download SFTP software
OR
Step 4:
Setup SFTP connection in your software of choice once you have received confirmation that your public key has been set up.
Under Environment > Directories
Under SSH > Authentication
Once all of the information is correctly entered, click Login. The program will connect and open with your files on the left and the upload Evergreen folders on the right.
Uploading Files: Tips and Tricks
Deletion Files
To upload deletion files, simply edit the marc file name to include either "weed" or "remove" before uploading. Either word will tell the software that it is a deletion file.
Deduplication Criteria
The new software merges and deduplicates records based on the following fields: 001, 007, 245a, 245h.
Best Practices
These are actions the software automatically takes on ingestion after you drag and drop your files into the secure file transfer process.
Modifications of the 856 field:
Results Reports
Once you have uploaded your files, the staff members you previously provided to NC Cardinal admin will receive the results report emails that the software generates.
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:
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.
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 |
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:
The screen refreshes and your queue is gone.
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.
There are three scenarios that could require merging:
If the existing record needs to be improved or multiple records already exist in the catalog 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.
NOTE: Make sure you clean up the resulting merged record to comply with current NC Cardinal Best Practices.
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 they share the same publication identifiers (ISBN, UPC, etc.) and circulate together. See Videos section.
NOTE: Kits created by a library system may be on the same bibliographic record, following the standards specified in the Cataloging Kits 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.
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:
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).
MARC Editor users retain the option of leaving the fixed field value blank or entering special values (such as # or | ).
Quick Tip: Case matters. Codes in the fixed fields must be lowercase to function properly. For example, if the code in the DtSt field of the bib record is capitalized, the code isn't recognized and the year doesn't display correctly.
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.
Examples:
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.
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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.
NC Cardinal has an automated linking script that should be running nightly to provide the links to existing authority records and a quarterly Marcive update to provide new authority records, so catalogers should not need to validate authority links.
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:
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. However, if the duplicate subject or genre heading is from the Homosaurus thesaurus (see below), do not delete it.
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
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
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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
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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.
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.
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.
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.
The Authorities Working Group recommends that the genre heading “655 -7 Graphic novels. $2 lcgft” be used for all graphic novels regardless of the age group. The reading level will be indicated by the addition of subject subdivision headings to topical subject headings as well as the Audience fixed field code and the shelving location in the library. The genre heading “Comics (Graphic works)” is a broader genre term which includes both graphic novels and comics and can be used whenever the work in hand cannot be easily placed into either category. There are currently 28 different comic genre headings that can be used as appropriate.
The subject subdivision “$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.
Though it is recommended that subject and genre headings should ideally come from the Library of Congress and others should be deleted, special consideration is given to subject and genre headings from the Homosaurus thesaurus. These headings are intended to be used when cataloging LGBTQ+ resources. The terms are coded with a second indicator of 7 and the subfield $2 homoit and should be retained if present in a MARC record.
Some examples include:
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:
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:
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.
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.
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.
The Marcive updating is a quarterly process that starts on the 15th day of March, June, September, and December.
MOBIUS identifies new and updated bib records for cleanup. These records are sent to Marcive for comparison with Library of Congress authorities. Marcive will try to match those fields containing personal names, corporate names, and subjects (1XX, 6XX, and 7XX) with the contents of LoC authority files. If there is a match, they will send us a copy of the authority file. We then import the original bib record and the new authority file into the catalog so they can be linked.
As bib records finish processing, MOBIUS reimports them constantly, in the background. This ensures the process doesn’t interrupt normal library operations. The reimport overlays any changes catalogers may have made locally while the record was “away.”
The entire process can take a few weeks, but some records may be processed in just a few days. We will notify you as soon as we hear that the process is complete.
When the record is reimported/overlaid, we append a 902 field with the process date in the format MARCIVE YYYYMM. If the 902 field shows the current year-month, that bib record is ready for editing.
Whenever you create or edit a bib record, Cardinal will check it against our authority files. This occurs automatically in a nightly batch process.
All bib records that have 1XX, 6XX and 7XX contents that match authority records in our database will be linked to these authority records. Linked author, contributor, subject heading or title fields get a string like “$0 (CARDINAL)12345” appended. Whenever these authority records change, all linked records will stay up-to-date.
These currently fall through the cracks, because we are only sending Marcive records that we have changed in the last three months every three months.
When authors die, or series headings are created, or new subject headings are adopted, some bibs may linger with old/outdated information in these fields. We cannot get updates for records we do not send out. This means that any records that have not been changed in, for example, two years will not be updated by Marcive. These will have to be fixed manually.
Periodically check your catalog for old/outdated subject headings which might be offensive. (The best way to peruse headings is to the use the Browse the Catalog search function.)
An exception to this occurs when a heading includes a $0(CARDINAL) in its subfields. If a heading is on a record that has not been updated in several years but has the $0(CARDINAL) subfield, when a new authority record is uploaded into Evergreen, that particular heading will be updated, because it was already previously linked to a Cardinal authority record.
Why Are Some Headings Updated and Others Not?
Headings for names, corporations, and subjects must match the authority record exactly in order to be updated. If, for example, a subject heading is misspelled in the catalog, it will not be updated with the authority record, because the spelling does not match. Similarly, if the subject heading is singular (e.g. noncitizen) and the authority record plural (e.g. noncitizens), or vice versa, the subject heading and the authority record will not match. They have to match exactly character for character, however, punctuation such as a period or comma is ignored, so:
noncitizens. or noncitizens, would match noncitizens
Similarly, in the case of problematic subject headings that Marcive replaces with updated, Library of Congress-approved subject headings, if the problematic subject heading (e.g. illegal aliens) in the MARC record does not match exactly how it is transcribed in the authority record (e.g. it is misspelled or is singular), the subject heading will not be updated to the newer noncitizens subject heading.
Additionally, certain subfields will prevent subject headings and authority records from matching. These subfields include $v, $x, and $z.
So, for example:
=650 \0$aIllegal aliens would be updated to =650 \0$aNoncitizens
BUT
=650 \0$aIllegal aliens$vFiction would not be updated to =650 \0$aNoncitizens$vFiction
Other subfields, such as $d, do not prevent these updates from occurring.
For example:
=600 10$aWhite, Betty,$d1922- would be updated to =600 10$aWhite, Betty,$d1922-2021
This is another reason why it is important for catalogers to periodically check their catalog for old or outdated subject headings.
A good rule of thumb might be to check after the quarterly Marcive process has completed, but checking and making corrections/updates as catalogers are performing their regular, day-to-day duties is encouraged, as well. As noted above, the best way to perform searches for headings is to utilize the Browse the Catalog search function. Instructions for utilizing this function can be located here.
For example, browse for author "King, Stephen" and you will see that quite a few results may need altering to better reflect the proper authority heading, which is
$aKing, Stephen,$d1947-
Making changes to that field for one of the results that has no birth date (but you still determine to be by the horror writer) will make the record link overnight and then also get exported with the next Marcive batch.
Marcive would not have assigned any of these records lacking a date as by the author of It. They are all lacking an important field of information (birth date) and there are a dozen authorized Stephen Kings in the Marcive database.
Making manual changes will not update the authority records. However, any changes you save to the bib will mark them for export in the next Marcive process, so older changes can be caught in this way.
Occasionally when Mobius sends a file of MARC records to Marcive, some of the records will have errors that must be corrected. Depending on the error/s, Marcive will either go ahead and correct them or notify us of the errored records that they could not fix and provide examples. These errored records that Marcive cannot fix are deleted from the file that Marcive processes.
The most common causes of these errors are "junk" characters within the MARC records. However, these characters are not always visible, which is what makes them so troublesome. Such characters may include tabs, new line characters, and the like. Specifically, according to Marcive:
...Carriage Return/Line Feed characters or end of field characters that may be needed for the visual representation on the internet, but are not valid MARC, and that data is then in the record that way. This causes errors in the directory, structure, and the format of the record, throwing the indicators and tagging off.
These characters apparently do not cause any issues in our records as they exist in Evergreen, but they are not valid, and they typically occur as a result of copying and pasting data from the Internet directly into a MARC record (think copying a plot summary from an Amazon listing and pasting it into the =520 field of a MARC record when cataloging a book).
In order to try and prevent similar errors from occurring in the future, when catalogers do perform a copy and paste like this, it is recommended that they make sure to select the option to "Paste as Plain Text" (or use the shortcut Ctrl-Shift-V) instead of just "Paste." This will go a long way towards keeping the MARC records clean so they are not rejected by Marcive's process.
Alternatively, if you feel you may have made a mistake somewhere along the way and want to be on the safe side, you can copy the entire record and paste it as plain text using the following shortcuts:
Ctrl-A
Ctrl-C (or X)
Ctrl-Shift-V
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:
Do NOT use a single bib record for books when the items differ from one another in any of the ways listed below. In these scenarios, a separate bib record is required.
Different editions only require separate bibliographic records if you can clearly identify different content, as when nonfiction materials are updated/revised. In most cases, fiction "editions" that only signify different printings of the same content (1st printing vs 10th printing) do not require separate bibliographic records unless there are clear revisions. Revised fiction editions do occur, in classic literature for example, where there may be different translations, scholarly footnotes or forewords, etc., which would constitute different content and require separate bibliographic records.
Non-fiction materials should be scrutinized more heavily. Do not merge new editions of non-fiction books.
Use the following fields to determine if you need to create a new record.
020 |
ISBN |
If the ISBN on your copy matches an ISBN on the record, merge. Different ISBNs may still be merged, but should be checked to ensure the core content matches. |
1xx/7xx |
Author/illustrator/translator |
Do not merge titles with different authors, illustrators, or translators. |
245 |
Title and statement of responsibility |
The title as listed in $a should match. If other subfields contain differences, the editions should be checked to ensure the core content matches. |
250 |
Edition |
For fiction, only revised editions should get separate records. Most non-fiction should have separate records for different editions. |
3xx |
Physical description |
Use this field to determine if there are significant differences in pagination. If there are, determine why, and if the reason constitutes a major change to the core content. |
490/8xx |
Series |
If the series statement does not match, check to ensure the core content matches. |
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:
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.
Do NOT use a single bib record for audiobooks when the items differ from one another in the following ways:
In these scenarios, a separate bib record is required.
Movies with the same content and in the same format should be combined on the same bibliographic record, even if non-content features such as DVD extras differ. Different video formats should receive their own record. In general, there are three types of video records:
Never add a DVD to a record for a Blu-Ray or vice versa. If you are maintaining a combo pack of both formats to circulate as a single item, the combo should be on a record specific to that combination, and not added to a record for either format individually. Some libraries may have items, such as local history or archival materials, on obsolete video technology such as VHS. These items should also be added to their own record and not combined with an existing record for a DVD or Blu-Ray format of the same film.
The intention is for the NC Cardinal catalog to be as patron friendly as possible to simplify searching while ensuring that patrons do not receive items that require a technology they may not have access to.
Do use a single bibliographic record for videos when content is exactly the same to combine single format movies that include the following differences:
Do NOT use a single bib record for video content when the items differ from one another in any of the ways listed below. In these scenarios, a separate bib record is required.
024 |
UPC |
If the UPC identifier is the same, your item should be added to the existing record. If the UPC identifier is different, the items should be sent to a bibliographic cataloger to check if the core content is the same. If the core content is the same, then item should be added to the existing record, and an additional =024 field should be added with the item's UPC. When merging records that otherwise match but have different =024 fields, all =024 fields from both the lead and sub bibs should be appended to the final, merged bib. |
245 |
Title |
If the titles of your item is different than the title in the 245 field on the record, then the item should not be added to that record. If significant other information matches, the record should be sent to a bibliographic cataloger for closer examination. |
250 |
Edition |
Different editions should not be on the same record if the editions are different formats (i.e. full screen versus wide screen, black and white versus color) |
3xx |
Phyiscal description, including Blu-ray vs DVD |
Blu-Rays and DVDs should not be added to the same record. Combo packs that include both formats should have separate records from either the individual Blu-Ray or DVD. |
511 |
Cast |
If the cast listed on your item is different from the cast listed in the record, the item should not be added to the record. If significant other information matches, the record should be sent to a bibliographic cataloger for closer examination. |
508 |
Production credits |
If the producers listed on your item are different from the producers listed in the record, the item should not be added to the record. If significant other information matches, the record should be sent to a bibliographic cataloger for closer examination. |
7xx |
Added entries |
If the added entries in the 7xx fields cannot be verified against the item you are adding, it should be sent to a bibliographic cataloger for closer examination of the record. |
Item buckets are a way to conveniently group a list of item records. Staff can use item buckets to easily perform batch actions for a number of item records at the same time. Items remain in buckets until they are removed, but are not restricted in any way from checking out, fulfilling holds, etc.
The Item Bucket interface is accessed by going to Cataloging → Item Buckets.
The words copy and item may be used interchangeably in Evergreen.
Item buckets can be created in the Item Bucket interface as well as on the fly when adding items to a bucket from a catalog search or from within the Item Status interface. For information on creating buckets on the fly see Adding Items to a Bucket.
In the Item Bucket interface click on Buckets in either the Pending Items or Bucket View tab.
From the drop down menu select New Bucket.
Enter a Name and a Description (optional) for your bucket and click Create Bucket.
Note: Checking the Shareable box makes the bucket visible and searchable by any staff member
In the Item Bucket interface click Buckets in either the Pending Items or Bucket View tab.
From the drop down menu select Edit Bucket.
Update the desired information and click Apply Changes.
There are two ways to share an item bucket. The first is by checking the Shareable box when creating (or editing) the bucket, which makes the bucket visible and searchable by any staff member. The second is to provide the bucket ID to the staff member who needs access to a specific bucket.
In the Item Bucket interface click Buckets in either the Pending Items or Bucket View tab.
From the drop down menu select Shared Bucket.
Enter the bucket ID and click Load Bucket.
The shared bucket will display and can be used in the same way as any bucket you own.
In the Item Bucket interface click Buckets in either the Pending Items or Bucket View tab.
From the drop down menu select Delete Bucket.
Staff can also scan in pending items without first selecting a bucket. Items from the pending list may then be added to multiple buckets by selecting Add to Bucket from the Actions menu and choosing the correct bucket for each subset of items.
Note: Uploading files with extraneous data (other than barcodes) or punctuation other than commas will result in errors.
Open the Item Bucket interface. By default you are on the Bucket View tab.
From the drop down menu select the bucket containing the item(s) you would like to place a hold on.
From the drop down menu select Request Selected Items.
Enter the barcode for the patron who the hold is for. By default the system enters the barcode of the account logged into the client.
Item Catalogers may need to delete item records, perhaps from a shared bucket created by another staff member. Item catalogers should only delete items that belong to their library system and do so in accordance with their library system policies. There is no way to undo the action once an item record is deleted, so be sure that you are following Cataloging best practices for deleting items: see Editing and Deleting Item and Call Number Records.
Note: Do not delete the last item from a bibliographic record if you intend to replace that item. When the last item on a call number record is deleted, the call number record is also automatically deleted. If the last item on a bibliographic record is deleted, both the call number record and the bibliographic record is deleted. While a Bibliographic Cataloger can retrieve and undelete a bibliographic record, neither the item nor the bibliographic record will be searchable or display correctly in the public catalog. |
If the library will be cataloging a replacement copy on the same bibliographic record, the last item on either the call number record or the bibliographic record should not be deleted. Add the replacement item to the bib record first and then delete the lost/damaged/weeded item that is going away. If the same barcode will be used and the replacement copy is not yet available, change the copy status to On order or Cataloging until the replacement copy arrives, then replace the old copy with the new one.
On the confirmation pop up click OK/Continue.
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 | Country (and state if US) ; three letter code; right click for options | |||
Date1 | yyyy | single known date / publication date | ||
Date2 | yyyy | copyright date | ||
leader | ||||
Tag | Ind 1 | Ind 2 | Variable Fields | Comment |
007 | cs\nzannnuunun | In Evergreen, subfield labels do not display. No indicators. | ||
008 | Integrated with fixed fields ; sample shown | |||
020 | $a$q | ISBN; Add $q; example: (VOX audio-enabled) | ||
040 | $beng$erda | |||
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[audio-enabled device] :$b /$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 |
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 | ||
leader | 01831cim\a22004691i\4500 | |||
Tag | Ind 1 | Ind 2 | Variable Fields | Comment |
007 | cz\nza | Playaways require two 007 fields as shown. In Evergreen, subfield labels do not display. No indicators. |
||
007 | sz\zunznnnzned | Playaways require two 007 fields as shown. In Evergreen, subfield labels do not display. No indicators. |
||
008 | 140321syyyyyyyy\\\\\\\\\\\\\\\f\\\\eng\d | Integrated with fixed fields ; sample shown | ||
020 | $a | ISBN | ||
028 | 5 | 2 | $a$b | Publisher Number |
040 | $beng$erda | |||
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[audio-enabled device] /$c | Ind 2 varies depending on lead word in title. Use ":b" if adding subtitle. |
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 |
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 & copyright date differ | ||
Lang | eng | eng = English ; change as appropriate | ||
Date1 | yyyy | pub date | ||
Date2 | yyyy | copyright date | ||
leader | 01149cim\a22002651i\4500 | |||
Tag | Ind 1 | Ind 2 | Variable Fields | Comment |
007 | sd\fsngnnmmneu | In Evergreen, subfield labels do not display. No indicators. | ||
008 | 070101syyyyyyyy\\\\\\\e\\\\\\\f\\\\eng\d | Integrated with fixed fields ; sample shown | ||
020 | $a | ISBN | ||
040 | $beng$erda | |||
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] :$b /$c | Ind 2 varies depending on lead word in title ; use ":$b" subfield for subtitle, as needed |
250 | $a | Include either "Unabridged" or "Abridged" | ||
264 | 1 | $a$b$c | Publisher Info ; if record has 260, replace with 264 | |
300 | $a n audio discs (n hours, n minutes) :$bCD audio, digital ;$c4 3/4 in. | n indicating relevant numbers on your item | ||
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 | |||
538 | $a | Format (e.g. Compact discs) | ||
650 | 0 | $a$vFiction | LOC subject heading indicator | |
655 | 7 | $aAudiobooks.$2lcgft | or $aChildren's audiobooks.$2lcgft | |
655 | 7 | $a | LOC genre heading | |
700 | 1 | $a$d$e | 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 |
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 & copyright date differ | ||
Lang | eng | eng = English ; change as appropriate | ||
Date1 | yyyy | pub date | ||
Date2 | yyyy | copyright date | ||
*LTxt Values in dropdown list | ||||
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 | |||
leader | 01149cim\a22002651i\4500 | |||
Tag | Ind 1 | Ind 2 | Variable Fields | Comment |
007 | sd\fsngnnmmneu | In Evergreen, subfield labels do not display. No indicators. | ||
008 | 070101syyyyyyyy\\\\\\\e\\\\\\\h\\\\eng\d | Integrated with fixed fields ; sample shown | ||
020 | $a$q | $aISBN$q(format) | ||
040 | $beng$erda | |||
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] :$b /$c | Ind 2 varies depending on lead word in title, Add ":$b" for subtitle, if needed |
250 | $a | Include either "Unabridged" or "Abridged" | ||
264 | 1 | $a$b$c | Publisher Info ; if record has 260, replace with 264 | |
300 | $an audio discs (n hours, n minutes) : $bCD audio, digital ; $c4 3/4 in. | change n to numbers relevant to cataloged item | ||
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 | ||
505 | 0 | 0 | $t$r | contents field; recommended for short story collections |
511 | 0 | $a | Use Ind1 = 1 if listing only cast names | |
520 | $a | |||
538 | $a | Format (e.g. Compact discs) | ||
650 | 0 | $a$vFiction | LOC subject heading indicator | |
655 | 7 | $a | LOC genre heading | |
700 | 1 | $a$d$e | 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
|
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 & copyright date differ | ||
Lang | eng | eng = English ; change as appropriate | ||
Date1 | yyyy | pub date | ||
Date2 | yyyy | copyright 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 | ||
546 | $a | Languages, subtitles, and/or descriptive audio. | ||
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 |
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 & copyright date differ | ||
Lang | eng | eng = English ; change as appropriate | ||
Date1 | yyyy | pub date | ||
Date2 | yyyy | copyright 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 | ||
546 | $a | Languages, subtitles, and/or descriptive audio. | ||
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 |
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 & copyright date differ | ||
Lang | eng | eng = English ; change as appropriate | ||
Date1 | yyyy | pub date | ||
Date2 | yyyy | copyright 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 | ||
546 | $a | Languages, subtitles, and/or descriptive audio. | ||
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 |
Fixed Field | Value | |
|
Comment |
Type | r | r = realia (equipment icon) ELSE o = kit (kit icon) | ||
BLvl | m | |||
Desc | i | RDA coding | ||
TMat | z | z = other | ||
Elvl | 1 | |||
Srce | d | |||
Fest | 0 | |||
Audn | g | g = general | ||
DtSt | s | s = single (pub) date | ||
Lang | eng | eng = English ; change as appropriate | ||
Ctry | cc | cc = China | ||
Date1 | yyyy | pub date - if there's a year on the box | ||
Date2 | yyyy | n/a | ||
leader | 04726cgm\a22008051i\4500 | |||
Tag | Ind 1 | Ind 2 | Variable Fields | Comment |
008 | Integrated with fixed fields ; sample shown | |||
024 | 1 | $a | UPC, if applicable | |
040 | $beng$erda | |||
082 | 0 | 4 | $a004 | Dewey call number |
245 | 0 | 0 | $a$h[equipment] :$b /$c | Ind 2 varies depending on lead word in title |
250 | $a | As needed | ||
264 | 3 | $a$b$c | Place :$bManufacturer,$cdate. | |
300 | $ahotspot connection$cdimensions +$e(accompanying materials wires, etc.) | Example: hotspot connection ;$c6 x 4 x 1 inches +$e(1 USB-C wire) | ||
336 | $acomputer program$bcop$2rdacontent | |||
336 |
$atactile three-dimensional form$btcf$2rdacontent
|
|||
337 | $acomputer$bc$2rdamedia | |||
338 | $aother$bcz$2rdacarrier | |||
500 | $a | Notes as needed. | ||
538 |
$aSystem requirements: A device with Wi-fi capability and an Internet browser.
|
|||
650 | 0 | $aWireless LANs$vSpecimens. | LOC subject heading indicator | |
650 | 0 | $aWireless Internet$vSpecimens. | ||
650 | 0 | $aMobile computing$vSpecimens | ||
710 | 2 | $a | production company |
Fixed Field | Value | |
|
Comment |
Type | o | o=kits, r=3D object | ||
BLvl | m | |||
Desc | i | |||
TMat | b | b=kit, g=puzzle, w=puppet, r=machine, tool, utensil, instrument | ||
Elvl | 5 | |||
Srce | ||||
Audn | e = adults ; j = juvenile ; d = adolescent ; g = general | |||
DtSt | s | |||
Lang | eng | |||
Date1 | yyyy | |||
Date2 | ||||
Ctry | ||||
leader | 01656nom/a22003735i/4500 | |||
Tag | Ind 1 | Ind 2 | Variable fields | Comment |
003 | CARDINAL | |||
007 | ou | |||
008 | 130604syyyyyyyy///////////////00/b/eng// | |||
040 | $beng$erda | |||
245 | 0 | $a$h[kit] :$b /$c | ||
264 | 1 | $a$b$c | ||
300 | $a$b$c$e | |||
336 | $athree-dimensional form$btdf$2rdacontent | |||
337 | $aunmediated$bn$2rdamedia | |||
338 | $aobject$bnr$2rdacarrier | |||
490 | 0 | $a$v | ||
500 | $a | |||
505 | 0 | $a | ||
520 | $a | |||
521 | 0 | $a | ||
650 | 0 | $a$v | ||
700 | 1 | $a$d |
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, 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 | $a$h[large print] :$b /$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 Ind 2 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 print 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) |
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 | $a$h[large print] :$b /$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 Ind 2 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 | 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 print 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) |
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 & copyright date differ | |||
Lang | eng | |||
Date1 | ||||
Date2 | ||||
Ctry | Use "ohu" for Launchpads, which are made by Findaway World in Ohio. | |||
leader | 01831cmm\a22004695i\4500 | |||
Tag | Ind 1 | Ind 2 | Variable fields | Comment |
007 | cs\czannnuuuun\ | |||
008 | 071116\\\\\\\\\ohu\\\\\\\\g\\\\\\\\eng\d | |||
020 | $a | ISBN - International Standard Book Number | ||
028 | $a$b | $a number is found on the playaway case $bFindaway World for Launchpads | ||
040 | $beng$erda | |||
082 | 0 | 4 | $a | Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC |
245 | $a$h[video-enabled device] | |||
250 | $a | Edition statement, as needed | ||
264 | 1 | $a$b$c | Publisher Info ; if record has 260, replace with 264 | |
300 | $a1 tablet :$b digital, sound, color ;$c20 x 13 cm + $e1 USB charging cord and 1 adapter (in case _x_). | Can add Launchpad or other brand info, if desired, to $a | ||
336 | $acomputer program$bcop$2rdacontent | |||
336 | $atwo-dimensional moving image$btdi$2rdacontent | |||
337 | $acomputer$bc$2rdamedia | |||
338 | $aother$bcz$2rdacarrier | |||
380 | $aTablet computer | |||
500 | $a | 500 fields are repeatable, so use more than one, as needed. Example: $aIssued on Playaway Launchpad, a pre-loaded learning tablet. |
||
500 | For Launchpad: $aContent and/or functionality of apps on this tablet may have been modified for use on this device. | |||
500 | For Launchpad: $aEarphones not required for audio playback. | |||
500 | For Launchpad: $aDevice does not have Internet connectivity. | |||
500 | For Launchpad: $aIndividual apps contained on this device may vary. | |||
500 | For Launchpad: $aIncludes: customizable avatar for children and display detailing usage statistics for parents. | |||
520 | $a | If no brief description exists, create one | ||
521 | 1 | $a | Ages (i.e. 2-5) | |
521 | 2 | $a | Grades (i.e. 4-6) | |
650 | 0 | $aEducational games. | ||
655 | 7 | $aEducational games.$2lcgf | ||
655 | 7 | $aMobile apps.$2lcsh | ||
710 | 2 | $a | example: $aFindaway World, LLC. |
Fixed Field | Value | |
|
Comment |
Type | a | a = Language Material | ||
BLvl | s | s = Serial; m= Monograph; change as needed | ||
Desc | i | i = RDA coding | ||
Elvl | 1 | |||
Form | a | a = Microfilm; b= Microfiche; c= Microopaque; change as needed | ||
Conf | 0 | |||
Audn | e | e = adults ; j = juvenile ; d = adolescent ; g = general | ||
SrTp | n = newspaper ; p = periodical | |||
Regl | regularity: n = normalized irregular ; r = regular ; u = unknown ; x = completely irregular | |||
Orig | Form of original format: e = newspaper | |||
Freq | Frequency: d = daily ; m = monthly ; w = weekly | |||
DtSt | 'c' = still in publication ; 'd' = publication ceased | |||
Lang | eng | eng = English ; change as appropriate | ||
Date1 | yyyy | Year publication began | ||
Date2 | yyyy | If item is a serial and DtSt = 'd', year of final publication ; If a serial and DtSt = 'c', not needed | ||
Ctry | Country (and state if US) ; right click for options | |||
Tag | Ind 1 | Ind 2 | Variable fields | Comment |
003 | CARDINAL | |||
008 | 960912d18971900ncudn\nea 0 0eng d | |||
040 | $beng$erda | |||
082 | 0 | 4 | $a | Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC |
245 | 0 | 0 | $a$h[microform] :$b /$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 Ind 2 shows how many characters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".) |
264 | 1 | $a$b$c | Publisher Info ; if record has 260, replace with 264 | |
300 | $avolumes | |||
310 | $a | Publication frequency ; i.e. 'Daily', 'Monthly', etc. | ||
321 | $a$b | Former Publication Frequency (optional) ; $a = former frequency (i.e. 'Monthly', 'Daily') ; $b = dates of former frequency (i.e. '1957-1962') | ||
336 | $atext$btxt$2rdacontent | |||
337 | $amicroform$bb$2rdamedia | |||
338 | $amicrofilm reel$bhd$2rdacarrier | |||
362 | 1 | Dates of publication and/or sequence (i.e. 'Began in 1897') | ||
533 | $aMicrofilm.$bWinston-Salem, N.C. :$cMann Film Laboratories ; Distributed by Microfilming Corporation of America.$e1 microfilm reel ; 35 mm. (example) | Reproduction Note: $aType of reproduction, $bPlace of reproduction, $cAgency responsible for reproduction, $ePhysical description of reproduction | ||
650 | 0 | $a | LC subject heading indicator. Must use LC controlled vocabulary for these subject headings | |
655 | 7 | $a | LOC genre heading |
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 |
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 & copyright date differ | ||
Indx | 0 | |||
Lang | eng | eng = English ; change as appropriate | ||
Date1 | yyyy | pub date | ||
Date2 | yyyy | copyright 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 = multi-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/commercially 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 released before 1940 ; a = music released before 1929 |
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 (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 Ind 2 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 | $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) |
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 (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 Ind 2 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 | $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) |
Fixed Field | Value | |
|
Comment |
Type | a | a = Language Material | ||
BLvl | s | s = Serial | ||
Desc | i | i = RDA coding | ||
Elvl | 1 | |||
Form | leave blank for a regular print item; use "d" for large print | |||
Conf | 0 | |||
Audn | e | e = adults ; j = juvenile ; d = adolescent ; g = general | ||
SrTp | n = newspaper ; p = periodical | |||
Regl | regularity: n = normalized irregular ; r = regular ; u = unknown ; x = completely irregular | |||
Orig | Form of original format: e = newspaper | |||
Freq | Frequency: d = daily ; m = monthly ; w = weekly | |||
DtSt | 'c' = still in publication ; 'd' = publication ceased | |||
Lang | eng | eng = English ; change as appropriate | ||
Date1 | yyyy | Year publication began | ||
Date2 | yyyy | If item is a serial and DtSt = 'd', year of final publication ; If a serial and DtSt = 'c', not needed | ||
Ctry | Country (and state if US) ; right click for options | |||
Tag | Ind 1 | Ind 2 | Variable fields | Comment |
003 | CARDINAL | |||
008 | 960912d18971900ncudn\nea 0 0eng d | |||
010 | $a | LCCN | ||
022 | $a | ISSN | ||
035 | $a | OCLC number | ||
040 | $beng$erda | |||
245 | 0 | 0 | $a :$b | Title. |
264 | 1 | $a$b$c |
Publisher Info ; if record has 260, replace with 264. If year of first issue is known, put that year followed by dash in $c (i.e. 2019-). Otherwise, leave out $c.
|
|
300 | $avolumes | |||
310 | $a | Publication frequency ; i.e. 'Daily', 'Monthly', etc. | ||
321 | $a$b | Former Publication Frequency (optional) ; $a = former frequency (i.e. 'Monthly', 'Daily') ; $b = dates of former frequency (i.e. '1957-1962') | ||
336 | $atext$btxt$2rdacontent | |||
337 | $unmediated$bn$2rdamedia | |||
338 | $avolume$bnc$2rdacarrier | |||
362 | 1 | Dates of publication and/or sequence (i.e. 'Began in 1897') | ||
500 | $a | May be needed for additional information that would be useful to patrons (and visible in OPAC view). | ||
650 | 0 | $a$vPeriodicals | LC subject heading indicator. Must use LC controlled vocabulary for these subject headings | |
655 | 7 | $aPeriodicals$2lcgft | ||
710 | 2 | $a | Corporate name. |
A copy template enables you to specify item attributes that should be applied by default to copies of serials. You can create one copy template and apply it to multiple serials. You can also create multiple copy templates. Templates will be used in the Alternate Serial Control View or the Serial Control View.
To create a copy template, click Admin → Serials Administration → Serial Item Templates. Click on the Create Template button at the top of the page.
You can make changes to an existing copy template. Changes that you make to a copy template will apply to any items that you receive after you edited the template.
From the copy template interface, you can delete copy templates that have never been used. First check the box for the template you wish to delete, then click Delete Template from the Actions drop down menu.
MARC Format for Holdings Display (MFHD) records contain location and call number information, and are linked to bibliographic records. They display in the catalog in addition to holding statements generated by Evergreen from subscriptions created in the Serials Module. Evergreen users can create, edit and delete their own MFHD. 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.
Catalogers can create an MFHD Record from the bibliographic record for the serial title by following the steps outlined below.
Whether you are setting up your MFHD record for the first time or editing it due to a change in holdings, follow the steps outlined below to make the necessary changes.
853: the caption and notation for volume and issue numbers.
863: enumeration and chronology information for the publication.
866: A textual statement of your library's holdings.
You can link your current and new subscriptions to existing MFHDs.
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.
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.
For information on creating a copy template, go to the Copy Template Serials page.
To modify a Serial Copy Template:
Note: Serials copy templates that are being used by subscriptions cannot be deleted. |
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.
To create a template, go to Administration→Serials Administration→Prediction Pattern Templates:
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.
Enumeration Labels
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.".
If Number is selected (commonly used):
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.
Chronology Display
To add additional levels of chronology for display, click Add level.
MFHD Indicators
Frequency and Regularity
Indicate the frequency of the publication by selecting one of the following radio buttons:
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?.
Review
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.
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:
Within the Manage Subscriptions tab, create a new subscription by clicking New Subscription. The subscription editor will appear:
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.
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.
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.
To create a new prediction pattern, click Add New.
You can also predict new issues from the Manage Issues tab.
A dialog box called Predict New Issues: Initial Values will appear.
If you want to use the pattern "as is" click Create.
To create predictions, click Predict New Issues.
A dialog box called Predict New Issues: Initial Values will appear.
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.
If you want to review or modify the pattern, click Edit Pattern. The Pattern Wizard will appear.
To create predictions, click Predict New Issues.
A dialog box called Predict New Issues: Initial Values will appear.
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.
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.
A Receive items dialog box will appear with the next expected issue.
To receive the item(s) and barcode them:
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.
To receive the item(s) without barcoding them:
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.
Multiple issues can be received at the same time using the Manage Issues tab.
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
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.
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.
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:
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:
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.
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.
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.
Evergreen users can create, edit and delete their own MFHD.
To create an MFHD record:
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.
Enable the following organizational unit settings to use this feature:
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.
Click Save.
The issues owned by the Forest Falls branch are grouped by chronology:
The issues owned by the McKinley branch are grouped by enumeration:
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 on 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 $h) to include any information that is not on the approved GMDs list.
In the =245 field, the GMD follows the title proper ($a, $n, $p subfields) and precedes the :$b subfield.
For example:
=245 10$aMy hero academia.$nVol. 2,$pRage, you damned nerd$h[manga] /$cstory & art, Kohei Horikoshi ; translation & English adaptation, Caleb Cook ; touch-up art & lettering, John Hunt ; editor, Mike Montesa.
=245 10$aHomecoming$h[large print] : $ba novel / $cKate Morton.
GMD | Definition/examples | Associated MARC Templates |
[audio-enabled device] | Playaway, VOX, Wonderbook, etc. | Audio-enabled Book, Audio-enabled Device |
[board game] | non-electronic games | Kit |
[braille] | characters represented by patterns of raised dots for use by visually impaired readers | |
[cartographic material] | globes and maps | |
[electronic resource] | e-audio, e-book, and e-video that are online accessible with no device included | |
[equipment] | cake pans, telescopes, binoculars, projectors, realia, etc. | Kit, Hotspot |
[image] | posters, drawings, photographic prints, slides, and transparencies (not graphic novels) | |
[kit] | a compilation of materials circulating together as a set | Kit |
[large print] | large typeface (such as 14 point or larger) for use by visually impaired readers | Large Print Fiction, Large Print Nonfiction |
[manga] | Japanese graphic novels that read from right to left | |
[microform] | microphotographic reproduction, on film or paper, of a manuscript, map, or other document | Microform |
[puzzle] | jigsaw puzzles | Kit |
[sound recording] | audiobooks and music recordings, including MP3 | Audio Fiction, Audio Nonfiction, Music CD, MP3 |
[video game] | electronic games | |
[video-enabled device] | Playaway View, GoChip, and Launchpads | Video-enabled Device |
[videorecording] | Blu-rays, DVDs, VHS tapes | Blu-ray only, Blu-ray/DVD combo, DVD only |
Anything from this older list of GMDs, should be edited to match the current list above:
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 bold type face should be checked, as they can change from resource to resource.
*NOTE: BOLD positions have variable answers depending on your item
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
|
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
|
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
|
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
|
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.
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. |
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).
While all of the fixed fields have an impact on display and search, there are a select few that are especially important.
Publication, reprint, copyright, and other dates are coded in these fields. This is usually the information used by your ILS 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 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/
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)
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
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.
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
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
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)
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
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
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:
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).
The ISBN 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 that come from vendors, OCLC, or other libraries (through Z39.50) may come with many ISBNs 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:
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:
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.
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.
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.
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 if you have questions.
There are several methods for entering diacritics in Evergreen:
NOTE:
Match Sets determine the MARC record criteria used to identify "good" matches between any existing records and the MARC records imported using the MARC Batch Import/Export interface.
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 using the MARC Batch Import/Export interface enable you to merge existing title records with imported records and specify which tags should be removed or preserved when you import MARC records into Evergreen. NC Cardinal has established several merge profiles for consortium use.
Only use merge/overlay profiles already created by NC Cardinal. Please contact NC Cardinal team if there is a specific use case for a different merge/overlay profile.
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.
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:
Merge/overlay profiles can be set up 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.
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.
PNG Icon |
Vector Icon |
Search Label/Icon Label |
Definition |
|
Blu-ray |
VR Format:s [MARC field 007, position 4] |
|
|
All books/Book |
Item Type: a,t [MARC Leader field, position 6] Bib Level: a,c,d,m [MARC Leader field, position 7] NOT: Item Form: a,b,c,f,o,q,r,s [,d] [MARC 006, position 6 and/or 008 field, position 23] |
|
|
Braille |
Item Type: a [MARC Leader field, position 6] Item Form: f [MARC 006, position 6 and/or 008 field, position 23] |
|
|
Cassette audiobook |
Item Type: i [MARC Leader field, position 6] SR Format: l [MARC field 007, position 3] |
|
|
Audiocassette music recording |
Item Type: j [MARC Leader field, position 6] SR Format: l [MARC field 007, position 3] |
|
|
CD audiobook |
Item Type: i [MARC Leader field, position 6] SR Format: f [MARC field 007, position 3] |
|
|
CD music recording |
Item Type: j [MARC Leader field, position 6] SR Format: f [MARC field 007, position 3] |
|
|
DVD |
VR Format: v [MARC field 007, position 4] |
|
|
E-audio |
Item Type: i [MARC Leader field, position 6] Item Form: o,s [MARC 006, position 6 and/or 008 field, position 23] |
|
|
E-book |
Item Type: a,t [MARC Leader field, position 6] Bib Level: a,c,d,m [MARC Leader field, position 7] Item Form: o,s [MARC 006, position 6 and/or 008 field, position 23] |
|
|
Equipment, games, toys |
Item Type: r [MARC Leader field, position 6] |
|
|
E-video |
Item Type: g [MARC Leader field, position 6] Item Form: o,s [MARC 006, position 6 and/or 008 field, position 23] |
|
|
Kit |
Item Type: o,p [MARC Leader field, position 6] |
|
|
Large print book |
Item Type: a,t [MARC Leader field, position 6] Bib Level: a,c,d,m [MARC Leader field, position 7] Item Form: d [MARC 006, position 6 and/or 008 field, position 23] |
|
|
Map |
Item Type: e,f [MARC Leader field, position 6] |
|
|
Microform |
Item Form: a,b,c [MARC 006, position 6 and/or 008 field, position 23] |
|
|
All music/Music sound recording (unknown format) |
Item Type: j [MARC Leader field, position 6] [NOT: SR Format: a,b,c,d,e,f,l] [MARC field 007, position 3] |
|
|
Phonograph music recording |
Item Type: j [MARC Leader field, position 6] SR Format: a,b,c,d,e [MARC field 007, position 3] |
|
|
Phonograph spoken recording |
Item Type: i [MARC Leader field, position 6] SR Format: a,b,c,d,e [MARC field 007, position 3] |
|
|
Picture |
Item type: k [MARC Leader field, position 6] |
|
|
Music score |
Item type: c,d [MARC Leader field, position 6] |
|
|
Serials and magazines |
Bib Level: b,s [MARC Leader field, position 7] |
|
|
Software and video games |
Item Type: m [MARC Leader field, position 6] |
|
|
VHS |
VR Format: b [MARC field 007, position 4] |
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 |
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 |
When batch importing holdings into NC Cardinal without using the acquisitions module, libraries should use the Evergreen 852 Profile as their default Holdings Import Profile. (A few libraries have a "grandfathered" existing profile that they may continue to use.)
The Evergreen 852 profile is visible under Cataloging>MARC Batch Import/Export.
A library system may use Library Settings to generate temporary barcode prefix and/or barcode, as well as default call number prefix and/or call number. If not, the fields below are required as noted:
p=barcode (required, unless using "Vandelay" library settings listed below to automate)
j=call number (required, unless using "Vandelay" library settings listed below to automate)
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)
In regard to format: Spacing, spelling, and capitalization must be exact and any mistakes by vendors will cause import errors. Terms must be exact as noted below, there cannot be spaces before or after any of the fields or values, and $y should not have a $ before the dollar amount. The fields do not have to be listed in any particular order.
A correctly formatted 852 should look like this:
=852 \\$pFOR12345667788$bFORSYTH_CENTRAL$cAdult Fiction$gBOOK$y12.50$jFIC$zOn order
Not like this:
=852 \\ $pFOR12345667788 $bFORSYTH CENTRAL$cAdult Fiction $gBook$y$12.50$jFIC$z On order
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.
You can also set up two Library Settings to generate a temporary default call number prefix and number for imported items:
You must use the exact format from the NC Cardinal circulation modifier list; must be in ALL CAPS, e.g. BOOK.
List the short policy name for the owning branch, as it appears in Evergreen
You must use the exact format from the NC Cardinal shelving location list.
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. The grayed out statuses are not an option, as they can only be applied via Evergreen's automated processes.
Item Status | Holdable | OPAC Visible | Status ID |
At Children's Desk | N | Y | 107 |
At Circulation Desk | Y | Y | 108 |
Available | Y | Y | 0 |
Bindery | N | N | 2 |
Cataloging | N | N | 11 |
Checked out | Y | Y | 1 |
Claimed Lost | N | N | 102 |
Damaged | N | N | 14 |
Discard/Weed | N | N | 13 |
ILL | N | N | 10 |
In Use for Programs | N | Y | 109 |
In process | Y | Y | 5 |
In transit | Y | Y | 6 |
Long Overdue | N | N | 16 |
Lost | N | N | 3 |
Lost and Paid | N | N | 17 |
Missing | N | N | 4 |
Never Returned | N | N | 101 |
On Display | Y | Y | 104 |
On holds shelf | Y | Y | 8 |
On order | Y | Y | 9 |
On reservation shelf | N | N | 15 |
Repair | Y | Y | 106 |
Reserves | N | Y | 12 |
Reshelving | Y | Y | 7 |
Storage | N | Y | 103 |
Noncirculating | N | Y | 110 |
Last Update 2/2/22
Shelving locations are important indicators to help patrons find items in the library and may be used for circulation policies. A shelving location must be applied to every item in the catalog.
These shelving locations are "owned" at the consortium level and should be used as much as possible. In order to help Evergreen run more efficiently and minimize the number of shelving locations that appear in circulation reports, the consortium consolidated shelving locations in NC Cardinal and continues to encourage libraries to use existing shelving locations, rather than requesting additional ones. Each additional shelving location for circulating materials impacts every library's circulation reports, as the more shelving locations there are (even at the system level), the more lines show up in monthly circulation reports and annual Public Library Survey data collection.
System level shelving locations may be added for substantial collections if absolutely necessary for correct circulation or for patrons to find materials in the library. However, most small collections do not need their own shelving location. Particularly when smaller subsets of items are shelved within the same area of the library as a larger 'umbrella' collection of similar material, the recommended practice is to use the 'umbrella' shelving location to get patrons to the right section of the library and then use call number/prefix/suffix options, signage, shelf tags/labels, and spine stickers to point the patron to any smaller groups within the larger collection.
When selecting a shelving location, it is important to pay attention to the settings for Holdable, OPAC Visible, and Circulate:
In 2017 NC Cardinal went through a shelving location consolidation and came up with our naming conventions for shelving locations. We generally follow this format.
Video should be used rather than DVD or Blu-ray
Note for catalogers: Holdings tags for batch import must use the exact format, spelling, and capitalization shown.
Cardinal Shelving Location | OPAC Visible | Circulate | Holdable |
Adult Audiobook | Yes | Yes | Yes |
Adult Audiobook Fiction | Yes | Yes | Yes |
Adult Audiobook Nonfiction | Yes | Yes | Yes |
Adult Biography | Yes | Yes | Yes |
Adult Biography Oversize | Yes | Yes | Yes |
Adult DVD Fiction | Yes | Yes | Yes |
Adult DVD New | Yes | Yes | Yes |
Adult DVD Nonfiction | Yes | Yes | Yes |
Adult Fiction | Yes | Yes | Yes |
Adult Fiction Battle of the Book | Yes | Yes | Yes |
Adult Fiction Christian | Yes | Yes | Yes |
Adult Fiction Classics | Yes | Yes | Yes |
Adult Fiction Display | Yes | Yes | Yes |
Adult Fiction Holiday | Yes | Yes | Yes |
Adult Fiction Inspiration | Yes | Yes | Yes |
Adult Fiction Mystery | Yes | Yes | Yes |
Adult Fiction Oversize | Yes | Yes | Yes |
Adult Fiction Paperback | Yes | Yes | Yes |
Adult Fiction Romance | Yes | Yes | Yes |
Adult Fiction Science Fiction | Yes | Yes | Yes |
Adult Fiction Series | Yes | Yes | Yes |
Adult Fiction Short Story | Yes | Yes | Yes |
Adult Fiction Urban | Yes | Yes | Yes |
Adult Fiction Western | Yes | Yes | Yes |
Adult Foreign Language Audiobook | Yes | Yes | Yes |
Adult Foreign Language Fiction | Yes | Yes | Yes |
Adult Foreign Language Nonfiction | Yes | Yes | Yes |
Adult Foreign Language Reference | Yes | No | No |
Adult Foreign Language Video | Yes | Yes | Yes |
Adult Government Documents | Yes | Yes | Yes |
Adult Graphic Novel | Yes | Yes | Yes |
Adult Kit | Yes | Yes | Yes |
Adult Large Print Biography | Yes | Yes | Yes |
Adult Large Print Fiction | Yes | Yes | Yes |
Adult Large Print Fiction Outreach | Yes | Yes | No |
Adult Large Print Fiction Paperback | Yes | Yes | Yes |
Adult Large Print Fiction Short Story | Yes | Yes | Yes |
Adult Large Print Mystery | Yes | Yes | Yes |
Adult Large Print New Fiction | Yes | Yes | Yes |
Adult Large Print New Nonfiction | Yes | Yes | Yes |
Adult Large Print Nonfiction | Yes | Yes | Yes |
Adult Large Print Nonfiction Paperback | Yes | Yes | Yes |
Adult Large Print Western | Yes | Yes | Yes |
Adult Literacy | Yes | Yes | Yes |
Adult Magazine | Yes | Yes | Yes |
Adult Music | Yes | Yes | Yes |
Adult New Audiobook | Yes | Yes | Yes |
Adult New Biography | Yes | Yes | Yes |
Adult New Fiction | Yes | Yes | Yes |
Adult New Magazine | Yes | No | No |
Adult New Music | Yes | Yes | Yes |
Adult New NC Nonfiction | Yes | Yes | Yes |
Adult New Nonfiction | Yes | Yes | Yes |
Adult New Video | Yes | Yes | Yes |
Adult Nonfiction | Yes | Yes | Yes |
Adult Nonfiction Display | Yes | Yes | Yes |
Adult Nonfiction Holiday | Yes | Yes | Yes |
Adult Nonfiction NC Biography | Yes | Yes | Yes |
Adult Nonfiction NC Collection | Yes | Yes | Yes |
Adult Nonfiction NC History | Yes | Yes | Yes |
Adult Nonfiction Outreach | No | Yes | No |
Adult Nonfiction Oversize | Yes | Yes | Yes |
Adult Nonfiction Paperback | Yes | Yes | Yes |
Adult Nonfiction Parenting | Yes | Yes | Yes |
Adult Nonfiction Spanish | Yes | Yes | Yes |
Adult Reference | Yes | No | No |
Adult Reference Oversize | Yes | No | No |
Adult Storage Fiction | Yes | Yes | Yes |
Adult Storage Nonfiction | Yes | Yes | Yes |
Adult Storage Video | Yes | Yes | Yes |
Adult Video | Yes | Yes | Yes |
Adult Video R | Yes | Yes | Yes |
Cabinet | Yes | No | No |
Desk- Childrens | Yes | Yes | No |
Desk- Circulation | Yes | Yes | No |
Desk- Information | Yes | Yes | No |
Desk- Reference | Yes | No | No |
Desk- Technology | Yes | Yes | No |
Desk- Young Adult | Yes | Yes | No |
Easy Boardbook | Yes | Yes | Yes |
Easy Caldecott | Yes | Yes | Yes |
Easy Fiction | Yes | Yes | Yes |
Easy Foreign Language | Yes | Yes | Yes |
Easy Holiday | Yes | Yes | Yes |
Easy New | Yes | Yes | Yes |
Easy Nonfiction | Yes | Yes | Yes |
Easy Paperback | Yes | Yes | Yes |
Easy Reader | Yes | Yes | Yes |
Equipment | Yes | Yes | Yes |
Games | Yes | Yes | Yes |
Genealogy | Yes | No | No |
Homeschool Collection | Yes | Yes | Yes |
Juvenile Audiobook | Yes | Yes | Yes |
Juvenile Biography | Yes | Yes | Yes |
Juvenile Boardbook | Yes | Yes | Yes |
Juvenile Fiction | Yes | Yes | Yes |
Juvenile Fiction Battle of the Book | Yes | Yes | Yes |
Juvenile Fiction Display | Yes | Yes | Yes |
Juvenile Fiction Holiday | Yes | Yes | Yes |
Juvenile Fiction Outreach | No | Yes | No |
Juvenile Fiction Oversize | Yes | Yes | Yes |
Juvenile Fiction Paperback | Yes | Yes | Yes |
Juvenile Fiction Series | Yes | Yes | Yes |
Juvenile Foreign Language Audiobook | Yes | Yes | Yes |
Juvenile Foreign Language Biography | Yes | Yes | Yes |
Juvenile Foreign Language Fiction | Yes | Yes | Yes |
Juvenile Foreign Language Fiction Paperback | Yes | Yes | Yes |
Juvenile Foreign Language Nonfiction | Yes | Yes | Yes |
Juvenile Foreign Language Reference | Yes | No | No |
Juvenile Foreign Language Video | Yes | Yes | Yes |
Juvenile Graphic Novel | Yes | Yes | Yes |
Juvenile Kit | Yes | Yes | Yes |
Juvenile Magazine | Yes | Yes | Yes |
Juvenile Music | Yes | Yes | Yes |
Juvenile New Fiction | Yes | Yes | Yes |
Juvenile New Magazine | Yes | No | No |
Juvenile New Nonfiction | Yes | Yes | Yes |
Juvenile New Video | Yes | Yes | Yes |
Juvenile Newbery | Yes | Yes | Yes |
Juvenile Nonfiction | Yes | Yes | Yes |
Juvenile Nonfiction Battle of the Book | Yes | Yes | Yes |
Juvenile Nonfiction Display | Yes | Yes | Yes |
Juvenile Nonfiction Holiday | Yes | Yes | Yes |
Juvenile Nonfiction Outreach | No | Yes | No |
Juvenile Nonfiction Oversize | Yes | Yes | Yes |
Juvenile Nonfiction Series | Yes | Yes | Yes |
Juvenile Parent Teacher | Yes | Yes | Yes |
Juvenile Reader | Yes | Yes | Yes |
Juvenile Reference | Yes | No | No |
Juvenile Storage Fiction | Yes | Yes | Yes |
Juvenile Storage Nonfiction | Yes | Yes | Yes |
Juvenile Storage Video | Yes | Yes | Yes |
Juvenile Storytime | No | No | No |
Juvenile Video | Yes | Yes | Yes |
Local History Nonfiction | Yes | Yes | Yes |
Local History Reference | Yes | No | No |
Lucky Day Display | Yes | Yes | No |
Nontraditional Collection | Yes | Yes | No |
North Carolina Room | Yes | Yes | No |
North Carolina Room Adult Reference | Yes | No | No |
Office | No | No | No |
Office Childrens | No | No | No |
Office Young Adult | No | No | No |
On Order | Yes | Yes | Yes |
Pamphlets | Yes | Yes | Yes |
Professional Nonfiction Collection | Yes | No | No |
Public Computer | Yes | Yes | No |
Software | Yes | Yes | Yes |
Stacks [used for migrations only] | Yes | Yes | No |
Storage | Yes | Yes | Yes |
Teacher Nonfiction Resource | Yes | Yes | Yes |
Young Adult Audiobook | Yes | Yes | Yes |
Young Adult Biography | Yes | Yes | Yes |
Young Adult Fiction | Yes | Yes | Yes |
Young Adult Fiction Battle of the Book | Yes | Yes | Yes |
Young Adult Fiction Display | Yes | Yes | Yes |
Young Adult Fiction Paperback | Yes | Yes | Yes |
Young Adult Fiction School Reader | Yes | Yes | Yes |
Young Adult Fiction Series | Yes | Yes | Yes |
Young Adult Foreign Language Fiction | Yes | Yes | Yes |
Young Adult Foreign Language Fiction Paperback | Yes | Yes | Yes |
Young Adult Foreign Language Nonfiction | Yes | Yes | Yes |
Young Adult Graphic Novel | Yes | Yes | Yes |
Young Adult Kit | Yes | Yes | Yes |
Young Adult Magazine | Yes | Yes | Yes |
Young Adult Music | Yes | Yes | Yes |
Young Adult New Fiction | Yes | Yes | Yes |
Young Adult New Fiction Paperback | Yes | Yes | Yes |
Young Adult New Nonfiction | Yes | Yes | Yes |
Young Adult Nonfiction | Yes | Yes | Yes |
Young Adult Nonfiction Battle of the Book | Yes | Yes | Yes |
Young Adult Nonfiction Display | Yes | Yes | Yes |
Young Adult Nonfiction Oversize | Yes | Yes | Yes |
Young Adult Nonfiction Paperback | Yes | Yes | Yes |
Young Adult Reference | Yes | No | No |
Young Adult Storage Fiction | Yes | Yes | Yes |
Young Adult Storage Nonfiction | Yes | Yes | Yes |
Young Adult Video | Yes | Yes | Yes |
updated 06/23/23
These are the circulation modifiers that may be used in NC Cardinal. Circulation modifiers are an important factor for building circulation and hold policies. The consortium moderates the list to limit complexity while ensuring that libraries have sufficient options for circulation and hold policies. Any request to add new circulation modifiers must be submitted to and approved by the Cataloging Committee.
Circulation modifiers appear in the dropdown list in Item Attributes and must be applied for every item in the catalog. Holdings tags for batch import must use the exact format, spelling, and capitalization shown.
NC Cardinal Circulation Modifiers |
ART PRINT |
AUDIOBOOK |
BOOK |
DOCUMENT |
EBOOK |
EQUIPMENT |
GAME |
HOTSPOT |
ILL |
KIT |
LAPTOP |
MAGAZINE |
MAP |
MICROFORM |
MISC |
MUSIC |
NEWSPAPER |
PERIODICAL |
PLAYAWAY |
RENTAL |
SOFTWARE |
TECHNOLOGY |
VERTICAL FILE |
VIDEO |
The annual deduplication process is a 2-stage process, beginning with a cleanup of bib records that either do not have a format icon or have the wrong one applied. The process of identifying these records and applying the correct icon is called the Waves clean up.
After the Waves clean up process is complete a deduplication script compares records by format type. By comparing data in the record, such as title, author, ISBN, and other identifiers, the script determines whether there are duplicate records with the same data. After duplicate records are identified, the records are scored for quality using a variety of criteria. The record with the highest score is marked as the lead bib record.
Records are placed in a spreadsheet for examination by catalogers, who review the two bibs identified in each line item to make sure that they are for the same material (content and format) and to determine whether the “lead” bib identified is actually the better record. After the review is complete, the script is run and items for duplicate records are merged onto the lead record and the subordinate records are deleted.
This presentation outlines the Waves clean up and deduplication process and describes the criteria used for the process.
A “Wave” is a format (e.g. electronic, audiobook, large print, video). The Waves clean up is the first step in the annual deduplication process. It is run by Mobius, and it is a process where Mobius attempts to go through and correct the format icons for records in the system, based on the data in the record. This Waves clean up is first because the format icons are used in the deduplication process to make sure that different formats are not being merged, like regular and large print books, or physical and audiobooks.
There are two categories in the Waves clean up:
Important note: The initial Waves clean up list Mobius provides is not precisely the list that will be affected when the deduplication process is run. It is a test run, applying the algorithm on a copy of the bibliographic data at a point in time. When Mobius runs it for real on the production data, Mobius will produce a new and "final" spreadsheet of the bibs that were affected. In all likelihood a large percentage of the initial “test” spreadsheet will be included, but there will be new data and some items that will not get touched (because the data changed between the time of the “test” run and the time of the “real” run).
From the LDR field, the following data elements are taken into consideration:
From the =008 field, the following data elements are taken into consideration:
From the =020 field, the following subfield is taken into consideration:
From the =100, =110, =111 fields, the following subfield, specifically the first occurrence, is taken into consideration:
From the =245 field, the following subfields are taken into consideration:
From the =264 _1 field, the following subfield is taken into consideration:
In addition to the above fields and subfields, the deduplication process also checks to see if a bib record is an audio format or a video format, because those require different scoring.
Once the initial Waves clean up has been run, members of the Cataloging Committee will review the Waves clean up spreadsheet and see if there is anything that jumps out to them as a problem in the “Auto” sheet/s.
The reviewers’ role at this stage is to review the "Auto" sheet/s and see if the records marked Sub Bib and Lead Bib are a good match that should in fact be merged onto the Lead Bib. If not, it will then be important to figure out how to differentiate the records as non-duplicates, so that the criteria used to consider two records as duplicates can be tweaked. Basically, the Cataloging Committee is trying to confirm that the process is making good determinations on what the format icons should be.
Once the review of the Waves clean up has been completed and approved, then the Committee moves on to scrutinizing the actual deduplication process.
=020 (ISBN) is copied from the sub record to the lead record if it does not exist on the lead record. If the lead record already has an ISBN, and it does not match the ISBN on the sub record, the records will not be merged. If both records have the same ISBN, but one of the records has an additional ISBN that the other record is missing (or both have additional ISBNs that do not match), the records will not be merged.
=035 (OCLC number) is copied from the sub record to the lead record if it does not exist on the lead record. If the lead record already has an OCLC number, and it does not match the OCLC number on the sub record, the records will not be merged. If both records have the same OCLC number, but one of the records has an additional OCLC number that the other record is missing (or both have additional OCLC numbers that do not match), the records will not be merged.
=037 (source of acquisition) is merged onto the final bib. Any unique =037 is “merged/melted” onto the winning bib, such that the final bib may have multiple =037 fields.
=086 (government document classification number) is merged onto the final bib. Any unique =086 is “merged/melted” onto the winning bib, such that the final bib may have multiple =086 fields.
=856 (URL to electronic resource) is merged onto the final bib. Any unique =856$u along with any accompanied $9 are "merged/melted" onto the winning bib, such that the final bib may have multiple =856 fields.
Any of the bibs listed here that have an OPAC Icon of:
Will NOT be automatically merged.
Because they are too often false positives. They need to be handled by hand, so they are part of the "Needs Human" results. The rest of the bibs are merged. The merging process is fairly involved (internally) - it takes into account all of the holds and the metarecords issues. They are reconciled and merged as well.
Bibs that have copies attached from the same branch on both the lead and the sub bib are not merged and instead sent to the "Needs Humans" lists.
Cataloging Committee (~2 weeks)
Mobius (~2 weeks; may take as little as a day depending on the number of bibs and the parameters used)
Cataloging Committee (~2 weeks)
Mobius (~1 month; may take as little as a day depending on the number of bibs and the parameters used)
Deleted bibs may be included in the Wave clean up. Does this affect the deduplication process?
The deduplication process can and may prefer a deleted bib over a non-deleted bib. If that is the decision it makes, it will do all of the things necessary for it to bring the deleted bib back to life and move everything to it. The resurrected bib will be searchable and sound in the catalog.
While the deduplication process is running, can catalogers still edit bibs, merge bibs, import bibs, etc.?
Yes. Unlike the quarterly authorities update where many cataloging functions must cease lest they be overwritten/undone by the authorities update, catalogers can continue to perform their normal cataloging duties without fear of wasted time or lost work.
Last Updated
06/14/2023
The Cataloging Reports interface is a way to look for common or easily identifiable issues in the catalog. It is accessible under the Cataloging menu in Evergreen:
Log in with your standard NC Cardinal username and password.
The main interface is the list of tables that are live searchable/sortable, and each item/bib is linked to the catalog.
The Bib ID will take you to the Record Summary in the catalog. The Barcode will take you to the Item Details screen.
You can sort the tables according to the columns in each table:
The tables are searchable using the Search field in the top righthand corner of each table:
If the cataloger decides that the item/bib is correct, they can click the "Ignore" button and that example will not be included in future generated reports.
An Excel spreadsheet of the table can also be downloaded if cataloger find that format easier to digest:
Some bibs show up as mismatched because there are two types of materials (book & CD, CD & DVD, etc.). In some cases, it may be possible to have two format icons, but not in every case. Bibs with multiple formats should have multiple sets of 33X fields for the different formats and/or one or more 007s for AV, as appropriate.
In addition to these reports, we welcome any suggestions for other reports to add to this interface.
In this table you will find instances where an item is an audiobook and the bib record to which it is attached is not, or vice versa. The cataloger will want to review each entry in the table and make corrections in the catalog where necessary. If the cataloger finds that the item and bib record are not, in fact, a mis-match, the cataloger will then want to click the "Ignore" button.
In this table you will find instances where an item is a musical sound recording and the bib record to which it is attached is not, or vice versa. The cataloger will want to review each entry in the table and make corrections in the catalog where necessary. If the cataloger finds that the item and bib record are not, in fact, a mis-match, the cataloger will then want to click the "Ignore" button.
In this table you will find instances where an item is a video format and the bib record to which it is attached is not, or vice versa. Or, potentially, a DVD format, for example, is attached to a record for a Blu-Ray format. The cataloger will want to review each entry in the table and make corrections in the catalog where necessary. If the cataloger finds that the item and bib record are not, in fact, a mis-match, the cataloger will then want to click the "Ignore" button.
In this table you will find instances where an item is a large print book and the bib record to which it is attached is not, or vice versa. The cataloger will want to review each entry in the table and make corrections in the catalog where necessary. If the cataloger finds that the item and bib record are not, in fact, a mis-match, the cataloger will then want to click the "Ignore" button.
In this table you will find instances where a physical item is attached to a bib record for an electronic resource. The cataloger will want to review each entry in the table and make corrections in the catalog where necessary. In this particular instance, this will likely mean the cataloger will need to move the item to a different record.
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.
Contact information for Cataloging Committee members if you have any questions.
General Cataloging Training:
ABLE courses from Idaho Commission for Libraries (free)
ABLE courses via Webjunction (free)
LOC training resources Catalogers Learning Workshop (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 (available for request via the Library Development Professional Development Collection)
Authorities:
LOC Authority Search (free)
Understanding MARC Authority Records (free)
MARC 21 Format for Authority Data (free)
Authorities: Format and Indexes (free)
Maxwell’s Handbook for RDA (available for request via the Library Development Professional Development Collection)
RDA:
RDA Carrier Types (free)
RDA Content Types (free)
RDA Media Types (free)
LOC RDA Record Examples (free)
Maxwell’s Handbook for RDA (available for request via the Library Development Professional Development Collection)
Subject Headings and Genre/Form Terms:
Library of Congress Subject Headings Manual and Genre/Form Terms Manual (free)
Library of Congress Subject Headings (LCSH) - librarianshipstudies.com (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)
Bibliographic Description:
Evergreen conference presentations:
Cataloging, What's Next? by Jennifer Weston, Jonathan Furr, and Galen Charlton (2018)
Cataloging Interest Group notes (2018)
Library | Contact Name | Contact Phone | Contact Email |
Alexander | Laura Crooks | 828-632-4058 | lcrooks@alexandercountync.gov |
AMY | Meredith Hayes | 828-733-9393 | acpl@amyregionallibrary.org |
Appalachian | Nicole B. de Bruijn | 336-838-2818 x 239 | ndebruijn@arlibrary.org |
BHM | Mary Tankard | 252-946-6401 x 13 | mtankard@bhmlib.org |
Bladen | Agnes McCall | 910-862-6992 | amccall@bladenco.org |
Braswell | Heidi Flythe | 252-442-1951 x 229 | hflythe@braswell-library.org |
Brown | Kimberly Davenport | 252-946-4300 | kdavenport@washingtonnc.gov |
Buncombe | Forest Doyle | 828-250-4725 | forest.doyle@buncombecounty.org |
Burke | Karen Watts | 828-764-9277 | kwatts@bcpls.org |
Caldwell | Cory Ledford | 828-757-1276 | cledford@caldwellcountync.org |
Carteret | Mary Wilson | 252-648-7725 | mary.wilson@carteretcountync.gov |
Caswell | Karen Brann | 336-694-6241 | kbrann@caswellcountync.gov |
Clayton | Gabe Johnson | 919-553-5542 | gjohnson@townofclaytonnc.org |
Cleveland | 704-487-9069 x 224 | ||
Cumberland | Pamela Kource | 910-483-7727 x 1353 | pkource@cumberlandcountync.gov |
Davidson | Kimberly Steelman | 336-242-2940 | kimberly.steelman@davidsoncountync.gov |
Davie | Joe Barbee | 336-753-6030 | jbarbee@daviecountync.gov |
Duplin | Esbeidi Borja | 910-296-2117 | esbedi.borja@duplincountync.com |
Farmville | Angie Bates | 252-753-3355 | abates@farmvillenc.gov |
Fontana | Serenity Richards | 828-743-0215 | srichards@fontanalib.org |
Forsyth | Kathryn Nesbit | 336-703-3048 | nesbitk2@forsyth.cc |
Franklin | Wayne Hunt | 919-496-2111 | whunt@fcnclibrary.org |
Gibsonville | Jessica Arnold | 336-449-6455 | jarnold@gibsonville.net |
Granville | Amy Humphries | 919-693-1121 | amy.humphries@granvillecounty.org |
H D Cooley | Otis Chancey | 252-459-2106 | Otis.Chancey@townofnashvillenc.gov |
Halifax | Barb Valdes | 252-583-3631 | bav1968@gmail.com |
Harnett | Kim Sirois | 910-893-3446 | ksirois@harnett.org |
Haywood | Sherry Cutshaw | 828-356-2517 | scutshaw@haywoodnc.net |
Henderson | Sharon Arnette | 828-697-4725 x 2326 | sarnette@henderson.lib.nc.us |
Iredell | Teng Cha | 704-878-3090 x 3147 | teng.cha@co.iredell.nc.us |
Johnston | Katie Guthrie | 919-934-8146 | kguthrie@pljcs.org |
Lee | Beth List | 919-718-4665 x 5490 | blist@leecountync.gov |
Madison | Laurel Reinhardt | 828-649-3741 | lreinhardt@madisoncountync.gov |
Mauney | Christina Martin | 704-739-2371 | christina.martin@mauneylibrary.org |
McDowell | Donna Grant | 828-652-3858 | dgrant@mcdowellpubliclibrary.org |
Nantahala | Gail Graham | 828-837-2025 | ggraham@nantahalalibrary.org |
NC Cardinal facilitator | Will Szwagiel | william.szwagiel@ncdcr.gov | |
NC Gov | Becky Forbes | 919-814-6811 | rebecca.forbes@ncdcr.gov |
Neuse | Carolyn Schulman | 252-527-7066 x 137 | cschulman@neuselibrary.org |
Northwestern | Sunnie Prevette | 336-835-4894 | sprevette@nwrl.org |
Onslow | Deborah Wadleigh | 910-455-7350 |