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Cataloging in NC Cardinal

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

This document incorporates elements of Evergreen Documentation under Creative Commons Attribution Share-Alike 4.0 License (https://creativecommons.org/licenses/by-sa/4.0/legalcode) and is available to share under the same license.
  • 1. Cataloging Overview
    • 1.1. Cataloging Permission Requirements
    • 1.2. Important Changes, Reminders, and Updates
    • 1.3. Cataloging Workflow
    • 1.4. Record Structure in Evergreen
    • 1.5. Evaluating Bibliographic Records
    • 1.6. Cataloging Etiquette
    • 1.7. RDA vs AACR2
  • 2. Item Cataloging
    • 2.1. Item Cataloging Assessment
    • 2.2. Item Cataloging Training Slides & Videos
    • 2.3. Search the Catalog
    • 2.4. Bibliographic Search Enhancements
    • 2.5. Sorting by Date
    • 2.6. Selecting a Matching Record
    • 2.7. Multi-volume or Multi-part Sets
    • 2.8. Graphic Novels and Manga
    • 2.9. Videos
    • 2.10. Cataloging Kits
    • 2.11. Magazines
    • 2.12. Advanced Reader Copies, Donated Items, and Copy Notes
    • 2.13. The Holdings Editor
    • 2.14. Accessing the Holdings Editor
    • 2.15. Adding Call Numbers and Items in the Holdings Editor
    • 2.16. Monograph Parts
    • 2.17. Print Spine Labels
    • 2.18. New Items and Holds
    • 2.19. Moving Call Number or Item Records to Different Records
    • 2.20. Moving Pre-cataloged Items to the Correct Bib Record
    • 2.21. Editing and Deleting Item and Call Number Records
    • 2.22. Cover Images
  • 3. Bibliographic Cataloging
    • 3.1. Bibliographic Cataloging Assessment
    • 3.2. Bibliographic Cataloging Training Slides & Videos
    • 3.3. Add a Title Record via Z39.50 Import
    • 3.4. Pre-Processing/On-Order Materials
    • 3.5. Batch Import Bibliographic Records and Holdings
    • 3.6. Uploading Cover Images
    • 3.7. Retrieving E-Resource Advantage MARC Files from Overdrive
    • 3.8. Uploading Electronic Resources with Secure File Transfer
    • 3.9. Inspecting the Import Queue
    • 3.10. Deleting an Upload Queue
    • 3.11. Record Conflicts
    • 3.12. Duplicate Records and Merging
    • 3.13. Different Format/Material Types
    • 3.14. Fixed Fields
    • 3.15. 1XX and 7XX Fields
    • 3.16. Subject and Genre/Form Headings
    • 3.17. Creating Original Records
    • 3.18. Deleting Bibliographic Records
    • 3.19. Quarterly Catalog Update with Authorities
  • 4. Merging Bib Records
    • 4.1. Use of Single Bib Record for Books
    • 4.2. Use of Single Bib Record for Audiobooks
    • 4.3. Use of Single Bib Record for Videos
  • 5. Item Buckets
    • 5.1. Managing Item Buckets
    • 5.2. Adding and Removing Items in an Item Bucket
    • 5.3. Placing Holds on Items in a Bucket
    • 5.4. Editing Items in an Item Bucket
    • 5.5. Deleting Items in a Bucket from the Catalog
  • 6. MARC Record Templates
    • 6.1. Audio-enabled Book
    • 6.2. Audio-enabled Device
    • 6.3. Audio Fiction
    • 6.4. Audio Nonfiction
    • 6.5. Blu-ray only
    • 6.6. Blu-ray/DVD combo
    • 6.7. DVD only
    • 6.8. Hotspot
    • 6.9. Kit
    • 6.10. Large Print Fiction
    • 6.11. Large Print Nonfiction
    • 6.12. Video-enabled Device
    • 6.13. Microform
    • 6.14. MP3
    • 6.15. Music CD
    • 6.16. Print Fiction
    • 6.17. Print Nonfiction
    • 6.18. Serial
  • 7. Serials
    • 7.1. Copy Template for Serials
    • 7.2. MFHD Records
    • 7.3. Serials Administration
    • 7.4. Serials Module
    • 7.5. Receiving
    • 7.6. Routing Lists
    • 7.7. Special Issues
    • 7.8. Binding Issues
    • 7.9. Holdings
    • 7.10. Group Serials Issues in the Template Toolkit OPAC
  • 8. Appendices
    • 8.1. Appendix A: Cataloging Forum
    • 8.2. Appendix B: Using GMDs
    • 8.3. Appendix C: 007 Tag
    • 8.4. Appendix D: Fixed Fields (Leader & 008 Tags)
    • 8.5. Appendix E: 020 Tag (ISBNs)
    • 8.6. Appendix F: Commonly Used Relationship Designators
    • 8.7. Appendix G: Diacritics
    • 8.8. Appendix H: Record Match Sets
    • 8.9. Appendix I: Merge/Overlay Profiles
    • 8.10. Appendix J: Search and Icon Formats
    • 8.11. Appendix K: Holdings Import Profile
    • 8.12. Appendix L: Item Statuses in Evergreen
    • 8.13. Appendix M: Shelving Locations
    • 8.14. Appendix N: Circulation Modifiers
    • 8.15. Glossary
    • 8.16. Useful Resources
  • 9. Cataloging Committee and Contacts
    • 9.1. Cataloging Contacts

1. Cataloging Overview

1.1. Cataloging Permission Requirements

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

 

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

Staff who add or delete item and/or volume (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.

  • Item Cataloging training slides
  • Item Cataloging training videos (video playlist available)
  • Niche Academy Item Cataloging training module

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.

  • Bibliographic Cataloging training slides
  • Bibliographic Cataloging training videos (video playlist available)
  • Niche Academy Bibliographic Cataloging training module

 

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 enter their name, email address, and library system in order to go on to the questions sections. Staff also need to provide the login access usernames they are currently using in Evergreen. An individually assigned login access account is required for all staff using cataloging or administrative permissions.

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 or this monitored group email address — cardinalcatcommittee@gmail.com. 

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

1.2. Important Changes, Reminders, and Updates

Changes and clarifications to Cataloging Best Practices as of summer 2021:

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, its crucial that you don't 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 vendors character limit will cause problems with invoices such that the invoices will likely attach to a different PO altogether, causing headaches for all concerned.

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 vendors character limit will cause problems with invoices such that the invoices will likely attach to a different PO altogether, causing headaches for all concerned.

 

1.3. Cataloging Workflow

Item Catalogers Should Be Able To:

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


Bibliographic Catalogers Should Be Able To:

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


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

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

 

For MARC (title) records that are not already available in NC Cardinal, you should begin with OCLC if you have access. Otherwise use one of the vetted z39.50 service sources within Evergreen. A publisher or library vendor may also provide MARC records. All bibliographic records may vary in terms of quality, so each must be evaluated before using/importing.

 

General Steps:

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

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

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

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

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

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

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

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

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

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


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

1.4. Record Structure in Evergreen

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


Before a local holding can be added, a matching bibliographic record must exist within the catalog. Because only one bibliographic record should exist for the 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.


1.5. Evaluating Bibliographic Records

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

Evaluating Bibliographic Records

 

 
 
 
Tags  
LDR fixed field containing numbers or coded values that define the parameters for the processing of the record including Record Type and Bibliographic Level, which strongly influence catalog display.
   
007 specific to non-print media (i.e. e-books, DVDs, CDs). Includes information about the resource and how information is stored on the resource. Used to generate correct format icons in the Evergreen OPAC.
   
008 includes information from fixed fields. Strongly influences catalog display and search results. MUST be complete! Provides information for Advance Search, such as publication date, language, and audience, so that patrons can filter search results.
   
020 ISBN in $a. Additional format-appropriate ISBNs can be added in $z. However, 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

 

1.6. Cataloging Etiquette

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

 

Item Catalogers

Do:

  • Refer to this guide for cataloging best practices and procedures.
  • When choosing a record, assess for quality, no matter the source. Refer issues with or questions about bibliographic records to a bibliographic cataloger.
  • Use the MARC Record Templates to evaluate catalog records - ensure that records follow RDA rules as indicated.
  • Report empty bibliographic records to a bibliographic cataloger.
  • Follow the Editing and Deleting Items and Volumes procedures – do not delete items with open transactions.

Do not:

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

 

Bibliographic Catalogers

Do:

  • Refer to this guide for cataloging best practices and procedures.
  • When choosing a record, assess for quality, no matter the source.
  • Use the MARC Record Templates to evaluate catalog records or create original records - ensure that records follow RDA rules as indicated.
  • Add information to an existing record if it is incomplete or brief. This includes on-order records. 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.
  • Correct typographical errors or misspellings when you see them (if they do not appear on the resource being described).
  • Follow RDA rules as indicated in the NC Cardinal MARC Templates.
  • Delete bib records that are empty, were created more than 4 months ago, have no items attached, and are not electronic resource records (do not have 856 fields).
  • Follow the Editing and Deleting Items and Volumes procedures – do not delete items with open transactions.

Do not:

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

 

If you are unsure about a specific MARC record and what something means within the MARC record, contact the library that created the record or made the last update. The list of cataloging contacts for each library system is kept up to date in this knowledge book.

 

1.7. RDA vs AACR2

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

Differences

AACR2

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

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

How to upgrade a record to RDA:

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

When creating new records, always follow RDA cataloging rules.

2. Item Cataloging

2.1. Item Cataloging Assessment

 

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.

2.2. Item Cataloging Training Slides & Videos

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


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

2.3. Search the Catalog

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

 

Advanced Search

 

The Keyword search, Numeric search, and MARC search are the three left most tabs at the top of the search interface. The dropdown menu to select the search scope is in the top right of the search interface.

You can select or limit catalog searches by:

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

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

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

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


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

 

2.4. Bibliographic Search Enhancements

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

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

Use the Catalog to Retrieve Records with Specified Date Ranges:

Search by Create Date or Range

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

create_date(2013-04-01)

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

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

Search by Edit Date or Range

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

edit_date(,2013-04-01)

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

edit_date(2013-04-01)

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

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

Search by Deleted Status

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

edit_date(2013-04-01)#deleted

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

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


Use a Feed to Retrieve Records with Specified Date Ranges:

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

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

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


2.5. Sorting by Date

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



2.6. Selecting a Matching Record

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

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

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

Finding the Best Record

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

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

 

Format

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.

Notify a Bibliographic Cataloger:

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

 

 

2.7. Multi-volume or Multi-part Sets

Single, Set, Series, or Serial?

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

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

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

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

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

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

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

Example: Our State magazine.


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


2.8. Graphic Novels and Manga

Cataloging Graphic Novels and Manga

Graphic novels should be cataloged as a monograph series and not as a monograph set (see Multi-volume or Multi-part Sets). 

Titles and 245 fields

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. 

  • The 245 $n should have the number of part/section following the nomenclature used for monographic parts
  • The 245 $p should have the number of part/section. . 
  • You can also optionally include the value in the 245 $p in the 246. 
  • To be searchable, the series statement(s) must appear in the appropriate 490 and 8XX fields.
  • The 245 should reflect what is on the resource. For example, if the book says “vol.” then this should be transcribed as so in the bib record.

Examples of 245 $n $p for graphic novels

=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, $p My hero.

Graphic Novels vs. Text Books

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.)

Examples

=650 \0$aManga.

=655 \7$aGraphic novels.$2lcgft

=655 \7$aYoung adult fiction.$2lcsh

=655 \7$aYoung adult literature.$2lcsh

Fields and Subfields

“Fiction” comic works

008 fields

  • “Contents”         6 (comics/graphic novels)
  • “Literary form”     1 (Fiction works)

6XX fields

  • All subject headings should have $v Comic books, strips, etc.
  • For juvenile books, add a subject heading with $v Juvenile fiction.
  • Example 1 (juvenile graphic  novel)
    • 650 _0 $a Cowboys $v Comic books, strips, etc.
    • 650 _0 $a Cowboys $v Juvenile fiction.
    • 650 _0 $a Horses $v Comic books, strips, etc.
    • 650 _0 $a Horses $v Juvenile fiction.
  • Example 2 (adult graphic novel)
    • 650 _0 $a Cowboys $v Comic books, strips, etc.
    • 650 _0 $a Horses $v Comic books, strips, etc.
  • 655 fields (genre/form headings)
  • 655 _7 $a Graphic novels. $2 lcgft
  • 655 _7 $a Comics (Graphic works) $2 lcgft

“Nonfiction” comic works

008 fields

  • “Contents”         6 (Comics/graphic nvoels)
  • “Literary form”        0 (Nonfiction works)

6xx fields

  • All subject headings should have $v Comic books, strips, etc.
  • For juvenile works, add a subject heading with $v Juvenile literature.
  • Example 1 (juvenile nonfiction comics)
    • 600 10  $a King, Martin Luther, $c Jr., $d 1929-1968 $v Comic books, strips, etc.
    • 600 10  $a King, Martin Luther, $c Jr., $d 1929-1968 $v Juvenile literarure.
    • 650 _0 $a Civil rights workers $z United States $v Biography $v Comic books, strips, etc.
    • 650 _0 $a Civil rights workers $z United States $v Biography $v Juvenile literature.
  • Example 2 (adult nonfiction comics)
    • 600 10  $a King, Martin Luther, $c Jr., $d 1929-1968 $v Comic books, strips, etc.
    • 650 _0 $a Civil rights workers $z United States $v Biography $v Comic books, strips, etc.
    • 655 fields (genre/form headings)
  • 655 _7 $a Graphic novels. $2 lcgft
  • 655 _7 $a Comics (Graphic works) $2 lcgft

2.9. Videos

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

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

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

  • If a library purchases a combo pack that includes both a DVD disc and a Blu-ray disc and the library intends to circulate both the DVD disc and the Blu-ray disc together as a set, the combo pack should be cataloged on a single bibliographic record using the Blu-ray/DVD combo MARC template. 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).


2.10. Cataloging Kits

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 included 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.

2.11. Magazines

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


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


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


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

Advance Reader Copies

 

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

 

Gift, Donated, and In Memoriam Items

 

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

 

For internal records, libraries may wish to

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

 

To create a copy (item level) note:

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

    2. Click on the Edit option under the copy you will be adding the note to.

 The Edit link is the link on the right underneath the barcode.

    3. In the Holdings Editor, locate the Notes field and click on the Item Notes button.

Item Notes is the second box from the left in the fifth row.

    4. Enter the note content in the pop-up window. Do NOT mark the note public.

Save the note with the OK button, located in the bottom right of the pop up.

 

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

  • Gift
  • Donation
  • In Memoriam

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

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


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

 

 

2.13. The Holdings Editor

What is the Holdings Editor?

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. 

Holdings Tab

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.

Item Attributes Tab

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.

Preferences Tab

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.

Unified Holdings Editor

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.

Check the box to the left of the option for Unified Holdings and Item Attributes Display.

2.14. Accessing the Holdings Editor

Accessing the Holdings Editor

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:

  • from within a bibliographic record by clicking on the Add Holdings button.
  • from within a bibliographic record by going to Holdings View and selecting the appropriate option from the Actions menu.
  • from within a bibliographic record by clicking Edit on the Item Table tab.
  • from within an item bucket by selecting the appropriate option from the Actions menu.
  • by scanning an item into Item Status and selecting the appropriate option from the Actions menu (for existing items).

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.

Accessing the Holdings Editor by barcode

  1. Click Search → Search for Items by Barcode

  2. Scan your barcode.

  3. Right click on the entry in the grid.

  4. Click Edit → Call Numbers and Items on the actions menu that appears.

Accessing the holdings editor from OPAC view of the catalog record

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.

The edit link is the link on the right underneath the barcode in the item list.

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.

 

Accessing the holdings editor from the Holdings View tab

The Holdings View tab is the sixth tab. Set your library system from the drop down just underneath the tabs.

  • Select all the branches of your library you want to create items for from the list and right click or go to Actions → Add Call Numbers and Items.

  • The Holdings Editor opens.

2.15. Adding Call Numbers and Items in the Holdings Editor

Adding Holdings in the Holdings Editor

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.

Creating Call Number Records

From the Holdings tab in the Holdings Editor, you can create call number records individually or in batch. To add call numbers:

  1. Start from the Holdings View of the Bibliographic Record to which you will be adding call numbers and copies.
  2. Select the branch that will own the call numbers you're adding.
  3. Click the Add Holdings button underneath the record summary.
    Select the checkbox to the right of the branch name. The Add Holdings button is the third button from the left.
  4. In the Holdings Editor, use the plus sign icon to the right of your branch name to add lines for every copy you will be adding. If you are adding copies for multiple branches, you can change the branch in the drop-down menu from that icon.
    The plus sign icon is to the right of the branch name.
  5. Fill in the classification scheme, call number prefix, call number label, and call number suffix. This can be done row by row, or in the Batch Add section at the top. If using Batch Add, click the apply button after filling in the fields to autofill the information in each row below.
  6. Add a barcode for each item.
  7. The Item # field refers to copy numbers. If your library utilizes copy numbers, fill them in here. 
  8. Add part labels if this item will utilize the Monographic Parts function.
  9. You can click the Print Labels box at the bottom of the interface, but this is not recommended if you print your spine labels in sheets.
  10. Click Apply All & Save.

Adding Item Attributes

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. 

Identification Column

  • Copy Status: Change this to the item status you want the copy to appear with once you click save. Most items should receive an item status of In Process. This will automatically update when you check the item in.
  • Barcode: Automatically set from the barcode entered in the Holdings tab.
  • Creation Date: Automatically set.
  • Active Date: Automatically set.
  • Creator: Automatically set to your account username.
  • Last Edit Date:  Automatically set.
  • Last Editor: Automatically set to your account username.

Location Column

  • Shelving Location: Set this using the drop-down menu.
  • Circulating Library: Automatically set from the branch listed in the Holdings tab. You can change it on this page if needed.
  • Owning Library: Automatically set.
  • Copy Number on Volume: Automatically set from the Item # entered in the Holdings tab.

Circulation Column

  • Can Circulate: Set to no if the item will not be available to circulate.
  • Is Holdable: Set to no if the item should not be placed on hold.
  • Age Hold Protection: Standard is 6 months, but can be set to 3 months. This will keep patrons at other libraries from placing a hold on the item to receive through resource sharing.
  • Floating Group: If your library uses floating, and this item will be part of that policy, choose the appropriate group.
  • Loan Duration: Set to Normal.
  • Fine Level: Set to Normal.
  • Circulation Type: Set this from the drop-down menu as needed. Most items do not require this to be set.
  • Circulation Modifier: Set this from the drop-down menu. This is key to ensuring that the material follows the correct circulation policies.

Miscellaneous Column

  • Add Item Alerts: If staff should see an alert during transactions, add it here.
  • Is Deposit Required: Set to no unless you require patrons to make a financial deposit to borrow this item.
  • Deposit Amount: Only set if the previous field is yes.
  • Price: This is the amount patrons will be charged if they lose the item.
  • OPAC visible: set to yes unless you don't want the item to appear in the public catalog.
  • Is reference: set to yes or no as needed.
  • Cost: This is only used as part of the Acquisitions Module. It will update automatically from invoices.
  • Is Mint Condition: Set the item's condition to Good or Damaged.

Statistics Column:

  • Add Item tags: If you use local tags to group items in reports, add them here.
  • Add Item Notes: This is for notes that would be added as local notes to the MARC record in a non-centralized catalog. If the item was a donation, this is where you should add that note.
  • Stat Cat Filter: Select your library from the drop-down.

Templates

To create a template:

  1. Type a unique template name into the Template field at the top.
  2. Fill in the fields you would like to populate in your template.
  3. Click the Save button to the right of the Template field.

To use a template:

  1. Select the template from the drop-down menu in the Template field.
  2. Click the Apply button.
  3. Edit any fields that were not pre-filled in the template or need to be different than the template's default option.

To delete a template.

  1. Select the template from the drop-down menu in the Template field.
  2. Click the Delete button.

 

2.16. Monograph Parts

What are Monograph Parts?

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.

Why do we need Monograph Parts?

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?

  • If they will, then monograph parts should not be applied.
  • If not, then monograph parts are required to distinguish the content that is not the entirety of materials encompassed by the MARC record.

 

DO NOT use monograph parts when:

  • a single barcode includes all the pieces of a set (e.g. for kits or all discs in a television season)
  • all barcoded items on a bibliographic record for a single title are the same thing (e.g. a book record where each copy is essentially identical to every other item on the bib). If desired, use item# to distinguish different copies owned by the library.
  • cataloging a different format from what is described in the bibliographic record (in this case, find/import/create the correct bib record)

Keep in mind that changes to monograph parts can impact all libraries in the consortium:

  • All libraries share the parts labels on a single bibliographic record.
  • Editing, merging, & deleting parts labels can affect all items (regardless of owning library).
  • Use controlled vocabulary (below) when naming monograph parts.
  • Items not designated with the appropriate monograph part label can fill resource sharing holds for All Parts (making for unhappy patrons and wasteful shipping).

Monograph Parts Labels and Impact on Holds

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. 

NC Cardinal Controlled Vocabulary for Monograph Parts Labels

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

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.)

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

Use mixed case (not lower case or all caps)

  • Example: “Disc 1-3”, “Part 2”, "Vol. 7" (not "DISC 1-3" or "part 2")

Use label in the singular, even if there is more than one

  • Example: “Disc 1-2”, “Disc 4-6” (not "Discs 1-2", or "Discs 4-6")

Use Name #-# [format label name][space][number][hyphen][number]; no spaces before or after

  • Example: “Vol. 1-3” (not "Vol.  1  -  3")
  • Example: “Disc 1-2” (not " Disc 1+2 ", or "Disc 1 & 2")

Abbreviate “volume” as “Vol.”

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

 

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.

 

Monograph Parts Management

Retrieve a bibliographic record and click on Monograph Parts tab:

The Monograph Parts tab is the fifth tab in the menu.

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.

The New Monograph Parts button is just below the tab menu.
 
Add holdings as usual, selecting the appropriate part label from the Part drop down menu. (You can also add a Part without creating the label first by simply typing the new label in the Part field.) Review your items, then click Save & Exit. The Holdings View tab now shows the new part information. These fields also appear in the OPAC View.
Catalog Record showing items with part details

 

Merging Monograph Parts Labels

The monograph parts list for a bibliographic record may, over time, diverge from the proscribed format and controlled vocabulary, resulting in multiple labels for what are essentially the same item. For instance, 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:

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

The undesired part labels will be deleted, and any 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.

 

Deleting Monograph Parts

In order to delete a monograph parts label, the parts designation may not be applied to any item on the bibliographic record.

2.17. Print Spine Labels

Before printing spine labels, you will want to turn off print headers and footers in your browser.

 

Turning off print headers and footers in Chrome

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:

  1. In the Chrome menu, click Print… to open the print preview screen.
  2. Click More Settings.
  3. Uncheck Headers and footers.

Open the Label Printing Interface

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

  1. In the Holdings Editor, go to the Defaults tab and check the box for Print Item Labels on Save & Exit.
  2. Add items or call numbers and items, Save & Exit.
  3. Print Labels will open in another tab.
  4. Make any edits needed for call number spacing under the Call Number tab.
  5. The Print Labels interface will always open after Save & Exit until you uncheck the box.

From Item Status

  1. Go to the Item Status List View by selecting Search > Search for items by barcode or Circulation > Item Status.
  2. Scan or enter one or more barcodes.
  3. Select the items needing labels (you can print all or a subset).
  4. Under the Actions menu, go to Show > Print Labels.

From Item Buckets

  1. Place barcodes in bucket for label printing
  2. Go to the Item Buckets page (Cataloging > Item Buckets).
  3. Open the bucket used for label printing.
  4. Select the items needing labels (you can print all or a subset).
  5. Under the Actions menu, go to Show > Print Labels.

From Holdings

  1. Go to the Holdings View tab in a bibliographic record.
  2. Select the items needing labels.
  3. Under the Actions menu, go to Show > Print Labels.

Creating and Using Print Templates

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.

 

Troubleshooting print issues:  

 

  • Make sure your printer drivers are up to date.
  • You can change font, size, and weight. These fonts generally worked well: Arial, Arial Black, Garamond, Courier, Comic Sans MS, Verdana.
  • Set margins to none and make sure options for background graphics and headers and footers are deselected.
  • To try to resolve blank labels in between printed labels:
    • Double check your Label Template and printer configuration. Pay special attention to your gap height.
    • Try adjusting your scale in the print dialog. Scaling back to 95 may eliminate blank labels in between printed labels.
 
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

2.18. New Items and Holds

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.


Checkin Modifiers

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.





Impact of Centralized Cataloging on Holds

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

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

Manual Retargeting

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

  1. After adding the item, click on the View Holds tab.

  2. If there are outstanding hold requests, select the hold from a patron in your system that is next in line, then choose Actions and click on Find Another Target. This forces Evergreen to re-target the hold and recognize the newly cataloged item.
  3. Check in the new item to capture it for the selected hold.

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

2.19. Moving Call Number or Item Records to Different Records

Transferring Call Number Records to a Different Bib Record

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. 

Moving Both Call Number Record and Attached Copies To Different Bib

When moving a call number record and the various items, start by going to the bib record that you're moving the materials to. From the Mark For menu, choose Holding Transfer. 
Once you've done so, you can go back to the Mark For drop down menu and see the TCN of the record marked as the destination.
 
Now, if you navigate to the bib record of the material you're transferring, select the row with the Call Number record of the material you're transferring and check the checkbox of the Call Number row (not the row where the barcode is).
 
(Screen shot of source Bib record)
Then go to the Actions menu or right click on that row
 
 
and scroll down to the bottom of the pop up menu and choose "Transfer Holdings to Marked Destination"
 
 
You will then be able to go to the bib record you marked for Holdings Transfer and see the Call Number and Item(s) you transferred.
 
(Screen shot of destination Bib record)
 

Moving Only Item Records to an Existing Call Number Record

When moving one or more items to an existing call number record, rather than marking the whole bib as a Holdings Transfer target, you'll select specifically the call number that you're wanting to move the items to. Again start in the Holdings View of the bib record you're moving the items to, find or create the call number record you want to move the items to and then select it in the holdings view.
 
 
Once you have the Call Number record in the destination record selected, go to the Actions drop down menu or right click on the Call Number row you checked in the Holdings View and scroll down the pop up menu to the Mark section and choose "Mark Library/Call Number as Transfer Destination" 
 
 
Then return to the Holdings View of the record that has the item you're moving and select the check box next to the item rows of the items you're transferring.
 
(Screen shot of Holdings View of bib record we're moving Items from prior to move)
Again, go to the Actions Menu or right click on one of the rows you've selected and scroll down in the menu to select "Transfer Items to Marked Destination"
 
 
Once you've done so, you should be able to go back to the bib record showing the call number
 
(Screen shot of Holdings View of bib record we're moving Items to after move)
 
 
 
 
 
 
 
 

2.20. Moving Pre-cataloged Items to the Correct Bib Record

Pre-cataloged Items

The pre-cataloged circulation function allows staff to temporarily circulate items that are uncataloged. Evergreen has a special bibliographic record designated to accept these temporary item records. This type of "placeholder" circulation is meant to be used temporarily to lend the uncataloged material to a patron until it can be returned and cataloged properly. This type of circulation should be used sparingly if the item isn't intended to be added to the catalog later (such as interlibrary loans) since the record still needs to be cleaned up after the loan.
 
Pre-cataloged items are not OPAC visible and have limited display in the staff client, so once the physical pre-cataloged items are returned to the owning library, they should be routed to cataloging. A cataloger may transfer the temporary item record to a permanent call number and bibliographic record to preserve the circulation count and retain use of the barcode. Item barcodes cannot be reused in Evergreen once the item utilizing that barcode has been deleted.
 
By default, when a pre-cataloged item is created, Evergreen sets the Circ Library field to the library where it was checked out. You may change this so that the circ library is set to a different library. This can be helpful in cases where the cataloger who fixes pre-cataloged items is at another library, and you’d like all pre-cataloged items to be routed to that cataloger’s library when they are returned.

To change this setting:

  1. Go to Administration > Local Administration > Library Settings Editor.
  2. Choose Pre-cat Item Circ Lib.
  3. Click Edit.
  4. Select the appropriate context. For example, if all pre-cataloged items in your system should have the same circ library, you should choose your system as the context.
  5. Type in the shortname of the library that should be in the circ lib field. Make sure to type this correctly, or Evergreen won’t be able to create pre-cataloged items.

Pre-cataloged Item Status

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.

 

Moving a Pre-Cat Item to the Correct Bib Record

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.

  1. Locate the bib record you want to attach the item to. Navigate to the Holdings View tab.
  2. If no call number record exists to transfer the item to, select the branch where you will be adding the item.
  3. Add a new call number and attach a dummy barcode of TEMP[barcode of the item you are transferring].
  4. Click Apply All & Save.
  5. Return to the Holdings View and select the newly created call number.
  6. Click the checkbox next to the row for the call number and go to the Actions drop down menu and choose Mark Library/Call Number as Transfer Destination. This indicates that the call number you selected is the one you're getting ready to transfer an item to.
  7. Return to the item status screen where you have your item information and choose Transfer Items to Previously Marked Call Number.
  8. Navigate back to the Holding View and check to make sure the item is now attached to the correct call number.
  9. Delete the dummy item.
  10. Edit Item Attributes as needed.

2.21. Editing and Deleting Item and Call Number Records

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.

Batch Editing Item Records

 

There are multiple ways to edit items. Rather than editing each item record individually, you can make rapid batch changes to multiple items on the Item Status screen or using an Item Bucket.
 
 

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.

 

Individually Editing Call Number and Item Records

There are multiple ways to edit the call number record and item record. One way to access the Holdings Editor is through Holdings View tab in the bibliographic record, where you can check the box for the line item you wish to edit and choose from the Edit options in the Actions menu.
Holdings View is the sixth tab in the Bibliographic record menu.
 
 
Another method is via the Item Status screen when you have pulled up the item you want to edit and select any of the Edit options from the Actions dropdown menu, such as Edit Call Numbers, Edit Items, or Edit Call Numbers and Items.
 
 
 
 
 
This will bring up the Holdings Editor in a new tab where, depending on your selection, you can edit the call number record only, the item record only, or both the call number and the item records. See Editing or Weeding Items.

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. 

 

Deleting Items

When deleting items, it is important to first make sure the item belongs to your library. Check the barcode range as well as the owning library (select from the column picker). Also, be sure to display the item status (select from the column picker) to ensure that you are only attempting to delete items in a status eligible for deletion.
 

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.


Deleting items in other statuses

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

 

 

Library Settings and Billing

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.

 

 

Deleting Last Item on the Bib Record

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.

When a cataloger is deleting the last item on a bibliographic/title record, Evergreen displays an alert message.

 


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.

 

 

2.22. Cover Images

Cover Images from Open Library

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 OpenLibrary. 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.

 

 

3. Bibliographic Cataloging

3.1. Bibliographic Cataloging Assessment


 

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.

3.2. Bibliographic Cataloging Training Slides & Videos

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.

3.3. Add a Title Record via Z39.50 Import

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

 

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

 

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

 

Service and Credentials include a list of libraries and systems with check boxes. When at least one is selected, several fields will populate in the left side of the pane.

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

Select at least one query default and populate that field with a search term.

4. Click Search.

The Search button is the left most button in the series of buttons below the Query fields.

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.

The Services column is the second column in the list. The View MARC button is the fourth tab above the list.

7. If a bibliographic record already exists within NC Cardinal, do not add or import a new or additional record. If the existing bibliographic record does not meet the standards as outlined in the NC Cardinal MARC Templates, overlay or edit the existing record to bring it up to the minimum standards recommended. Always check the MARC Editor box and ensure that the record you are bringing in/overlaying is accurate and meets Cataloging Best Practice standards.

 

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

 

Import from Z39.50 screen:

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

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

 

Overlay from the Z39.50 screen:

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

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

3.4. Pre-Processing/On-Order Materials

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

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

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


For any on-order material, follow these steps:

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

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

 

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


3.5. Batch Import Bibliographic Records and Holdings

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

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

General Steps:

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

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

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

  1. Log into Evergreen.

     4. 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.


MARC Batch Import/Export is the 11th option in the Cataloging drop down menu.
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 you 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.

Record Type, Select or Create a Queue, Record Match Set, Holding Import Profile and Merge Profile are all in the left hand side of the pane. Select a Record Source is the top field on the right hand side of the pane.

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:

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

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

 

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

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

 

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

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

 

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

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

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

 

   21. If Evergreen indicates that matching records exist, then click the Matches link to view the matching records. Check the box adjacent to the existing record that you want to merge with the incoming record.
 
   22. Click Back to Import Queue.
   23. Check the boxes of the records that you want to import, and click Import Selected Records, or click Import All Records.
   24. A pop up window will offer you the same import choices that were present on the Import Records screen. You can choose one of the import options, or click Import.
 
   25. The screen will refresh. The Queue Summary indicates that the record was imported. The Import Time column records the date that the record was imported. Also, the Imported As column should now display the database ID (also known as the bib record number) for the imported record.
 
   26. You can confirm that the record was imported by using the value of the Imported As column by selecting the menu Cataloging → Retrieve title by database ID and using the supplied Imported As number. Alternatively, you can search the catalog to confirm that the record was imported.

 

3.6. Uploading Cover Images

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 utilitizing OpenLibrary 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. 

  • Small = 55px wide x 91px high
  • Medium = 120 px wide x 200 px high
  • Large = 475px wide x 787 px high

Uploading a Cover Image

The process of uploading a cover image is fairly straightforward. Follow these steps:

  1. Before beginning, make sure you have the cover image you plan to use saved in an appropriate file type.
  2. Locate the Bibliographic record for the title that needs a new cover image.
  3. Under the Other Actions menu on the right is an action to Upload Cover Image.
    Upload Cover Image is the third option in the Other Actions Drop-down menu.
  4. Clicking the Upload Cover Image action opens a modal. Click Choose File and select the image of the cover that you have saved.
  5. Click the Upload Cover Image button.
    The Choose File button is on the left side of the modal. The Upload Cover Image button is in the bottom right.

Potential Errors

If there is an error uploading your file, you will be shown error text in the modal. Error messages include the following:

  • Not authenticated. Expired login?
  • Not authorized. Check your permissions.
  • Not found. Bib record deleted?
  • Invalid global compression value. Talk to your system administrator.
  • Do not know where to upload files. Talk to your system administrator.
  • Can not save uploaded file. Talk to your system administrator.
  • File size larger than configured limit. Check your library setting or try a smaller file.
  • Error parsing the image. Is it a common image filetype?
  • Error uploading or processing file.

Where to find uploaded images

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:
The cover image displays to the left of the record details.


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.

The cover image appears to the left of the item details in the OPAC.

3.7. Retrieving E-Resource Advantage MARC Files from Overdrive

How to Retrieve your Advantage MARC Files

  1. Go to https://marketplace.overdrive.com/Account/Login
  2. Enter your username and password.
  3. Once logged in, choose “MARC Express deliveries” underneath Admin on the top left menu.                           
  4. Then select the “CREATE CUSTOM FILE” button.                                                                                                 
  5. This will open a new tab, which gives you two options for creating your MARC records file.                             
  6. To retrieve a full set of your MARC records, select the CREATE BACKDATED FILE option. Make sure to select your library system under "Select an account" - to retrieve your system specific records.                                                                                                                                                                                           
  7. To retrieve records added between a certain date range, select the CREATE FILE option. Make sure to select your library system under "DATE RANGE>Account" - to retrieve your system specific records.                                                                                                                                                                             
  8. Once you confirm your choices, the pending request will show up in the list, with a Creation status of “pending.” You will receive an email once the custom file is ready, which you will access through the link provided in the email. 

3.8. Uploading Electronic Resources with Secure File Transfer

Uploading Electronic Resources

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

    1. Retrieve the records from vendors or from NC Cardinal directly.
      1. Make sure to let the NC Cardinal admin know which vendor folders you need to have set up for uploads.
      2. Indicate which staff members, with their emails addresses, will need to receive results reports from your uploads. 
    2. You do not need to make any MarcEdit updates to the file before loading! You do not need to make any edits before uploading, unless you notice issues in field not covered in the following, which are done by the software:
      1. Assigns the correct 856 $9
      2. Replaces 008 position 23 with “o”
      3. Removes 856 $3 that are junk (thumbnail image, summary, table of contents)
      4. Adds a 856 $7 to indicate system(s) and vendor(s)
      5. Adds a consistent 856 $y to allow visual ease of access for patrons
    3. Upload the file onto the server using Secure File Transfer Process (FTP)
      1. Detailed set up and upload instructions are below
      2. Make sure you upload your .mrc file into the correct vendor folder. The folders are named with the following convention: systemname_vendor
        1. By including your system name in the file so that just in case a file is added to the incorrect folder, it may be successfully tracked down and removed in the proper fashion.
        2. File names can have spaces now. However, other characters such as quotation marks, tick marks, apostrophe marks are discouraged. Files that have these characters may not be processed. 
  • Note: Secure file transfer replaces the Batch Import process. 

 

Secure File Transfer Set Up (one-time setup)

Step 1:

Generate both Private and Public Keys and share with NC Cardinal admin

  • Download PuTTYgen for Windows, Mac, or Linux- https://www.puttygen.com/download-putty
    • You can find a simplified version of download options here: https://www.chiark.greenend.org.uk/~sgtatham/putty/latest.html
  • Open program and “Generate a public/private key pair”- Move mouse over blank area in program to generate key
  • Save private key without passphrase

Step 2:

  • Share the public key file with NC Cardinal admin (nccardinalprojectmngr@gmail.com) and keep your private key file in a place that can be referenced in a later step
  • Make sure to let the NC Cardinal admin know which vendor folders you need to have set up for uploads
  • Once the NC Cardinal admin confirms key has been received and set up, continue to the next step

Step 3:

Download SFTP software

  • Download WinSCP: https://winscp.net/eng/download.php

         OR

  • Download Filezilla for Windows, Mac, or Linux: https://filezilla-project.org/download.php?show_all=1
  • Open program from downloads to install 

Step 4:

Setup SFTP connection in your software of choice once you have received confirmation that your public key has been set up. 

  • Once program is open, go to File- Site Manager- click “new site” and choose the following settings
    • File Protocol- Click SFTP
    • Host: 100.24.52.172
    • port: 22
    • user name: externaldata
  • Filezilla users will want to make sure "Logon Type- Key File" is selected. 
  • Click Advanced settings and fill out the following information:

Under Environment > Directories 

    • Enter a default local directory
      • Select the three dots to browse your computer and select the folder from which you will use to share MARC files. (setting up a folder on your computer just for this purpose is advised)
    • Enter a default remote directory- Enter this file path information:
      • path: /mnt/evergreen/_uploads/electronic_imports

Under SSH > Authentication

      • Private Key file: Browse and choose the private key file you saved earlier
      • Click Ok. 

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

  1. Open WinSCP or Filezilla
  2. Drag and drop your MARC files from the left screen into the proper folder on the right. They will upload and process automatically into Evergreen from there

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: 

  • Addition of a $9 so that the record is viewable in your system's OPAC. 
  • 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
    • The software will add an 856 field with an $y external link for patron access of the 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.
    • The software deduplicates electronic resource records from physical materials. 
    • NOTE: some bibliographical records for physical holdings may have 856 links to full digital pdf versions of the print resource, in which case, 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 software will 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). 

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.

3.9. Inspecting the Import Queue

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

 

To view your uploaded queue:

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

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

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

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

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

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


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

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

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


3.10. Deleting an Upload Queue

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

 

To delete an upload queue:

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


The screen refreshes and your queue is gone.


3.11. Record Conflicts

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

 

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

 

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

 

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

 

3.12. Duplicate Records and Merging

Merging Scenarios

There are three scenarios that could require merging:

  1. You are cataloging a new edition of an item with an existing record and need to include information for your current edition in the record.
  2. An existing record needs to be improved.
  3. Multiple records for the same materials exist in the catalog.

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

Guidelines for determining when to merge

  1. Do not choose a lead record that does not have an OCLC number.
  2. If two records have two different OCLC numbers, do NOT merge the records.
  3. If one record has an OCLC number and the second does not, and the ISBNs, titles, and editions match, merge the records.
  4. If none of the records have an OCLC number, choose the best as the lead and merge.
  5. If the records have the same OCLC number, choose the best as the lead and merge.

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

 

3.13. Different Format/Material Types

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

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

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.

3.14. Fixed Fields

MARC Fixed Field Editor

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

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

  1. Within the bibliographic record that needs to be edited, select Actions for this Record.
  2. Click MARC Edit.
  3. Make sure that the Flat-Text Editor checkbox is not selected and that you are not using the Flat-Text Editor interface.
  4. Right-click on the value control for the fixed field that needs to be edited.
  5. Select the appropriate value for the fixed field from the menu options.
  6. Continue editing the MARC record, as needed. Once you are finished editing the record, click Save Record.

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

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.

3.15. 1XX and 7XX Fields

 

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

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

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

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

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

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

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

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

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

Note: The NC Cardinal Cataloging Best Practices officially designates RDA as the preferred bibliographic content standard. Per the current RDA Toolkit (9.0 & PCC/LC PS), the names of fictional entities are established as creators/contributors and occupy the main authorized access point (1xx tag). As changes are made to the RDA Toolkit, the Cataloging Committee will update the best practices to reflect those changes and update training materials as necessary.
  • Collections of multiple works by multiple creators (e.g. a book of essays) can benefit from the use of an enhanced contents note (505 tag, indicators 00), which can provide better access to names and titles without requiring the use of multiple 7XX fields.

  • 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.

3.16. Subject and Genre/Form Headings

Subject headings refer to what a resource is ABOUT.

Genre headings refer to what a resource IS.

Authorities Working Group Cheat Sheet

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

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

 

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

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

 

Recommendation concerning Library of Congress Subject Headings (LCSH):

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

 

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

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

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

 

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

 

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



Recommendation concerning the use of foreign language subject headings:

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

 

Recommendation concerning OCLC’s fast headings

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

Recommendation concerning Children’s subject headings

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


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

 

Recommendation concerning Young adult subject headings

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

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

 

Recommendation concerning comics and graphic novels

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

Some examples are:

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

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

3.17. Creating Original Records

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

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

 

Books:

CDs:
 
DVDs:
 
Serials:

3.18. Deleting Bibliographic Records

Deleting Title (MARC) Records

Any empty bib (with no electronic resources links) will be automatically deleted 4 months after the create date. 

Manual Deletion

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

Do not delete a bib record UNLESS:

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

 

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

 

Check the MARC record for 856 tags:

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

 

 

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

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

 

Item Cataloger Deletes Last Item

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

 

Undelete

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

 

3.19. Quarterly Catalog Update with Authorities

The Marcive bibliographic record and authorities update is kicking off tomorrow.

What Is Happening

The Marcive update is a quarterly process that starts on the 15th of March, June, September, and December. MOBIUS sends all of our bib records that have items with "BOOK" circ modifiers for authorities processing. The only records that are processed are the ones that have been changed/edited since the last quarterly Marcive update. Once Marcive processes our MARC records to update our author and subject headings, they send the edited records back to Mobius. These modified MARC records are then overlaid on our existing records. This reimport/overlay process runs in the background so as not to disrupt regular library activities so it can take a few weeks. MOBIUS has estimated 3-4 weeks for the full process to run from beginning to end. We will notify you as soon as we hear that the process is complete.

What You Need To Know

  • If the MARC record hasn’t been added or edited in the last three months, it shouldn’t be impacted by this process.
  • MARC records that don’t have items with BOOK circ modifiers shouldn’t be altered by this process. So bibs with audiobooks, electronic resources, magazines, music, videos, etc. are not affected by this process.
  • You can continue adding items, adding new bib records and editing bib records that haven’t been added or edited in the last three months.  
  • If Marcive makes a change to a MARC record, the record they send back to us will overwrite the one we have in our catalog. That means that if you make a change to a bib record between now and when this process is complete, the changes you made may revert to the way the record was when it was sent to Marcive, along with their changes.
  • If you edit a MARC record, the worst thing that will happen is that the changes you made might be reverted to how they were when the record was sent to Marcive. 

How To Tell If A Record Has Already Been Updated Once the Overlay Process Starts 

Once Mobius gets the MARC records back from Marcive, they will begin importing them and overlaying the records in our catalog with the updated MARC records. If you look at a bib record and it hasn’t been created or edited in the last three months, you can make any edits you need and they won’t be overwritten by this process. If the record doesn’t have BOOKs attached, you can make any edits you need. If it has been added or edited in the last three months and has BOOK items, check the 902 field for the most recent update year and month (MARCIVE YYYYMM). When the record is overlaid by the import process, it will have a 902 field like the following:

If you see a 902 showing this month’s date, that record has already been brought back from Marcive and overlaid, so you can make any changes you need to make without fear of it being overwritten. If you see that the bib has a last edit or add date within the last three months and doesn't yet have the latest Marcive date in the 902, you may want to make a note of the TCN or put the bib in a bucket or spreadsheet to edit later. Once the import has completely run, we’ll make an announcement in this thread so you don’t have to be worried about your changes getting undone.

4. Merging Bib Records

4.1. Use of Single Bib Record for Books

Combined Records for Books

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

Basic Guidelines

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

  • Hardcovers, trade paperbacks, and mass market paperbacks
  • Different publishers and pub dates — add a note in the 500 $a field: =500 \\$aPublisher, dates, and paging may vary.
  • Differences in shape, size, and pagination
  • Autographed books (a copy note can go on the item record)
  • Books with different supplemental content, such as reader's guides or excerpts from forthcoming sequels

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.

  • Editions with different content (e.g. Special edition with extra content vs. no edition statement, First edition vs. revised editions with updated content)*
  • Different print sizes (i.e. Large print/Larger print vs. regular print)
    • Note: Large print and regular print materials are always cataloged on separate bibliographic records.
    • Follow the specific format recommendations in the NC Cardinal MARC Record Templates, when applicable.
  • Classics that include a special foreword or analysis vs. Classics without this additional material
  • Illustrated editions vs. text-only editions
  • Different illustrator or translator
  • Different format (e.g. E-book vs print material)
  • Board books versus paper picture books
  • The same book but different supplementary materials (i.e. worksheets)

A note about editions

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.

Fiction versus non-fiction

Non-fiction materials should be scrutinized more heavily. Do not merge new editions of non-fiction books.

MARC fields to check

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 ǂa 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 majorchange to the core content.

490/8xx

Series

If the series statement does not match, check to ensure the core content matches. 

4.2. Use of Single Bib Record for Audiobooks

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

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

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

 

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

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

 

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

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


In these scenarios, a separate bib record is required.

4.3. Use of Single Bib Record for Videos

Combined Records for Videos

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:

  1. DVD
  2. Blu-Ray
  3. DVD and Blu-Ray combos

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.

Basic Guidelines

Do use a single bibliographic record for videos when content is exactly the same to combine single format movies that include the following differences:

  • DVD extras such as bonus content or interviews
  • Different cover art
  • More or fewer discs, as long as the content on the extra discs is only bonus, or the movie is enirely contained on a single disc in one version, and spread across two discs in another

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.

  • Different format 
  • Director's Cuts versus Theatrical Releases
  • Colorized versions of black and white films, when the record is for one format and the item in hand is the other
  • Double features that include the same film as the record, but a second film in addition to that on the record
  • Wide-screen editions versus full-screen editions
  • Remakes of the same film with a different cast, director, or producers

MARC fields to check

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.

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.

5. Item Buckets

5.1. Managing Item Buckets

 

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.

Note

The words copy and item may be used interchangeably in Evergreen.

Managing Item Buckets

Creating Item Buckets

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 Copies to a Bucket (needs section ID).

  1. In the Item Bucket interface on the click Buckets in either the Pending Items or Bucket View tab.

     
  2. From the drop down menu select New Bucket.

  3. 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

Editing Item Buckets

  1. In the Item Bucket interface click Buckets in either the Pending Items or Bucket View tab.

     
  2. From the drop down menu select the bucket you would like to edit. The bucket will load in the interface.
  3. Click on Buckets.
  4. From the drop down menu select Edit Bucket.

  5. Update the desired information and click Apply Changes.

     
 

Sharing Item Buckets

Finding the Bucket ID

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.

Opening a Shared Bucket with Bucket ID

  1. In the Item Bucket interface click Buckets in either the Pending Items or Bucket View tab.

     
  2. From the drop down menu select Shared Bucket.

  3. Enter the bucket ID and click Load Bucket.

  4. The shared bucket will display and can be used in the same way as any bucket you own.

     

Deleting Item Buckets

  1. In the Item Bucket interface click Buckets in either the Pending Items or Bucket View tab.

     
  2. From the drop down menu select the bucket you would like to delete. The bucket will load in the interface.
  3. Click on Buckets.
  4. From the drop down menu select Delete Bucket.

  5. On the confirmation pop up click Delete Bucket.
  6. Refresh your screen.

 

5.2. Adding and Removing Items in an Item Bucket

Adding Items to a Bucket

From the Item Bucket Interface

  1. In the Item Bucket interface click on the Pending Items tab. Click on Buckets.
  2. From the drop down menu select the bucket you wish to add the items to.  Alternatively you can create a New Bucket.
  3. Scan in all of the items you wish to add to the bucket.
  4. The number of items in the bucket, displayed beside the bucket name, will update as will the number on the Bucket View tab.

 

 

 

Note

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.

From a Bibliographic Record

  1. Retrieve the desired title through a catalog search.
  2. If it is not your default view click on the Holdings View tab.
     
  3. Use the check boxes to select the item(s) you would like to add to the bucket.
  4. Click Other Actions menu button below the Record Summary.
  5. From the drop down menu select Add to Bucket
    The Other Actions menu is the right most button just below the Record Summary.
  6. To add the item to an existing bucket, select the one you wish to add to from the drop down menu in the pop up box.
    The existing bucket drop down is in the first tab of the pop up box.
  7. To create a new bucket, select the New bucket tab and enter a name for your bucket.
    The New Bucket tab is the second on on the Add Item to Bucket pop up.
  8. Repeat steps 1 through 7 to add additional items from other bibliographic records, as needed.

Scan barcodes in the Item Status screen

  1. Click on Search → Search for Items by Barcode
  2. Scan the barcode(s) of the item(s) you wish to add to the bucket.
  3. Make sure that the items you want to add are selected (i.e. box on the left side of the screen is checked).
  4. Right click on one of the selected items or go to the Actions menu.
  5. Click Add items to bucket.
  6. Choose an existing bucket or create a new bucket.

Upload file of barcodes in the Item Status screen

  1. Run report to get a list of barcodes that you want to edit or delete using an item bucket (e.g. Lost items more than x years overdue)
  2. Save only the necessary barcodes in either a .txt or .csv file. Barcodes must be on separate lines and may be comma separated. 
  3. Click on Search → Search for Items by Barcode
  4. Click Choose File and select your saved .txt or .csv file of barcodes.
  5. A successful file upload will display each barcode as a line item.
  6. Make sure that the items you want to add are selected (i.e. box on the left side of the screen is checked).
  7. Right click on one of the selected items or go to the Actions menu.
  8. Click Add items to bucket.
  9. Choose an existing bucket or create a new bucket.





Note:
Uploading files with extraneous data (other than barcodes) or punctuation other than commas will result in errors.

Removing Items from a Bucket

  1. Open the Item Bucket interface. By default you are on the Bucket View tab.
     
  2. Click on Buckets. 
  3. From the drop down menu select the bucket containing the item(s) you would like to remove. All items in the bucket will display.
  4. Use the check boxes to select the item(s) you wish to remove from the bucket.
  5. Right click on one of the selected items or go to the Actions menu.
  6. From the drop down menu choose Remove Selected Items from Bucket.
  7. Your bucket will reload and the selected item(s) will no longer be in the bucket.

 

5.3. Placing Holds on Items in a Bucket

  1. Open the Item Bucket interface. By default you are on the Bucket View tab.

    Item Bucket Interface
  2. Click on Buckets.
  3. From the drop down menu select the bucket containing the item(s) you would like to place a hold on.

    Item Bucket Interface
  4. Use the check boxes to select the item(s) you wish to place holds on.
  5. Click Actions.
  6. From the drop down menu select Request Selected Items.

    Request Selected Items is the fourth option the drop down menu, and the first in the Items Sub-Section of that menu.
  7. 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 Bucket Interface
  8. Select the correct Pickup Library.
  9. Select the correct Hold Type. 
  10. Click OK.
  11. The hold has been placed.

5.4. Editing Items in an Item Bucket

  1. Open the Item Bucket interface. By default you are on the Bucket View tab.
     
  2. Click on Buckets. From the drop down menu select the bucket containing the item(s) you would like to edit. All items in the bucket will display.  
  3. Use the check boxes to select the item(s) you wish to edit.
  4. Right click on one of the selected items or go to the Actions menu.
  5. From the drop down menu choose Edit Selected Items. 
  6. The Holdings Editor will open in a new tab. Make your edits (see Editing or Weeding Items and/or Editing and Deleting Item and Call Number Records).
  7. Once you choose Save and Exit in the Holdings Editor, the updates to the edited items will show in the item bucket.

5.5. Deleting Items in a Bucket from the Catalog

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.

Delete Items from Bucket

    1. Open the Item Bucket interface. By default you are on the Bucket View tab.
    2. Click on Buckets. From the drop down menu select the bucket containing the item(s) you would like to delete. All items in the bucket will display. 
  1. Be sure to display Is Deleted and Copy Status from the column picker. Staff should never attempt to delete items in a status indicating an open transaction: see Editing and Deleting Item and Call Number Records  
  2. Use the check boxes to select the item(s) you wish to delete.
  3. Right click on one of the selected items or go to the Actions menu.
  4. From the drop down menu select Delete Selected Items from Catalog.
  5. On the confirmation pop up click OK/Continue.

    Item Bucket Interface
  6. The items have been deleted from the catalog.

 

 

6. MARC Record Templates

6.1. Audio-enabled Book

Fixed FieldValue

Comment
Typea


BLvlm


Desci

RDA coding
Elvl1

Encoding level.
Form


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


illustrations--blank if none, right click for options
Srced

shows source of cataloging info. (various values)
Conf0


Fest0


Audn(choose)

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

f = fiction or 0 = nonfiction
DtSts

s = single (pub) date ; t = pub date & copyright date differ
Indx0

Index? 0=No
Langeng

eng = English ; change as appropriate
Ctry


Country (and state if US) ; three letter code; right click for options
Date1yyyy

single known date / publication date
Date2yyyy

copyright date





leader



TagInd 1Ind 2Variable FieldsComment
007

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


Integrated with fixed fields ; sample shown
020

$a$qISBN; Add $q; example: (VOX audio-enabled)
040

$beng$erda
08204$aDewey call number
1001
$a$d$eInd1 = surname ; only use $d as needed ; use $e relationship designator as applicable
24510$a$h[audio-enabled device] /$b$cInd 2 varies depending on lead word in title
250

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

$a$b$c$eAdd $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
4901
$a$vSeries name, if applicable ; Use Ind1 = 0 if no authority record exists for series (untraced)
500

$aAs needed
5110
$aUse Ind1 = 1 if listing only cast names
520

$a
650
0$a$vInd2=0 for Library of Congress Subject Headings (LCSH)
655
7$a$2Ind2 = 7 for Source Specified in $2 (use lcgft or gsafd)
7001
$a$dInd1 = surname ; only use $d as needed ; use $e relationship designator as applicable
8001
$a$d$tAuthority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830

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


6.2. Audio-enabled Device

Fixed FieldValue

Comment
Typei


BLvlm


Desci

RDA coding
Elvl1


Srced


Audnchoose

e = adults ; j = juvenile ; d = adolescent ; g = general
LTxtchoose

f = fiction or 0 = nonfiction
DtSts

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

eng = English ; change as appropriate
Date1yyyy

single known date / publication date
Date2yyyy

copyright date





leader

01831cim\a22004691i\4500
TagInd 1Ind 2Variable FieldsComment
007

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

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

140321syyyyyyyy\\\\\\\\\\\\\\\f\\\\eng\dIntegrated with fixed fields ; sample shown
020

$aISBN
02852$a$bPublisher Number
040

$beng$erda
08204$aDewey call number
1001
$a$d$eInd1 = surname ; only use $d as needed ; use $e relationship designator as applicable
24510$a$h[audio-enabled device]$cInd 2 varies depending on lead word in title. Use ":b" if adding subtitle.
250

$aEdition Statement as needed
264
1$a$b$cPublisher 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
4901
$a$vSeries name, if applicable ; Use Ind1 = 0 if no authority record exists for series (untraced)
500

$aAs needed
5110
$aUse Ind1 = 1 if listing only cast names
520

$a
538

$aAdd system note: "Issued on Playaway, a dedicated audio media player."
650
0$a$vInd2=0 for Library of Congress Subject Headings (LCSH)
655
7$a$2Ind2 = 7 for Source Specified in $2 (use lcgft or gsafd)
7001
$a$dInd1 = surname ; only use $d as needed ; use $e relationship designator as applicable
8001
$a$d$tAuthority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830

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

6.3. Audio Fiction

Fixed Field Value

Comment
Type i      
BLvl m      
Desc i     RDA coding
Elvl 1      
Srce d      
Audn e     e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt f     fiction
DtSt s     s = single (pub) date ; t = pub date & copy right date differ
Lang eng     eng = English ; change as appropriate
Date1 yyyy     pub date
Date2 yyyy     copy right date
         
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

 

 

6.4. Audio Nonfiction

Fixed Field Value

Comment
Type i      
BLvl m      
Desc i     RDA coding
Elvl 1      
Srce d      
Audn e     e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt other     Type of nonfiction ; see below*
DtSt s     s = single (pub) date ; t = pub date & copy right date differ
Lang eng     eng = English ; change as appropriate
Date1 yyyy     pub date
Date2 yyyy     copy right date
         
      *LTxt Values 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

 

 

6.5. Blu-ray only

Fixed Field Value     Comment
Type g      
BLvl m      
Desc i     RDA coding
TMat v      
Elvl 1      
Srce d      
Fest 0      
Audn e     e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt s     s = single (pub) date ; t = pub date & copy right date differ
Lang eng     eng = English ; change as appropriate
Date1 yyyy     pub date
Date2 yyyy     copy right date
         
         
Tag Ind 1 Ind 2 Variable Fields Comment
007     vd\csaizq In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008     130124s\\\\\\\\\\\\\\\e\\\\\\\\\\v\eng\d Integrated with fixed fields ; sample shown
020     $a ISBN (if applicable)
024 1   $a UPC
028 5 2 $a$b Publisher Number
082 0 4 $a$c Dewey call number
245 1 0 $a$h[videorecording] /$c Ind 2 varies depending on lead word in title
250     $a As needed
264   1 $a$b$c Publisher Info ; if record has 260, replace with 264
300     $a1 videodisc (xx minutes) :$bsound, color ;$c4 3/4 in. Example shown
336     $atwo-dimensional moving image$btdi$2rdacontent  
337     $avideo$bv$2rdamedia  
338     $avideodisc$bvd$2rdacarrier  
344     $adigital$boptical$2rda  
347     $avideo file$bBlu-Ray$2rda  
380     Motion picture For feature films = Motion picture ; for TV shows = Television program
500     $a As needed
508     $a Production credits
511 1   $a Only list cast member names
520     $a  
521 8   $a Film rating
538     $aBlu-ray ; requires Blu-ray player Other example: Blu-ray, widescreen presentation, region A, Dolby Digital, 1080p high definition
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

 

6.6. Blu-ray/DVD combo

Fixed Field Value     Comment
Type g      
BLvl m      
Desc i     RDA coding
TMat v      
Elvl 1      
Srce d      
Fest 0      
Audn e     e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt s     s = single (pub) date ; t = pub date & copy right date differ
Lang eng     eng = English ; change as appropriate
Date1 yyyy     pub date
Date2 yyyy     copy right date
         
         
Tag Ind 1 Ind 2 Variable Fields Comment
007     vd\csaizq In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
007     vd\cvaizq In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008     130124s\\\\\\\\\\\\\\\e\\\\\\\\\\v\eng\d Integrated with fixed fields ; sample shown
020     $a ISBN (if applicable)
024 1   $a$q(combo pack) UPC in $a
028 5 2 $a$b Publisher Number
082 0 4 $a$c Dewey call number
245 1 0 $a$h[videorecording] /$c Ind 2 varies depending on lead word in title
250     $a[Blu-ray/DVD combo]  
264   1 $a$b$c Publisher Info ; if record has 260, replace with 264
300     $ax Blu-ray videodisc(s) (xx minutes) :$bsound, color ;$c4 3/4 in. +$ex DVD videodisc(s) :$bsound, color ;$c4 3/4 in.  
336     $atwo-dimensional moving image$btdi$2rdacontent  
337     $avideo$bv$2rdamedia  
338     $avideodisc$bvd$2rdacarrier  
344     $adigital$boptical$2rda  
347     $avideo file$bBlu-Ray$2rda  
347     $avideo file$bDVD video$2rda  
380     Motion picture For feature films = Motion picture ; for TV shows = Television program
500     $aBlu-ray/DVD combo pack May add other =500 tags as needed
508     $a Production credits
511 1   $a Only list cast member names
520     $a  
521 8   $a Film rating
538     $aBlu-ray ; requires Blu-ray player Other example: Blu-ray, widescreen presentation, region A, Dolby Digital, 1080p high definition
538     $aDVD, region 1, widescreen presentation, Dolby Digital 5.0. Example shown
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

 

6.7. DVD only

Fixed Field Value     Comment
Type g      
BLvl m      
Desc i     RDA coding
TMat v      
Elvl 1      
Srce d      
Audn e     e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt s     s = single (pub) date ; t = pub date & copy right date differ
Lang eng     eng = English ; change as appropriate
Date1 yyyy     pub date
Date2 yyyy     copy right date
         
         
Tag Ind 1 Ind 2 Variable Fields Comment
007     vd\cvaizq In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008     130124s\\\\\\\\\\\\\\\e\\\\\\\\\\v\eng\d Integrated with fixed fields ; sample shown
020     $a ISBN (if applicable)
024 1   $a UPC
028 5 2 $a$b Publisher Number
082 0 4 $a$c Dewey call number
245 1 0 $a$h[videorecording] /$c Ind 2 varies depending on lead word in title
250     $a As needed
264   1 $a$b$c Publisher Info ; if record has 260, replace with 264
300     $a1 videodisc (xx minutes) :$bsound, color ;$c4 3/4 in. Example shown
336     $atwo-dimensional moving image$btdi$2rdacontent  
337     $avideo$bv$2rdamedia  
338     $avideodisc$bvd$2rdacarrier  
344     $adigital$boptical$2rda  
347     $avideo file$bDVD video$2rda  
380     Motion picture For feature films = Motion picture ; for TV shows = Television program
500     $a As needed
508     $a Production credits
511 1   $a Only list cast member names
520     $a  
521 8   $a Film rating
538     $aDVD, region 1, widescreen presentation, Dolby Digital 5.0. Example shown
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

 

6.8. Hotspot


Fixed FieldValue

Comment
Typer

r = realia (equipment icon) ELSE o = kit (kit icon)
BLvlm


Desci

RDA coding
TMatz

z = other
Elvl1


Srced


Fest0


Audng

g = general
DtSts

s = single (pub) date
Langeng

eng = English ; change as appropriate
Ctrycc

cc = China
Date1yyyy

pub date - if there's a year on the box
Date2yyyy

n/a





leader

04726cgm\a22008051i\4500
TagInd 1Ind 2Variable FieldsComment
008


Integrated with fixed fields ; sample shown
0241
$aUPC, if applicable
040

$beng$erda
08204$a004Dewey call number
24500$a$h[equipment] /$b$cInd 2 varies depending on lead word in title
250

$aAs needed
264
3$a$b$cPlace :$bManufacturer,$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

$computer$bc$2rdamedia
338

$aother$bcz$2rdacarrier
500

$aNotes 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
7102
$aproduction company

6.9. Kit

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  

6.10. Large Print Fiction

Fixed Field Value     Comment
Type a      
BLvl m      
Desc i     RDA coding (older non-RDA records are "a" here instead of "i")
Elvl (various)     Encoding level.
Form d     Indicates large print ; creates icon in OPAC
Ills       illustrations (blank if none) ; right click for options
Srce d     shows source of cataloging info. (various values)
Conf 0      
Fest 0      
Audn e     e = adults ; j = juvenile ; d = adolescent ; g = general
LitF 1     fiction (1=unspecified fiction, f=novel)
DtSt s     s = single (pub) date ; right click for options
Indx 0     Index? 0=No
Lang eng     eng = English ; change as appropriate
Ctry       Country (and state if US) ; right click for options
Date1 yyyy     year of publication
Date2       year of original publication if a reprint/reissue (leave blank if not applicable)
         
Tag Ind 1 Ind 2 Variable Fields Comment
008     070502r\\\\\\\\\\\\\\\\\\\\\\000\0\eng\d Integrated with grid info. ; sample shown (spacing of characters is CRITICAL)
010     $a LCCN - Library of Congress Control Number
020     $a ISBN - International Standard Book Number
035     $a Not part of our templates, but if it is present on an imported record, retin it (OCLC number)
082 0 4 $a$c Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
100 1   $a$d use $d as needed for author dates, per authority record; use $e relationship designator as appropriate
245 1 0 $a$b$h[large print]$c Ind1=1 means there is a 100 line above (i.e., not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many characters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
250     $aLarge print edition. Edition statement (usually=Large print edition.)
264   1 $a$b$c Publisher Info ; if record has 260, replace with 264
300     $a$b$c Physical characteristics
336     $atext$btxt$2rdacontent  
337     $aunmediated$bn$2rdamedia  
338     $avolume$bnc$2rdacarrier  
340     $nlarge print$2rda  
490 1   $a$v Series name, if applicable ; Use with tag 800 or 830 ; check authority record for series name.
500     $a General note, as needed
520     $a If no brief description exists, create one
650   0 $a$vFiction LOC subject heading indicator. Must use LOC controlled vocabulary for these subject headings
655   0 $a LOC genre heading (=Large 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)

 

6.11. Large Print Nonfiction

Fixed Field Value     Comment
Type a      
BLvl m      
Desc i     RDA coding (older non-RDA records are "a" here instead of "i")
Elvl (various)     Encoding level.
Form d     Indicates large print ; creates icon in OPAC
Ills       illustrations; right click for options.
Srce d     shows source of cataloging info. (various values)
Conf 0      
Fest 0      
Audn e     e = adults ; j = juvenile ; d = adolescent ; g = general
LitF 0     0=nonfiction
DtSt s     s = single (pub) date ; right click for options
Indx 0 or 1     Index? 0=No, 1=Yes
Lang eng     eng = English ; change as appropriate
Ctry       Country (and state, if US) ; right click for options.
Date1 yyyy     year of publication
Date2       year of original publication if a reprint or re-issue (leave blank if not applicable)
         
Tag Ind 1 Ind 2 Variable Fields Comment
008     070502r\\\\\\\\\\\\\\\\\\\\\\000\0\eng\d Integrated with grid info. ; sample shown (spacing of characters is CRITICAL)
010     $a LCCN - Library of Congress Control Number
020     $a ISBN - International Standard Book Number
035     $a Not part of our templates, but if it is present on an imported record, retain it. (OCLC number)
082 0 4 $a$c Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
100 1   $a$d use $d as needed for author dates, per authority record; use $e relationship designator as appropriate
245 1 0 $a$b$h[large print]$c Ind1=1 means there is a 100 line above (i.e., not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many characters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
250     $aLarge print edition. Edition statement (usually=Large print edition)
264   1 $a$b$c Publisher Info ; if record has 260, replace with 264
300     $a$b$c physical 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)

 

6.12. Video-enabled Device

Fixed FieldValue

Comment
Typem


BLvlm


Desci


Elvl5


Srced


Audn


j = juvenile d=ya
DtSt


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


Date1



Date2



Ctry


Use "ohu" for Launchpads, which are made by Findaway World in Ohio.





leader

01831cmm\a22004695i\4500
TagInd 1Ind 2Variable fieldsComment
007

cs\czannnuuuun\
008

071116\\\\\\\\\ohu\\\\\\\\g\\\\\\\\eng\d
020

$aISBN - International Standard Book Number
028

$a$b$a number is found on the playaway case $bFindaway World for Launchpads
040

$beng$erda
08204$aDewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
245

$a$h[video-enabled device]
250

$aEdition statement, as needed
264
1$a$b$cPublisher 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

$a500 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

$aIf no brief description exists, create one
5211
$aAges (i.e. 2-5)
5212
$aGrades (i.e. 4-6)
650
0$aEducational games.
655
7$aEducational games.$2lcgf
655
7$aMobile apps.$2lcsh
7102
$aexample: $aFindaway World, LLC.


6.13. Microform

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 (ie, not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many charcters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
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

 

6.14. MP3

Fixed Field Value

Comment
Type i


BLvl m


Desc i

RDA coding
Elvl 1


Srce d


Audn choose

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

f = fiction or 0 = nonfiction
DtSt s

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

eng = English ; change as appropriate
Date1 yyyy

single known date / publication date
Date2 yyyy

copyright date










Tag Ind 1 Ind 2 Variable Fields Comment
007


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

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

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

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

$a$b$c
336

$aspoken word$bspw$2rdacontent
337

$aaudio$bs$2rdamedia
338

$aaudio disc$bsd$2rdacarrier
344

$adigital$boptical$2rda
347

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

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

$a
538

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

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


6.15. Music CD

Fixed Field Value

Comment
Type j


BLvl m


Desc i

RDA coding
Elvl 1


Srce d


Audn e

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

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


Lang eng

eng = English ; change as appropriate
Date1 yyyy

pub date
Date2 yyyy

copy right date










Tag Ind 1 Ind 2 Variable Fields Comment
007

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


Integrated with fixed fields ; sample shown
020

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

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

$a$b$c
336

$aperformed music$bprm$2rdacontent
337

$aaudio$bs$2rdamedia
338

$aaudio disc$bsd$2rdacarrier
344

$adigital$2rda
347

$aaudio file$bCD audio$2rda
500

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

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













*007 Information



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



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



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



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



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



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



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



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



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



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



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



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



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


6.16. Print Fiction

Fixed Field Value

Comment
Type a


BLvl m


Desc i

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

Encoding level.
Form


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


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

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


Fest 0


Audn


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

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

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

Index? 0=No
Lang eng

eng = English ; change as appropriate
Ctry


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

year of publication
Date2


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





Tag Ind 1 Ind 2 Variable Fields Comment
008

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

$a LCCN - Library of Congress Control Number
020

$a ISBN - International Standard Book Number
035

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

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

$a$b$c physical characteristics
336

$atext$btxt$2rdacontent
337

$aunmediated$bn$2rdamedia
338

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

$a General note, as needed
520

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


6.17. Print Nonfiction

Fixed Field Value

Comment
Type a


BLvl m


Desc i

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

Encoding level.
Form


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


illustrations ; right click for options
Srce d

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


Fest 0


Audn


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

0=nonfiction
DtSt s

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

Index? 0=No, 1=Yes
Lang eng

eng = English ; change as appropriate
Ctry


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

year of publication
Date2


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










Tag Ind 1 Ind 2 Variable Fields Comment
008

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

$a LCCN - Library of Congress Control Number
020

$a ISBN - International Standard Book Number
035

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

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

$a$b$c physical characteristics
336

$atext$btxt$2rdacontent
337

$aunmediated$bn$2rdamedia
338

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

$a General note, as needed
504

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

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


6.18. Serial

Fixed FieldValue

Comment
Typea

a = Language Material
BLvls

s = Serial
Desci

i = RDA coding
Elvl1


Form


leave blank for a regular print item; use "d" for large print
Conf0


Audne

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
Langeng

eng = English ; change as appropriate
Date1yyyy

Year publication began
Date2yyyy

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





TagInd 1Ind 2Variable fieldsComment
003

CARDINAL
008

960912d18971900ncudn\nea 0 0eng d
010

$aLCCN
022

$aISSN
035

$aOCLC number
040

$beng$erda
24500$a$bTitle.
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

$aPublication frequency ; i.e. 'Daily', 'Monthly', etc.
321

$a$bFormer 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
3621

Dates of publication and/or sequence (i.e. 'Began in 1897')
500

$aMay be needed for additional information that would be useful to patrons (and visible in OPAC view).
650
0$a$vPeriodicalsLC subject heading indicator. Must use LC controlled vocabulary for these subject headings
655
7$aPeriodicals$2lcgft
7102
$aCorporate name.

7. Serials

7.1. Copy Template for Serials

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.

Create a copy template

To create a copy template, click Admin → Serials Administration → Serial Item Templates. Click on the Create Template button at the top of the page.

The Create Template button is just underneath the Owning Library drop down.

  1. Select an owning library from the Owning Lib drop down menu. This organization owns the copy template. A staff member with permissions at that organization can modify the copy template. The menu is populated from the organizations that you created in Admin → Server
  2. Enter a Name for the template.
  3. Check Yes under Circulate? if you want the item to circulate.
  4. Select a copy status from the Status drop down menu. The copy statuses can be managed in Admin → Server Administration → Copy Statuses.
  5. Select the library where the book will circulate from the Circulation Drop Down menu.
  6. Check Reference? if the item is a reference item.
  7. Select the appropriate Shelving Location from the drop down menu.
  8. Check OPAC Visible? if you want patrons to be able to see the item in the OPAC after you receive it.
  9. Select a Circ Modifier from the drop down menu. The menu is populated from the modifiers that you created in Admin → Server Administration → Circulation Modifiers.
  10. Enter the Price of the item.
  11. Select a Loan Duration rule from the drop down menu. This field is required.
  12. Select the appropriate option from the Circulate as Type drop down menu if you want to control the circulation based on the item type.
  13. Check Deposit? if patrons must place a deposit on the copy before they can use it.
  14. Check Holdable? if patrons can place holds on the item.
  15. Enter a Deposit Amount if patrons must place a deposit on the copy before they can use it.
  16. Select the preferred age based hold protection from the drop down menu. Age protection allows you to control the extent to which an item can circulate after it has been received. For example, you may want to protect new copies of a serial so that only patrons who check out the item at your branch can use it.
  17. Select either Good or Damaged, as appropriate, under Quality.
  18. Select a Fine Level for the item from the drop down menu. This field is required.
  19. Select a Floating Group if the item is part of a floating collection. For more information, see the chapter on Floating Groups.
  20. Click Save.

Edit a copy template

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.

  1. Double-click the row you want to edit. The copy template will appear, and you can edit the fields.
  2. After making changes, click Save.

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.

 

 

7.2. MFHD Records

MARC Format for Holdings Display

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.

Creating an MFHD Record

Catalogers can create an MFHD Record from the bibliographic record for the serial title by following the steps outlined below.

  1. Navigate to the Bib record of the title you want to create an MFHD for.
  2. Click on the Serials button to the left side of the screen underneath the Record details section. Select Manage MFHDs from the drop-down menu.
    The serials tab is the fourth option. Manage MFHDs is the second of two options in the menu.
  3. You will navigate to a screen with a list of existing MFHDs. To create a new one, click the Create MFHD button at the top of the list.
    The Create MFHD button is just below the row of tabs.
  4. A pop-up box will appear. Choose the system or branch that you will be creating the display for.
  5. A new line item will appear in the list with an ID number and the owning library you selected.
  6. Click on the new line item to highlight it. You can right-click and select Edit MFHD from the line, or select Edit MFHD from the Action menu.
  7. Modify the record as needed and click save.

Editing MFHD Records

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.

  1. Navigate to the Bib record of the title you want to create an MFHD for.
  2. Click on the Serials button to the left side of the screen underneath the Record details section. Select Manage MFHDs from the drop-down menu.
  3. Locate the MFHD you want to edit in the list. Click to highlight and select Edit MFHD from the line, or select Edit MFHD from the Action menu.
  4. The record has some fields already filled in. You may also add additional fields such as those listed below.

 

 

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.

Activate MFHD Records

You can link your current and new subscriptions to existing MFHDs.

    1. Go to Manage Subscriptions tab and scroll to bottom list of subscriptions.
      The Manage Subscriptions tab is the first tab in the Serials Management screen.
    2. Scroll down to find the list of available subscriptions. Click on each subscription you wish to link. Go to the Actions menu and select Link MFHD.
      Link MFHD is the fifth option in the menu.
    3. Click on the circle by the branch name that you wish to link.
    4. For the Summary Display choose Merge to show issues checked in. Choose MFHD Only to show generic holdings note only (use if you already will have item records to show actual holdings).

7.3. Serials Administration

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

Serial Copy Templates

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

Creating a Serial Copy Template

For information on creating a copy template, go to the Copy Template Serials page.

Modifying a Serial Copy Template

To modify a Serial Copy Template:

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

Deleting a Serial Copy Template

To delete a Serial Copy Template:

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

 

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

 

Prediction Pattern Templates

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

Creating a Prediction Pattern Template

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

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

    1. Enumeration Labels

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

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

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

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

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

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

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

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

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

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

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

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

 

 

7.4. Serials Module

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

To access the Serials Module, go to a serials record in the catalog, and click on Serials→Manage Subscriptions.

The Serials tab is the fourth from the left in the set of tabs underneath the Record Summary.

This will open the serials interface for that particular record. In this interface you can:

  1. Create and manage subscriptions
  2. Create and manage predictions
  3. Create and manage issues
  4. Create and manage MFHDs

Create a Subscription

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

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

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

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

Create and Manage Predictions

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

Predict Issues Using a New Prediction Pattern

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

    1. The box next to Active will be checked by default.
    2. Select the Type of pattern from the drop down menu and click Create Pattern. The Pattern Wizard will appear.
    3. Follow the steps in the section Creating a Pattern Template in this documentation to create a new pattern using the wizard.
serials wizard1
  1. After creating the pattern in the wizard, click Create. The new prediction pattern will now appear under Existing Prediction Patterns.
  2. To create predictions, click Predict New Issues.

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

The Predict New Issues button is the third in the row of options just above the item list in the Manage Issues tab.
  1. A dialog box called Predict New Issues: Initial Values will appear.

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

Predict Issues Using a Prediction Pattern Template

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

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

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

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

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

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

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

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

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

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

Manage Issues

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

Manage Issues tab is the third from the left.

 

7.5. Receiving

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

Quick Receive

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

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

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

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

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

 

Receiving from the Manage Issues tab

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

Receive Next Issue and Barcode

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

Receive Next Issue (no barcode)

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

 

Batch Receiving

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

Batch Receive and Barcode

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

Receive multiple issues (no barcode)

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

 

7.6. Routing Lists

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

Create a Routing List

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

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

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.

 

7.7. Special Issues

Adding Extra Copies

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

To add an extra copy of an expected issue:

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

 

Adding Special Issues

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

To add a special issue:

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

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.

 

 

7.8. Binding Issues

To bind received issues together:

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

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


7.9. Holdings

System Generated Holdings Statement

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

 

MARC Format for Holdings Display (MFHD)

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

Create an MFHD record

To create a MFHD record:

  1. From a serials record in the catalog, go to Serials→Manage MFHDs. This will bring you to the Manage MFHD tab within the serials module.
  2. Click Create MFHD.
Manage MFHD tab is the fourth (last) tab in the row of tabs. The Create MFHD button is just beneath the tab row.
  1. A Create new MFHD dialog box will appear. Select the library for which you are creating the MFHD record and click Create.
  2. The MFHD record will appear in the list. Go to Actions→Edit MFHD or right-click on the row and select Edit MFHD from the drop down menu.
Edit MFHD is the top option on the drop down menu.
  1. The MARC Editor will appear. Modify the MFHD record as needed and click Save.
  2. The Textual Holdings statement will appear in the Issues Held tab in the catalog.
The Holdings summary is the first item in when the Issues Held section is expanded.

Edit a MFHD record

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

Delete a MFHD Record

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



 

7.10. Group Serials Issues in the Template Toolkit OPAC

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

This feature is only available in the Template Toolkit OPAC.

Administration

Enable the following organizational unit settings to use this feature:

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

Displaying Issues in the OPAC

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

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

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

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

Group_Serials_Issues_in_the_OPAC5

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

Group_Serials_Issues_in_the_OPAC7



8. Appendices

8.1. Appendix A: Cataloging Forum


8.2. Appendix B: Using GMDs

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

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

 
GMDs are primarily for patron information and should be used to help clarify for patrons what kind of item are on the bibliographic record. If you use a GMD, it should only be from the options on the approved list below.
Some GMD usage may vary for unusual categories, such as kit or equipment, but should always be included in the 245 $h for standardized item types like large print, sound recording, videorecordings, etc.

New List of Approved GMDs

 

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
[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:

[electronic resource]
[game]
[GoChip]
[kit]
[large print]
[MP3]
[playaway]
[puzzle]
[sound recording]
[videorecording]
[VOX audio-enabled]

 

8.3. Appendix C: 007 Tag

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

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

 

Reading/Creating 007 Fields

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

Compact Discs

sdfungnnmmned

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


E-books

crbn

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

Playaways

007 for Electronic resource

cznza

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

 

007 for Sound recording

szzunzhnnzneu

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

Video Recordings

vdcvaizu

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

 

MARC 007 Field Physical Characteristics Wizard

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

 

 

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.

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

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

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

 

 

 

Important Fields

 

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

 

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

 

Publication, reprint, copyright, and other dates are coded in these fields. This is usually the information used by your 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 (Lang)

 

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

 

English = eng

Spanish = spa

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

 

Target audience (Audn)

 

Makes books and DVDs searchable and sortable by audience. Also helps clarify where items may be shelved. Use the audience defined by the publisher, rather than the broadest potential audience for the item. Example: If a book targets a young adult audience, use audience code d, even if your library may shelve copies on both adult and young adult shelves.

Note that there is often not information in this field, but there should be. Bibliographic catalogers should always fill in this information. Item catalogers should refer records without this information to bibliographic catalogers. One of the four following codes should be used:

 

Juvenile works = j

Young adult works = d

Adult works = e

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

 

Literary form (LitF)

 

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

 

Fiction = 1

Non-fiction = 0

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

 

 

Reading/Creating the 008 field

 

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

 

Character Positions for All Types of Materials

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

06 - Type of date/Publication status

07-10 - Date 1

11-14 - Date 2

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

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

35-37 - Language of resource

38 - Modified record

39 - Cataloging source

 

Character Positions for Books

18-21 - Illustration information

22 - Target audience

23 - Form of resource

24-27 - Nature of contents

28 - Government publication

29 - Conference publication

30 - Festschrift

31 - Index

32 - Undefined (leave blank)

33 - Literary form

34 - Biography

 

Character Positions for Computer Files

18-21 - Undefined (leave blank)

22 - Target audience

23 - Form of resource

24-25 - Undefined (leave blank)

26 - Type of computer file

27 - Undefined (leave blank)

28 - Government publication

29-34 - Undefined (leave blank)

 

Character Positions for Continuing Resources (Magazines, etc.)

18 - Frequency

19 - Regularity

20 - Undefined (leave blank)

21 - Type of continuing resource

22 - Form of original resource

23 - Form of resource

24 - Nature of entire work

25-27 - Nature of contents

28 - Government publication

29 - Conference publication

30-32 - Undefined (leave blank)

33 - Original alphabet or script of title

34 - Entry convention

 

Character Positions for Visual Materials

18-20 - Running time

21 - Undefined (leave blank)

22 - Target audience

23-27 - Undefined (leave blank)

28 - Government publication

29 - Form of resource

30-32 - Undefined (leave blank)

33 - Type of visual material

34 - Technique

 

MARC Fixed Field Editor Right-Click Context Menu Options

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

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

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

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

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

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

8.5. Appendix E: 020 Tag (ISBNs)

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:

 

  • ISBNs for an e-book if the record is for a print copy
  • ISBNs for a print copy if the record is for an e-book
  • ISBNs for the large print version if the record is for regular print
  • ISBNs for the regular print version if the record is for large print

Put the ISBNs into the $z if it is associated with the bibliographic record, but should be ignored for matching, merging, and deduplication. Here are some examples:

 

 

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

 

 

8.6. Appendix F: Commonly Used Relationship Designators

Work-level Relationships

 

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

 

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

 

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

 

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

 

composer: An agent responsible for creating a musical work.

 

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

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

 

photographer: An agent responsible for creating a photographic work.

 

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

 

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

 

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

 

 

Expression-level Relationships

 

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


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


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

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

 

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


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


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

 

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

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

 

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

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Work to Work Relationships

 

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

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

 

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

 

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

 

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

 

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

 

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

 

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

 

 

Manifestation to Manifestation Relationships

 

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

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

 

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


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

8.7. Appendix G: Diacritics

There are several methods for entering diacritics in Evergreen:

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

 

NOTE:

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

8.8. Appendix H: Record Match Sets

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.

Record Match Sets within NC Cardinal

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

 

 

 

8.9. Appendix I: Merge/Overlay Profiles

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.  

Merge/Overlay Profiles

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:

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

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.

8.10. Appendix J: Search and Icon Formats

Search and Icon Formats

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

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

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

PNG Icon

Vector Icon

Search Label/Icon Label

Definition

media/blu-ray.png

Blu-ray

VR Format:s [MARC field 007, position 4]

media/book.png

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]

media/braille.png

Braille

Item Type: a [MARC Leader field, position 6]

Item Form: f [MARC 006, position 6 and/or 008 field, position 23]

media/casaudiobook.png

Cassette audiobook

Item Type: i [MARC Leader field, position 6]

SR Format: l [MARC field 007, position 3]

media/casmusic.png

Audiocassette music recording

Item Type: j [MARC Leader field, position 6]

SR Format: l [MARC field 007, position 3]

media/cdaudiobook.png

CD audiobook

Item Type: i [MARC Leader field, position 6]

SR Format: f [MARC field 007, position 3]

media/cdmusic.png

CD music recording

Item Type: j [MARC Leader field, position 6]

SR Format: f [MARC field 007, position 3]

media/dvd.png

DVD

VR Format: v [MARC field 007, position 4]

media/eaudio.png

E-audio

Item Type: i [MARC Leader field, position 6]

Item Form: o,s [MARC 006, position 6 and/or 008 field, position 23]

media/ebook.png

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]

media/equip.png

Equipment, games, toys

Item Type: r [MARC Leader field, position 6]

media/evideo.png

E-video

Item Type: g [MARC Leader field, position 6]

Item Form: o,s [MARC 006, position 6 and/or 008 field, position 23]

media/kit.png

Kit

Item Type: o,p [MARC Leader field, position 6]

media/lpbook.png

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]

media/map.png

Map

Item Type: e,f [MARC Leader field, position 6]

media/microform.png

Microform

Item Form: a,b,c [MARC 006, position 6 and/or 008 field, position 23]

media/music.png

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]

media/phonomusic.png

Phonograph music recording

Item Type: j [MARC Leader field, position 6]

SR Format: a,b,c,d,e [MARC field 007, position 3]

media/phonospoken.png

Phonograph spoken recording

Item Type: i [MARC Leader field, position 6]

SR Format: a,b,c,d,e [MARC field 007, position 3]

media/picture.png

Picture

Item type: k [MARC Leader field, position 6]

media/score.png

Music score

Item type: c,d [MARC Leader field, position 6]

media/serial.png

Serials and magazines

Bib Level: b,s [MARC Leader field, position 7]

media/software.png

Software and video games

Item Type: m [MARC Leader field, position 6]

media/vhs.png

VHS

VR Format: b [MARC field 007, position 4]

Record Types

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

Record Type

LDR 06

LDR 07

BKS

a,t

a,c,d,m

MAP

e,f

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

MIX

p

c,d,i

REC

i,j

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

SCO

c,d

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

SER

a

b,i,s

VIS

g,k,r,o

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

Fixed Field Types

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

Label

Record Type

Tag

Position

Item Type

ANY

LDR

06

Bib Level

ANY

LDR

07

Item Format

BKS

006

06

008

23

MAP

006

12

008

29

MIX

006

06

008

23

REC

006

06

008

23

SCO

006

06

008

23

SER

006

06

008

23

VIS

006

12

008

29

SR Format

ANY

007s

03

VR Format

ANY

007v

04

 

8.11. Appendix K: Holdings Import Profile

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




Barcode

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

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

Example: FOR for Forsyth or POLK for Polk

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


Call number

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


Circulation Modifier

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


Owning Library

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


Shelving Location

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


Copy Status

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

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


8.12. Appendix L: Item Statuses in Evergreen

 

 
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

8.13. Appendix M: Shelving Locations

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:

  • Holdable=YES means the items assigned to that shelving location are holdable based on applicable hold policies, unless the item record is marked Holdable=False or the item has an item status that is Holdable=False.
  • Holdable=NO means the items assigned to the shelving location will never be holdable, regardless of other settings, although staff can override in some situations.
  • OPAC Visible=YES means that the items are visible to patrons in the OPAC, unless the items are in an item status that is OPAC visible=False. 
  • OPAC Visible=NO means the items assigned to the shelving location will never be visible to patrons in the OPAC.
  • Circulate=YES means that items assigned to that shelving location are eligible to circulate based on applicable circulation policies, unless the item record is marked Circulate=False. For items in an item status where Is Available=False, staff will see a pop-up message on the checkout screen indicating the non-standard status.
  • Circulate=NO means the items assigned to the shelving location will never circulate, unless staff choose to override.

Structure of a Shelving Location Name

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.

  • (Audience) Adult, Juvenile, Young Adult, Easy, Professional
  • Foreign Language, Large Print
  • New, Storage
  • Fiction, Nonfiction
  • NC, Local History
  • (All the other qualifiers) Audiobook, Battle of the Book, Biography, Boardbook, Caldecott, Christian, Display, Government Documents, Graphic Novel, History, Holiday, Kit, Magazine, Music, Mystery, Outreach, Oversize, Paperback, Reader, Reference, Romance , Science Fiction, Series, Short Story, Spanish, Video, Video R, Western

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.

List of NC Cardinal Shelving Locations
Cardinal Shelving Location Holdable OPAC Visible Circulate
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 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 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 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 7/22/22

8.14. Appendix N: Circulation Modifiers

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



8.15. Glossary

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

8.16. Useful Resources

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:

https://access.rdatoolkit.org

RDA Carrier Types (free)

RDA Content Types (free)

RDA Media Types (free)

LOC RDA Record Examples (free)

Maxwell’s Handbook for RDA (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)

OCLC Dewey Services ($)

 

Bibliographic Description:

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

 

Evergreen conference presentations:

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

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

Cataloging Interest Group notes (2018)

9. Cataloging Committee and Contacts

9.1. Cataloging Contacts

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
Cleveland   704-487-9069 x 224  
Cumberland Hawa Nazreen Sahib 910 483-1580 x 1308 nsahib@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 Joy Vaughn 919-934-8146 jvaughn@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 April Durrence 919-814-6794 april.durrence@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 deborah_wadleigh@onslowcountync.gov
Perry Christy Bondy 252-438-3316, x 234 cbondy@perrylibrary.org
Person Dana Thompson 336-330-2296 dthompson@personcountync.gov
Polk Wanangwa Hartwell 828-894-8721 x 280 whartwell@polklibrary.org
Rockingham Jenny Wilkins 336-627-1106 jwilkins@co.rockingham.nc.us
Rutherford April Young 828-287-6117 april.young@rutherfordcountync.gov
Sampson Liz Murphy 910-592-4153 lmurphy@sampsonnc.com
Sandhill Shannon Hearne 910-895-6337 shannon.hearne@srls.info
Scotland Ann Locklear 910-276-0563, x 7 annlocklear@scotlandcounty.org
Transylvania Robert Fleming (828) 884-3151 x 1822 robert.fleming@transylvaniacounty.org
Wayne Tamara Baltazar (919) 299-8105 x 8010 Tamara.Baltazar@waynegov.com