1.1. Cataloging Permission Groups Transition

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

To fully implement the mandate (Staff Login Account and Permissions Policy) from the Governance Committee and the membership, the NC Cardinal Cataloging Committee members have been working diligently to expand and clarify the Cataloging Best Practices to address all areas of cataloging for the consortium. NC Cardinal library staff members who currently use cataloging permissions should begin using the standards outlined in this Knowledge Book, which is intended to be a living document that is honed and updated on an ongoing basis. The Cataloging Committee welcomes feedback and input on these Best Practices via their individual emails or this monitored group email address — cardinalcatcommittee@gmail.com. 

NC Cardinal staff will be working with System Login Access Managers from each member library system to simplify and streamline staff permission group structure during 2018. As of January 2019, there will be two types of cataloging permission groups available to staff: Item Cataloging and Bibliographic (Bib) Cataloging. To use these cataloging permission access levels in the NC Cardinal consortium, library staff will need to 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). The assessments are open book using this knowledge book, other websites, or notes (no consultation with other people while taking the assessment) and staff can take them as many times as needed to achieve a passing score. We will be glad to provide a printable certificate of achievement for those who pass the assessment(s).

Here is the transition timeline:

Winter 2017/18:

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

Spring/Summer 2018:

Item Cataloging and Bib Cataloging assessments will become available.

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

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

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

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

Fall 2018:

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

Western region: September 25^th (Item Cataloging) & 26^th (Bibliographic Cataloging), 9:00 am to 4:30 pm (each day)

Central region: September 27^th (Item Cataloging) & 28^th (Bibliographic Cataloging), 9:00 am to 4:30 pm (each day)

Eastern region: October 9^th (Item Cataloging) & 10^th (Bibliographic Cataloging), 9:00 am to 4:30 pm (each day)

These training classes are strongly recommended for those who want in-person training or need guidance for a clearer understanding of the Cataloging Best Practices in order to pass the Item or Bibliographic Cataloging assessment.

Staff who need cataloging permissions continue taking cataloging assessments.

January 2019:

All staff who need cataloging permissions should have passed assessments. This includes staff who do not catalog full-time and/or may only add or delete items from time-to-time. The assessments are open book and can be repeated until a passing score is achieved. Staff who add or delete item and/or volume records will need to pass the Item Cataloging assessment. This includes staff who add magazines to their collection and staff who weed (delete) items from their collection. Anyone creating, importing, editing, or deleting bibliographic records will need to pass both the Item Cataloging assessment and the Bibliographic Cataloging assessment. This also includes staff of libraries migrating into NC Cardinal. After January 2019, staff who have not yet passed the necessary assessments to perform their assigned cataloging duties will have temporary/limited cataloging permissions and be required to work with a Bibliographic Cataloging mentor who closely supervises their cataloging work until such time as they do pass the necessary assessment(s).

Staff assigned Item Cataloging permissions should be able to:

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

Staff assigned Bibliographic Cataloging permissions should be able to:

Complete all tasks required of Item Catalogers AND

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

1.2. Cataloging Etiquette

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

Item Catalogers

Do:

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

Do not:

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

Bibliographic Catalogers

Do:

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

Do not:

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

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

1.3. 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”

• Fewer abbreviations
  • 10 pages : color illustrations ; 20 cm
• Publication, distribution, copyright, etc., information in separate fields
  • Multiple 264s
  • Copyright indicated with “©”
• Content, carrier, and media types
  • 336, 337, 338 fields
• Often relationship designators
  • In 1XX and 7XX fields (ex: $e author)
• “rda” in 040

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

How to upgrade a record to RDA:

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

When creating new records, always follow RDA cataloging rules.

1.4. 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 exact same material within NC Cardinal and the bibliographic record is "owned" by the entire consortium, the MARC record should not contain any local notes or library system/branch specific information (except in the case of e-resource 856 $9 location codes, discussed in more detail in a later chapter).

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

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

1.5. Cataloging Workflow

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.

1.6. Important Upgrades and Changes

Check the following:

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

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

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

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

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

The 856 field:

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

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

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

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

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

1.7. Evaluating Bibliographic Records

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

Evaluating Bibliographic Records

Sample record:

1.8. 1XX and 7XX Fields

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

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

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

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

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

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

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

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

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

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

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

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

1.9. Subject and Genre/Form Headings

Subject headings refer to what a resource is ABOUT.

Genre headings refer to what a resource IS.

Authorities Working Group Cheat Sheet

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

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

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

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

Recommendation concerning Library of Congress Subject Headings (LCSH):

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

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

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

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

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. 

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:

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

2.1. Item Cataloging Assessment

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

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

Printable reference document for matching questions.

2.2. Item Cataloging Training Slides

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

2.3. Search the Catalog

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

Z39.50 Search

Advanced Search

You can select or limit catalog searches by:

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

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

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

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

2.4. 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. 

2.5. Selecting a Matching Record

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)

2.6. 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.

2.7. Use of Single Bib Record for Books

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

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

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

• Editions with different content (i.e. Special edition vs. No edition statement, First edition vs. Second edition or revised editions)
• Different print sizes (i.e. Large print or Larger print vs. regular print vs. something without print size labelled) {Follow the specific large print recommendations in the NC Cardinal MARC Templates when applicable.}
• Classics that include a special foreword or analysis vs. Classics without this additional material
• Illustrated editions vs. text-only editions
• Different illustrator or translator
• Different format (i.e. E-book vs print material)

In these scenarios, a separate bib record is required.

2.8. 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:

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:

In these scenarios, a separate bib record is required.

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.
• If a library decides to break up a combo pack and circulate the DVD and Blu-ray discs separately, the two must be cataloged on separate bibliographic records using the DVD only and Blu-ray only MARC templates. 
• If a library decides to break up a packaged set — television season, set of DVDs, or pair of Blu-ray discs — those materials must be cataloged on the same bibliographic record 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. 

2.10. 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.

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

Advance Reader Copies

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

Gift, Donated, and In Memoriam Items

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

For internal records, libraries may wish to

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

To create a copy (item level) note:

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

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

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

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

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

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

• Gift
• Donation
• In Memoriam

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

2.12. Add Volumes

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

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

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

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

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

The Holdings Maintenance Window

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

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

3. The Unified Volume/Copy Creator opens.

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

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

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

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

2.13. Add Copies

1. Enter the number of copies that you want to add in the # of Copies field. The barcodes that you enter will populate in the Copy Editor in the bottom pane. An additional barcode field will appear for more than 1 copy.
2. Scan or type in a barcode for each copy to be added.
3. Add monograph parts, as needed. (See Add Monograph Parts for detailed instructions.)

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

     5. Make all necessary edits by using Tab or Enter to move through fields.

              a. changing a field to the correct option and

              b. clicking the Apply button for every change.

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

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

     8. To add a copy-level note for a donated item, save the information on the Item Attribute window, close it, and re-open it. You will see the Copy Notes button. You can add a non-public copy note according to the Advanced Reader Copies, Donated Items, and Copy Notes section.

Once an item is created, it is assigned a temporary copy status (default is In process). An item must be checked in to become Available, or the cataloger can choose to Edit Item Attributes and change status to Available once a record has been created and saved to the database (however, manually changing the Copy Status will not trigger a search for active holds on the item). See New Copies and Holds.

2.14. Monograph Parts

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

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

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

Example 1:

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

Example 2:

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

Monograph Parts and Holds

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

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

If a cataloger is dividing the materials cataloged on one bib record (e.g. a full season of Game of Thrones dvds) into smaller groups for circulation, the cataloger must use monograph parts. Patrons are then able to use monograph parts to place a hold on the specific disc or set of discs they want.

Monograph Parts Labels

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

These parts:

will not be grouped as potential holds with these parts:

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

NC Cardinal Controlled Vocabulary for Monograph Parts Labels

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

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

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

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

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

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

More Examples:

Create New Monograph Part Label

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

     3. Click New Monograph Part

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

Create Monograph Part on New Item

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

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

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

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

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

   10. Click Create Volumes/Items.

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

In the Monograph Parts display:

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

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

2.15. Print Spine Labels

2.16. New Copies and Holds

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

Checkin Modifier

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

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

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

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

Manual Retargeting

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

1. After adding the item, select Actions for this Record. Then click on View Holds from the Holdings Maintenance window.

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

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

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

Transfer Item to different bibliographic record:

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

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

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

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

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

Transfer Volume to different bibliographic record:

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

Pre-cataloged Items

Transfer existing pre-cataloged items to a bib record:

2.18. Editing and Deleting Items and Volumes

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

Editing Items

Editing Volumes

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

Deleting Items

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

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

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

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

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

Order of Deletion

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

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

Deleting Items from Copy Buckets

3.1. Bibliographic Cataloging Assessment

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

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

Printable reference document for assessment questions.

3.2. Bibliographic Cataloging Training Slides

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

3.3. Add a Title Record via Z39.50 Import

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

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

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

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

4. Click Search.

5. The results appear in the lower window.

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

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

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:

6. Highlight the record you want overlaid. Make sure that the MARC Editor button is checked.
7. Click the Mark local results as overlay target button.
8. Then highlight the record you want to overlay the local catalog record with.
9. Click the Overlay button (NOT the IMPORT button).
10. The new record will display in the Marc Edit screen. Make any necessary changes so that the record conforms to NC Cardinal standards.
11. 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)

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). 

3. Add a volume name
   1. Enter the purchase order number for the volume name.
4. 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
5. 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.
6. When the book arrives from the vendor
   1. Edit the volume name to the appropriate call number
   2. Edit the barcode to match the item’s barcode
   3. Apply the appropriate template to the Item Attributes
   4. Conduct a second search to see if there is now a MARC record available on Z39.50
      1. If no record exists, overlay the brief record.
      2. If a record exists, check it for completeness. If it is brief, overlay a record from OCLC or a Z39.50 source.

3.5. Load MARC Order Records via Acquisitions

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

General Steps:

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

3.6. Batch Import Bibliographic Records and Holdings

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

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

General Steps:

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

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

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

3. Log into Evergreen.

   5. The page defaults to Record Type = Bibliographic Records.

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

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

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

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

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

  10. Merge/Overlay Profile: Select the appropriate profile. In almost all cases, Match-Only Merge is the appropriate profile. There is background code built into Evergreen that specifies that any import using the Match-Only Merge profile (or any profile with the 901c in the Replace Specification field) will import only the new holdings if there is an existing record in the database that is determined to be a match, or bring in the new record and holdings if there is not (assuming that the Import Non-Matching Records box is checked). Catalogers should not be overlaying existing records in batch. The Match-Only Merge  profile will import holdings onto existing matching records and a cataloger can select Import Non-Matching Records (below) to bring in records that are not yet in the catalog. they can examine records in their queue to individually overlay brief records (never over an existing record, unless it is very poor), as needed.

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

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

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

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

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

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

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

  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.

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

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

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

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

   22. Click Back to Import Queue.

   23. Check the boxes of the records that you want to import, and click Import Selected Records, or click Import All Records.

   24. A pop up window will offer you the same import choices that were present on the Import Records screen. You can choose one of the import options, or click Import.

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

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

3.7. Electronic Resources

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

The 856 field:

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

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

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

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

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

Importing E-resources

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

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

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

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

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

Batch Import Configuration:

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

   2. Record Type = Defaults to Bibliographic Records.

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

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

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

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

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

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

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

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

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

  11. Merge on Best Match: Check this box.

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

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

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

Review Queue:

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

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

3.8. Inspecting the Import Queue

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

To view your uploaded queue:

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

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

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

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

1. 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.

3.9. Deleting an Upload Queue

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

To delete an upload queue:

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

The screen refreshes and your queue is gone.

3.10. Record Conflicts

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

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

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

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

3.11. Merge/Overlay Profiles

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

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

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

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

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

3.12. Duplicate Records and Merging

If a record already exists for the item you are cataloging, do not import a new record to the catalog. If the existing record needs to be improved or multiple records already exist in the cataloging for the exact same materials or materials with the same content, but with a different publisher or distributor, a bibliographic cataloger should carefully evaluate the record before making changes or merging the duplicate records.

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

Be cautious when merging records.

3.13. Different Format/Material Types

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

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

Bibliographic records for electronic resources (i.e. e-books, e-audiobooks, e-videos) that require authentication through another website should never have physical holdings attached. *NOTE: Some bibliographical records for physical holdings may have 856 links to full digital pdf versions of the print resource. Do not delete these 856 field(s). Also, do not delete digitization request links for bibliographic records that include Government and Heritage Library holdings.

3.14. Cataloging Kits

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

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

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

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

3.15. Creating Original Records

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

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

3.16. Deleting Bibliographic Records

Deleting Title (MARC) Records

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

Do not delete a bib record UNLESS:

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

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

Check the MARC record for 856 tags:

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

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

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

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

4.1. Audio Fiction

4.2. Audio Nonfiction

4.3. Blu-ray only

4.4. Blu-ray/DVD combo

4.5. DVD only

4.6. Large Print Fiction

4.7. Large Print Nonfiction

4.8. Launchpad

4.9. MP3

4.10. Music CD

4.11. Playaway

4.12. Print Fiction

4.13. Print Nonfiction