1.1. Cataloging Permission Requirements

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

 

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

Staff who add or delete item and/or volume (call number) records must pass the Item Cataloging assessment. This includes staff who use Acquisitions or Serials to create or import volume/item records and staff who add item records, such as for magazines and/or paperbacks, or weed (delete) any materials from the library collection.

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

Staff who create, import, edit, or delete bibliographic records must pass both the Item Cataloging assessment and the Bibliographic Cataloging assessment. This includes staff who use Acquisitions or Serials to create or import bibliographic records.

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

 

All staff who need to perform these duties must pass the appropriate assessments. This includes staff who do not catalog full-time and/or may only add or delete items from time-to-time. New staff who have not yet passed the necessary assessments may be assigned temporary/limited cataloging permissions to perform their assigned cataloging duties according to the NC Cardinal Cataloging Policy. 

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

 

Cataloging assessments are open book, so staff may use this knowledge book, other websites, or notes (but not answer sheets) to help answer questions. The purpose is not to require that staff know everything, only to show that they know where to find the information. These are individual assessments, so staff should not be collaborating on the answers with colleagues for the assessments. Cataloging assessments can be repeated as many times as needed until a passing score is achieved.

There are 35 knowledge questions on the Item Cataloging Assessment – 25 general multiple choice questions for 1 point each and 10 questions that ask staff to match images from a resource to the best MARC record of the choices presented for 2 points each. A passing score is 43 out of 45 total points and the assessment will be scored at the end, so staff will know immediately whether they passed or not.

There are 44 knowledge questions on the Bibliographic Cataloging Assessment – 27 general multiple choice questions for 1 point each and 17 questions that ask staff to select the best way to edit a MARC record from the choices presented for 2 points each. A passing score is 56 out of 61 total points and the assessment will be scored at the end, so staff will know immediately whether they passed or not.

Staff who achieve a passing score on assessments should receive an official email from NC Cardinal staff within a week or so and account permissions will be updated as soon as possible. This is not an automated process, so the timing may vary.

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

If you do not log into Evergreen with an individualized username, usually comprised of your first initial and last name, please contact your System Login Access Manager and request that they set up an individual login access account for you as soon as possible. You can take the assessment without an individual username, but your SLAM will need to follow up by submitting a help ticket to let us know the username for the new account they have set up for you, since only Global Admins (NC Cardinal staff) can edit accounts assigned to cataloging or System Admin permission groups. 

In Evergreen, staff can have more than one permission group assigned to their login access account, so staff can be in both cataloging and admin permission groups, for example. Your SLAM can assign the new individual account to the appropriate permission group you will need — Circulator, if only basic circulation permissions are needed. Cataloging accounts used by library staff include basic circulation permissions. If more permissions are required, they can assign Circ Lead or Branch Admin, which will be retained as a secondary permission group.

 

 

 

 

______________________

The NC Cardinal Cataloging Committee members have established the Cataloging Best Practices over several years and continue to update them as needed to provide cataloging standards for the consortium. All catalogers must adhere to the standards outlined in this Knowledge Book, which is intended to be a living document that is honed and updated on an ongoing basis.

The Cataloging Committee welcomes feedback and input on these Best Practices via their individual email addresses or this monitored group email address — cardinalcatcommittee@gmail.com. 

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

1.2. Important Changes, Reminders, and Updates

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

Changes to MARC Record Templates:  https://nccardinalsupport.org/index.php?pg=kb.chapter&id=32

"First Cataloger" rule

When a library system receives and catalogs a physical copy of an on order item that is ready to circulate, it is their responsibility to update that item's brief bibliographic record to a full record that conforms to NC Cardinal cataloging best practices.

GMD (245 $h)

GMDs MUST be used if and as listed in Appendix B — GMDs should be added/updated to match the current list whenever catalogers add, edit, or merge bibs.

02X fields

Evergreen searches the 022 field for ISSN and the 024 field for UPC, ISMN, EAN, ISRC, and SICI, based on LOC MARC 21 standards. If these values are not correctly represented in the bibliographic record — e.g. the ISSN is in the 024, rather than the 022 — the record will not show up in search results when a cataloger attempts to search for these values in Evergreen using either Advanced Search or z39.50. Please check any bib records that you import or edit to ensure that, if these values are present, they are in the correct field. As a reminder, catalogers should always do a title search for NC Cardinal as well as several other search variations before importing a new record to prevent duplicate records in the consortium catalog. 

OCLC number (035)

When any cataloger makes substantial changes in Evergreen to a bibliographic record that has an OCLC number (such as editing a regular print record to become a large print record or splitting a DVD/Blu-ray combo pack), that cataloger must remove the OCLC number before saving the edited record. Because the Cardinal match set uses the OCLC number as matching criteria and the edited record no longer matches the OCLC data, leaving the OCLC number would mean that batch imported items using OCLC data could be incorrectly matched to the edited record.

Graphic Novels and Manga

New knowledge book page: https://nccardinalsupport.org/index.php?pg=kb.page&id=713

Monograph Parts

Additional formatting requirements will soon be added to the Monograph Parts section. All catalogers should familiarize themselves with and utilize these formats exactly as specified.

9XX fields

Local system specific information should not be retained in a shared consortium record and should be deleted, if present. The fields below should always be preserved when present.

901:  information specific to Evergreen - DO NOT alter or delete

902: information specific to the Marcive authorities updates —  DO NOT alter or delete

903: information documenting WAVE cleanup process for deduplication. Catalogers who edit records for this purpose can document in this way:

903a should contain your name or tag or library or whatever you decide you want to identify yourself.
903b is the action taken. 
903c is the date. A strict date format works best.
903d is any additional necessary information. 

When adding the 903, its crucial that you don't introduce any of the format keywords that the software is looking for so the bib doesn't get additional votes in the WAVE cleanup evaluation. 

______________

Previous info:

Check the following:

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

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

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

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

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

 

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

 

The 856 field:

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

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

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

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

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

1.3. 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.

1.4. Record Structure in Evergreen

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

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

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

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

1.5. Evaluating Bibliographic Records

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

Evaluating Bibliographic Records

 

1.6. Cataloging Etiquette

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

 

Item Catalogers

Do:

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

Do not:

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

 

Bibliographic Catalogers

Do:

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

Do not:

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

 

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

 

1.7. RDA vs AACR2

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

Differences

AACR2

• Lots of abbreviations
  • 10 p. : col. ill. ; 20 cm.
• Publication, distribution, copyright, etc., information in one field
  • One 260
  • Copyright date can be used as publication date
  • Copyright indicated with “c”

RDA

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

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

How to upgrade a record to RDA:

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

When creating new records, always follow RDA cataloging rules.

2.1. Item Cataloging Assessment

 

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

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

Printable reference document for matching questions.

2.2. Item Cataloging Training Slides & Videos

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

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

2.3. Search the Catalog

Make sure that you search the entire NC Cardinal catalog when you search for new title records, by using the Keyword Search, Numeric Search, or MARC Search tabs. You should always search for a bibliographic record in several different ways. For example, you can first search by ISBN in the Numeric Search tab, but then you should also do a search by title and/or author to be sure you find and examine every possible matching record. Check your search scope and ensure that you are searching all of NC Cardinal.  If the existing record does not meet the standards as outlined in Best Practices or you find multiple matching bibliographic records, refer these to a bibliographic cataloger for further evaluation and correction. 

 

Advanced Search

 

You can select or limit catalog searches by:

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

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

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

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

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

 

2.4. Bibliographic Search Enhancements

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

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

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

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

2.5. Sorting by Date

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

2.6. Selecting a Matching Record

NOTE: You should combine print books on the same bibliographic record, in spite of differences in ISBN, publisher, dimensions, and pagination, when the content is exactly the same.

Notify a Bibliographic Cataloger:

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

 

 

2.7. Multi-volume or Multi-part Sets

Single, Set, Series, or Serial?

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

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

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

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

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

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

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

Example: Our State magazine.

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

2.8. Graphic Novels and Manga

Cataloging Graphic Novels and Manga

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

Titles and 245 fields

Each book should be cataloged on a separate bibliographic record as an independent resource with the title of the individual resource in the 245 field. 

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

Examples of 245 $n $p for graphic novels

=245 10$aJustice League.$nVolume 7,$pGalaxy of terrors
=245 10$aDaredevil.$nVol. 5,$pTruth/dare
=245 10$aHilo.$nBook 5,$pThen everything went wrong
=245 10$a My hero academia. $n Vol. 9, $p My hero.

Graphic Novels vs. Text Books

To distinguish the graphic novel from the standard book version, catalogers may want to include a 250 edition statement to indicate the bib is for the graphic novel, especially when ‘the graphic novel’ is not included as a subtitle on the resource (therefore, cannot be included in the 245 $b)

Graphic novels and manga bibliographic records should always include the appropriate subject and genre headings. (See Subject and Genre/Form Headings.)

Examples

=650 \0$aManga.

=655 \7$aGraphic novels.$2lcgft

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

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

Fields and Subfields

“Fiction” comic works

008 fields

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

6XX fields

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

“Nonfiction” comic works

008 fields

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

6xx fields

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

2.9. Videos

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

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

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

• If a library purchases a combo pack that includes both a DVD disc and a Blu-ray disc and the library intends to circulate both the DVD disc and the Blu-ray disc together as a set, the combo pack should be cataloged on a single bibliographic record using the Blu-ray/DVD combo MARC template. The UPC should be added to the 024 $a.

• If a library decides to break up a Blu-ray/DVD combo pack and circulate the DVD and Blu-ray discs separately, the two items must be cataloged on separate bibliographic records using the DVD only and Blu-ray only MARC templates.*  In order to avoid incorrect matching when other libraries are batch importing, the UPC for split DVD/Blu-ray sets should be in the 024 $z (not $a) and a $q noting that it is for the set is also helpful. Add 500 $a note similar to "Originally released as part of a Blu-ray + DVD combo pack".

• If a library decides to break up other packaged sets in the same format — e.g. television season or other set of DVDs or a pair of Blu-ray discs — to circulate pieces of the set separately, the packaged set must be cataloged on the same bibliographic record with the items separated using Monograph Parts.

• Rental videos require a separate bibliographic record from standard editions because rentals usually do not include special features and have a different UPC number than standard editions. The record must include the UPC in the 024 $a.

*Note: If a Bibliographic Cataloger makes substantial changes to a bibliographic record (e.g. creating 2 separate records for DVD and Blu-ray from one record for the set when splitting a combo pack), that cataloger must remove identifiers for the set from the resultant edited record(s) —  028 (for the set), 035 (OCLC number) — before saving the edited record(s) to prevent incorrect matches to the edited record(s).

2.10. Cataloging Kits

Kits are a collection of materials, sometimes created by a library and sometimes by a publisher or vendor. It is important that kits be easily identified and distinguished from the individual included titles, both by patrons and catalogers. Before adding a new volume or item record for a kit, Item Catalogers should search the catalog to determine whether there is a matching record for the kit (if commercially obtained) or request that a Bibliographic Cataloger create a specific record for a kit that includes information about all materials included in the kit. 

An Item Cataloger should not attach a multi-piece kit to a bibliographic record that is for only one of the items included in the kit.

For commercially obtained kits, a bibliographic record may be available through Z39.50 or from the vendor. For kits that included multiple different items (not bundled by publisher/vendor), a Bibliographic Cataloger should create a bibliographic record with a unique title in the 245 $a (not the title of any individual book in the kit), include the GMD $h [kit] in the 245, and ensure that the Kit icon is displayed in the catalog for patrons.

Also, the Bibliographic Cataloger must include appropriate information in the record about all the included materials. ISBNs for the included materials should NOT be listed in the 020 $a, but instead in the $z. This will prevent mis-matching with Z39.50 and batch bib imports. 

All titles of included items should be listed in the 500 or 505 and authors/creators should be listed in the 7XX fields, and a 100 should not be included unless all materials have a single author/creator.

2.11. Magazines

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

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

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

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

Advance Reader Copies

 

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

 

Gift, Donated, and In Memoriam Items

 

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

 

For internal records, libraries may wish to

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

 

To create a copy (item level) note:

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

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

 

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

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

 

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

• Gift
• Donation
• In Memoriam

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

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

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

 

 

2.13. The Holdings Editor

What is the Holdings Editor?

The Holdings Editor is a single interface from which Item Catalogers can add call numbers and copies, create the attributes Evergreen uses to apply circulation policies and edit the options available within the interface. As part of the 3.9 upgrade from November 2022, this interface has been restructured. 

Holdings Tab

The holdings tab replaces the top section of the Edit tab in the previous version of the holdings editor. From here Item Catalogers can add call numbers and copies for their library to the bib record.

Item Attributes Tab

The Item Attributes tab replaces the lower section of the Edit tab in the previous version of the Holdings Editor, as well as the templates tab. From here, Item Catalogers can set the details that tell Evergreen how the item should function within the ILS. Attributes include Copy Status, Shelving Location, details related to Circulation policies, Price information, and item Notes.

Item Catalogers can create templates to apply to the Item Attributes table by simply filling in the details they would like to appear in their template and clicking the Save button. You can apply a template by selecting the template from the drop-down menu and clicking the Apply button. 

For more information on both the Item Attributes and the Templates, please refer to the Adding Call Numbers and Items in the Holdings Editor page.

Preferences Tab

By default, all available item attributes will appear in the Item Attributes tab. If your library does not use some of these attributes, you might wish to hide them. You can do so in the Preferences Tab. This replaces the Defaults tab in the previous version.

Unified Holdings Editor

Some catalogers find it easier to view the Holdings tab and Item Attributes tab in a single screen. You can set this in the Preferences tab. It's the last option in the Holdings Preferences box.

2.14. Accessing the Holdings Editor

2.15. Adding Call Numbers and Items in the Holdings Editor

Adding Holdings in the Holdings Editor

In Evergreen, you attach copies to bibliographic records using a call number record. To create individual copies of items that will be findable in the catalog and follow the circulation policies you set in your library, you must first create a call number record for your branch, and then attach barcoded copies to that call number record.

Creating Call Number Records

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

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

Adding Item Attributes

The Item Attributes are the details that tell Evergreen how to interact with any item. Each of these pieces works together to let Evergreen know which circulation policy to use when a patron tries to check out the item. Creating templates for this form for item types you catalog often is possible. 

Identification Column

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

Location Column

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

Circulation Column

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

Miscellaneous Column

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

Statistics Column:

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

Templates

To create a template:

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

To use a template:

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

To delete a template.

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

 

2.16. Monograph Parts

What are Monograph Parts?

Monograph parts (also referred to as Monographic Parts or simply Parts) are a way for Evergreen to differentiate and provide patrons with more flexibility when placing holds on multi-part items encompassed by one title/bibliographic record. Monograph parts should be used for every holdable/circulating subset of items that do not represent the totality of the bibliographic record — such as different discs that are circulated separately within a video or audio title record or different magazine issues on a serial title record. Monograph parts labels are shared by all libraries in the consortium and should utilize NC Cardinal's controlled vocabulary.

Why do we need Monograph Parts?

While call numbers often include information about which pieces the item represents, call number information can vary widely from one library to another and has no effect on hold fulfillment in Evergreen. Applying monograph parts to different items on a bibliographic record allows Evergreen to identify which items represent the same parts (regardless of owning library). A cataloger must apply a monograph parts label whenever published sets are split, such that barcoded items on the same bib record are for different subsets of material. This is particularly important if that record has holdable items and/or items owned by other libraries in the consortium. Because each monograph parts label specifies which items are the same, patrons can place title-level holds for the parts they want and Evergreen will target any of the available barcode items with that exact part label to fulfill a patron's hold.

When making a decision about whether monograph parts should be applied to an item record, consider it from the patron’s perspective. Assuming all items are holdable on a given bibliographic record (and applies even if they’re not):

If a patron places a title hold on that bibliographic record, are they going to get the same content no matter which item on the bib record fills their hold?

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

 

DO NOT use monograph parts when:

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

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

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

Monograph Parts Labels and Impact on Holds

Since patrons can only place title level holds within the OPAC, if a cataloger splits a season into separate volume or item records, a patron's hold might be filled by any item on the bib record. So, if a full season of Game of Thrones on the same bibliographic record is separated into separate item records for the six individual discs without using monograph parts, the patron's hold could be filled by any of the discs at random. If the patron places a hold from home and gets disc 6 instead of disc 1, they will likely express frustration and complaints to staff. If a cataloger is dividing the materials cataloged on one bib record (e.g. a full season of Game of Thrones dvds) into smaller groups for circulation, the cataloger must use monograph parts. Patrons are then able to use monograph parts to place a hold on the specific disc or set of discs they want.

Catalogers from different library systems may choose to leave a season whole or separate into monograph parts. If separated, it is important that the labels used for the monograph parts on the bib record are the same. If catalogers use different labels for the same piece(s) of a set  — e.g. "DISC 1-3", "disc 1-3", "Disc 1-3" — the patron will only be able to choose one of these three parts. So, instead of three potential targets to fill the hold, the patron will only have one because the labels are different. It is important to follow the same controlled vocabulary throughout the consortium, so that patrons who place monograph part holds have the highest number of potential target copies. 

NC Cardinal Controlled Vocabulary for Monograph Parts Labels

At the 2018 Cataloging Forum, cataloging representatives agreed to use a controlled vocabulary for monograph parts labels. Patrons can only place title level holds on the entire bibliographic record in the OPAC. If a patron places a title hold on a bib record with parts cataloged separately without a monograph part label, the patron may not receive the particular item they want. If a library is splitting up items to circulate separately, the cataloger must assign each separate piece a monograph part label.

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

Controlled Vocabulary

Format:	Discs	Volumes	Parts	Dates	Editions	Miscellaneous/Combinations
Pattern:	Disc x or Disc x-x	Vol. x or Vol. x-x	Part x or Part x-x	YYYY-YYYY (no spaces) YYYY:MMM (abbreviate month to 3 letters — no period; separate with colon) multiple dates: separate with comma and space	ordinal number and 'ed.' (with space between)	varies (abbreviate month to 3 letters, no period; add comma plus space to separate; use consistent brief format for labels in bib)
Examples:	Disc 1 Disc 1-2 Disc 4-7	Vol. 1-2  Vol. I-VI Vol. A-K Vol. 1, No. 5 Vol. 2, 2017	Part VIII-XII	1902-1904 1975:Aug 1964:July, 1964:Oct, 1965:Jan, 1965:Apr 1983:Spring	11th ed. 43rd ed.	Book 5, 1890-1899 Vol. 4, No. 2, 1969:Jan 24 No. 39, 1985:May Series 1, Vol. 39, Part 2

 

 

 

 

 

 

 

 

 

 

Use the terminology on the item as the part label designation: Disc, Part, Volume (abbreviate to Vol.)

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

Use mixed case (not lower case or all caps)

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

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

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

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

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

Abbreviate “volume” as “Vol.”

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

 

If the bibliographic record has items that are monograph parts and items that are the full set, the full set will fall within the "All Parts" designation by default in Evergreen. Libraries which circulate the entire set of items together should not create a monograph part (like “All Discs”). On records that include separated items, patrons can choose whether they want the full set default "All Parts" or choose  monograph parts (such as Disc 1-2) for a subset of items.

 

 

Deleting Monograph Parts

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

2.17. Print Spine Labels

2.18. New Items and Holds

Because of the way Evergreen targets holds, newly cataloged items are not guaranteed to fulfill pre-existing holds up to 24 hours after the new item record is created unless staff take additional actions when checking these items in for the first time. In order to have Evergreen immediately add newly cataloged items to the pool of potential copies eligible to fill holds, staff can either use Checkin Modifiers or manually retarget a patron's hold. Using Checkin Modifiers is generally faster, since newly cataloged items must be checked in anyway, to change their status from In process to Available/Reshelving.

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

Checkin Modifiers

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

NOTE: Remember that checkin modifiers are 'sticky', so be sure to uncheck the boxes when you are finished, as these modifiers should not be applied to normal checkins.

Impact of Centralized Cataloging on Holds

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

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

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

Manual Retargeting

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

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

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

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

2.19. Moving Call Number or Item Records to Different Records

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

Pre-cataloged Items

2.21. Editing and Deleting Item and Call Number Records

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

Batch Editing Item Records

Individually Editing Call Number and Item Records

Do NOT manually change the item status from Checked out, In transit, Long Overdue, Lost, Lost and Paid, or On holds shelf to another status using the Item Editor screen, as this simply relabels the items and does not close the underlying transaction correctly in the patron account (for Checked Out, Lost, Long Overdue, or Lost and Paid); or target a new item to fill the patron hold (for In transit or On holds shelf items).

For example, you would never want to manually change an item from a Checked out status to Available (or any other item status, for that matter) instead of checking in the item, because that manual action does not close out the open circulation transaction on the patron account. The same would be true for a manual status change from In transit or On Holds Shelf to something else (such as Available). Evergreen needs to close out those automated processes and transactions during checkin. 

 

Deleting Items

Items with these item statuses may be deleted:

Available: Item is ready for check out.

Reshelving: Temporary status indicating that item has recently been checked in. Automatically changes to Available status based on interval designated by the library system.

Discard/Weed: This status can be manually applied by both circulators and catalogers to indicate that the item is marked for future deletion. These items no longer display in the OPAC for patrons.

Damaged: Marking an item Damaged on the Item Status screen essentially checks the item in, if previously checked out to a patron, before marking the item as permanently damaged. Since the transaction has been closed, the item may be deleted in a Damaged status. This retains any billing that may have been applied to the patron account. 

On order: Item has not been received by the library and is no longer expected from the vendor.

 

Do NOT manually edit or delete items with statuses indicating open or incomplete transactions, because doing so would negatively impact database recordkeeping and give inaccurate results in reports.

Items with these item statuses must not be manually edited or deleted:

Checked out: Open transaction in which an item is assigned to a patron account. Do not delete items while in this status.

Lost: Open transaction in which an item is assigned to a patron account and marked as lost based on interval designated by the library system. Do not delete items while in this status.

Long Overdue: Open transaction in which an item is assigned to a patron account and marked as long overdue based on interval designated by the library system. Do not delete items while in this status.

Lost and Paid: Open transaction in which an item is assigned to a patron account and marked as lost based on interval designated by the library system. Do not delete items while in this status.

In transit: Open transaction in which an item is moving from one library branch to another.  Do not delete items while in this status.

On holds shelf: Open transaction in which an item is waiting for a specific patron to pick up the item from the library. Do not delete items while in this status. 

If you attempt to delete items in these statuses, you should receive a notification that you do not have permission to do so. These items MUST be scanned on the Check In screen to close the transaction before deleting.

Deleting items in other statuses

While it is possible to delete items in other statuses, such as Missing, In process, Repair, etc., we recommend that staff check these items in to an Available/Reshelving status before deletion to prevent them from becoming 'ghost' items that appear in future report output even after they are deleted because the status affects the way they are stored in and retrieved from database tables.

For example, items marked Missing that cannot be found should be checked in to an Available or Reshelving status before staff change to Discard/Weed status or delete the item. This prevents the items from continually showing up on missing items reports.

You can see a list of all the item statuses used by NC Cardinal and whether or not they are eligible for deletion (Restrict Copy Delete=false) here in the knowledge books: https://nccardinalsupport.org/index.php?pg=kb.page&id=319

 

 

Library Settings and Billing

Please keep in mind that certain library settings affect whether billing will automatically change in Evergreen by checking in items that were previously in a checked out status, such as Checked Out, Lost, Long Overdue, or Lost and Paid. These library settings come from the copy's Owning/Circ library (as shown on the Item Status screen, not the library that checked out the item):

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

Void lost max interval: This is the cutoff point at which Evergreen will no longer automatically void lost billing and is determined by the library setting of the item's owning/circulating library. The void lost max interval starts running as of the due date, not the marked lost date. NC Cardinal recommends that libraries select the number of months they intend to leave items in a Lost status, after which time catalogers can safely check in an item to delete it without affecting billing. (Staff can always manually void billing if the patron returns the item and the library chooses to accept the return after the void lost max interval.)

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

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

 

 

Deleting Last Item on the Bib Record

 

Note: Do not delete the last item from a bibliographic record if you intend to replace that item. If a cataloger adds an item onto a deleted record, the bib record is still deleted and neither will be visible in the catalog.

Items to be replaced: If the library will be cataloging a replacement copy, the last item should not be deleted. Add the replacement item to the bib record first and then delete the lost/damaged/weeded item that is going away. If the same barcode will be used and the replacement copy is not yet available, change the copy status to On order or Cataloging until the replacement copy arrives, then replace the old copy with the new one.

 

Last Copy Warning

If your library will not be replacing the item and it is your system practice to note when deleting a last copy, please record this information before clicking OK/Continue to force the action, as the bibliographic record will be automatically deleted and can only be retrieved if a cataloger searches by the TCN/Database ID. 

Permissions Flag

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

 

 

2.22. Cover Images

Cover Images from Open Library

All the cover images that are not manually uploaded in Evergreen come from Open Library, which is an open-source initiative of the Internet Archive, a 501(c)(3) non-profit, building a digital library of Internet sites and other cultural artifacts in digital form. Other projects include the Wayback Machine, archive.org and archive-it.org

Cover images are based on the ISBN in the bibliographic record. Evergreen currently only uses the first ISBN to search OpenLibrary. Some covers may be missing for some ISBNs. Images are updated by registered Open Library users and by bots and may sometimes contain incorrect images.

The only way to add or correct the image (as it appears in the NC Cardinal catalog) is to do so  by changing which is the first ISBN in a bib record (if an image for that ISBN already exists in Open Library) or by adding or editing the image in Open Library. You can click on the link and follow the instructions after creating a free account. It may take up to 24 hours for Open Library to update to the new image and for the correct image to show in the catalog.

 

 

3.1. Bibliographic Cataloging Assessment

 

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

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

Printable reference document for assessment questions.

3.2. Bibliographic Cataloging Training Slides & Videos

There is now a video playlist on YouTube for the Bibliographic Cataloging Training session taught by Dr. Sonia Archer-Capuzzo on May 17, 2018.

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

3.3. Add a Title Record via Z39.50 Import

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

 

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

 

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

 

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

4. Click Search.

5. The results appear in the lower window.

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

 

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

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

 

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

 

Import from Z39.50 screen:

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

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)

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

For any on-order material, follow these steps:

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

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

 

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. 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.

     4. Select MARC Batch Import/Export from the Cataloging menu.

Note:  We recommend that you always open a fresh tab to import bib records, as there have been instances where reusing a 'stale' tab has caused problems for catalogers.

The Import Records screen displays. Note that the Evergreen tab is labeled “Server Settings.”   

5. Select a Record Type from the drop down menu. The page defaults to Record Type = Bibliographic Records.

6. Create a queue to which you can upload your records, or add you records to an existing queue. Queues are linked to match sets and a holdings import profile. You cannot change a holdings import or record match set for a queue. When selecting a name for your queue, choose one that is recognizable and unique. You could use some variation on the filename created in step 2 above.

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

7. Select a Record Match Set from the drop down menu. Always use the default Cardinal match match set. If you believe you need a different match set, please contact the NC Cardinal team.

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

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

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

Note: If you are importing e-resources DO NOT use this interface. Instead, please see the Retrieving E-Resource Advantage MARC Files from Overdrive and Uploading Electronic Resources with Secure File Transfer pages for further recommendations.

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

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

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

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

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

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

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

 

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

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

 

NOTE: The more records you have in your import file, the longer it will take to import.  You do not have to process the queue immediately but can return as your work allows. If you select the above options, Evergreen will match the best record for you. If you want to manually match the records, do not fill out anything below Record Import Actions.

 

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

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

3.6. Uploading Cover Images

As of version 3.9, a staff user with appropriate permissions can upload a cover image directly within a specific bibliographic record. Uploaded images will override images provided by Open Library. NC Cardinal recommends utilitizing OpenLibrary whenever possible, but uploading cover images when Open Library does not have a cover image available for a title, or the cover image in Open Library is incorrect.

Acceptable file types are jpg, png, xpm, xbm, gif, and bmp. All uploaded images are converted to PNG at the time of upload and scaled to small, medium, and large for various uses within the OPAC and staff client.

The scaling algorithm will size images to fit the dimension of each bounding box, while preserving aspect ratio. This means that the largest dimension of any image will be scaled to match the bounding box. 

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

Uploading a Cover Image

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

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

Potential Errors

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

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

Where to find uploaded images

When the upload is complete the bib record will refresh and you will see the small (thumbnail) version of your image in the upper left of the record:

To see what the image looks like in the OPAC, you can click the Patron View button. The Patron View button will open the OPAC in a new tab, displaying the record as it appears to a Patron.

3.7. Retrieving E-Resource Advantage MARC Files from Overdrive

How to Retrieve your Advantage MARC Files

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

3.8. Uploading Electronic Resources with Secure File Transfer

Uploading Electronic Resources

Great news! The new electronic resources upload software automatically makes all the necessary best practice edits for records to be searchable and accessible in the catalog. You may find more information about best practices later down this page. The NC Cardinal staff will still be responsible for uploading consortium purchased records, including NCKids, NCDL, and E-INC records. The records systems will upload are those that they purchase outside of these programs, including but not limited to Advantage Overdrive, Freading, Bibliotheca, Baker & Taylor, and Gale Group.

To find more information about retrieving your MARC records, you may refer to the Retrieving E-Resource Advantage MARC Files from Overdrive knowledge book page.  

File Upload Instructions

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

• Note: Secure file transfer replaces the Batch Import process. 

 

Secure File Transfer Set Up (one-time setup)

Step 1:

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

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

Step 2:

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

Step 3:

Download SFTP software

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

         OR

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

Step 4:

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

• Once program is open, go to File- Site Manager- click “new site” and choose the following settings

• • File Protocol- Click SFTP
  • Host: 100.24.52.172
  • port: 22
  • user name: externaldata
• Filezilla users will want to make sure "Logon Type- Key File" is selected. 
• Click Advanced settings and fill out the following information:

Under Environment > Directories 

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

Under SSH > Authentication

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

Once all of the information is correctly entered, click Login. The program will connect and open with your files on the left and the upload Evergreen folders on the right.

Uploading Files: Tips and Tricks

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

Deletion Files

To upload deletion files, simply edit the marc file name to include either "weed" or "remove" before uploading. Either word will tell the software that it is a deletion file. 

Deduplication Criteria

The new software merges and deduplicates records based on the following fields: 001, 007, 245a, 245h. 

Best Practices

These are actions the software automatically takes on ingestion after you drag and drop your files into the secure file transfer process.  

Modifications of the 856 field: 

• Addition of a $9 so that the record is viewable in your system's OPAC. 
• Bibliographic records for electronic resources (i.e. e-books, e-audiobooks, e-videos) that require authentication through another website should never have physical holdings attached
  • The software will add an 856 field with an $y external link for patron access of the e-resources. 
• Never delete 856 fields that include a link to an actual e-resource (e.g. e-book, e-audiobook, e-video) or other complete version of item. Remember that bibliographic records belong to the consortium, so the link may not be for your library system.
  
  • The software deduplicates electronic resource records from physical materials. 
  • NOTE: some bibliographical records for physical holdings may have 856 links to full digital pdf versions of the print resource, in which case, do not delete these 856 field(s). Also, do not delete digitization request links for bibliographic records that include Government and Heritage Library holdings.
• The software will delete 856 fields that are not a link to the actual resource, but only to supplemental material (e.g. table of contents, cover image, excerpt). 

Results Reports

Once you have uploaded your files, the staff members you previously provided to NC Cardinal admin will receive the results report emails that the software generates.

3.9. Inspecting the Import Queue

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

 

To view your uploaded queue:

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

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

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

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

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

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

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

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

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

3.10. Deleting an Upload Queue

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

 

To delete an upload queue:

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

The screen refreshes and your queue is gone.

3.11. Record Conflicts

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

 

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

 

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

 

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

 

3.12. Duplicate Records and Merging

Merging Scenarios

There are three scenarios that could require merging:

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

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

Guidelines for determining when to merge

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

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

 

3.13. Different Format/Material Types

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

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

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

Bibliographic records for electronic resources (i.e. e-books, e-audiobooks, e-videos) that require authentication through another website should never have physical holdings attached.

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

3.14. Fixed Fields

MARC Fixed Field Editor

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

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

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

MARC Editor users retain the option of leaving the fixed field value blank or entering special values (such as # or | ).

Quick Tip: Case matters. Codes in the fixed fields must be lowercase to function properly. For example, if the code in the DtSt field of the bib record is capitalized, the code isn't recognized and the year doesn't display correctly.

3.15. 1XX and 7XX Fields

 

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

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

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

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

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

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

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

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

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

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

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

• NC Cardinal has an automated linking script that should be running nightly to provide the links to existing authority records and a quarterly Marcive update to provide new authority records, so catalogers should not need to validate authority links.

3.16. Subject and Genre/Form Headings

Subject headings refer to what a resource is ABOUT.

Genre headings refer to what a resource IS.

Authorities Working Group Cheat Sheet

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

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

 

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

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

 

Recommendation concerning Library of Congress Subject Headings (LCSH):

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

 

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

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

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

 

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

 

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

Recommendation concerning the use of foreign language subject headings:

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

 

Recommendation concerning OCLC’s fast headings

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

Recommendation concerning Children’s subject headings

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

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

 

Recommendation concerning Young adult subject headings

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

 

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.

3.17. Creating Original Records

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

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

 

3.18. Deleting Bibliographic Records

Deleting Title (MARC) Records

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

Manual Deletion

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

Do not delete a bib record UNLESS:

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

 

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

 

Check the MARC record for 856 tags:

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

 

 

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

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

 

Item Cataloger Deletes Last Item

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

 

Undelete

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

 

3.19. Quarterly Catalog Update with Authorities

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

What Is Happening

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

What You Need To Know

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

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

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

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

4.1. Use of Single Bib Record for Books

Combined Records for Books

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

Basic Guidelines

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

Do NOT use a single bib record for books when the items differ from one another in any of the ways listed below. In these scenarios, a separate bib record is required.

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

A note about editions

Different editions only require separate bibliographic records if you can clearly identify different content, as when nonfiction materials are updated/revised. In most cases, fiction "editions" that only signify different printings of the same content (1st printing vs 10th printing) do not require separate bibliographic records unless there are clear revisions. Revised fiction editions do occur, in classic literature for example, where there may be different translations, scholarly footnotes or forewords, etc., which would constitute different content and require separate bibliographic records.

Fiction versus non-fiction

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

MARC fields to check

Use the following fields to determine if you need to create a new record.

020	ISBN	If the ISBN on your copy matches an ISBN on the record, merge. Different ISBNs may still be merged, but should be checked to ensure the core content matches.
1xx/7xx	Author/illustrator/translator	Do not merge titles with different authors, illustrators, or translators.
245	Title and statement of responsibility	The title as listed in ǂa should match. If other subfields contain differences, the editions should be checked to ensure the core content matches.
250	Edition	For fiction, only revised editions should get separate records. Most non-fiction should have separate records for different editions.
3xx	Physical description	Use this field to determine if there are significant differences in pagination. If there are, determine why, and if the reason constitutes a majorchange to the core content.
490/8xx	Series	If the series statement does not match, check to ensure the core content matches.

4.2. Use of Single Bib Record for Audiobooks

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

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

 

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.

4.3. Use of Single Bib Record for Videos

Combined Records for Videos

Movies with the same content and in the same format should be combined on the same bibliographic record, even if non-content features such as DVD extras differ. Different video formats should receive their own record. In general, there are three types of video records:

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

Never add a DVD to a record for a Blu-Ray or vice versa. If you are maintaining a combo pack of both formats to circulate as a single item, the combo should be on a record specific to that combination, and not added to a record for either format individually. Some libraries may have items, such as local history or archival materials, on obsolete video technology such as VHS. These items should also be added to their own record and not combined with an existing record for a DVD or Blu-Ray format of the same film.

The intention is for the NC Cardinal catalog to be as patron friendly as possible to simplify searching while ensuring that patrons do not receive items that require a technology they may not have access to.

Basic Guidelines

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

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

Do NOT use a single bib record for video content when the items differ from one another in any of the ways listed below. In these scenarios, a separate bib record is required.

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

MARC fields to check

024	UPC	If the UPC identifier is the same, your item should be added to the existing record. If the UPC identifier is different, the items should be sent to a bibliographic cataloger to check if the core content is the same.
245	Title	If the titles of your item is different than the title in the 245 field on the record, then the item should not be added to that record. If significant other information matches, the record should be sent to a bibliographic cataloger for closer examination.
250	Edition	Different editions should not be on the same record if the editions are different formats (i.e. full screen versus wide screen, black and white versus color)
3xx	Phyiscal description, including Blu-ray vs DVD	Blu-Rays and DVDs should not be added to the same record. Combo packs that include both formats should have separate records from either the individual Blu-Ray or DVD.
511	Cast	If the cast listed on your item is different from the cast listed in the record, the item should not be added to the record. If significant other information matches, the record should be sent to a bibliographic cataloger for closer examination.
508	Production credits	If the producers listed on your item are different from the producers listed in the record, the item should not be added to the record. If significant other information matches, the record should be sent to a bibliographic cataloger for closer examination.
7xx	Added entries	If the added entries in the 7xx fields cannot be verified against the item you are adding, it should be sent to a bibliographic cataloger for closer examination of the record.

5.1. Managing Item Buckets

 

5.2. Adding and Removing Items in an Item Bucket

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

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

 

5.3. Placing Holds on Items in a Bucket

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

   
2. Click on Buckets.

3. From the drop down menu select the bucket containing the item(s) you would like to place a hold on.

   
4. Use the check boxes to select the item(s) you wish to place holds on.
5. Click Actions.

6. From the drop down menu select Request Selected Items.

   

7. Enter the barcode for the patron who the hold is for. By default the system enters the barcode of the account logged into the client.

   
8. Select the correct Pickup Library.
9. Select the correct Hold Type. 
10. Click OK.
11. The hold has been placed.

5.4. Editing Items in an Item Bucket

5.5. Deleting Items in a Bucket from the Catalog

Item Catalogers may need to delete item records, perhaps from a shared bucket created by another staff member. Item catalogers should only delete items that belong to their library system and do so in accordance with their library system policies. There is no way to undo the action once an item record is deleted, so be sure that you are following Cataloging best practices for deleting items: see Editing and Deleting Item and Call Number Records. 

Note: Do not delete the last item from a bibliographic record if you intend to replace that item. When the last item on a call number record is deleted, the call number record is also automatically deleted. If the last item on a bibliographic record is deleted, both the call number record and the bibliographic record is deleted. While a Bibliographic Cataloger can retrieve and undelete a bibliographic record, neither the item nor the bibliographic record will be searchable or display correctly in the public catalog.

If the library will be cataloging a replacement copy on the same bibliographic record, the last item on either the call number record or the bibliographic record should not be deleted. Add the replacement item to the bib record first and then delete the lost/damaged/weeded item that is going away. If the same barcode will be used and the replacement copy is not yet available, change the copy status to On order or Cataloging until the replacement copy arrives, then replace the old copy with the new one.

Delete Items from Bucket

1. Open the Item Bucket interface. By default you are on the Bucket View tab.
2. Click on Buckets. From the drop down menu select the bucket containing the item(s) you would like to delete. All items in the bucket will display. 

1. Be sure to display Is Deleted and Copy Status from the column picker. Staff should never attempt to delete items in a status indicating an open transaction: see Editing and Deleting Item and Call Number Records  
2. Use the check boxes to select the item(s) you wish to delete.
3. Right click on one of the selected items or go to the Actions menu.
4. From the drop down menu select Delete Selected Items from Catalog.
   

5. On the confirmation pop up click OK/Continue.

   
6. The items have been deleted from the catalog.

 

 

6.1. Audio-enabled Book

Fixed Field	Value			Comment
Type	a
BLvl	m
Desc	i			RDA coding
Elvl	1			Encoding level.
Form				(usually blank unless Large print, which requires a different template)
Ills				illustrations--blank if none, right click for options
Srce	d			shows source of cataloging info. (various values)
Conf	0
Fest	0
Audn	(choose)			e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt	(choose)			f = fiction or 0 = nonfiction
DtSt	s			s = single (pub) date ; t = pub date & copyright date differ
Indx	0			Index? 0=No
Lang	eng			eng = English ; change as appropriate
Ctry				Country (and state if US) ; three letter code; right click for options
Date1	yyyy			single known date / publication date
Date2	yyyy			copyright date
leader
Tag	Ind 1	Ind 2	Variable Fields	Comment
007			cs\nzannnuunun	In Evergreen, subfield labels do not display. No indicators.
008				Integrated with fixed fields ; sample shown
020			$a$q	ISBN; Add $q; example: (VOX audio-enabled)
040			$beng$erda
082	0	4	$a	Dewey call number
100	1		$a$d$e	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
245	1	0	$a$h[audio-enabled device] /$b$c	Ind 2 varies depending on lead word in title
250			$a	Edition Statement = "VOX audio-enabled book"
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a$b$c$e	Add $e1 attached audio media player
336			$atext$btxt$2rdacontent
336			$astill image$bsti$2rdacontent
336			$aspoken word$bspw ‡2rdacontent
337			$aunmediated$bn$2rdamedia
337			$acomputer$bs$2rdamedia
338			$avolume$bnc$2rdacarrier
338			$aother computer carrier$2rdacarrier
344			$adigital$2rda
347			$aaudio file$2rda
490	1		$a$v	Series name, if applicable ; Use Ind1 = 0 if no authority record exists for series (untraced)
500			$a	As needed
511	0		$a	Use Ind1 = 1 if listing only cast names
520			$a
650		0	$a$v	Ind2=0 for Library of Congress Subject Headings (LCSH)
655		7	$a$2	Ind2 = 7 for Source Specified in $2 (use lcgft or gsafd)
700	1		$a$d	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
800	1		$a$d$t	Authority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830			$a	Authority Controlled Series Title w/out Author Name ; transcribe exactly as it appears in authority record

6.2. Audio-enabled Device

Fixed Field	Value			Comment
Type	i
BLvl	m
Desc	i			RDA coding
Elvl	1
Srce	d
Audn	choose			e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt	choose			f = fiction or 0 = nonfiction
DtSt	s			s = single (pub) date ; t = pub date & copyright date differ
Lang	eng			eng = English ; change as appropriate
Date1	yyyy			single known date / publication date
Date2	yyyy			copyright date
leader			01831cim\a22004691i\4500
Tag	Ind 1	Ind 2	Variable Fields	Comment
007			cz\nza	Playaways require two 007 fields as shown. In Evergreen, subfield labels do not display. No indicators.
007			sz\zunznnnzned	Playaways require two 007 fields as shown. In Evergreen, subfield labels do not display. No indicators.
008			140321syyyyyyyy\\\\\\\\\\\\\\\f\\\\eng\d	Integrated with fixed fields ; sample shown
020			$a	ISBN
028	5	2	$a$b	Publisher Number
040			$beng$erda
082	0	4	$a	Dewey call number
100	1		$a$d$e	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
245	1	0	$a$h[audio-enabled device]$c	Ind 2 varies depending on lead word in title. Use ":b" if adding subtitle.
250			$a	Edition Statement as needed
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a$b$c
336			$aspoken word$bspw$2rdacontent
337			$aaudio$bs$2rdamedia
337			$acomputer$bc$2rdamedia
338			$aother computer carrier$bcz$2rdacarrier
344			$adigital$bnon-volatile flash memory$2rda
347			$aaudio file$2rda
490	1		$a$v	Series name, if applicable ; Use Ind1 = 0 if no authority record exists for series (untraced)
500			$a	As needed
511	0		$a	Use Ind1 = 1 if listing only cast names
520			$a
538			$a	Add system note: "Issued on Playaway, a dedicated audio media player."
650		0	$a$v	Ind2=0 for Library of Congress Subject Headings (LCSH)
655		7	$a$2	Ind2 = 7 for Source Specified in $2 (use lcgft or gsafd)
700	1		$a$d	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
800	1		$a$d$t	Authority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830			$a	Authority Controlled Series Title w/out Author Name ; transcribe exactly as it appears in authority record

6.3. Audio Fiction

Fixed Field	Value			Comment
Type	i
BLvl	m
Desc	i			RDA coding
Elvl	1
Srce	d
Audn	e			e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt	f			fiction
DtSt	s			s = single (pub) date ; t = pub date & copy right date differ
Lang	eng			eng = English ; change as appropriate
Date1	yyyy			pub date
Date2	yyyy			copy right date
leader			01149cim\a22002651i\4500
Tag	Ind 1	Ind 2	Variable Fields	Comment
007			sd\fsngnnmmneu	In Evergreen, subfield labels do not display. No indicators.
008			070101syyyyyyyy\\\\\\\e\\\\\\\f\\\\eng\d	Integrated with fixed fields ; sample shown
020			$a	ISBN
040			$beng$erda
082	0	4	$a	Dewey call number
100	1		$a$d$e	use $d as needed ; use $e relationship designator as appropriate
245	1	0	$a$h[sound recording] :$b /$c	Ind 2 varies depending on lead word in title ; use ":$b" subfield for subtitle, as needed
250			$a	Include either "Unabridged" or "Abridged"
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a n audio discs (n hours, n minutes) :$bCD audio, digital ;$c4 3/4 in.	n indicating relevant numbers on your item
336			$aspoken word$bspw$2rdacontent
337			$aaudio$bs$2rdamedia
338			$aaudio disc$bsd$2rdacarrier
344			$adigital$boptical$2rda
347			$aaudio file$bCD audio$2rda
490	1		$a$v	Series name, if applicable ; Use Ind1 = 0 if no authority record exists for series
500			$a	As needed
511	0		$a	Use Ind1 = 1 if listing only cast names
520			$a
538			$a	Format (e.g. Compact discs)
650		0	$a$vFiction	LOC subject heading indicator
655		7	$aAudiobooks.$2lcgft	or $aChildren's audiobooks.$2lcgft
655		7	$a	LOC genre heading
700	1		$a$d$e	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
800	1		$a$d$t	Authority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830			$a	Authority Controlled Series Title w/out Author Name ; transcribe exactly as it appears in authority record

 

 

6.4. Audio Nonfiction

Fixed Field	Value			Comment
Type	i
BLvl	m
Desc	i			RDA coding
Elvl	1
Srce	d
Audn	e			e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt	other			Type of nonfiction ; see below*
DtSt	s			s = single (pub) date ; t = pub date & copy right date differ
Lang	eng			eng = English ; change as appropriate
Date1	yyyy			pub date
Date2	yyyy			copy right date
			*LTxt Values in dropdown list
			a	autobiography
			b	biography
			c	conference proceedings
			e	essays
			g	reporting
			h	history
			i	instruction
			j	language instruction
			l	lectures, speeches
			m	memoirs
			t	interviews
			z	other
leader			01149cim\a22002651i\4500
Tag	Ind 1	Ind 2	Variable Fields	Comment
007			sd\fsngnnmmneu	In Evergreen, subfield labels do not display. No indicators.
008			070101syyyyyyyy\\\\\\\e\\\\\\\h\\\\eng\d	Integrated with fixed fields ; sample shown
020			$a$q	$aISBN$q(format)
040			$beng$erda
082	0	4	$a	Dewey call number
100	1		$a$d$e	use $d as needed ; use $e relationship designator as appropriate
245	1	0	$a$h[sound recording] :$b /$c	Ind 2 varies depending on lead word in title, Add ":$b" for subtitle, if needed
250			$a	Include either "Unabridged" or "Abridged"
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$an audio discs (n hours, n minutes) : $bCD audio, digital ; $c4 3/4 in.	change n to numbers relevant to cataloged item
336			$aspoken word$bspw$2rdacontent
337			$aaudio$bs$2rdamedia
338			$aaudio disc$bsd$2rdacarrier
344			$adigital$boptical$2rda
347			$aaudio file$bCD audio$2rda
490	1		$a$v	Series name, if applicable ; Use Ind1 = 0 if no authority record exists for series
500			$a	As needed
505	0	0	$t$r	contents field; recommended for short story collections
511	0		$a	Use Ind1 = 1 if listing only cast names
520			$a
538			$a	Format (e.g. Compact discs)
650		0	$a$vFiction	LOC subject heading indicator
655		7	$a	LOC genre heading
700	1		$a$d$e	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
800	1		$a$d$t	Authority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830			$a	Authority Controlled Series Title w/out Author Name ; transcribe exactly as it appears in authority record

 

 

6.5. Blu-ray only

Fixed Field	Value			Comment
Type	g
BLvl	m
Desc	i			RDA coding
TMat	v
Elvl	1
Srce	d
Fest	0
Audn	e			e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt	s			s = single (pub) date ; t = pub date & copy right date differ
Lang	eng			eng = English ; change as appropriate
Date1	yyyy			pub date
Date2	yyyy			copy right date
Tag	Ind 1	Ind 2	Variable Fields	Comment
007			vd\csaizq	In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008			130124s\\\\\\\\\\\\\\\e\\\\\\\\\\v\eng\d	Integrated with fixed fields ; sample shown
020			$a	ISBN (if applicable)
024	1		$a	UPC
028	5	2	$a$b	Publisher Number
082	0	4	$a$c	Dewey call number
245	1	0	$a$h[videorecording] /$c	Ind 2 varies depending on lead word in title
250			$a	As needed
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a1 videodisc (xx minutes) :$bsound, color ;$c4 3/4 in.	Example shown
336			$atwo-dimensional moving image$btdi$2rdacontent
337			$avideo$bv$2rdamedia
338			$avideodisc$bvd$2rdacarrier
344			$adigital$boptical$2rda
347			$avideo file$bBlu-Ray$2rda
380			Motion picture	For feature films = Motion picture ; for TV shows = Television program
500			$a	As needed
508			$a	Production credits
511	1		$a	Only list cast member names
520			$a
521	8		$a	Film rating
538			$aBlu-ray ; requires Blu-ray player	Other example: Blu-ray, widescreen presentation, region A, Dolby Digital, 1080p high definition
546			$a	Languages, subtitles, and/or descriptive audio.
650		0	$a$vFiction	LOC subject heading indicator
655		7	$a	LOC genre heading
700	1		$a$d	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
710	2		$a	production company
			*007 Information
			$a = Category of Material (00)	v = videorecording
			$b = Specific material designation (01)	d = DVD & Blu-ray ; f = VHS
			$d = Color (03)	b = b&w ; c = color ; m = mixed
			$e = Video recording format (04)	v = DVD ; s = Blu-ray ; b = VHS
			$f = Sound on medium or separate (05)	a = sound on medium ; if there is no sound, leave off $f
			$g = Medium for sound (06)	i = DVD & Blu-ray ; h = VHS ; no $g if there is no sound
			$h = Dimensions (07)	z = DVD & Blu-ray ; o = VHS
			$i = Configuration of playback channels (08)	q = multi-channel ; s = stereo ; m = mono ; u = unknown

 

6.6. Blu-ray/DVD combo

Fixed Field	Value			Comment
Type	g
BLvl	m
Desc	i			RDA coding
TMat	v
Elvl	1
Srce	d
Fest	0
Audn	e			e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt	s			s = single (pub) date ; t = pub date & copy right date differ
Lang	eng			eng = English ; change as appropriate
Date1	yyyy			pub date
Date2	yyyy			copy right date
Tag	Ind 1	Ind 2	Variable Fields	Comment
007			vd\csaizq	In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
007			vd\cvaizq	In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008			130124s\\\\\\\\\\\\\\\e\\\\\\\\\\v\eng\d	Integrated with fixed fields ; sample shown
020			$a	ISBN (if applicable)
024	1		$a$q(combo pack)	UPC in $a
028	5	2	$a$b	Publisher Number
082	0	4	$a$c	Dewey call number
245	1	0	$a$h[videorecording] /$c	Ind 2 varies depending on lead word in title
250			$a[Blu-ray/DVD combo]
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$ax Blu-ray videodisc(s) (xx minutes) :$bsound, color ;$c4 3/4 in. +$ex DVD videodisc(s) :$bsound, color ;$c4 3/4 in.
336			$atwo-dimensional moving image$btdi$2rdacontent
337			$avideo$bv$2rdamedia
338			$avideodisc$bvd$2rdacarrier
344			$adigital$boptical$2rda
347			$avideo file$bBlu-Ray$2rda
347			$avideo file$bDVD video$2rda
380			Motion picture	For feature films = Motion picture ; for TV shows = Television program
500			$aBlu-ray/DVD combo pack	May add other =500 tags as needed
508			$a	Production credits
511	1		$a	Only list cast member names
520			$a
521	8		$a	Film rating
538			$aBlu-ray ; requires Blu-ray player	Other example: Blu-ray, widescreen presentation, region A, Dolby Digital, 1080p high definition
538			$aDVD, region 1, widescreen presentation, Dolby Digital 5.0.	Example shown
546			$a	Languages, subtitles, and/or descriptive audio.
650		0	$a$vFiction	LOC subject heading indicator
655		7	$a	LOC genre heading
700	1		$a$d	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
710	2		$a	production company
			*007 Information
			$a = Category of Material (00)	v = videorecording
			$b = Specific material designation (01)	d = DVD & Blu-ray ; f = VHS
			$d = Color (03)	b = b&w ; c = color ; m = mixed
			$e = Video recording format (04)	v = DVD ; s = Blu-ray ; b = VHS
			$f = Sound on medium or separate (05)	a = sound on medium ; if there is no sound, leave off $f
			$g = Medium for sound (06)	i = DVD & Blu-ray ; h = VHS ; no $g if there is no sound
			$h = Dimensions (07)	z = DVD & Blu-ray ; o = VHS
			$i = Configuration of playback channels (08)	q = multi-channel ; s = stereo ; m = mono ; u = unknown

 

6.7. DVD only

Fixed Field	Value			Comment
Type	g
BLvl	m
Desc	i			RDA coding
TMat	v
Elvl	1
Srce	d
Audn	e			e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt	s			s = single (pub) date ; t = pub date & copy right date differ
Lang	eng			eng = English ; change as appropriate
Date1	yyyy			pub date
Date2	yyyy			copy right date
Tag	Ind 1	Ind 2	Variable Fields	Comment
007			vd\cvaizq	In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008			130124s\\\\\\\\\\\\\\\e\\\\\\\\\\v\eng\d	Integrated with fixed fields ; sample shown
020			$a	ISBN (if applicable)
024	1		$a	UPC
028	5	2	$a$b	Publisher Number
082	0	4	$a$c	Dewey call number
245	1	0	$a$h[videorecording] /$c	Ind 2 varies depending on lead word in title
250			$a	As needed
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a1 videodisc (xx minutes) :$bsound, color ;$c4 3/4 in.	Example shown
336			$atwo-dimensional moving image$btdi$2rdacontent
337			$avideo$bv$2rdamedia
338			$avideodisc$bvd$2rdacarrier
344			$adigital$boptical$2rda
347			$avideo file$bDVD video$2rda
380			Motion picture	For feature films = Motion picture ; for TV shows = Television program
500			$a	As needed
508			$a	Production credits
511	1		$a	Only list cast member names
520			$a
521	8		$a	Film rating
538			$aDVD, region 1, widescreen presentation, Dolby Digital 5.0.	Example shown
546			$a	Languages, subtitles, and/or descriptive audio.
650		0	$a$vFiction	LOC subject heading indicator
655		7	$a	LOC genre heading
700	1		$a$d	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
710	2		$a	production company
			*007 Information
			$a = Category of Material (00)	v = videorecording
			$b = Specific material designation (01)	d = DVD & Blu-ray ; f = VHS
			$d = Color (03)	b = b&w ; c = color ; m = mixed
			$e = Video recording format (04)	v = DVD ; s = Blu-ray ; b = VHS
			$f = Sound on medium or separate (05)	a = sound on medium ; if there is no sound, leave off $f
			$g = Medium for sound (06)	i = DVD & Blu-ray ; h = VHS ; no $g if there is no sound
			$h = Dimensions (07)	z = DVD & Blu-ray ; o = VHS
			$i = Configuration of playback channels (08)	q = multi-channel ; s = stereo ; m = mono ; u = unknown

 

6.8. Hotspot

Fixed Field	Value			Comment
Type	r			r = realia (equipment icon) ELSE o = kit (kit icon)
BLvl	m
Desc	i			RDA coding
TMat	z			z = other
Elvl	1
Srce	d
Fest	0
Audn	g			g = general
DtSt	s			s = single (pub) date
Lang	eng			eng = English ; change as appropriate
Ctry	cc			cc = China
Date1	yyyy			pub date - if there's a year on the box
Date2	yyyy			n/a
leader			04726cgm\a22008051i\4500
Tag	Ind 1	Ind 2	Variable Fields	Comment
008				Integrated with fixed fields ; sample shown
024	1		$a	UPC, if applicable
040			$beng$erda
082	0	4	$a004	Dewey call number
245	0	0	$a$h[equipment] /$b$c	Ind 2 varies depending on lead word in title
250			$a	As needed
264		3	$a$b$c	Place :$bManufacturer,$cdate.
300			$ahotspot connection$cdimensions +$e(accompanying materials wires, etc.)	Example: hotspot connection ;$c6 x 4 x 1 inches +$e(1 USB-C wire)
336			$acomputer program$bcop$2rdacontent
336			$atactile three-dimensional form$btcf$2rdacontent
337			$computer$bc$2rdamedia
338			$aother$bcz$2rdacarrier
500			$a	Notes as needed.
538			$aSystem requirements: A device with Wi-fi capability and an Internet browser.
650		0	$aWireless LANs$vSpecimens.	LOC subject heading indicator
650		0	$aWireless Internet$vSpecimens.
650		0	$aMobile computing$vSpecimens
710	2		$a	production company

6.9. Kit

Fixed Field	Value			Comment
Type	o			o=kits, r=3D object
BLvl	m
Desc	i
TMat	b			b=kit, g=puzzle, w=puppet, r=machine, tool, utensil, instrument
Elvl	5
Srce
Audn				e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt	s
Lang	eng
Date1	yyyy
Date2
Ctry
leader			01656nom/a22003735i/4500
Tag	Ind 1	Ind 2	Variable fields	Comment
003			CARDINAL
007			ou
008			130604syyyyyyyy///////////////00/b/eng//
040			$beng$erda
245	0		$a$h[kit]$b$c
264		1	$a$b$c
300			$a$b$c$e
336			$athree-dimensional form$btdf$2rdacontent
337			$aunmediated$bn$2rdamedia
338			$aobject$bnr$2rdacarrier
490	0		$a$v
500			$a
505	0		$a
520			$a
521	0		$a
650		0	$a$v
700	1		$a$d

6.10. Large Print Fiction

Fixed Field	Value			Comment
Type	a
BLvl	m
Desc	i			RDA coding (older non-RDA records are "a" here instead of "i")
Elvl	(various)			Encoding level.
Form	d			Indicates large print ; creates icon in OPAC
Ills				illustrations (blank if none) ; right click for options
Srce	d			shows source of cataloging info. (various values)
Conf	0
Fest	0
Audn	e			e = adults ; j = juvenile ; d = adolescent ; g = general
LitF	1			fiction (1=unspecified fiction, f=novel)
DtSt	s			s = single (pub) date ; right click for options
Indx	0			Index? 0=No
Lang	eng			eng = English ; change as appropriate
Ctry				Country (and state if US) ; right click for options
Date1	yyyy			year of publication
Date2				year of original publication if a reprint/reissue (leave blank if not applicable)
Tag	Ind 1	Ind 2	Variable Fields	Comment
008			070502r\\\\\\\\\\\\\\\\\\\\\\000\0\eng\d	Integrated with grid info. ; sample shown (spacing of characters is CRITICAL)
010			$a	LCCN - Library of Congress Control Number
020			$a	ISBN - International Standard Book Number
035			$a	Not part of our templates, but if it is present on an imported record, retin it (OCLC number)
082	0	4	$a$c	Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
100	1		$a$d	use $d as needed for author dates, per authority record; use $e relationship designator as appropriate
245	1	0	$a$b$h[large print]$c	Ind1=1 means there is a 100 line above (i.e., not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many characters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
250			$aLarge print edition.	Edition statement (usually=Large print edition.)
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a$b$c	Physical characteristics
336			$atext$btxt$2rdacontent
337			$aunmediated$bn$2rdamedia
338			$avolume$bnc$2rdacarrier
340			$nlarge print$2rda
490	1		$a$v	Series name, if applicable ; Use with tag 800 or 830 ; check authority record for series name.
500			$a	General note, as needed
520			$a	If no brief description exists, create one
650		0	$a$vFiction	LOC subject heading indicator. Must use LOC controlled vocabulary for these subject headings
655		0	$a	LOC genre heading (=Large print books)
700	1		$a$d$e	Added author entry, Ind1 = surname first ; only use $d as needed, per authority record; use $e relationship designator as applicable
800	1		$a$d$t$v	Authority Controlled Series Title w/ author name and dates, and volume number, as appropriate; transcribe exactly as it appears in authority record
830		0	$a$v	Authority Controlled Series Title w/out Author Name, as appropriate ; transcribe exactly as it appears in authority record (volume number as appropriate)

 

6.11. Large Print Nonfiction

Fixed Field	Value			Comment
Type	a
BLvl	m
Desc	i			RDA coding (older non-RDA records are "a" here instead of "i")
Elvl	(various)			Encoding level.
Form	d			Indicates large print ; creates icon in OPAC
Ills				illustrations; right click for options.
Srce	d			shows source of cataloging info. (various values)
Conf	0
Fest	0
Audn	e			e = adults ; j = juvenile ; d = adolescent ; g = general
LitF	0			0=nonfiction
DtSt	s			s = single (pub) date ; right click for options
Indx	0 or 1			Index? 0=No, 1=Yes
Lang	eng			eng = English ; change as appropriate
Ctry				Country (and state, if US) ; right click for options.
Date1	yyyy			year of publication
Date2				year of original publication if a reprint or re-issue (leave blank if not applicable)
Tag	Ind 1	Ind 2	Variable Fields	Comment
008			070502r\\\\\\\\\\\\\\\\\\\\\\000\0\eng\d	Integrated with grid info. ; sample shown (spacing of characters is CRITICAL)
010			$a	LCCN - Library of Congress Control Number
020			$a	ISBN - International Standard Book Number
035			$a	Not part of our templates, but if it is present on an imported record, retain it. (OCLC number)
082	0	4	$a$c	Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
100	1		$a$d	use $d as needed for author dates, per authority record; use $e relationship designator as appropriate
245	1	0	$a$b$h[large print]$c	Ind1=1 means there is a 100 line above (i.e., not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many characters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
250			$aLarge print edition.	Edition statement (usually=Large print edition)
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a$b$c	physical characteristics
336			$atext$btxt$2rdacontent
337			$aunmediated$bn$2rdamedia
338			$avolume$bnc$2rdacarrier
340			$nlarge print$2rda
490	1		$a$v	Series name, if applicable ; use with tag 800 or 830 ; check authority record for series name.
500			$a	As needed
504			$a	Bibliography? If so, "Includes bibliography (page numbers)."
505	0		$a	Contents. Separate by double hyphen.
520			$a	If no brief description exists, create one
650		0	$a and various	Must use LC controlled vocabulary for these subject headings
655		0	$aLarge type books	LC genre heading (=Large print books)
700	1		$a$d$e	Added author entry, Ind1 = surname first ; only use $d as needed, per authority record; use $e relationship designator as applicable
800	1		$a$d$t$v	Authority Controlled Series Title w/ author name and dates, and volume number, as appropriate; transcribe exactly as it appears in authority record
830		0	$a$v	Authority Controlled Series Title w/out Author Name, as appropriate ; transcribe exactly as it appears in authority record (volume number as appropriate)

 

6.12. Video-enabled Device

Fixed Field	Value			Comment
Type	m
BLvl	m
Desc	i
Elvl	5
Srce	d
Audn				j = juvenile d=ya
DtSt				s = single (pub) date ; t = pub date & copy right date differ
Lang	eng
Date1
Date2
Ctry				Use "ohu" for Launchpads, which are made by Findaway World in Ohio.
leader			01831cmm\a22004695i\4500
Tag	Ind 1	Ind 2	Variable fields	Comment
007			cs\czannnuuuun\
008			071116\\\\\\\\\ohu\\\\\\\\g\\\\\\\\eng\d
020			$a	ISBN - International Standard Book Number
028			$a$b	$a number is found on the playaway case $bFindaway World for Launchpads
040			$beng$erda
082	0	4	$a	Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
245			$a$h[video-enabled device]
250			$a	Edition statement, as needed
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a1 tablet :$b digital, sound, color ;$c20 x 13 cm + $e1 USB charging cord and 1 adapter (in case _x_).	Can add Launchpad or other brand info, if desired, to $a
336			$acomputer program$bcop$2rdacontent
336			$atwo-dimensional moving image$btdi$2rdacontent
337			$acomputer$bc$2rdamedia.
338			$aother$bcz$2rdacarrier.
380			$aTablet computer
500			$a	500 fields are repeatable, so use more than one, as needed. Example: $aIssued on Playaway Launchpad, a pre-loaded learning tablet.
500				For Launchpad: $aContent and/or functionality of apps on this tablet may have been modified for use on this device.
500				For Launchpad: $aEarphones not required for audio playback.
500				For Launchpad: $aDevice does not have Internet connectivity.
500				For Launchpad: $aIndividual apps contained on this device may vary.
500				For Launchpad: $aIncludes: customizable avatar for children and display detailing usage statistics for parents.
520			$a	If no brief description exists, create one
521	1		$a	Ages (i.e. 2-5)
521	2		$a	Grades (i.e. 4-6)
650		0	$aEducational games.
655		7	$aEducational games.$2lcgf
655		7	$aMobile apps.$2lcsh
710	2		$a	example: $aFindaway World, LLC.

6.13. Microform

Fixed Field	Value			Comment
Type	a			a = Language Material
BLvl	s			s = Serial; m= Monograph; change as needed
Desc	i			i = RDA coding
Elvl	1
Form	a			a = Microfilm; b= Microfiche; c= Microopaque; change as needed
Conf	0
Audn	e			e = adults ; j = juvenile ; d = adolescent ; g = general
SrTp				n = newspaper ; p = periodical
Regl				regularity: n = normalized irregular ; r = regular ; u = unknown ; x = completely irregular
Orig				Form of original format: e = newspaper
Freq				Frequency: d = daily ; m = monthly ; w = weekly
DtSt				'c' = still in publication ; 'd' = publication ceased
Lang	eng			eng = English ; change as appropriate
Date1	yyyy			Year publication began
Date2	yyyy			If item is a serial and DtSt = 'd', year of final publication ; If a serial and DtSt = 'c', not needed
Ctry				Country (and state if US) ; right click for options
Tag	Ind 1	Ind 2	Variable fields	Comment
003			CARDINAL
008			960912d18971900ncudn\nea 0 0eng d
040			$beng$erda
082	0	4	$a	Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
245	0	0	$a$h[microform]$b /$c	Ind1=1 means there is a 100 line above (ie, not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many charcters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$avolumes
310			$a	Publication frequency ; i.e. 'Daily', 'Monthly', etc.
321			$a$b	Former Publication Frequency (optional) ; $a = former frequency (i.e. 'Monthly', 'Daily') ; $b = dates of former frequency (i.e. '1957-1962')
336			$atext$btxt$2rdacontent
337			$amicroform$bb$2rdamedia
338			$amicrofilm reel$bhd$2rdacarrier
362	1			Dates of publication and/or sequence (i.e. 'Began in 1897')
533			$aMicrofilm.$bWinston-Salem, N.C. :$cMann Film Laboratories ; Distributed by Microfilming Corporation of America.$e1 microfilm reel ; 35 mm. (example)	Reproduction Note: $aType of reproduction, $bPlace of reproduction, $cAgency responsible for reproduction, $ePhysical description of reproduction
650		0	$a	LC subject heading indicator. Must use LC controlled vocabulary for these subject headings
655		7	$a	LOC genre heading

 

6.14. MP3

Fixed Field	Value			Comment
Type	i
BLvl	m
Desc	i			RDA coding
Elvl	1
Srce	d
Audn	choose			e = adults ; j = juvenile ; d = adolescent ; g = general
LTxt	choose			f = fiction or 0 = nonfiction
DtSt	s			s = single (pub) date ; t = pub date & copyright date differ
Lang	eng			eng = English ; change as appropriate
Date1	yyyy			single known date / publication date
Date2	yyyy			copyright date
Tag	Ind 1	Ind 2	Variable Fields	Comment
007				In Evergreen, subfield labels do not display. No indicators.
008			070502s\\\\\\\\\\\\\\\\\\\\\\\f\1\\eng\d	Integrated with fixed fields ; sample shown
020			$a	ISBN
028	5	2	$a$b	Publisher Number
082	0	4	$a	Dewey call number
100	1		$a$d$e	use $d as needed ; use $e relationship designator as appropriate
245	1	0	$a$h[sound recording] /$c	Ind 2 varies depending on lead word in title
250			$a	Edition Statement as needed
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a$b$c
336			$aspoken word$bspw$2rdacontent
337			$aaudio$bs$2rdamedia
338			$aaudio disc$bsd$2rdacarrier
344			$adigital$boptical$2rda
347			$aaudio file$bMP3 audio$2rda
490	1		$a$v	Series name, if applicable ; Use Ind1 = 0 if no authority record exists for series (untraced)
500			$a	As needed
511	0		$a	Use Ind1 = 1 if listing only cast names
520			$a
538			$a	Add system note: "System requirements: CD/MP3 player, or PC with MP3-capable software."
650		0	$a$vFiction	Ind2=0 for Library of Congress Subject Headings (LCSH)
655		7	$a	Ind2 = 7 for Source Specified in $2 (use lcgft or gsafd)
700	1		$a$d	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
800	1		$a$d$t	Authority Controlled Series Title w/ author name; transcribe exactly as it appears in authority record
830			$a	Authority Controlled Series Title w/out Author Name ; transcribe exactly as it appears in authority record

6.15. Music CD

Fixed Field	Value			Comment
Type	j
BLvl	m
Desc	i			RDA coding
Elvl	1
Srce	d
Audn	e			e = adults ; j = juvenile ; d = adolescent ; g = general
DtSt	s			s = single (pub) date ; t = pub date & copy right date differ
Indx	0
Lang	eng			eng = English ; change as appropriate
Date1	yyyy			pub date
Date2	yyyy			copy right date
Tag	Ind 1	Ind 2	Variable Fields	Comment
007			sd\fsngnnmmneu	In Evergreen, subfield labels do not display. No indicators. See below for subfield desc.*
008				Integrated with fixed fields ; sample shown
020			$a	ISBN, if applicable
024	1		$a	UPC
028	5	2	$a	Publisher Number
082	0	4	$a$c	Dewey call number
100	1		$a$d	Use for artist only if ALL lyrics and music are written or co-written by artist
245	1	0	$a$h[sound recording] /$c	Ind 2 varies depending on lead word in title
250			$a	As needed
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a$b$c
336			$aperformed music$bprm$2rdacontent
337			$aaudio$bs$2rdamedia
338			$aaudio disc$bsd$2rdacarrier
344			$adigital$2rda
347			$aaudio file$bCD audio$2rda
500			$a	As needed
511	0		$a	Use Ind1 = 1 if listing only cast names
520			$a
650		0	$aMusic$v	Use LOC form subdivisions for $v
655		7	$a	LOC genre heading, as applicable
700	1		$a$d	Ind1 = surname ; only use $d as needed ; use $e relationship designator as applicable
			*007 Information
			$a = Category of material (00)	s = sound recording
			$b = Specific material designation (01)	d = sound disc
			$d = Speed (03)	f = compact disc is 1.4 m/sec
			$e = Configuration of playback channels (04)	q = mutli-channel ; s = stereo ; m = mono ; u = unknown
			$f = Groove width/groove pitch (05)	n = not applicable
			$g = Dimensions (06)	g = 4 3/4 in. (12 cm)
			$h = Tape width (07)	n = not applicable
			$i = Tape configuration (08)	n = not applicable
			$j = Kind of disc, cylinder, or tape (09)	m = mass/commerically produced ; u = unknown ; z = other
			$k = Kind of material (10)	m = plastic with metal
			$l = Kind of cutting (11)	n = not applicable
			$m = Special playback characteristics (12)	e = digital recording
			$n = Capture and storage techniques (13)	d = digital (most new CDs) ; u = unknown ; e = pre-CD ; b = music releasded before 1940 ; a = music released before 1929

6.16. Print Fiction

Fixed Field	Value			Comment
Type	a
BLvl	m
Desc	i			RDA coding (older non-RDA records are "a" here instead of "i")
Elvl	(various)			Encoding level.
Form				(usually blank unless Large print, which requires a different template)
Ills				illustrations--blank if none, right click for options
Srce	d			shows source of cataloging info. (various values)
Conf	0
Fest	0
Audn				e = adults ; j = juvenile ; d = adolescent ; g = general
LitF	1			fiction (1=unspecified fiction, f=novel)
DtSt	s			s = single (pub) date ; right click for options
Indx	0			Index? 0=No
Lang	eng			eng = English ; change as appropriate
Ctry				Country (and state if US) ; right click for options
Date1	yyyy			year of publication
Date2				year of original publication if a reprint/reissue (leave blank if not applicable)
Tag	Ind 1	Ind 2	Variable Fields	Comment
008			070502r\\\\\\\\\\\\\\\\\\\\\\000\0\eng\d	Integrated with grid info. ; sample shown (spacing of characters is CRITICAL)
010			$a	LCCN - Library of Congress Control Number
020			$a	ISBN - International Standard Book Number
035			$a	Not part of our templates, but if it is present on an imported record, retain it. (OCLC number)
082	0	4	$a$c	Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
100	1		$a$d	use $d as needed for author dates, per authority record; use $e relationship designator as appropriate
245	1	0	$a$b$c	Ind1=1 means there is a 100 line above (ie, not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many charcters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
250			$a	Edition statement, as needed
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a$b$c	physical characteristics
336			$atext$btxt$2rdacontent
337			$aunmediated$bn$2rdamedia
338			$avolume$bnc$2rdacarrier
490	1		$a$v	Series name, if applicable ; use with tag 800 or 830; check authority record for series name
500			$a	General note, as needed
520			$a	If no brief description exists, create one
650		0	$a$vFiction	LC subject heading indicator. Must use LC controlled vocabulary for these subject headings
700	1		$a$d$e	Added author entry, Ind1 = surname first ; only use $d as needed, per authority record; use $e relationship designator as applicable
800	1		$a$d$t$v	Authority Controlled Series Title w/ author name and dates, and volume number, as appropriate; transcribe exactly as it appears in authority record
830		0	$a$v	Authority Controlled Series Title w/out Author Name, as appropriate ; transcribe exactly as it appears in authority record (volume number as appropriate)

6.17. Print Nonfiction

Fixed Field	Value			Comment
Type	a
BLvl	m
Desc	i			RDA coding (older non-RDA records are "a" here instead of "i")
Elvl	(various)			Encoding level.
Form				(usually blank unless Large print, which requires a different template)
Ills				illustrations ; right click for options
Srce	d			shows source of cataloging info. (various values)
Conf	0
Fest	0
Audn				e = adults ; j = juvenile ; d = adolescent ; g = general
LitF	0			0=nonfiction
DtSt	s			s = single (pub) date ; right click for options
Indx	0 or 1			Index? 0=No, 1=Yes
Lang	eng			eng = English ; change as appropriate
Ctry				Country (and state, if US) ; right click for options
Date1	yyyy			year of publication
Date2				year of original publication if a reprint/reissue (leave blank of not applicable)
Tag	Ind 1	Ind 2	Variable Fields	Comment
008			070502r\\\\\\\\\\\\\\\\\\\\\\000\0\eng\d	Integrated with grid info. ; sample shown (spacing of characters is CRITICAL)
010			$a	LCCN - Library of Congress Control Number
020			$a	ISBN - International Standard Book Number
035			$a	Not part of our templates, but if it is present on an imported record, retain it (OCLC number)
082	0	4	$a$c	Dewey call number. Ind2=0 means assigned by LC, Ind2=4 means assigned by agency OTHER than LC
100	1		$a$d	use $d as needed for author dates, per authority record ; use $e relationship designator as appropriate
245	1	0	$a$b$c	Ind1=1 means there is a 100 line above (ie, not an edited volume), Ind1=0 means no 100 line. Ind 2 varies depending on lead word in title (If it's an article, then the value in ind2 shows how many charcters to skip for alphabetization purposes, so "0" for a non-article, "2" for "A"; "3" for "An"; "4" for "The".
250			$a	Edition statement, as needed
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264
300			$a$b$c	physical characteristics
336			$atext$btxt$2rdacontent
337			$aunmediated$bn$2rdamedia
338			$avolume$bnc$2rdacarrier
490	1		$a$v	Series name, if applicable ; use with tag 800 or 830; check authority record for series name
500			$a	General note, as needed
504			$a	Bibliography? If so, "Includes bibliography (page numbers)."
505	0		$a	Contents. Separate by double hyphen.
520			$a	If no brief description exists, create one
650		0	$a	LC subject heading indicator. Must use LC controlled vocabulary for these subject headings
700	1		$a$d$e	Added author entry, Ind1 = surname first ; only use $d as needed, per authority record; use $e relationship designator as applicable
800	1		$a$d$t$v	Authority Controlled Series Title w/ author name and dates, and volume number, as appropriate; transcribe exactly as it appears in authority record
830		0	$a$v	Authority Controlled Series Title w/out Author Name, as appropriate ; transcribe exactly as it appears in authority record (volume number as appropriate)

6.18. Serial

Fixed Field	Value			Comment
Type	a			a = Language Material
BLvl	s			s = Serial
Desc	i			i = RDA coding
Elvl	1
Form				leave blank for a regular print item; use "d" for large print
Conf	0
Audn	e			e = adults ; j = juvenile ; d = adolescent ; g = general
SrTp				n = newspaper ; p = periodical
Regl				regularity: n = normalized irregular ; r = regular ; u = unknown ; x = completely irregular
Orig				Form of original format: e = newspaper
Freq				Frequency: d = daily ; m = monthly ; w = weekly
DtSt				'c' = still in publication ; 'd' = publication ceased
Lang	eng			eng = English ; change as appropriate
Date1	yyyy			Year publication began
Date2	yyyy			If item is a serial and DtSt = 'd', year of final publication ; If a serial and DtSt = 'c', not needed
Ctry				Country (and state if US) ; right click for options
Tag	Ind 1	Ind 2	Variable fields	Comment
003			CARDINAL
008			960912d18971900ncudn\nea 0 0eng d
010			$a	LCCN
022			$a	ISSN
035			$a	OCLC number
040			$beng$erda
245	0	0	$a$b	Title.
264		1	$a$b$c	Publisher Info ; if record has 260, replace with 264. If year of first issue is known, put that year followed by dash in $c (i.e. 2019-). Otherwise, leave out $c.
300			$avolumes
310			$a	Publication frequency ; i.e. 'Daily', 'Monthly', etc.
321			$a$b	Former Publication Frequency (optional) ; $a = former frequency (i.e. 'Monthly', 'Daily') ; $b = dates of former frequency (i.e. '1957-1962')
336			$atext$btxt$2rdacontent
337			$unmediated$bn$2rdamedia
338			$avolume$bnc$2rdacarrier
362	1			Dates of publication and/or sequence (i.e. 'Began in 1897')
500			$a	May be needed for additional information that would be useful to patrons (and visible in OPAC view).
650		0	$a$vPeriodicals	LC subject heading indicator. Must use LC controlled vocabulary for these subject headings
655		7	$aPeriodicals$2lcgft
710	2		$a	Corporate name.