Chapter 6. Cataloging

Table of Contents

Working with the MARC Editor
Adding Holdings
Call Number Prefixes and Suffixes

Working with the MARC Editor

The MARC Editor allows MARC tags, sub-fields, and indicators to be edited.

OPAC icons for text, moving pictures and sound rely on correct MARC coding in the leader and the 008, as do OPAC search filters such as publication date, item type, or target audience. Bibliographic matching and de-duplicating also need correct and consistent MARC coding in particular tags.

Editing MARC Records

  1. Retrieve the record.

  2. Actions for this RecordMARC Edit .

  3. The MARC record will display.

  4. Select viewing and editing options, if desired.

    • Stack subfields to display each subfield on its own line.

    • Flat-Text Editor switches to a plain-text (menmonic) MARC format. The advantage of this format is being able to copy and paste multiple lines. It also allows the use of tools like MarcEdit ( ). Unclick the box to switch back.

    • Fast Item Add allows attaching items quickly with call number and barcode. When Save is clicked, the **INSERT CROSS-REFERENCE** Copy Editor will open.

  5. Make changes as desired.

    • Right click into a tag field to add/remove rows or replace tags.

    • With the cursor at the end of a subfield, click Control + D ( Control + I in Mac OSX) to insert a new subfield.

    • To remove a subfield, click Shift + Delete

    • To work with the data in a tag or indicator, click or Tab into the required field. Right click to view acceptable tags or indicators.

    • Parts of the leader and the 008 field can be edited with the fixed field box displayed above the MARC record. Click into any box to edit the contents. (Information about the leader and the 008 can be found on the Library of Congress's MARC Standards page at .)


    The MARC Editor may be navigated using keyboard shortcuts. Click Help to see the shortcut menu from within the MARC Editor.

  6. When finished, click Save Record . The record stays open in the editor. You can close the tab or switch to another view under Actions for this Record (for example to view it as it appears in the OPAC).

Overlaying MARC Records

Overlaying a MARC record replaces an existing MARC record while leaving all holdings, holds, active circulations, bills, and fines intact.

In Evergreen, a record must be marked for overlay. The mark for overlay is by login. Only one record at a time may be marked for overlay. When another record is marked for overlay, the previously marked item is de-marked . Once a record is marked, it remains marked until overlaid or until the user logs out of Evergreen.

Marking a record for overlay

  1. Search for and retrieve a record for overlay.

  2. Select Actions for this RecordMark for Overlay . Record is now marked .

Overlaying the marked record

  1. Once the record is marked for overlay, proceed to search for and import the new record from a Z39.50 target .

  2. Click MARC Editor for Overlay . The TCN of the Evergreen record marked for overlay is displayed.

  3. The record displays in MARC Edit view. Edit the record as necessary.

  4. Click Overlay Record .

  5. The existing record will display along with a prompt to confirm the overlay. Panes may be moved to view the record in entirety, if required.

  6. Click Overlay .

  7. Confirm the overlay. The record in Evergreen is overlaid with the new MARC record. All pre-existing holdings remain intact.

Validating MARC Records

Validation checks headings that are subject to authority control (subjects, names, uniform titles) by comparing them to the authority records that are available in the system.

  1. Click Validate .
  2. Scroll through the record looking for fields that have turned red.
  3. Right-click on a field that is red. The closest valid headings will display.
  4. To apply a heading, mouse over it and click Apply Selected .
  5. Fields that do not validate are not necessarily invalid--there may not be an authority record for that name/subject/title. If you have the appropriate permissions, you can add an authority record based on the existing record.