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Information on managing items in the catalog, adding and deleting items, basic MARC cataloging and other information

1. SPARK Cataloging Listserv

1.1. SPARK Cataloging Listserv

Join the official SPARK Cataloging Listserv at https://mail.hslc.org/mailman/listinfo/spark-cat

Also check out the Catalog Forums in the Forum section.

2. Cataloging Procedures

2.1. SPARK Cataloging Rules : Overview of Basics

SPARK Cataloging Rules

Revised 7/30/2018

  1. SPARK follows OCLC Bibliographic Formats and Standards (https://www.oclc.org/bibformats/en.html) and the Resource Description and Access (RDA) Cataloging Standard. (https://www.oclc.org/en/rda/about.html)

  1. As per chapter 3 of RDA, General Materials Designations (GMDs) may not be used in the 245 MARC field. Information about content, carrier or media should be noted in the appropriate 3XX field.  Exceptions will be made for older records that are left over from AACR2, but any new records are expected to adhere to RDA rules.

  1. OCLC Rules do not allow for series title to appear in a 245 unless the series title appears in the title page: https://www.oclc.org/bibformats/en/2xx/245.html. Series should be recorded in the appropriate 490/8CC fields.

  1. Local information may not be entered into the 590 and other Local Notes tags.  (Bibliographic Records are shared in SPARK; local information must stay with the item record, not on the Bibliographic Record.)

  1. Monograph Parts may NOT be used to manage multi-disc Blu-ray, DVD or CD sets. SPARK libraries that currently do not use Monograph Parts, but wish to start doing so must seek approval from the Cataloging Committee.

  1. Copies and volumes must not be created for eResources. Instead, local scoping is controlled by having the library’s org unit code in 856 delimiter 9.

  1. Empty bibliographic records may be deleted, but only if the creation date is 3 months ago or older.

  1. Item barcodes should never be reused.

  1. The master, consortium-wide precat bib record (TCN -1), should never be edited.

2.2. Is the Item Already In SPARK? Look there first.

When a new item is received at your library and is ready to be cataloged, search for the title across the entire SPARK catalog. If a MARC bibliographic record for the item already exists, do NOT create a new one, simply add your item to the existing bibliographic record.  Instructions written here; documentation you can download.

1. Go to Search Catalog in the staff client.

2. Select Numeric Search and select ISBN as the search field.

3. From the Search Library filter, select SPARK. This will ensure that you are searching all libraries in the system.

4. Scan or type in the ISBN and click Search. (If you are searching for a DVD title, search by ISBN if one exists. Otherwise, go back to Advanced Search and perform a Keyword search by UPC.) If no matches are found, try a Title Search under Advanced Search. If still no matches are found, proceed to instructions below for importing records. If possible matches are found, proceed to Step 5.

5. Examine the search results to find an existing record in the catalog that most closely resembles the item in hand.  View MARC to examine the record and find 3-5 match points.

  • 020 ISBN.
  • 100 Author / Main entry statement
  • 245 Title and sub-title.
  • 250 Edition statement (Verify FORMAT.; Abridged or unabridged for audiobooks, full screen or widescreen for videorecordings, large print ed. for large print books).
  • 260 Place of publication, publisher, and publication date.
  • 300 Pagination, dimensions etc.
  • Note: If you find a record with Errors in it, if you feel confident in your MARC Bibliographic record knowledge, feel free to edit the record--if not, report it to the Cataloging Committee or share it with the Cataloging listserv or maybe create a bucket of records you want someone else to review.

6. After you have verified that record matches, go to Step #7.  If it does not match and and you cannot find another qualified record in SPARK, go to the instructions for importing records from other sources like AccessPA or other libraries.

7. Go to Actions for this Record / Holdings Maintenance and follow local instructions for adding volumes and copies.



2.3. Importing Records using z39.50-(Second step if it's not in SPARK)

1. Go to Cataloging / Import Record from Z39.50.

2. Under Service and Credentials, select Local Catalog and at least one other service. NOTE: See the SPARK web site for a list of favorite databases selected by other SPARK catalogers. Make sure to choose Native Evergreen Catalog to include SPARK in the search.

3. Under Query, search by ISBN first. If no matches are found, search by author and title. (If you are searching for a DVD, search by Author / Title.

4. Click Search. The search results will appear on the bottom of the screen.

5. Choose a result from the bottom of the screen. If you want to view more results, click Fetch

6. Choose a result and examine the MARC record by clicking on MARC.

7. Things to look for...

Fixed Fields:

If the item is a Children's Book, make sure that Audn in the Fixed fields is set to j.

If the item is a Large Print, make sure that Form in the fixed fields is set to d and that 250 specified the Large Print edition.

Marc Tags:

  • 020 Verify ISBN.
  • 100 Author main entry
  • 245 Title and sub-title.
  • 250 Edition statement (e.g.; Abridged or unabridged for audiobooks, full screen or widescreen for videorecordings, large print ed. for large print books).
  • 260 Place of publication, publisher, and publication date.
  • 300 Pagination, dimensions etc.
  • 500 Notes, indices, etc. 
  • 600 Subject Headinggs
  • 700 Additional authors/editors/illustrators are present and verify the name authority using LC Authorities
  • 856 Delete the 856 unless it points to good information that can be accessed by all SPARK libraries.

8. When you are ready to import a record, check the box next to MARC Editor and click Import.

9. The MARC Editor will open in a new tab. Make any changes to the record that you wish to make, staying within accepted Cataloging practices.

10. Click Import Record.

11. You will now see the record in the catalog. Go to Actions for this Record / Holdings Maintenance and follow local instructions to add copies/items.


2.4. Importing Records without using z39.50

  1. Log into your favorite cataloging source and search for the title. When you find a match-
  1. Things to look for...

Fixed Fields:

If the item is a Children's Book, make sure that Audn in the Fixed fields is set to j.

If the item is a Large Print, make sure that Form in the fixed fields is set to d and that 250 specified the Large Print edition.

Marc Tags:

  • 020 Verify ISBN.
  • 245 Verify title and sub-title.
  • 250 Verify the edition statement (e.g.; Abridged or unabridged for audiobooks, full
  • screen or widescreen for videorecordings, large print ed. for large print books).
  • 260 Verify the place of publication, publisher, and publication date.
  • 300 Check pagination, dimensions etc.
  • 500 Verify if there is an index present
  • 504 Verify if there are any bibliographical references and /or index. *
  • 505 If a content note is present, verify that it is correct
  • 700 Verify if additional authors/editors/illustrators are present and verify the name authority using LC Authorities
  • 710 Verify corporate names, etc. and verify the name authorities.
  • 856 Delete the 856 unless it points to good information that can be accessed by all SPARK libraries
  1. Export the record.
  1. Import into Evergreen using March Batch Import / Export.
  1. You will now see the record in the catalog. Go to Actions for this Record / Holdings Maintenance and follow local instructions for adding volumes and copies.



2.5. Can't find it in anywhere? Original Cataloging Help

If you do not find a matching record in SPARK's Evergreen or from another source via Z39.50:

  • Learn how to create an original MARC Bibliographic Record for an Item. 


  • Ask for help on the SPARK Users listserv.
  • Ask your District Library Center or System for help cataloging it.

At some point in the future, we will put instructions for Original Cataloging here.

2.6. Retargeting Holds (Adding New Items to Fill Holds)

Holds do not know about items until they are updated, which happens once every 24 hours.  
If you just added new copies of a popular item with a long list of holds, you need to ReTarget the Holds after you add it if you want the item to be available to fill holds that are already in the queue. 

Snippet From Evergreen Documentation

115.7.7. Retargeting Holds

Holds need to be retargeted whenever a new item is added to a record, or after some types of item status changes, for instance when an item is changed from On Order to In Process. The system does not automatically recognize the newly added items as available to fill holds.

  1. View the holds for the item.

  2. Highlight all the holds for the record, which have a status of Waiting for Copy. If there are a lot of holds, it may be helpful to sort the holds by Status.

  3. Click on the head of the status column.

  4. Under Actions, select Find Another Target.

  5. A window will open asking if you are sure you would like to reset the holds for these items.

  6. Click Yes. Nothing may appear to happen, or if you are retargeting a lot of holds at once, your screen may go blank or seem to freeze for a moment while the holds are retargeted.

  7. When the screen refreshes, the holds will be retargeted. The system will now recognize the new items as available for holds.

2.7. Using Age Hold Protection in SPARK

Age hold protection prevents new items from filling holds requested for pickup at a library other than the owning library for a specified period of time. In SPARK we have 3 Rules  for age hold:

  • 3month, proximity equals "0"
  • 6month, proximity equals "0"
  • 6month_cooperative, proximity equals "2"

Proximity values define which organizational units are allowed to act as pickup libraries. The proximity values affect holds as follows:

  • "0" allows only holds where pickup library = owning library
  • "1" allows holds where pickup library = owning library, parent, and child organizational units
  • "2" allows holds where pickup library = owning library, parent, child, and/or sibling organizational units

Age hold protection rules use org unit proximity for calculating how far out into the consortium a new item can transit.  The org unit proximity counts the "hops" between org units in the org unit tree hierarchy. 

As an example, a proximity of 2 allows 2 "hops" between each of the libraries that are part of a local system. This allows an item to leave it's home library, but only hop once--either 1 hop up from itself to the local system and then another 1 hop down to any of the sibling org units-- for a total of "2".  Items with the rules with "0" aren't making any hops at all--they're staying put within their home library.

Age protection will start with the copy's "active date", according to SPARK settings, and then protects new items for the period of time defined in the rule. After Age Hold Protection expires, the item will follow the library's existing hold polices.

Age hold protection must be applied to individual copy records during cataloging. It cannot be configured within hold policies. To use Age Hold Protection, choose the appropriate rule in the Age-based Hold Protection box in the Holdings Editor screen.  Depending on your hold policies, you may not need to use Age Hold Protection. If you have any questions, please contact SPARK support.


2.8. OCL Kits

The Office of Commonwealth Libraries often distribute kits, such as STEM kits, to Pennsylvania Libraries.

There may need to be a couple of variations of the catalog record as some locations barcode and scan each part of a kit, while others keep the kit together and only have one barcode for the kit with its contents list.   Still other locations will want to use the Booking Module because many of these kits need to be reserved for use by libraries.  

While it was discussed in the June 2019 meeting of the Cataloging Committee, no final decision was made on how to best handle kits. 

When you receive a kit, please check the SPARK catalog to see if there is already a record for the kit and catalog appropriately.

If there is no record, please send an email to listserv, and we can work together to get the correct record into the catalog.

3. Cataloging Videos: Instructions (older: using XUL)

3.1. Cataloging #1: How to Search

3.2. Cataloging #2: How to Merge

Please watch this video to see how to Merge bibliographic records.

Q:  When should you use a Merge Profile?


Information about setup: 

Merge profiles can be owned by a location or by SPARK.  Currently, there are four Merge profile options to choose from:

Let's add some documentation about the reason each Merge profile was created with example situations for when they should be used.

3.3. Cataloging #3: Importing Via the Z39 50 1

3.4. Cataloging #4: Overlaying via Z39.50

4. Cataloging Training

4.1. Evergreen 3.3 cataloging instructions

Attached please find easy-to-use 4-step cataloging instructions from Katie Greenleaf Martin in Blair County. 

4.2. Moving a volume from one bib to another (web client)

Instructions from Katie Martin at the Blair County Library System

1. Open both the record you want to move something TO and the record you want to move something FROM
2. On the record you want to move something TO, select "Mark For" and then click "Holdings Transfer"
3. On the record you want to move FROM, click Holdings View and locate the copy you want to move. Right Click on this copy and select either "Volumes ('call numbers' in 3.3) to Previously Marked Destination" (if moving all copies with that call number at your library) or "Items to Previously Marked Destination" (if moving only one copy) under Transfer
4. Refresh the record you want the item moved TO in order to confirm it has moved correctly 

https://bcl.tinytake.com/sf/MjgxODY3NV84NDYyNjU2 (updated for 3.3 at https://bcl.tinytake.com/tt/MzY5OTEyMV8xMTI0Mjk4MA)

4.3. Fixing Fixed Fields

You can stream a 16 minute video that explains the importance and procedure for ensuring that Fixed Fields are correct on your catalog records here:  Fixing Fixed Fields Video

or download the video below.

4.4. Adding an Item in Web Client on 3.1

Link to the video is here-

Webby Cataloging Video kgm

Associated documentation is attached on the right hand side of the page.

5. MARC Tag Editing Cheat Sheet

5.1. Tag Editing Cheat Sheet

Microsoft Word - MARC Tag Editing Cheat Sheet.docx

MARC Tag Editing Cheat Sheet

Created by: Forsyth County (credit to NCCardinal)
Last Updated: February 25, 2015

Refer to NC Cardinal MARC Templates for specific instructions based on type of material. The OCLC record is assumed to have been imported.

The following tags MUST be present ALL



Must be present to allow changes in fixed fields.



LCCN (Library of Congress Control Number). Format: an alphabetic prefix or two blank spaces, 4-digit year, and a 6-digit zero-filled sequential number.



● Add 13-digit ISBN if missing
● Remove tags for non-matching formats such as e-books, audiobooks, or large print ● Add q subfield as needed for format



OCLC number.



Call number as it appears in OCLC record.



Author when applicable; editors do not belong in 100-tag.



Add h subfields when needed using wording specified in NC Cardinal MARC Templates. # for nonfiling indicators: “A” = 2, “An” = 3, “The” = 4



Add if missing, even if 260 tag is already there. ● Subfield a = place of publication
● Subfield b = publisher name
● Subfield c = date of publication



See Bibliographic Standards at FCPL for subfield instructions.

336, 337 & 338


RDA fields as defined in NC Cardinal MARC Templates.



Copy from OCLC, Amazon, or book jacket if missing. Edit as needed.

650 and/or 651


Subject headings. If none in OCLC record, see supervisor.





For all audiovisual materials.



UPC mandatory if ISBN (020) is not available. See 020 in mandatory tags above. ● Subfield a = Universal Product Code (UPC)



For series. Must add 830 to go with 490, otherwise series isn’t searchable in catalog.



Uniform title series

  • ●  Subfield a = series title

  • ●  Subfield n = number of part

  • ●  Subfield p = name of part

# for nonfiling indicators: “A” = 2, “An” = 3, “The” = 4

The following tags should be left as is if found



Only used for numbered or special editions.



Publication, distribution, etc. See 264 in mandatory tags above.



General notes. May be deleted if clearly of no value, such as “Title from container”.



Formatted contents.



Credits (usually for audiovisual).



Participant or performer (usually for audiovisual).



System details note.






For added authors, narrators, actors, etc., when applicable.

The following tags should be deleted if found






Only delete if NOT an OCLC number. See 035 in mandatory tags above



Any tag beginning with “04”.


Any tag beginning with “05”.


Do not delete links for electronic records, only for impermanent information like extracts, author bios, and cover art.


Any tag beginning with “9”.

6. Creating Copy Templates

6.1. Creating Copy Templates

Creating Copy Templates makes cataloging easier and faster. Here are instructions for creating templates-


1. Copy templates can be created by going to Administration>Local Administration>Volume/Copy Template Editor.
Note: Copy templates can also be created directly in the Copy Editor when working with an actual item. Within the volume/copy editor there is a tab called Copy Templates where you can take the same actions as described below.
2. The copy templates that you create will appear in the drop down menu. If you have not previously created a copy template, you will see an empty drop down menu.
3. To create a new template:
a. Assign a template name in the drop down menu.
b. Enter your preferred values in the fields of the Copy Editor. To edit a field, simply click on it, choose a value from the drop down menu, or enter your data.
The field will turn green to indicate that you made a change.
4. To save your template, click Save at the top of the screen.

6.2. Webby Missing Values Workarounds

Thanks to Sylvia Orner for summarizing this from EVGILS19

I know that Evergreen bug 1772062 (Copy Template Missing Values When Applied) has been in issue for many SPARK Libraries so I wanted to share a few suggestions that other Evergreen catalogers made at the Evergreen Conference's Cataloging Interest Group Session.These are not fixes, but a few people did say that they noticed fewer failed template applies when:


  • 1.     They remade all their XUL templates in Webby.  So, if you originally created your templates in the XUL client and are noticing that they are not consistently applying in Webby.  Try recreating the template in Webby's Volume/Copy Template Editor.
  • 2.       They did not include default values as part of their saved template elements.  So, for instance, when you go to add a copy, the default status is "In Process".  You don't need to include "In Process" as a saved element in your copy template.   For libraries that catalog for multiple locations, one cataloger I spoke with noted that this seemed especially true for her when she was saving the circulating library as part of the copy template.  Webby should now default your circulation library to your owning library (set at the volume level) so unless you need the two to be different, there should be no need to save the circulating library as part of your template. 

7. Cataloging ebooks

7.1. Adding Ebooks to the Catalog by editing the 856 in the Import Queue

Access to ebooks is restricted to libraries or library systems through the 856 tag.

The $9 subfield in the 856 tag needs to contain your local library or library system's SPARK Org Unit short code to make the item appear in your catalog.


  • download instructions provided by Equinox to add the needed information to the 856 tag using the Import Queue in Evergreen. 
  • download instructions created in 2018 by York County with their process.

Here's a library staff note to accompany the Adding eRecords to the Catalog, which is York's process documentation:  "There is no difference between the way we uploaded for Overdrive or Hoopla vs Axis.  I always upload my records first, BEFORE I import them, to compare matches and make sure my records look good and my subfield 9’s are present.  If Axis is directly sending them files like we get, it should be the same process.  If the vendor is not adding the $9’s, they will need to add them in MARC Edit.  There are different kinds of matches.  In the documentation it goes into eMatches as well as physical book/audio, etc. matches caused by bad ISBN’s.  If you have more than one match, pick the better one and/or the one with the most libraries on it.  With matches, selecting only Merge on Single Match and Merge on Best Match will automatically keep the record Evergreen thinks is the best and import your library’s 856 onto it.  The thing to remember with matches is they can be GOOD (i.e. the same item you are trying to import and yes, you may see more than one “good” record match) or BAD (there is an ISBN in the record that is causing a match to an item that isn’t in eFormat and you must remove the bad ISBN to import your record) or a mix of the two.  Every match must be looked at individually.”

7.2. Importing ebook Records Using MARC Edit

Attached are instructions developed by Equinox for importing ebook records using MARC Edit. MARC Edit is a free utility that is used to edit MARC records. More information and downloads for MARC Edit are available directly from MARC Edit.

7.3. Adding 856 $9 in MARC Edit

Instructions for adding your organization's short code to the 856 tag using MARC Edit.

8. Cataloging Magazines

8.1. Adding Copies of Magazines and Serials

Many libraries in SPARK do not use the Serials module for adding magazines and serials.

Instead they attach the magazine item copy to a MARC record, similar to the process of adding a book to an existing bibliographic record. 

Highlight: Your library should adds your magazine to the same bibliographic record every time. Ensure you have a standard protocol for barcode placement and call number format.


  1. Search for and Find the Magazine or Serials record for the Item in Hand.
  2. Go to the Holdings View tab.
  3. Select the library to which you would like to add a volume and copies and right click, or click Actions and select Add Volumes and Copies.   Note: If you are adding the first volume at your library, right click under the Owning Library column and select Add Volumes and Copies.
  4. A new tab will open that contains the volume/copy editor.   Enter your call number information (e.g. CR APR 2018) – please do not leave this call number field blank - and scan in the new barcode you are affixing to the item.
  5. Create your item record by applying a copy template or manually editing the fields. It is recommended that you create a Magazine copy template for this purpose.
  6. Click Save & Exit to create the new copy.
  7. Refresh the Holdings View screen to see your newly created copy.

If your library is interested in learning how to use the Serials Module of Evergreen for more accuracy, or to claim issues that do not arrive if you use a vendor, or just to try a different workflow start by looking at the Evergreen Community documentation about the Serials Module.  If it interests you, contact SPARK support to work on an implementation plan.


9. Non Cataloged Items

9.1. Adding and Deleting Non Cataloged Types

Administration--Local Administration--Non-Cataloged Type Editor.

This is a very handy feature of Evergreen. 

Libraries use it in many ways to count things used, events attended, people in attendance, etc. 

Current uses in SPARK include: computers, password distribution for wi-fi, magazine, seeds,  community collections, ILLs, parking passes, bathroom keys, and other what-nots.   There is not a Best Practice in the consortium for these, but there are many ideas.  Existing SPARK level non-cataloged types are under review for workflow effectiveness.

Make careful decisions about which non-cataloged types you enter.

Understand how Non-Cataloged types will be considered in your Evergreen Reports and other statistic collection workflows at your location.

Understand how Non-Cataloged types should be considered in Reports and statistic collection workflows at your location.

Focus Location should be your Org Unit.   If you can see other ORG Units, do not Edit them.

Tips for Filling out the Form:  DO THIS ON THE TEST SERVERS FIRST unless you are experienced.  Try it out, test it works as you desire, then do it on production. 

  • You can Create a new one at the top or Edit which opens the current settings.
  • Choose the desired duration. This period of time will be used to calculate a due date that is displayed to the patron.  The item will be is removed from the My Account view the day after the due date.
  • The Circulate In-House? checkbox is only for your records. This checkbox does not affect how these materials circulate. 

Deleting is not known to work easily.  If there is any data associated with that field, it won't delete. (tests needed if this is a bug or a feature)

Permission Notes:  LibAdmin

10. Transfer Items and Volumes

10.1. Call number or Copy? Item or Volume?

Call Number-typically an alphanumeric label indicating an item's subject matter and/or shelving location within the library.
In Evergreen call number is synonymous with "Volume".

Copies-used interchangeably with the term Items in Evergreen, they are individual barcoded items located at a specific call number within a specific library.



10.2. Transfering a Volume to a different bib record

Transfer Volume to different bibliographic record:

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


11. Copy Alerts

11.1. Create a New Copy Alert Type: Video

Learn how to create a new Copy Alert types. Download and watch the very short video below.

11.2. Adding and Viewing Copy Alerts

Copy Alerts can be used to prompt staff to verify that a disc or multiple parts are present when you scan the barcode.  Examples: Use a copy alert to prompt staff to check for a DVD in the case when you scan the barcode at check in. Use a copy alert to count/verify multiple discs in a CD audio book at check in.

Here's a short video on working with Copy Alerts.

One thing not covered in the video--checking the Temporary Box will mean the alert is disabled after the initial alert and acknowledged takes place.


12. Using Buckets

12.1. Creating Copy Buckets

Creating Copy Buckets

Copy buckets can be created in the Copy Bucket interface as well as on the fly when adding copies to a bucket from a catalogue search or from within the Item Status interface. For information on creating buckets on the fly see Adding Copies to a Bucket (needs section ID).

  1. In the Copy Bucket interface on the click Buckets in either the Pending Copies or Bucket View tab.

    Copy Bucket Interface
  2. From the drop down menu select New Bucket.

    Copy Bucket Interface
  3. Enter a Name and a Description (optional) for your bucket and click Create Bucket.

    Copy Bucket Interface

    The bucket can also be set as Publicly Visible at this time.

The functionality for making buckets publicly visible does not appear to be in place at this time.

Editing Copy Buckets

  1. In the Copy Bucket interface click Buckets in either the Pending Copies or Bucket View tab.

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

    Copy Bucket Interface
  5. Update the desired information and click Apply Changes.

    Note--The functionality for making buckets publicly visible does not appear to be in place at this time.

    © 2008-2017 GPLS and others. The Evergreen Project is a member of the Software Freedom Conservancy.

    Creative Commons License

12.2. Sharing Buckets

Sharing Copy Buckets

Finding the Bucket ID

  1. With the bucket open, look at the URL for the bucket ID. Share this ID with the staff member who needs access to this bucket.

Opening a Shared Bucket

  1. In the Copy Bucket interface click Buckets in either the Pending Copies or Bucket View tab.
  1. From the drop down menu select Shared Bucket.
  1. Enter the bucket ID and click Load Bucket.
  1. The shared bucket will display and can be worked with the same as any bucket you own.

© 2008-2017 GPLS and others. The Evergreen Project is a member of the Software Freedom Conservancy.

13. Digital Bookplates

13.1. Creating Digital Bookplates (Copy Tags) In SPARK

Digital Bookplates (Copy Tags) are only available in the Web Version of Evergreen.

These permissions are needed to work with Digital Bookplates. In SPARK they're assigned to the Library Admin and Technical Services permission group.

  • ADMIN_COPY_TAG_TYPES: required to create a new tag type under Server Administration→Copy Tag Types
  • ADMIN_COPY_TAG: required to create a new tag under Local Administration→Copy Tags

The library must also have the Library Setting  OPAC: Enable Digital Bookplate Search set to True for the search option to be available in the catalog. This is set to true at the SPARK level.


Creating Copy Tags

There are two components to this feature: Copy Tag Types and Copy Tags.

Copy Tag Types are used to define the type of tag, such as "Bookplates" or "Local History Notes", as well as the organizational unit scope for use of the tag type.

Copy Tags are associated with a Copy Tag Type and are used to configure the list of tags that can be applied to copies, such as a list of memorial or donation labels, that are applicable to a particular organizational unit.

Create Copy Tag Types

  1. Go to Administration→Server Administration→Copy Tag Types.
  2. In the upper left hand corner, click New Record. A dialog box will appear. Assign the following to create a new Copy Tag Type:

    1. Code: a code to identify the copy tag type.
    2. Label: a label that will appear in drop down menus to identify the copy tag type.
    3. Owner: the organizational unit that can see and use the copy tag type.
  3. Click Save and the new Copy Tag Type will appear in the list. Next create the associated Copy Tags.

Create Copy Tags

  1. Go to Administration→Local Administration→Copy Tags.
  2. In the upper left hand corner, click New Record. A dialog box will appear. Assign the following to create a new Copy Tag:

    1. Copy Tag Type: select the Copy Tag Type with which you want to associate the new Copy Tag.
    2. Label: assign a label to the new copy tag.
    3. Value: assign a value to the new copy tag. This will display in the catalog.
    4. Staff Note: a note may be added to guide staff in when to apply the copy tag.
    5. Is OPAC Visible?: If a copy tag is OPAC Visible, it can be searched for and viewed in the OPAC and the staff catalog. If a copy tag is not OPAC Visible, it can only be searched for and viewed in the staff catalog.
    6. Owner: select the organization unit at which this tag can be seen and used.
  3. Click Save and the new Copy Tag will appear in the list.

Creating and Applying a Copy Tag During Cataloging

Copy tags can be created in the Copy Editor on the fly while cataloging or viewing an item:

  1. In the Copy Editor, click on Copy Tags. A dialog box called Manage Copy Tags will appear.
  2. Select the Tag Type from the drop down menu and type in the new Tag you want to apply to the item. Click Add Tag, then click OK. The new tag will be created and attached to the item. It will be owned by the organization unit your workstation is registered to. The tag can be modified under Admin→Local Administration→Copy Tags.

Removing Copy Tags from Copies

  1. 1. In the Copy Editor, click on Copy Tags. A dialog box called Manage Copy Tags will appear.
  2. 2. Click Remove next to the tag you would like to remove,and click OK.
  3. 3. Click Save & Exit. The copy tag will now be removed from the catalog

Applying Copy Tags in Batch

Copy tags can be added to multiple copies in batch using Copy Buckets. After adding the items to a copy bucket:

  1.  Go to Cataloging→Copy Buckets→Bucket View and select the bucket from the Buckets drop down menu.
  2.  Select the copies to which you want to add the copy tag and go to Actions→Apply Tags or right-click and select Apply Tags
  3.  The Apply Copy Tags dialog box will appear.
  4.  Select the Tag Type and enter the Tag. Click Add Tag, then click OK. The copy tag will now be attached to the copies.


Editing Tags

Existing copy tags can be edited by selecting a tag and clicking Actions→Edit Record or right-clicking on a tag and selecting Edit Record. The dialog box will appear and you can modify the copy tag. Click Save to save any changes. Changes will be propagated to any copies that the tag has been attached to.

Deleting Tags

Existing copy tags can be deleted by selecting a tag and clicking Actions→Delete Record or right-clicking on a tag and selecting Delete Record. Deleting a tag will delete the tag from any copies it was attached to in the catalog.

 Creative Commons License


  © 2008-2017 GPLS and others. The Evergreen Project is a member of the Software Freedom Conservancy.


14. AccessPA and SHAREit

14.1. Logging in to AccessPA in z39.50 in SPARK

Please contact SPARK support for the current login information.

14.2. Correcting Failed Records in ShareIT

PaILS Support Staff complete a quarterly export of records to AccessPA so that your library's items can be requested through statewide Interlibrary Loan.

The date of the last update should be kept current here: ___________

Correcting Failed Records in SHAREit

When PaILS Support staff complete quarterly updates in SHAREit, we receive an email from HSLC with a link to the records that "failed" to load in the database. These records might fail for a number of reasons. Access PA will reject a records if they

* lack a title (MARC tag 245);

* lack a publisher (MARC tag 260, subfield "b" -OR- MARC tag 264, subfield "b"); or

* contain fewer than six MARC fields in the entire record

Some libraries have requested access to the failed records file so they can view and correct their records. Since the records are loaded as the combined catalog, it can be difficult to find and isolate records from a particular library.

SPARK support will send out a notice when a new Failed Records file is available.

Use this workflow to find your library's records:

To confirm records that did not load for your library, Go to:

A-G Cloud URL: https://agcloud.auto-graphics.com/index.php/s/wjH0bY9mbCM3xtC 

The password will be provided when SPARK Support sends notification that the file is available. If you need it otherwise, please contact SPARK support.

Open the folder named FAILRECORDS

Look for a file in the FAILRECORDS folder called Pscrl.fail . That folder contains the SPARK records that were rejected during the load. To view the files, you will need a program that opens MARC records. The recommended program is MarcEdit.  Find the MarcEdit download here: 


Download the Pscrl.fail file and open with MarcBreaker from the MarcEdit program. Click Execute, then Edit Records after the file has processed. This will give you all the failed records from SPARK.

It may be possible to locate records for individual libraries through the 852 tag using the "find" function.

Control f will bring up the find function. Enter $b plus your library's SPARK short code to search for your failed records. For example, entering $bSOC in the "find" box will show items belonging to Somerset. Click on "FIND ALL" to search. Clicking "FIND" will return a "no records found" message.

Once you've identified your failed records and the reason they failed, use that list to correct the records in the SPARK catalog. This is important. Changing them in the ShareIT file will correct them in AccessPA, but will not correct the record in SPARK. You must correct the record in SPARK for the improved record to be included with the next quarterly upload to ShareIT. 

When correcting your records, please adhere to the guidelines in the Cataloging in SPARK document.

15. Updating OCLC records

15.1. Adding and Deleting Records for OCLC accounts

Instructions for Batch Adding and Deleting Records using the OCLC Connexion Client.

For use by OCLC members only.

16. Cover Images

16.1. Reporting Missing or Incorrect Images to SPARK support

Currently SPARK has a contract with a vendor, Syndetics, which supplies cover art images to our Evergreen catalog through linked data.  Errors and omissions occur.

Syndetic Solutions retrieves images based on the following identifiers found in bibliographic records:

  • ISBN
  • UPC
  • ISSN

Before opening a support ticket please check ALL of the ISBNs on the record at https://isbnsearch.org or your favorite source for checking ISBNs. 

If there are multiple ISBNs in a record, the wrong cover art could be coming from one of them. A single incorrect ISBN can pull in the wrong cover.  Before we can submit to our vendor, we must verify each of them.

Also, some books have several jackets and cover art depending on the edition.  Check to make sure that it's not a jacket from another version that's causing it to look different from the title in hand.

The UPC in the 024 field can also influence cover art. If that field is present in the record, please check to make sure that it is correct.

The "blank image" rule will trigger when no image is available. If there is no image available, none will appear in the catalog. SPARK does not use a default "no image available" placeholder.

After you have checked all of the ISBNs/ISSNs and UPCs and you are confident that the record is correct, but the image that displays is incorrect, open a ticket with SPARK support. Please provide:

  1. TCN for the record, noting that you have verified the ISBNs and UPCs on the record are correct.
  2. Link to the public catalog page where patrons see the incorrect image.
  3. Send a link to the image you expect it to display, based on your searches.
  4. Any other description of what you believe is incorrect.

SPARK support will investigate and open a ticket with Syndetics.

If the item is missing cover art and you create an image or found one that you have rights to submit, please send the image to SPARK Support with the same information requested above and we will look into having it added to the database.

17. Never Ever Edit Bib Record -1!

17.1. Never Ever Edit the MARC in Bib Record TCN-1!

The Bib Record with ID TCN-1 is reserved for all precats. This MARC Record should never be edited.

If it is edited, terrible Consequences will occur: every precat in the system will take on those characteristics. The last time this happened, we ended up with 21,824 copies in the SPARK Library System that had been edited with the "new" title.

The record should always look like this-


<record xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:schemaLocation="http://www.l
oc.gov/MARC21/slim http://www.loc.gov/standards/marcxml/schema/MARC21slim.xsd"; xmlns="http://www.loc.gov/MARC21/
slim"><leader> a </leader><controlfield tag="001">-1</controlfield><controlfield tag="003">Tru
e</controlfield><datafield tag="901" ind1=" " ind2=" "><subfield code="a">-1</subfield><subfield code="b">AUTOGEN</
subfield><subfield code="c">-1</subfield><subfield code="t">biblio</subfield><subfield code="s">oclc</subfield></da

18. Printing Spine Labels

18.1. Printing Spine Labels ONLY (no pocket labels)

To remove pocket labels and print only spine labels-

Remove the Pocket Label by clicking on Label Template (visible to the right, above Call Number Preview).
First Save the default by typing a name in Template, e.g. Pocket and Spine,  and then clicking Save.
Scroll down in the big text box and remove the section that begins with <!-- Pocket Label contents -->.
In the Template box at the top, type a  different name, e.g. Spine Only,  and click Save.
Choose this new spine label template to use when it's time to print.

18.2. Setting up Dymo Spine Labels in SPARK 3.0.11 Webby

Instructions from the York County Library System

18.3. TSC TTP-247 Spine Labels from Web Client

These instructions were created by a staff member at Scranton Public Library after attendance at the Evergreen Conference in late April 2019. 

Note: This page includes only the text.  Download the full document to see screenshots and images to complement the instructions.

TSC TTP-247 Spine Labels from Webby

Step 1: Configure TSC TTP-247 Printer.

  1. Make sure your printer drivers are up to date.
  2. Under My Computer à Open Control Panel à Devices and Printers
  3. Right click on your TSC TTP-247 printer and select "Printing Preferences".
  4. Under the Page Setup Tab, edit your stock.
  1. Under the stock tab, put in the appropriate media and type.

Step 2: Build Your Print Template

  1. From item status, item bucket, or holdings view, select Actions à Print Labels.
  2. Configure your settings tab. Make sure you save your template.

Step 3: Configure your Print Dialog box

  1. From the label settings, click Print in the upper right hand corner to prompt the Print Dialog Box.
  2. Click on More Settings and select the name of the paper size you created in Step 1.
  3. Set margins to none and make sure options for background graphics and headers and footers are deselected.
  4. Adjust Scale if necessary.


You will get one blank label at the end of your print queue. I haven't been able to find a way to eliminate this yet.


  1. The Print Dialog box won't open when I click on Print.
    1. Make sure Hatch is disabled. Spine Label printing does not work well with Hatch. It is recommended that you either remove Hatch completely from the workstation or, if you need Hatch for other functions, create a second Chrome profile without Hatch to be used specifically for cataloging and spine label printing.
  1. I have a lot of blank labels in between printed labels.
    1. Double check your Label Template and printer configuration. Pay special attention to your gap height.
    2. Try adjusting your scale in the print dialog. We found scaling back to 95 eliminated blank labels in between printed labels.
  1. I don't like the font/style.
    1. You can change font, size, and weight.  
    2. We tested the following fonts and found that they worked well: Arial, Arial Black, Garamond, Courier, Comic Sans MS, Verdana.

18.4. Georgia Pines Documention

The Evergreen Consortium in Georgia has some helpful documentation on Spine Label printing here:


The page includes instructions for printing lables with Continuous Rolls, using Sheet Printing and using Third Parties like Bartender.

CC Attribution 4.0 International

19. Other Evergreen Library Documentation

19.1. Document Collection

Download samples of other Evergreen library documentation about cataloging here.

Circulation Modifiers in SPARK

1. Circ Mods in SPARK

The following Circulation Modifiers are currently available in SPARK.

(Current policy requires that approval of the User Group for inclusion of additional circ mods.) *Needs policy citation.

What is a Circulation Modifier?  A circulation modifier is an assigned value that allows your library to set rules on media types.

Code Name Description SIP2 Media Type
Audiobook audiobook CD, Cassette, Playaway Book
Book book book, ebook, large print, paperback, etc. Book
BookClub Kit Book Club Kit Book Club Kit Other
DVD dvd DVD (including BluRay and HD-DVD) Other
DVD Nonfiction DVD Nonfiction DVD Nonfiction Other
Equipment Equipment digital camera, projector, remote control, etc. Book
High Demand Books High Demand Books Books that don't capture holds outside of owning library Book
High Demand DVD and Blurays High Demand DVD and Blurays Videos that don't capture holds outside of owning library. Other
High Demand DVD-R High Demand DVD-R DVD-Rs that don't capture holds outside of owning library Book
ILL ILL Materials received to fill ILL requests for library's patrons Book
New Book New book One week circulation Book
Ref Noncirculating non-circulating materials Book
Software Software videogames, computer programs Book
e-device Electronic Device device used to read or playback downloadable media Book
Gov Doc Government Document local, state and federal documents Other
Kit Kit kit, storybox, binge box, portfolio, collection Book
Media Media slides, microforms, music sound recordings (LPs, CDs, cassettes) Other
Music Music scores, sheet music Other
Realia Realia art, toys, puppets, games, puzzles Other
Serial Serial magazine, newspaper, newsletter Magazine
Unknown Unknown catchall for copies that do not comfortably fit elsewhere or that failed to associate during a batch process. Book
Video Video VHS tapes Videotape

Outside Resources for Cataloging Training

1. ABLE Cataloging Training for Technical Services

Knowledge of correct cataloging procedures is essential in maintaining the integrity of the SPARK catalog. Catalogers are asked to attach records to existing records whenever possible. Catalogers doing original cataloging should be knowledgeable in MARC and follow best practices for creating records.

Cataloging training is available for free through Idaho ABLE Course, Technical Services Sequence

(Adobe Flash Player is required to view the courses)

Deduplication Process after Migrations

1. Equinox After Migration Deduplication Process

Attached is a PDF that explains the deduplication process for migrations in general.

It was written by Rogan Hamby, MLIS, Data and Project Analyst for Equinox.


 I'm attaching a new draft document, Deduplication Overview Document, also by Rogan, that is an updated version.  He says it's not ready to share widely,  because it's still a draft, but its here for our reference. 

Host a Cataloging Party

1. Host a Cataloging Party

Cataloging Parties and SPARK: A (Very Loose) Proposal

written by Jonathan Moore, Cataloger, Wyomissing Public Library

Friday, May 24, 2019

When I attended the 2019 Evergreen International Conference, one of the most interesting events for me was a session led by Anna Goben of Evergreen Indiana. Her presentation was titled "Catalogers Know How to Party", and it described a unique process their cataloging community has developed to offer support to member institutions.

I believe the theory behind what Ms. Goben described could be very helpful to SPARK. In the following outline, I will attempt to describe how such a resource-sharing venture could be applied to our community, and what the inherent requirements and benefits would be.


  • A Cataloging Party would be a day-long event, where catalogers from multiple SPARK institutions gathered at one library and volunteered their services to help address specific cataloging needs.


  • At any SPARK library with significant quantities of items that needed either to be newly cataloged, or to have significant editing or review.
  • Smaller institutions, with fewer staff devoted to cataloging, would find particular benefit.
  • Institutions that recently migrated to our system, and discovered problems with their newly-transferred records, could also find this concept useful.


  • Catalogers of all skill levels could participate, as most work would be done on the copy cataloging level.
  • Considering that SPARK includes members from all parts of the state, the geographic location of the target library would probably play the largest part in determining which catalogers are involved.


  • Realistically, the timing for cataloging parties would need to be based around the availability of guests.
  • Once a date is established when the most number of catalogers could help, the host library would need to change its schedule to accommodate — setting aside a portion of the building to provide workspace, or even closing the doors to patrons for an afternoon if needed.


  • First and foremost, because the only real way to improve the collective SPARK catalog, is to improve individual SPARK member catalogs. Many of our institutions do not have the staffing necessary to meet even their basic cataloging needs. Many others have very limited cataloging staff, and cannot "do any more" than they are currently doing. Cataloging parties would provide at least a partial way to address each of these needs.
  • Secondly, because catalogers in SPARK have shown that they are more than ready to give of their time and services. We volunteer to participate on the Cataloging Committee, we volunteer to serve on special SPARK projects, we volunteer to train and help each other, and we volunteer our time to attend User Group meetings and conferences. Given the chance to help with a project like this that would provide such a clear benefit, I have no doubt that our catalogers would jump at the chance.
  • Finally, because the best way to convince someone that they should help support a group effort, is by showing them how much good that collective help can do. SPARK is built on community and member participation. If we show our members that we are willing to "go the extra mile" for them, they will be the most likely to return the favor.

In conclusion, I do not want to pretend that something like a Cataloging Party would be easy to make happen — the logistics of coordinating volunteers, providing equipment, and organizing the work would be significant. I also freely admit that one Party could not realistically solve all of a library's cataloging problems — even given a massive number of participants, there is only so much that can be accomplished in one day or one afternoon. But even considering the inherent difficulties, the collective benefits of a Cataloging Party would be more than worth the effort.




Cataloging Resources: Learn MARC and RDA and more

1. Cataloging Resources Recommended by Committee Chair

Cataloging Resources

For Training

SPARK Knowledge Base: Cataloging Focus


Official Evergreen Documentation


WebJunction’s Technical Services Sequence


For MARC Information



For RDA Information

OCLC RDA Resources


Web Tools       

OCLC Classify


Cataloging Calculator


Library of Congress Linked Data Service


MARC Editors



2. Library of Congress--Understanding MARC Bibliographic

Link to Understanding MARC Bibliographic: Machine-Readable Cataloging

Understanding MARC

3. Library of Congress Understanding MARC Authority

Link to Understanding MARC Authority Records

Understanding MARC Authority Records

4. Library of Congress-MARC 21 Format

Link to MARC 21 Format for Bibliographic Data 

MARC 21 Format for Bibliographic Data

5. Library of Congress Authority Headings

Link to Library of Congress Authorities Search

Library of Congress Authorities