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RDA Changes in MARC Records

Tuesday, April 20th, 2010

Karen, our RDA Librarian, provided me with a fascinating report on recent changes to MARC, in many instances to accommodate the additional information in RDA. Here’s what she had to say.

Now that MARC21 Update 11 has been published, I’ve done through both the Bibliographic format standards and the Authority format standards and made a list of all the changes made to them from 2008 to the present.  They are listed by tag, with the Bibliographic format changes first, then the Authority format changes listed.  I have included the link to the tag description in the MARC21 Standards.  Also, after each change I’ve given the link to the MARBI proposal for that change in case you would like to see the reasoning behind it.  These will have the word marbi in the link and are directly after the actual change

Changes made to directly or indirectly accommodate RDA are marked with an *.  For more information on how RDA is affecting MARC21 see the document “RDA in MARC” found on the MARC21 Standards home page:  http://www.loc.gov/marc/RDAinMARC29.html

I hope you find this helpful.  Please feel free to point out any that I have missed.

Bibliographic format changes by field as of Mar. 2010

*Leader/18 – Descriptive cataloging form   http://www.loc.gov/marc/bibliographic/bdleader.html

Note: will be coded i with RDA

http://www.loc.gov/marc/RDAinMARC29.html

*007/01 – Electronic Resource (007/00=c)  http://www.loc.gov/marc/bibliographic/bd007g.html

New codes defined [2009]

d – disc, type unspecified

e – disc cartridge, type unspecified

k – computer card

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*007/01 – Projected Graphic (007/00=g)  http://www.loc.gov/marc/bibliographic/bd007g.html

Redefined code: [2009]

f – other or unspecified type of filmstrip (changed from Other type of filmstrip)

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*007/01 – Microform (007/00=h)  http://www.loc.gov/marc/bibliographic/bd007h.html

New codes defined: [2009]

j – microfilm roll

http://www.loc.gov/marc/marbi/2009/2009-06-3.html

h – microfilm slip

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*007/01 – Nonprojected Graphic (007/00=k)  http://www.loc.gov/marc/bibliographic/bd007k.html

New codes defined: [2009]

a – activity card

k – poster

p – postcard

q – icon

r – radiograph

s – study print

v – photograph, type unspecified

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*007/01 – Motion Picture (007/00=m)  http://www.loc.gov/marc/bibliographic/bd007m.html

New code defined: [2009]

o – film roll

http://www.loc.gov/marc/marbi/2009/2009-06-3.html

*007/04 – Map (007/00=a)  http://www.loc.gov/marc/bibliographic/bd007a.html

*007/04 – Globe (007/00=d)  http://www.loc.gov/marc/bibliographic/bd007d.html

*007/04 – Nonprojected Graphic (007/00=k)  http://www.loc.gov/marc/bibliographic/bd007k.html

New codes defined: [2009]

i – plastic

l – vinyl

n – vellum

v – leather

w – parchment

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

007/04 – Videorecording (007/00=v)  http://www.loc.gov/marc/bibliographic/bd007v.html

New code defined: [2008]

s – Blu-ray disc

http://www.loc.gov/marc/marbi/2008/2008-09.html

*007/05 – Nonprojected Graphic (007/00=k)  http://www.loc.gov/marc/bibliographic/bd007k.html

New codes defined: [2009]

i – Plastic

l – Vinyl

n – Vellum

v – Leather

w – Parchment

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

008/18-19 & 006/01-02 – Music – Form of Composition (also valid in field 047 – Form of Musical Composition Code)  http://www.loc.gov/marc/bibliographic/bd008m.html

New codes defined: [2009]

za – Zarzuelas

fl – Flamenco

vi – Villancicos

tl – teatro lirico

http://www.loc.gov/marc/marbi/2009/2009-09.html

*008/20 & 006/03 – Music – Format of Music http://www.loc.gov/marc/bibliographic/bd008m.html

New codes defined: [2009]

h – chorus score

i – condensed score

j – performer-conductor part

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

008/23 & 006/06 – Books – Form of item  http://www.loc.gov/marc/bibliographic/bd008b.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/22 & 006/05 – Continuing Resources – Form of original item http://www.loc.gov/marc/bibliographic/bd008s.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/23 & 006/06 – Continuing Resources – Form of item  http://www.loc.gov/marc/bibliographic/bd008s.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/23 & 006/06 – Computer File – Form of item http://www.loc.gov/marc/bibliographic/bd008c.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/22-23 & 006/05-06 – Maps format – Projection  http://www.loc.gov/marc/bibliographic/bd008p.html

New codes defined: [2009]

bk – Krovak

bl – Cassini-Soldner

http://www.loc.gov/marc/marbi/2009/2009-04.html

008/23 & 006/06 – Music – Form of item  http://www.loc.gov/marc/bibliographic/bd008m.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

00823 & 006/06 – Mixed Materials – Form of item  http://www.loc.gov/marc/bibliographic/bd008x.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/24-27 & 006/07-10 – Books – Nature of content  http://www.loc.gov/marc/bibliographic/bd008b.html

New codes defined: [2008]

y – Yearbooks.  –  made obsolete in 1988, but is now being redefined

2 – Offprints

5 – Calendars

6 – Comics/graphic novels  – this replaces 008/33 and 006/16 code c (comic strip)

http://www.loc.gov/marc/marbi/2008/2008-04.html

008/24 & 006/07 – Continuing Resources – Nature of Entire Work  http://www.loc.gov/marc/bibliographic/bd008s.html

New codes defined: [2008]

y – Yearbooks – this code was made obsolete in 1988, but is now being redefined

5 – Calendars

6 – Comics/graphic

http://www.loc.gov/marc/marbi/2008/2008-04.html

008/25-27 & 006/08-10 – Continuing Resources – Nature of contents  http://www.loc.gov/marc/bibliographic/bd008s.html

New codes defined: [2008]

y – Yearbooks

5 – Calendars

6 – Comics/graphic novels

http://www.loc.gov/marc/marbi/2008/2008-04.html

008/29 & 006/12 – Map – Form of item  http://www.loc.gov/marc/bibliographic/bd008p.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/29 & 006/12 – Visual Materials – Form of item http://www.loc.gov/marc/bibliographic/bd008v.html

New codes defined: [2010]

o – Online

q – Direct electronic

http://www.loc.gov/marc/marbi/2010/2010-01.html

008/33 & 006/16 – Books format – Literary Form   http://www.loc.gov/marc/bibliographic/bd008b.html

Obsolete code: [2008]

c – Comic strips – made obsolete (replaced by a code 6 in 008/24-27 or 006/7-10 for Books format.)

http://www.loc.gov/marc/marbi/2008/2008-04.html .

017 – Copyright or Legal Deposit Number   http://www.loc.gov/marc/bibliographic/bd017.html

New subfield: [2008]

$z – Canceled/invalid copyright or legal deposit number (R)  [2008]

http://www.loc.gov/marc/marbi/2008/2008-08.html

*033 – Date/Time and Place of an Event   http://www.loc.gov/marc/bibliographic/bd033.html

New subfields defined: [2010]

$p – Place of event

$0 – Record control number

$2 – Source of term

http://www.loc.gov/marc/marbi/2010/2010-03.html

034 – Coded Cartographic Mathematical Data http://www.loc.gov/marc/bibliographic/bd034.html

New subfield: [2010]

$3 – Materials specified

http://www.loc.gov/marc/marbi/2010/2010-05.html

*040 – Cataloging Source http://www.loc.gov/marc/bibliographic/bd040.html

Subfield made repeatable [2010]

$e – Description conventions

code “rda” added to the MARC code list for Descriptive Conventions to indicate the use of the RDA rules for description. Leader/18 will be coded i with RDA.

041 – Language Code   http://www.loc.gov/marc/bibliographic/bd041.html

New first indicator [2008]

# – No information provided – Formerly undefined

http://www.loc.gov/marc/marbi/2008/2008-03.html

080 – Universal Decimal Classification Number http://www.loc.gov/marc/bibliographic/bd080.html

Redefined Indicator 1 – Type of edition – Prior to 2009 undefined
# – No information provided
0 – Full
1 – Abridged

http://www.loc.gov/marc/marbi/2009/2009-03.html

082 – Dewey Decimal Classification Number   http://www.loc.gov/marc/bibliographic/bd082.html

New subfields defined:  [2008]

$m – Standard or optional designation (NR)  code values:

a  – Standard

b – Optional

$q – Assigning agency (NR)

http://www.loc.gov/marc/marbi/2008/2008-01.html

083 – Additional Dewey Decimal Classification Number  http://www.loc.gov/marc/bibliographic/bd083.html

New field: [2008]

http://www.loc.gov/marc/marbi/2008/2008-01.html

http://www.loc.gov/marc/marbi/2008/2008-01.html#proposal01-5

085 – Synthesized Classification Number Components   http://www.loc.gov/marc/bibliographic/bd085.html

New field: [2008]

http://www.loc.gov/marc/marbi/2008/2008-01.html

http://www.loc.gov/marc/marbi/2008/2008-01.html#proposal01-6

257 – Country of Producing Entity   http://www.loc.gov/marc/bibliographic/bd257.html

Removed ‘for Archival Films’ from title.  Made tag repeatable.

Subfield redefined: [2009]

$a – Country of producing entity – subfield renamed & made repeatable

New subfield defined: [2009]

$2 –  Source

http://www.loc.gov/marc/marbi/2009/2009-08.html

*336 – Content Type   http://www.loc.gov/marc/bibliographic/bd336.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*337 – Media Type   http://www.loc.gov/marc/bibliographic/bd337.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

*338 – Carrier Type   http://www.loc.gov/marc/bibliographic/bd338.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-2.html

New code under $b

ur – object

http://www.loc.gov/marc/marbi/2009/2009-06-3.html

*380 – Form of Work  http://www.loc.gov/marc/bibliographic/bd380.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*381 – Other Distinguishing Characteristics of Work or Expression   http://www.loc.gov/marc/bibliographic/bd381.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*382 – Medium of Performance   http://www.loc.gov/marc/bibliographic/bd382.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*383 – Numeric Designation of a Musical Work  http://www.loc.gov/marc/bibliographic/bd383.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

*384 – Key    http://www.loc.gov/marc/bibliographic/bd384.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

440 – Series Statement/Added Entry – Title

Field made obsolete  http://www.loc.gov/marc/bibliographic/bd440.htm – this link contains instructions for conversion to appropriate 490/830 fields.

http://www.loc.gov/marc/marbi/2008/2008-07.html

490 – Series Statement   http://www.loc.gov/marc/bibliographic/bd490.html

1st indicator redefined – Series traced, formerly Series traced differently

http://www.loc.gov/marc/marbi/2008/2008-07.html

Subfield redefined:

$x – made repeatable

http://www.loc.gov/marc/marbi/2009/2009-06-2.html

New subfield defined:

$3 – Materials specified

http://www.loc.gov/marc/marbi/2008/2008-06.html

502 – Dissertation Note   http://www.loc.gov/marc/bibliographic/bd502.html

New subfields defined: [2008]

$b – Degree type

$c – Name of granting institution

$c – Year degree granted

$g – Miscellaneous information

$o – Dissertation identifier

http://www.loc.gov/marc/marbi/2008/2008-05-4.html

510 – Citation/References Note   http://www.loc.gov/marc/bibliographic/bd510.html

New subfield defined:

$u – Uniform Resource Identifier (R)

http://www.loc.gov/marc/marbi/2009/2009-05.html

*518 – Date/Time and Place of an Event Note http://www.loc.gov/marc/bibliographic/bd518.html

New subfields defined: [2010]

$d – Date of event

$o – Other event information

$p – Place of event

$0 – Record control number

$2 – Source of term

http://www.loc.gov/marc/marbi/2010/2010-03.html

534 – Original Version Note   http://www.loc.gov/marc/bibliographic/bd534.html

New subfields:

$o – Other resource identifier (R) [2008]

http://www.loc.gov/marc/marbi/2008/2008-10.html

$3 – Materials specified [2009]

http://www.loc.gov/marc/marbi/2009/2009-10.html

542 – Information Relating to Copyright Status   http://www.loc.gov/marc/bibliographic/bd542.html

New field: [2008]

http://www.loc.gov/marc/marbi/2008/2008-02.html

588 – Source of Description Note   http://www.loc.gov/marc/bibliographic/bd588.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-07.html

*700, 710, 711, 730 –    http://www.loc.gov/marc/bibliographic/bd70x75x.html

New subfield: [2009] (see X00, X10, X11 sections for description)

$i – Relationship information

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

*760, 762, 765, 767, 770, 772, 773, 774, 775, 776, 777, 780, 785, 786, 787 – Linking Entries   http://www.loc.gov/marc/bibliographic/bd76x78x.html

Subfields redefined [2009]

$g – Related parts (R) – renamed from Relationship information text

$i – Relationship information (R) – renamed from Display text and made repeatable

New subfield defined [2009]

$4 – Relationship code (added for RDA Appendix J)

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

*787 – Other Relationship Entry   http://www.loc.gov/marc/bibliographic/bd787.html

Renamed from Nonspecific Relationship Entry [2009]

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

800, 810, 811, 830 – Series Added Entries   http://www.loc.gov/marc/bibliographic/bd80x83x.html

New subfields defined: [2008]

$x – International Standard Serial Number

$3 – Materials specified

http://www.loc.gov/marc/marbi/2008/2008-06.html

$5 – Institution to which field applies [2010]

http://www.loc.gov/marc/marbi/2010/2010-02.html

*New Subfield – $0 – Authority Record Control Number

Added to the following fields

100, 110, 111, 130, 240, 600, 610, 611, 630, 648, 650, 651, 654, 655, 656, 657, 662, 700,                                     710, 711, 730, 752, 754, 800, 810, 811, 830

http://www.loc.gov/marc/marbi/2007/2007-06.html#p1

Authority format changes by field as of Mar. 2010

034 – Coded Cartographic Mathematical Data   http://www.loc.gov/marc/authority/ad034.html

New subfield codes: [2010]

$3 – Materials specified

http://www.loc.gov/marc/marbi/2010/2010-05.html

040 – Cataloging Source http://www.loc.gov/marc/authority/ad040.html

$e – Description conventions – made repeatable [2010]

code “rda” added to http://www.loc.gov/marc/relators/reladesc.html

see http://www.loc.gov/marc/RDAinMARC29.html

046 – Special Coded Dates    http://www.loc.gov/marc/authority/ad046.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

New subfield codes [2010]

$k – Beginning or single date created

$l – Ending date created

http://www.loc.gov/marc/marbi/2010/2010-04.html

080 – Universal Decimal Classification Number http://www.loc.gov/marc/authority/ad080.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-03.html

083 – Dewey Decimal Classification Number   http://www.loc.gov/marc/authority/ad083.html

New subfield: [2008]

$y – Table sequence number for internal subarrangement or add table

http://www.loc.gov/marc/marbi/2008/2008-01.html#proposal01-1

336 – Content Type    http://www.loc.gov/marc/authority/ad336.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-2.html – proposal

370 – Associated Place   http://www.loc.gov/marc/authority/ad370.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

371 – Address   http://www.loc.gov/marc/authority/ad371.html

New field [2009] (see Marc standards for description)

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

372 – Field of Activity   http://www.loc.gov/marc/authority/ad370.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

373 – Affiliation   http://www.loc.gov/marc/authority/ad373.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

374 – Occupation   http://www.loc.gov/marc/authority/ad374.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

375 – Gender   http://www.loc.gov/marc/authority/ad375.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

376 – Family Information   http://www.loc.gov/marc/authority/ad376.html

New field: ([2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

377 – Associated Language   http://www.loc.gov/marc/authority/ad377.html

New field: [2009]

http://www.loc.gov/marc/marbi/2009/2009-01-1.html

380 – Form of Work http://www.loc.gov/marc/authority/ad380.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

381 – Other Distinguishing Characteristics of Work or Expression http://www.loc.gov/marc/authority/ad381.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

382 – Medium of Performance http://www.loc.gov/marc/authority/ad382.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

383 – Numeric Designation of Musical Work http://www.loc.gov/marc/authority/ad383.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

384 – Key http://www.loc.gov/marc/authority/ad384.html

New field: [2010]

http://www.loc.gov/marc/marbi/2010/2010-04.html

4XX, 5XX –

Subfield redefined (adjusted) [2009]

$i – Relationship information (done to accommodate RDA app. K and J)

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

New subfield

$4 – Relationship code [2009]

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

New subfield codes

$w/0 – r – Relationship designation in $i or $4 [2009]

http://www.loc.gov/marc/marbi/2009/2009-06-1.html

See Tracings and References–General Information –http://www.loc.gov/marc/authority/adtracing.html for instructions on using these subfields.

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Posted in Bibliographic Records, MARC, RDA | 1 Comment »

Announcing: New 300 Field Validation

Friday, April 9th, 2010

We’re excited to announce that the 300 field validation that we’ve been working on is now in place and working.  We add this to the hundreds of other corrections and validations that we make to bibliographic records as we process them. Judy, one of our Project Managers, explains the new process:

In an effort to continue improving our bibliographic validation services, we’ve been writing some cleanup steps for the 300 field.  Nothing drastic of course — just some “straightening out” changes.  The cleanup takes place only on records marked with ‘a’ in leader byte 6 … non-print bibs such as media, electronic resources, microforms, etc. are left as-is.  Here’s a list of what the programming will do:

  • * 300 $a = ‘unp.’ [or] ‘n.p.’ is changed to ‘1 v. (unpaged)’
  • 300 $a = a comma is added to #### page numbers if missing (ex.: 5332 p. becomes 5,332 p.)
  • 300 $a = ‘l.’ is changed to ‘leaves’
  • 300 $a = ‘approx.’ is changed to ‘ca.’
  • 300 $a = preliminary leaves and it’s abbreviation (p.l.) are removed (ex.: 4 p.l., xv, 312 p. = xv, 312 p.)
  • 300 $a = ‘unnumbered’ is removed and brackets added (ex.: 48 unnumbered leaves = [48] leaves)
  • If the p. is up against the :$b or the illustrative matter is up against the ;$c we add a space to separate
  • 300 $a = Missing periods are added to ‘p’ (ex.: 135p. = 135 p. )
  • 300 $b = The illustrative matter is rearranged to be in correct order
  • 300 $b = Obsolete illustrative matter is replaced with ‘ill.’ (ex.: ‘tables’ or “fronts.’ = ‘ill.’)
  • 300 $b = If ‘ill.’ is followed by the parenthetical illustrative matter, ‘ill.’ is dropped and the parenthetical matter remains (example: $bill. (ports.) = $bports.)
  • 300 $b = illus. is changed to ill.
  • Adds missing semicolon before $c
  • Adds ;$ccm. if missing from 300 field
  • [various pagings] = changes brackets to parentheses
  • If there is no 300 and the record is a book, the default of $ap. ;$ccm. is added
  • If there is numbered plate info in the $b that is moved to the $a – if plate designation is not numbered, it’s deleted

As with any of validation rules, these are optional, and if necessary, we can work with you to develop exactly what you’d like. These rules are now being included by default in our processing. We hope you find them useful!

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Posted in Automated Authority Control, Bibliographic Records | 1 Comment »

What is Series Authority Control

Monday, March 29th, 2010

Last week we talked a little bit about the history of how series have been handled, but what is series authority control? Of all the types of Authority Control (Names, Subjects, Series) series is likely the most complex aspect and can be quite overwhelming for both newcomers and veterans of Authority Control. Our Authority Librarian, Karen, has once again come to our aid to help explain what a series is, and how Authority Control works with series.

A series is defined by AACR2 as a group of separate items related to one another by the fact that each bears, in addition to its own title proper, a collective title applying to the group as a whole.  A series under authority control uses a controlled or unique chosen access point for the collective title of a series in the analytic bibliographic records.

Series authority work is the process of controlling those collective titles through the use of authority records.  Series authority work is done for the same reasons as name authority work; that is first, to create a single form of the series title which will collocate records so that the user can find all the records related to that resource; and second to create a unique form of the series title which will distinguish records for one resource from those for a different resource.  Uniqueness is especially important since many series have the same or similar titles.

There are several decisions that need to be made to control a series.  These decisions should be based on a standard such as AACR2.

The first decision is to decide which form of the series title will be used as the authorized form.  A single, unique form of the title needs to be chosen often from among several variant forms.  Then that decision needs to be recorded.  Three possibilities for this include:

  • Use the bibliographic record for the resource used for the series data to record the authorized form.
  • Create an alphabetic listing of series in the library.
  • Use a Series Authority Record  (SAR)

The SAR provides the best method for access, and can also contain a lot of other valuable information about the series.  The authority record can be on a card, or most commonly now, a machine-readable record.  More on SAR’s below.

The second decision to make is how the series will be treated.  How will you handle the parts of the series that come in to your institution?  A couple of points to consider are:

  • Analyze or not
  • Class together or separately

The third decision is whether to trace the title or not.  This means deciding whether to use the access point in your database or catalog.

It is important that these decisions be recorded because not all series will be handled in the same way.  Actions taken for subsequent acquisitions need to be consistent.  The most common way to record series authority records is a MARC 21 record format.  Since MARC21 is a machine-readable format, the records can be updated at any stage in the workflow.  They are based on standards and can be easily shared with the greater library community.

A Series Authority Record (SAR) is the means to generate consistency in any database (or catalog) and allow the retrieval of all the series in a logical display.  The SAR should serve three functions:

  1. Provide a unique and authoritative heading.  The record reflects the chosen form that will be used as an access point for the series for all bibliographic records containing references to the series.  Uniqueness promotes consistency in the database and allows the retrieval of all analytics in a predictable display.  Several fields in a MARC format SAR provide the required information.  The 1xx field is used to record the chosen form of the series title.  This is the authorized heading.  Related to the function of the 1xx to record the chosen form, the 4xx fields are used to record variant forms of the heading (series title) that were not chosen as the authorized form.  The 642 field provides the style of numbering to be used with the series if it is numbered and also provides consistency.
  2. Provide identification – the record should provide enough information to identify the resource used in doing the authority work for a particular series, and distinguish this series from all others.  The 1xx and 4xx fields are also part of this function.  Other fields providing identification are:

643 –   contains the place and publisher of the series

670 –   contains the time period of publication

642 –   numbering example taken from the source listed in the first 670 field.

667 –   this is a note field that is used to record other information that is valuable,  but does not fit into other fields.

  1. Show the treatment – the SAR should be a record of the decisions regarding analysis, tracing, and classification.  It can have both local and other decisions.  Fields used for this function are:

050-090 –  These fields record the call number chosen for the series if the decision is to class holdings together.

644 –   this field records the analysis decision

645 –   this field records the tracing decision

646 –   this field records the classification decision (see fields 050-090)

One other type of SAR can actually be for something that is not a series.  Many resources have phrases or other character strings that will not be considered as a series.  Although a SAR is not required to record this conclusion, providing one with the documentation for the decision to not consider it a series will create consistency for questionable cases.  It will also save time in the future by avoiding having to make the same decision over and over again as other materials come in.

In a MARC21 bibliographic record the 490 field is used to record the transcription of the series from the item.  In this field, the series appears exactly like it does on the item.  A 500 note field may also be used for the series.  The 8xx fields (800, 810, 811, and 830) are used to provide a tracing for the series when needed.  These fields will contain the authorized form of the series title.  This demonstrates the need for the authority work to provide consistency.  The series on items do not always appear the same way so there could be different headings in the 490 fields for the same series.  But by having one authorized form, the 8xx fields for that series will always have the exact same heading.  Without this consistency, it could be very difficult to find all the parts of the same series in the catalog or database.

Series authority records can provide effective management for the bibliographic headings and can also provide physical control of series holdings in the library. By creating series authority records and maintaining a database of the records (an authority file) consistency will be maintained.  Time and effort will be saved in the future.  As new materials come in, the work on the series and the decisions regarding it will not have to be done over and over again.

For a detailed explanation of Series authority work see the excellent power point presentation by Judith A. Kuhagen of the Cataloging Policy & Support Office at the Library of Congress.  http://library.ust.hk/info/other/feb2005/series.html Although this presentation is from 2005 and some of the LC policies and MARC tags talked about have changed, the process of making the decisions needed for series authority work in gone into in great detail.

For more information on the changes to series policies and MARC tags see the article “A Brief History of Series Authority Work”

For more information on using the MARC21 standards, see the MARC21 Format for Authority Data http://www.loc.gov/marc/authority/ecadhome.html and the MARC 21 Format for Bibliographic Data http://www.loc.gov/marc/bibliographic/ecbdhome.html

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Brief History of Series Authority Work

Wednesday, March 24th, 2010

Our Authority Librarian, Karen, provided me with this extremely useful and detailed history of the way series entries are handled in both bibliographic records and authority records.

Series description has changed and evolved over time along with other descriptive cataloging practices.  Most changes have been realized in LC policies and standards as more libraries chose to follow LC practices.

Prior to Sept 1, 1989, the Library of Congress policy was to trace only some series.  They would create series authority records (SARs) for all series cataloged and record the tracing decisions on the SARs.

In the 1960’s LC developed the MARC format for the computerized storage and exchange of bibliographic information.  As series policies have changed, the MARC format fields dealing with series have also changed.

Up to 1978 when AACR2 was published (see below), MARC had the following fields defined for the input of series information:  (All definitions are from Its Marc http://itsmarc.com/crs/Bib1468.htm)

400 –   This field contains an author/title series statement in which the author portion is a personal name or a possessive pronoun that refers back to the name in the 100 main entry field in the record. Field 400 is both a series statement and a series added entry. When a 400 field is present, a corresponding 800 field is not used, since it would duplicate the 400 field

410 –   This field contains an author/title series statement in which the author portion is a corporate name or a pronoun representing it that refers back to a 110 field . Field 410 is both a series statement and a series added entry. When a 410 field is present, a corresponding 810 field is not used, since it would duplicate the 410 field.

411 –    This field contained an author/title series statement in which the author portion is a conference/meeting name or a pronoun representing it that refers back to a 111 field . Field 411 is both a series statement and a series added entry. When a 411 field is present, a corresponding 811 field is not used, since it would duplicate the 411 field.

The descriptions of the indicator values, subfields and input conventions associated with the 400, 410, 411 fields corresponded to those for the 100, 110, and 111 fields respectively, with the addition of subfields specifically for series:

$x – ISSN #

$v – Volume designation

440 –   This field contains a series statement consisting of a series title alone.  Used when the series statement and the controlled added entry form of the series title are the same. Field 440 is both a series statement and a series added entry.

490 –   This field contains a series statement for which no series added entry is to be made, or for which the series added entry is in a controlled form different from that which appears in the series statement. Field 490 does not serve as a series added entry. When field 490 is used and a series added entry is desired, both the series statement (field 490) and a corresponding series added entry (800-830 fields) are separately recorded in the bibliographic record.

800 –   This field contains an author/title series added entry in which the author portion is a personal name. It is used when the added entry form of a series is different from that in the corresponding series statement. An 800 field is usually justified by a series statement (field 490 ) or a general note (field 500 ) relating to the series.

810 –   This field contains an author/title series added entry in which the author portion is a corporate name. It is used when the added entry form of a series is different from that in the corresponding series statement. An 810 field is usually justified by a series statement (field 490 ) or a general note (field 500 ) relating to the series.

811 –   This field contains an author/title series added entry in which the author portion is a meeting or conference name. It is used when the added entry form of a series is different from that in the corresponding series statement. An 811 field is usually justified by a series statement (field 490 ) or a general note (field 500 ) relating to the series.

830 –   This field contains a title series added entry in which the entry of the series is a conventional title.  It is used when the added entry form of a series title is different from that in the corresponding series statement.

840 –   This field contains a title series added entry in which the entry of the series is under uniform title . It is used when the added entry form of a series title is different from that in the corresponding series statement.

All of the 8XX fields are justified by a series statement (field 490) or a general note (field 500 ) relating to the series.  No 8XX series added entry field was used in conjunction with a series statement in the 400-440 fields because each of these fields functions both as part of the bibliographic description and as a series added entry.  The indicator and subfield definitions for 8xx fields are the same as the corresponding 1xx fields, except for the addition of the $x (ISSN) and $v (numbering designation) subfields

In 1978 the second edition of the Anglo-American Cataloging Rules was published. Changes in the rules with the largest impact on series were the rules to formulate entries for personal, corporate, and meeting names, which made a separate distinction between the descriptive transcription and the form of entry.  So the new rules did not really provide for name/title series statements as part of the transcription.  Under these rules, the authorized form of the series (established in the authority file in Series Authority Record) did not always match the form found on the item.  So if the series were traced, it would need to be traced differently.

Library of Congress implemented AACR2 in January of 1981.  Eventually the MARC tags changed to accommodate the new cataloging rules.

The 440 and 490 fields were revised and used for the transcription of the series statement from the item.   Fields 400, 410, and 411 were no longer to be used for the transcription of the series from any type of material.

440 –   This field contains a series title statement when the series statement and the controlled added entry form of the series title are the same. Field 440 is both a series statement and a series added entry (title is traced). When a 440 field is present, a corresponding 830 field is not used since it would duplicate the 440 field.

490 –   This field contains a series statement for which no series added entry is to be made, or for which the series added entry is in a controlled form different from that which appears in the series statement. Field 490 does not serve as a series added entry. When field 490 is used and a series added entry is desired, both the series statement (field 490) and a corresponding series added entry (800-830 fields ) are separately recorded in the bibliographic record.

The 8XX fields were also revised to better accommodate the new rules.  The 800, 810, and 811 fields contain a name/title added entry used as a series added entry in which the entry of the series in under personal name, corporate name, or meeting name respectively, when the series statement is contained in field 490 (Series Statement) or field 500 (General Note) and a series added entry is required for the bibliographic record.  No 8XX series added entry field is used in conjunction with a series statement in the 400-440 fields because each field functions both as part of the bibliographic description and as a series added entry.  The indicator and subfield definitions for 8xx fields are the same as the corresponding 1xx fields, except for the addition of the $x (ISSN) and $v (numbering designation) subfields:

In 1988 fields 400, 410 and 411 were officially made obsolete in the CAN/MARC format.  They can still be used as local fields.  This left only the 440 and 490 as transcription fields.  Their definitions as well as the 8xx’s remained much the same.  Instructions are given to convert to 4xx/8xx as follows

MARC 21 conversion to current fields:

If indicator 2 is 0 in the 400, 410 or 411:

  • 4XX indicator 1 and all subfields except subfield $x convert to 8XX with same indicator 1 value and same subfields,
  • 4XX $t, $v, $x are also copied to 490 $a, $v, $x, respectively
  • 490 indicator 1 is set to 1.

If indicator 2 is 1 in the 400, 410 or 411:

  • 4XX indicator 1 and all subfields except subfields $a and $x convert to 8XX with same indicator 1 value and same subfields,
  • and all 1XX subfields are copied into the same 8XX, preceeding the subfields from the 4XX field,
  • and 4XX $t, $v, $x are also copied to 490 $a, $v, $x, respectively; 490 indicator 1 is set to 1.

On Sept. 1, 1989, Library of Congress implemented a policy to trace all series.  New series authority records showed the decision to trace.  When they needed to update a series, they would not go back and re-catalog the previous items.  The change in tracing decision would be recorded on the SAR using multiple 645 fields.

On June 1, 2006, the Library of Congress implemented its decision not to create/update series authority records and not to provide controlled series access points in its bibliographic records for resources in series.  This meant that in newly created bibliographic records for LC original cataloging (040 $a is solely “DLC”), the series statement will be given in a 490 0# field and LC will stop using 8xx fields.  This decision from LC was not well received by the cataloging community and even sparked a protest from LC catalogers

The Program for Cooperative Cataloging (PCC) will not follow this policy.  Members will continue to provide controlled series access on records and create and maintain series authority records through their BIBCO, NACO, and CONSER programs.  More details can be found under the PCC programs NACO, BIBCO, and CONSER, and in the PCC Series Statement http://www.loc.gov/catdir/pcc/seriesPCC.html.

LC will continue to support the PCC by deleting duplicate series records reported, answering questions if no research is needed, and coordinating and conducting series training.  In newly created CIP-partnered cataloging, in PCC member copy used for cataloging, and in non-PCC copy cataloging, existing series statements/access points will be accepted as is and “passed through.”  This will help prevent LC-issued records without series access points from overlaying records that have them in OCLC.

On June 6, 2008, MARBI (Machine-Readable Bibliographic Information) the interdivisional committee of the American Library Association that deals with MARC standards, approved the proposal to make field 440 (Series Statement/Added Entry-Title) obsolete in the MARC 21 Bibliographic Format.  This was done after much debate in the library community.  This decision leaves the 490 as the only field to record the transcription of the series statement from the item. The intention of the change is to resolve the long-standing problem of field 440 being both a descriptive field and a controlled access point.  The assumption is that separating the two functions will result in a more reliable description and easier maintenance through automated authority control over time.

This led to another change approved by MARBI:

In the 490 tag, the first indicator value ‘1’ has been redefined to:

1 – Series traced in 8XX field

When value “1” is used, the appropriate field 800-830 is included in the bibliographic record to provide the series added entry using the authorized form even if that form matches the transcribed form in the 490 field.  It was felt that since there are now few space limitations in online systems, the duplication of the data in 490 and 8xx should not be a problem.  An 8XX field can still be justified by a both a series statement in the 490 field or a general note in a 500 note field.

At this same time a second MARC proposal was made and approved.  This proposal made two changes:

Added $x subfield (ISSN) to 8XX fields.

Added $3 (Materials specified) added to field 490 and 8xx fields

The Library of Congress approved these proposals on October 2, 2008.  They will continue to accept the 440 field in records, and will not be retrospectively changing any records to conform to these changes.

The library community has been somewhat divided on whether to implement these changes, some have, and some have not, or are still deciding.  Libraries always have the option to formulate policies to fit their own circumstances.

This is where series description stands as of July 2009.

———————————

References:

Website “Its MARC” The Library Corporation:  http://itsmarc.com/crs/Bib1468.htm

MARC21 Format for Bibliographic Data 1999 ed.  Library of Congress Network Development and Marc Standards Office:   http://www.loc.gov/marc/bibliographic/ecbdhome.html

MARC21 Format for Authority Data 1999 ed.  Library of Congress Network Development and Marc Standards Office:   http://www.loc.gov/marc/authority/ecadhome.html

Article “Series at the Library of Congress: June 1, 2006” on the Library of Congress website: http://www.loc.gov/catdir/cpso/series.html

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COSUGI Update

Tuesday, March 9th, 2010

Nate, our fearless leader recently braved the cold of Florida for the COSUGI Conference, this is what he had to say about his trip.

There’s a line from the Simpson’s where Flanders takes his family to Moe’s Family Feedbag.  When Moe curses while waiting on a table, Flanders says, “I expect that kind of language at Denny’s, but not here!”  That was the general feeling during the 3-day conference for COSUGI when it came to Florida’s weather—we expect that kind of cold weather where we were coming from, just not in Florida.

SirsiDynix has no control over the weather, so we can’t fault them for holding the conference during one of the coldest times since 2002.  Other than being able to see your breath in the morning or at night, the actual conference part of the stay was very nice.

By some estimates, there were around 600 attendees to COSUGI.  Many of those were no doubt employees of SirsiDynix, but there was a very healthy number of library staff coursing through the Coronado Springs Resort where the conference was held.

As for Backstage, we had a booth set up (#216) right next to data2—both of whom we work with.  The mornings tended to see the most traffic through the exhibit room, with it tapering off towards the afternoon.

On Wednesday, March 3, SirsiDynix hosted a dinner party at Disney Hollywood Studios, called “Streets of America.”  That portion of the park was leased, so a large group of us could dance & dine the night away listening to 80’s music blaring from a professional DJ and his decked out van.  Though the cold threatened to sully the mood, at least there was a smattering of heat lamps to help ease the chill.  Those of us (me) that didn’t think to also pack a sweater were very grateful for the extra warmth—or we could have joined in on the impromptu dancing!

COSUGI also conducted a lot of different meetings, discussion groups, and presentations.  In all, it was a very fruitful trip, even though I hear the tomato crops really took a beating while we were there.

Nate Cothran

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Bowker TOC Enrichment

Monday, February 22nd, 2010

Since we acquired the MARS Authority Control service from OCLC back in 2004, the Backstage crew has focused on bringing choice to our customers. Whether expanding search capabilities with updates like the heading tracker, simplifying our planning guide, or providing regular updates in an easily digestible format on our blog, our intent has been to give you, our clients, more options for getting things done.

Recently, we partnered with Bowker’s Syndetic Solutions to provide our customers with another choice when it comes to table of contents (TOC) enrichment. The Bowker service is designed to complement and serve as an alternative to our existing TOC service through Blackwell.

Our clients who use the Bowker service will see immediate benefits in:

1. Lower cost
2. Faster turnaround

For the new service, we host the entire Bowker database on our servers and integrate regular weekly updates. Because the database resides locally, we are able to repurpose some of our highly efficient MARS routines, fully automating the enrichment process and keeping costs on our end to a minimum. Then we pass those savings on to you.

In addition to Table of Contents field (505), we also provide Summaries (520) and Fiction Profiles (69X). And we only charge you for the enrichments your records actually receive, regardless of how many options you may have selected.

Housing the database locally allows us to track how many and what type of enrichments a record receives, so we can bill at a lower price for records that are only enriched on one or two elements.

Besides lowering the cost of enrichment, hosting the Bowker data at Backstage dramatically reduces the time your records spend out of your system for processing. Your records will be processed and returned to you with the same quick turnaround you’ve come to expect on your authority control.

With the database in-house, we can integrate the entire TOC enrichment workflow into your Current Cataloging process, or you can select groups of records for stand-alone enrichment.

Because each library’s ILS configuration is unique, we allow you to choose where you prefer to place the Bowker data. For example, you can place the 505 data from the Bowker record in a 970 field on your record.

You may prefer that existing data in your records be retained over potential Bowker matches in the same field. If you like, we can keep your content and not enrich on that particular element

The point is that you have more choices.

Since we acquired the MARS Authority Control service from OCLC back in 2004, the Backstage crew has focused on bringing choice to our customers. Whether expanding search capabilities with updates like the heading tracker, simplifying our planning guide, or providing regular updates in an easily digestible format on our blog, our intent has been to give you, our clients, more options for getting things done.

Recently, we partnered with Bowker’s Syndetic Solutions to provide our customers with another choice when it comes to table of contents (TOC) enrichment. The Bowker service is designed to complement and serve as an alternative to our existing TOC service through Blackwell.

Our clients who use the Bowker service will see immediate benefits in:

1. Lower cost
2. Faster turnaround

For the new service, we host the entire Bowker database on our servers and integrate regular weekly updates. Because the database resides locally, we are able to repurpose some of our highly efficient MARS routines, fully automating the enrichment process and keeping costs on our end to a minimum. Then we pass those savings on to you.

In addition to Table of Contents field (505), we also provide Summaries (520) and Fiction Profiles (69X). And we only charge you for the enrichments your records actually receive, regardless of how many options you may have selected.

Housing the database locally allows us to track how many and what type of enrichments a record receives, so we can bill at a lower price for records that are only enriched on one or two elements.

Besides lowering the cost of enrichment, hosting the Bowker data at Backstage dramatically reduces the time your records spend out of your system for processing. Your records will be processed and returned to you with the same quick turnaround you’ve come to expect on your authority control.

With the database in-house, we can integrate the entire TOC enrichment workflow into your Current Cataloging process, or you can select groups of records for stand-alone enrichment.

Because each library’s ILS configuration is unique, we allow you to choose where you prefer to place the Bowker data. For example, you can place the 505 data from the Bowker record in a 970 field on your record.

You may prefer that existing data in your records be retained over potential Bowker matches in the same field. If you like, we can keep your content and not enrich on that particular element

The point is that you have more choices.

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