Step 5.2

Step 5.2: Optional Bib Reports

The primary factor in the number of optional or custom reports you request is the availability of the staff for additional heading or record maintenance.

Each library needs to determine, based on their local circumstances, if any postprocessing review will be done.

Many libraries that use the MARS 2.0 Authority Control service do not order optional reports. They find that most headings are updated or corrected by the MARS 2.0 Authority Control process and additional heading review is not warranted.

Other libraries have determined that they are willing to invest in correcting one or more additional conditions that could not be fully resolved using automated processing alone. These libraries choose any number of optional reports.

Custom reports

MARS 2.0 can generate custom reports that include information meeting many different combinations.

A library could obtain a list of all the headings that contain a geographic subdivision ($z) in their state or province, or all subject headings (6XX) that have 2nd indicator 4 (local headings).

Like MARS 2.0 bibliographic reports, custom reports can be sorted by bibliographic record number, or the headings can be deduped and then sorted alphabetically.

Custom requests

MARS 2.0 is an extremely flexible service. If the options presented in Step 5 do not adequately address your needs, please discuss your requirements with your MARS 2.0 project manager.

Many different types of reports can be created using the characteristics described in this section (e.g., fields to include, format of the report, sort order). Reports that fall outside the scope of the options in Step 5 can be requested by filling out additional details in your online profile.

To request a custom report, describe the information desired in Step 5.4, Additional Information for Reports. Please address the following parameters as appropriate:

• Records to Include - All or selected records from a particular library, records containing a certain field, records containing a particular text in a specified field, records of a particular format (for example, videos), or any combination of these or similar conditions.
• Fields to Include - All fields in a record or selected fields.
• Sort Order - The records can be sorted by almost any field, for example, the local system control number, the main entry, the main entry then title, a call number or hierarchy of call number fields.

MARS 2.0 Standard Bib Reports List

MARS 2.0 Standard bib reports are listed first, followed by optional reports. All reports listed in this section are Standard Reports.

R00 - Near Matches

This report takes advantage of the Levenshtein Distance Algorithm in order to attempt to find the two nearest matches for your unmatched headings. We generate a confidence value expressed in a percent (e.g., 75%) which is also displayed within the report. Users can review the report and determine whether the near matches we found should actually be used to replace their headings. If so, we have a workflow in mind (as well as an instructional video) to show you how to maximize the usefulness of this report.

The Near Match report is generated in both HTML and XLS. The HTML version contains every possible near match, even when the confidence value may be less than 10%. The XLS report sets the threshold at 75% so that each near match must meet at least that level of confidence for it to show up on our report. The XLS report also allows you to sort based on various columns (e.g., headings, confidence value, etc).

This is one of our newer reports and has been particularly useful in reviewing unmatched name headings.

R01 - Statistical Summary

The Statistical Summary report lists out all of the numbers and statistics associated with the processing of your bibliographic records. There are 5 sections:
-1. Record Overview
-2. Field Distribution
-3. Authority Control
-4. Authority Control Processing
-5. MARC Update Processing

In Record Overview, the Summary report displays the breakdown of your file, based on record format type (e.g., book, music, maps, etc). It also states how many records were changed through our processing. Additionally, we detail the matches that were made against the databases you chose as part of your processing.

Field Distribution is all about numbers. Here you can review the minutiae of how many fields exist in your records and what percentage of those were changed. This section breaks out Control fields, Descriptive fields, Main and Added entry fields, Subject access fields, and Miscellaneous other fields separately. While the largest within the Summary report, this may not be as useful to review unless you are looking for specific fields to see whether they were updated or not.

Authority Control shows how many fields existed, how many of those were actually searched, how many found a full or partial match, and gives out match-rates as well. This can be a very useful section for determining the expected match-rate for your processing. With samples, this section is also especially useful in understanding what the overall backfile processing match-rate may end up being.

The last two sections, Authority Control Processing and MARC Update Processing, both display information about reports associated with each section. So the first one lists reports (sorted by number) and number of entries associated with each report. These can be useful if you see a report and want to review it as part of your processing.

R02 - Authority Add Report

Authority records which were added either through Notification or Current Cataloging (see Step 6.0 Ongoing Services). This report lists out the entire authority record that was added to your master authority file (which Backstage maintains) and delivered to you. This report may be helpful as a quick cursory glance to check that certain authorities were added as expected. However, since it also lists out the entire authority record, the report can be cumbersome to spend too much time looking over.

We also have a condensed version of this report which lists out only the 1XX field for the newly added authorities we are delivering back to you. Sometimes it does help to see the other information associated with the authority, but if you would like to review a digest of this report instead, just let us know.

R03 - Authority Change Report

Authority records which were changed either through Notification or Current Cataloging (see Step 6, Ongoing Services). Updated fields are highlighted in this side-by-side report.

R04 - Authority Delete Report

Authority records which were deleted either through Notification or Current Cataloging (see Step 6, Ongoing Services). Updated fields are highlighted in this side-by-side report. Note: the old LCCN is moved to $z in the replacement records.

R06 - Partially Matched Headings

Fields in this report contain a primary heading which matched an established heading in an authority record, plus additional subfields that were not present in the related authority record. For example, the heading Washington Press Association—By-laws contains a primary heading which matched an LC name authority record, plus a free-floating subdivision which was not present in an authority record for this body.

Most partially matched headings are valid, but for which an authority record has not been created. Some headings, however, will contain one or more subdivisions which are not valid, not authorized for use in that heading, incorrectly spelled, etc.

R07 - Unmatched Primary Headings

Fields in this report include a primary heading which did not match an established heading or cross reference in any authority record. The primary heading in a field includes different subfields depending on the heading type. For example, the primary heading in a Personal Name (X00) heading includes the $a plus any $b, $c, $q or $d present.

The majority of non-65X headings in this report will normally be headings which are valid, but have not yet been established, i.e., an authority record has not yet been added to the national authority file for that heading. Some of the headings, however, will be incorrect forms of established headings that could not be corrected during authority cleanup process.

R09 - Possible Invalid Tags

This report shows authority controlled fields which matched an authority record with a different tag. For example, if a Topical Subject (X50) heading matched a Uniform Title (X30) authority record, the bibliographic heading would be included in this report.

Headings are only included in this report when the tag was not changed due to restrictions within the MARS 2.0 software (e.g., never change an X30 tag to an X50 tag unless based on an authority record cross reference).

Many of the headings in this report will be correct and no action is necessary. For example, the heading Arizona might be both a valid Geographic Name (X51) and a Uniform Title (X30) heading.

R10 - Heading Matches Multiple Authority Records

Headings in this report matched the established (1XX or 4XX) heading in more than one authority record. Headings are included if either the full heading or just the primary heading matched multiple authority records. Other changes to the heading, not based on the authority matching process, can be made, such as an incorrectly spelled subdivision being flipped to the correct form.

Partially matched headings are included only if the full heading did not match any heading in the authority file, but a portion of the heading (one of the higher levels) matched the established heading in more than one authority record. The multiple authority records that matched are not delivered to the customer if the heading appears in this report.

R11 - Heading Usage Not Authorized

Headings in this report matched a heading in the authority file, but the usage codes in the authority record indicate that the heading is not appropriate for the use to which it has been applied in the bibliographic record. An example would be when the authority record indicates that the heading is appropriate for use as a main or added entry, but the heading has been used as a series added entry.

Many of the headings in this report will either need to be changed to a different form, or have their tag changed.

R13 - Suspicious Filing Indicators

The headings in this report meet either of the following conditions:

• Indicator does not represent the length of the initial word
• Indicator may or may not be a leading article based on initial word

 
 740 15 $a The cat in the hat.
 740  1 $a De juramenti promissourii.
 740 12 $a De obligatione conscientiae praetectiones decem.
 

The initial word in these headings was retained in the field. As the filing indicator affects retrieval in many ILS, you may wish to examine these headings to determine correction in the record is required on your ILS.

Note: MARS 2.0 tests the value of the filing indicator based on the presence of the initial word in a list of initial articles for each language. The language code in the 008 field (bytes 35-37) is used to determine the language of the record.

R14 - Possible Leading Articles

The headings in this report contain an initial word that may or may not be a leading article. For example, although an initial word A is normally a leading article in English language word titles, it is not an article in the title A is for apple. The initial word in these headings was retained in the field unchanged.

Because the filing indicator affects retrieval in many automated systems, you may wish to examine these headings to determine if the filing indicator is correct or if it needs to be corrected in the bibliographic record on your local system.

R17 - Split Headings, Left Unchanged

The headings in this report matched See From xrefs (4XX) in multiple authority records. You may wish to review these potential split headings to determine which heading(s) is most appropriate for the bibliographic record, and make the appropriate changes in your local system.

R25 - Unrecognized $z Subfields

The headings in this report contain one or more geographic subdivisions that were not present in the list of established place names used by MARS 2.0. A heading containing two unrecognized $z will appear twice in this report.

If a heading does not contain any bolded text, the unrecognized geographic subdivision was corrected during later phases of MARS 2.0 processing.

Note: Any $z that is unrecognized will be included in this report, even if it contains a subdivision that is obviouisly not a place name.

R31 - Split Headings

This report includes all authority controlled headings which were split during MARS 2.0 Authority Control processing. Headings can split into multiple headings based on a one-to-many change in a primary heading or a one-to-many change in an individual subfield.

Examples include the change from Nurses and nursing to the headings Nurses and Nursing, and the change from –Dictionaries and encyclopedias to the subdivisions –Dictionaries and –Encyclopedias.

In most cases, retaining all replacement headings will assist users in locating relevant resources. In some cases, however, one or more of the replacement headings is not appropriate for the work represented. In these cases, the library may wish to remove those replacement headings which are less relevant for the work represented.

R32 - Tags Flipped

This report includes all authority controlled headings in which the tag was changed during MARS 2.0 Authority Control processing.

MARS 2.0 Optional Bib Reports List

MARS 2.0 Optional bib reports are listed here. All reports listed in this section are Optional Reports.

R05 - Matched headings

Every heading that was matched during MARS 2.0 Authority Control is included within this report.

R08 - Generic names

Fields in this report contain a primary name heading which is considered generic (i.e., names without qualifiers such as a date or fuller form of the name). Choosing to flip on generic name headings will give you a larger match rate, but it can cause false matches. MARS 2.0 allows for the flip of all name authority headings including the generic heading if there is a match to a See xref (400) in the authority.

R15 - Article appears to be only data in field

Fields are included in this report when the entire heading consists of a leading article. For example, if an entire heading consists of the word The, this report would need to be reviewed and make any necessary changes in the bibliographic record on your local system.

R16 - Series leading pronoun present without main entry

This report contains Series Traced Note (4XX) fields which contain a pronoun that takes the place of the 1XX main entry text (e.g., His Dialogues). To update this obsolete cataloging practice, MARS 2.0 normally replaces the initial pronoun with the heading in the 1XX main entry field. In these bibliographic records, however, there was no 1XX main entry available. Thus, the pronoun has been retained in the generated 8XX series added entry field. In each of these bibliographic records, you need to correct the 8XX series added entry field and add a 1XX main entry field (if appropriate).

R18 - Associated linked field in $6 not found

The linked field represented in the Linkage subfield $6 in the headings was not found in the bibliographic record. The bibliographic record needs to be examined, and the correct data added to the Linkage subfield.

R19 - Invalid $e found in 100/700 - not deleted/changed

Relator Terms $e that contain text which appears on the list (see Step 2.6) to be deleted (e.g., joint author) or corrected (e.g., illus. to ill.) are deleted or fixed. If the Relator Term subfield contains text which does not appear on either list, the heading is included in this report.

R20 - Non-standard or missing source code in 655 $2

Genre Form Headings (655) in this report contain a 2nd indicator 7 yet do not contain the required source of term $2. Headings in this report should be examined to determine if the value in the source of term subfield needs to be added.

R21 - Added juvenile to existing 6xx $v

For libraries that choose this option in Step 3.7, Juvenile will be inserted at the beginning of $v for any former Childrens heading (6xx 2nd indicator of 1) that was matched against LC and had its 2nd indicator changed to 0. As an example, this would result in $v Fiction being changed to $v Juvenile fiction.

R22 - Added $v juvenile literature to 6xx

For libraries that choose this option in Step 3.7, $v Juvenile literature is added at the end of any former Childrens heading (6xx 2nd indicator of 1) that was matched against LC and had its 2nd indicator changed 0. As an example, $a Friendship would change to $a Friendship $v Juvenile literature.

R23 - Free floating subdivision validation

Most partially matched headings are valid, but an authority record has not been created for the entire heading. Free floating subdivisions that are valid, invalid, or unknown are displayed in this report.

R26 - Title found, unable to update

A title of honor (e.g., Sir) was found within the headings in this report, but MARS 2.0 was unable to generate the appropriate $c.

R28 - Updated Headings by 4XX

This report includes authority controlled headings which were updated during the Backstage Authority Control processing, that were matched against a 4XX heading. Changes in this report are only headings that were changed during the matching process and thus does not include fields not under authority control (e.g., 0XX, 245, 3XX, 5XX, 9XX). Also not included in this report are headings that contain only a minor heading change such as a change in form (punctuation, spacing, capitalization) or a subfield code change from $x to $v.

R29 - Updated Headings by 1XX

This report includes authority controlled headings which were updated during the Backstage Authority Control processing, that were matched against a 1XX heading. Changes in this report are only headings that were changed during the matching process and thus does not include fields not under authority control (e.g., 0XX, 245, 3XX, 5XX, 9XX). Also not included in this report are headings that contain only a minor heading change such as a change in form (punctuation, spacing, capitalization) or a subfield code change from $x to $v.

R30 - Updated headings

This report includes all authority controlled headings which were updated during MARS 2.0 Authority Control processing. Headings not included in this report include those fields not under authority control such as those with tags 0XX, 245, 3XX, 5XX, 9XX. Also not included in this report are headings that contain only a minor heading change such as a change in form (punctuation, spacing, capitalization) or a subfield code change from $x to $v. See R35 - Minor Heading Changes for updated headings that contained only a minor heading change.

R33 - Subdivisions flipped

This report includes authority controlled headings in which MARS 2.0 changed an out-dated or incorrect subdivision to the correct form. This report does not include headings in which the only updates were made based on a match to a cross reference in an authority record.

R35 - Minor heading changes

This report includes all authority controlled headings which contained only minor heading changes such as a change in form (punctuation, spacing, capitalization) or a subfield code change from $x to $v. See R30 - Updated Headings for headings that were changed in more signficant ways.

R36 - Leading article deleted

A leading (initial) article was found in $a or $t of the headings in this report. MARS 2.0 deleted the leading article, converted the resulting first character of the subfield to uppercase (if appropriate) and set the filing indicator to 0 (if appropriate).

R37 - Filing indicator changed

The filing indicator in the headings in this report was corrected based on the correct value as shown in the LC authority files and/or MARC 21 Format for Bibliographic Data (Initial Articles and Indicators table—see Step 2.7).

Note: When MARC21 was issued in 1999 the method of counting nonfiling characters was clarified. That clarification resulted in a change in practice that the Library of Congress implemented on February 20, 2003 (http://www.loc.gov/catadir/cpso/nonfil.pdf).

MARS 2.0 sets filing indicators based on this LC clarification.

R38 - Changed 0 and L to 0 and 1 in dates

An uppercase O was changed to a number 0 or a lowercase L was changed to a number 1 in the date $d for personal names.

R39 - Subfield code changed from $x to $v

Headings in this report include a subdivision in which a topical $x subdivision was recoded as a form $v subdivision.

R40 - Bowker TOC enrichment

Table of Contents Enrichment statistics are provided in this report. Also includes side-by-side comparisons of original vs matched records.

R41 - Fields changed in manual review

Headings in this report represent changes that were made during the Manual Review process (see separate Manual Review Guide).

R42 - Invalid subfields

Each field in this report contained an invalid subfield within the bibliographic record based on current standard cataloging practices.

R50 - Invalid data format in standard identifier fields

The format of the data in an 010, 020, or 022 field is invalid and could not be corrected through automated processing. A common cause is presence of too many characters. The subfield code has been changed to $z (invalid) and the data has been retained and unchanged.

R51 - Unrecognized GMDs

MARS 2.0 examines GMDs in the first $h (Medium) in each 245 Title Statement. This report shows the 245 $h terms which were not found in the GMD list you selected (either AACR2 terms only, or the expanded set of commonly used GMDs). These GMDs may either be invalid or incorrectly spelled GMDs, or they may be non-standard GMDs used within your local catalog (see Step 2.9).

Note: If headings in this report contain GMDs which you treat as authorized in your catalog, you can provide a list of those GMDs to the MARS 2.0 staff. These GMDs will then be treated as authorized for your library and will not appear in future Unrecognized GMD reports.

R54 - Field too long to validate

MARS 2.0 does not process fields that exceeded 1000 characters in length. These fields are retained without modification in the bibliographic record. Formatted Contents Note (505) fields are excluded from this report. These long fields sometimes are an indication of a damaged bibliographic record in which multiple fields are being merged into a single field.

R58 - XRef match

Headings that found matches against an authority record's 4XX See tracings are listed in this report.

R60 - Obsolete tags flipped

The tags are corrected based on MARS 2.0 bibliographic cleanup (see Step 2) converts obsolete fields to the current equivalent. This report does not include fields in which the tag was corrected during MARS 2.0 authority control processing.

R61 - Obsolete subfield codes deleted

Obsolete subfield codes in each of the headings below are corrected during MARS 2.0 bibliographic cleanup (see Step 2) which converts obsolete subfields to the current equivalent. This report does not include subfield codes which were corrected during MARS 2.0 authority control processing.

Note: Subfield code updates are based on the tag of the field. An incorrect tag can, therefore, result in incorrect subfield code updates.

R62 - Obsolete fields removed

The obsolete fields shown in this report are removed from the bibliographic record(s) based on current standard cataloging practices. Descriptions of these obsolete fields can normally be found in the current edition of the MARC 21 Format for Bibliographic Data.

R63 - Obsolete subfields removed

Each field in this report contained an obsolete subfield which was removed from the bibliographic record based on current standard cataloging practices. Descriptions of these obsolete subfields are found in MARC 21 Format for Bibliographic Data.

R64 - Empty field deleted

In each of the records indicated within this report, MARS 2.0 removed a field that contained no information other than delimiters, subfield codes, and spaces.

R65 - Leader fixed field values updated

One or more values in the Leader fields are updated during MARS 2.0 bibliographic cleanup (see Step 2). Leader values are updated only if specified in MARC 21 Format for Bibliographic Data or if requested by the library.

R67 - New 007 field added

In each of the records listed in this report, MARS 2.0 added an 007 field containing the field data shown.

R68 - 008 fixed field values updated

During MARS 2.0 bibliographic cleanup (see Step 2), obsolete values in 008 fixed fields are updated to the correct value as specificed in MARC 21 Format for Bibliographic Data or as requested by the library.

Note: Some of the fixed field updates may result in blank data preceding non-blank data in the accompanying matter fixed field (008 bytes 23-27) in visual material format bibliographic records. This process shifts non-blank characters to the left in the accompanying matter fixed field element.

R69 - Data moved to new field

This report includes fields in which a standard ID number was moved to a new field due to a change in MARC standards. Examples of fields affected include 020 fields (with multiple $a), the obsolete 260 $d (moved to an 028 field) and the obsolete 262 field.

R70 - LCCN format corrected

In the LCCN 010 fields shown in this report, the format of the Library of Congress Control Number in the $a was incorrect and was changed to the correct format.

Note: If no change is apparent in this report, the change made was in the number of final blank spaces in the LCCN (blank spaces are not represented in this report format).

R71 - ISBN format corrected

In the ISBN 020 fields shown in this report, the format of the ISBN was changed to the correct format. The report includes ISBN 020 fields which contained an obsolete $b. This data was moved to the end of the $a, as recommended by the Library of Congress. If there was no $a into which to move the data, the $b code was changed to $c, as recommended by the Library of Congress.

R72 - ISSN format corrected

In the ISSN 022 fields shown in this report, the format of the ISSN was changed to the correct format.

R73 - GMD changed

The GMD or punctuation in the 245 $h was modified during GMD Standardization processing (see Step 2.8).

R74 - GMD added

The GMD in each heading in this report was added during MARS 2.0 bibliographic cleanup (see Step 2). None of the fields in this report contained a 245 $h prior to bibliographic cleanup.

R75 - GMD brackets added

Brackets were added to the GMD in the 245h $h in each of the headings in this report (see Step 2.8).

R76 - GMD moved to different location in heading

The 245 $h GMD was moved to a different location within the field in accordance with placement rules in MARC 21 Format for Bibliographic Data.

R77 - Added required $b to field 017

The Copyright Number 017 fields in this report did not contain $b, which is now a required subfield per MARC 21 Format for Bibliographic Data. MARS 2.0 added $b and default data to field 017, as recommended by the Library of Congress.

R78 - Added required $b to field 032

The Copyright Number 032 fields in this report did not contain $b, which is now a required subfield per MARC 21 Format for Bibliographic Data. MARS 2.0 added $b and default data to field 032, as recommended by the Library of Congress. Default data is defined as the name or abbreviation of the agency assigning the number: http://www.loc.gov/marc/bibliographic/bd032.html.

R80 - Number of indicators corrected

The variable fields (010-999 tag) listed in this report did not contain two indicators. MARS 2.0 added one or two blank indicators, or removed extra indicators, as appropriate so the field meets the MARC 21 Format for Bibliographic Data requirements.

R81 - Undefined indicators changed to blank

The variable fields (010-999 tag) listed in this report contained a non-blank value in an indicator position that is undefined in MARC 21 Format for Bibliographic Data requirements. Since a blank space is the only allowed value in an undefined indicator position, these nonstandard values were changed to blank spaces.

R82 - Type of name entry element indicator changed

The Type of Name Entry Element Indicator in the headings in this report was corrected based on the correct value as shown in the LC authority files and/or MARC 21 Format for Bibliographic Data.

R83 - Thesaurus indicator changed

The Thesaurus Indicator (6XX 2nd indicator, or source indicator) in the headings in this report was corrected based on MARS 2.0 authority control matching.

R84 - Misc indicators changed

The indicators in the headings in this report were corrected based on MARC 21 Format for Bibliographic Data. This report does not include changes to standard authority control-related indicators such as filing, thesaurus, or name type indicators.

R85 - Conference subfields rearranged in aacr2 order

The order of the subfields in the conference name headings in this report were changed from pre-AACR2 to AACR2 subdivision order.

R86 - Linked field in $6 changed heading

The fields in this report include all tags that are linked to ($6 880) vernacular tags. The linked fields listed within this report represent only changed Romanized linked fields. Their corresponding ($6 880) vernacular tags have not been changed.

R87 - Music uniform title $t match

The fields in this report include all changed 240, 600-611 and 700-711 tags with a $t that have a c, d, i or j in the Leader byte 06 field. This report shows changes made in Uniform Title authority headings for sound recordings or scores.

Note: Title portions of 1XX tags are split off into their own 240 fields. The MARS 2.0 authority control process temporarily builds a 1XX Name/240 Title heading. When the two are put together to form a compound heading (MARS 2.0 authority control does in matching). The $a from the 240 becomes a $t in temporary headings to be used for matching. Once a match is found MARS 2.0 authority control splits the new Name/Title heading back to its original state as separate 1XX and 240 tags.. The $t is converted back to a 240 $a. The 240 changes will also be included in this report.

R88 - Invalid $6 link format

Headings where the $6 link format does not match acceptable ranges are listed in this report.

links

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