fixed fields information session 29 february 2012 andrew gloe map acquisitions & cataloguing...

Fixed Fields Information Session

29 February 2012

Andrew GloeMap Acquisitions & Cataloguing TeamAustralian Collections Management

& Preservation Branch

Julie WatsonPurchased Monographs Unit

Overseas Collections Management Branch

Originally researched & presented in 2010 by:

tToday ‘s Presenter: Fran D’Castro, Standards & Training , NLA

Today’s session

• Overview of the Fixed Fields in MARC bibliographic records– What are they?– What do they do?– Why are they important?

• Fixed Fields cataloguing tips• Questions

Out of scope

• Specific Fixed Field information for special material formats– MARC21 format for bibliographic data

website: http://www.loc.gov/marc/bibliographic/

– Refer to your local & LA manuals– Ask your supervisor if unsure

What are the Fixed Fields?

• Leader – 000 field (mandatory)

• Variable control fields – 001, 003, 005 fields (system generated)– 006, 007 fields (optional)– 008 field (mandatory)

Why called Fixed Fields?

• Coded data in fixed character positions

• All data elements have a specific character position

System generated Fixed Fields

• 001 Local System Number

• 003 Control Number Identifier

• 005 Date & Time of Last Transaction

001 in Libraries Australia

001 fields from External databases

003 Control Number Identifier

• Identifies the origins of a record– MARC Code List for Organisations:

http://www.loc.gov/marc/organizations/org-search.php

• 003 & 001 transfer to the 035 System Control Number field in Voyager eg:History workshop journal [electronic resource] – 035 $a (WaSeSS)ssj0003649– 003 = Serials Solutions, 001 = ssj0003649

005 Date & Time of Latest Transaction

• Representation of Dates & Times standard (ISO 8601) , 16 characters – Date format: yyyymmdd Time format: hhmmss.f

• This LA record last saved: – 20080904 093812 .0– yyyymmdd hhmmss .f– 4 September 2008 at 9:38am & 12 secs

Fixed Fields for Cataloguing

• 000 Leader

• 008 Fixed-Length Data Elements

• 006 Fixed-Length Data Elements Additional Material Characteristics

• 007 Physical Description Fixed Field

000 Leader

Leader/05 – Record Status

Leader/06 – Type of Record

Leader/07 – Bibliographic Level

Leader/08 – Type of Control

Leader/17 – Encoding Level

Leader/18 – Cataloguing Form

Leader/19Linked Record Requirement

000 Leader Summary

Leader Cataloguing Tips #1

• Always check the Leader!• Upgrading a less than full level record to full

level – Record status: ‘a’ (Increase in encoding level) or ‘p’

(Increase in encoding from pre-publication)– Encoding level: ‘_’ (Full level)– Cataloguing form: ‘a’ (AACR2)

Leader Cataloguing Tips #2

• Check ‘Type of record’ especially when editing older catalogue records– Electronic resources ‘a’ (Language material) not

‘m’ for (Computer file)– ‘m’ for computer software programs– Sound recordings: ’i’ (Non-musical), ‘j’ (Musical)– Pictorial formats: ‘k’ for pictures not ‘g’ for films

• Match 245 $h [gmd] with ‘Type of Record’

008 & 000 Leader

008 Fixed-Length Data Elements

• Coded information about bibliographic aspects of a resource

• Mandatory, non repeatable field• Leader determines 008 format specific

elements• 40 character positions (00-39)

– 00-17 and 35-39 defined the same for all formats

008 Common Data ElementsPositions 00-17 & 35-39

008 character position

Data element

00-05 Data entered on file

06 Type of date/Publication status

07-10 Date 1

11-14 Date 2

15-17 Place of publication, production, or execution

18-34 [Various data elements across formats]

35-37 Language

38 Modified record

39 Cataloguing source

008 Cataloguing Tips – Book example008 Fixed Field Data Element Variable Data Field

008/ 07-14 Date of publication 260 $c

008/15-17 Place of publication 260 $a

008/18-21 Illustrations 300 $a plates $b ill, facsims., maps, music, ports., etc.

008/24-27 Nature of contents Bibliographies

500 $a Includes bibliographical references and index.500 $a Includes bibliographical references (p. 264).

008/28 Government Publication- Specify type eg national, state, local008/29 Conference publication 650 $v

008/ 30 Festschrift 650 $a

008 /31 Index 500 $a Includes index.500 $a Includes bibliographical references and index.

008 /33 Literary Form 650 $v

008/34 Biography 650 $v

008 /35-37 Language 041

008/39 Cataloguing source 040 $a

006 Fixed-Length Data Elements - Additional Material Characteristics• Coded information about the resource that

cannot be coded in the 008 Fixed-Length Data Elements field eg: – a DVD or CD accompanying a monograph– an electronic (online) serial

• Optional and repeatable field• 18 character positions (00-17). 01-17 relate to

positions 18-34 from the 008 configurations

006 – CD-ROM example

007 Physical Description Fixed Field

• Coded information about the physical characteristics of a resource eg:– map, computer file, microform, kit, sound

recording or text• May represent the whole resource or parts

such as accompanying material• Optional and repeatable field • Number of character positions depends on the

code contained in 007/00 category of material

007 – Microform example #1

007 – Microform example #2

006 & 007 – Website example

Fixed Fields evolution

• In 2010, additional codings added to 008, improving description of electronic resources

• For more details see the MARC website: http://www.loc.gov/marc/up10_11bibliographic/bdapndxg.html

Why Fixed Fields are important

• Provide search limit options & facet searching

• Internal collection management and reporting

• Match/merge processes in systems eg Libraries Australia

Fixed Field Search Limit Options

Questions?

Useful ResourcesUnderstanding MARC http://www.loc.gov/marc/umb/

MARC 21 format for bibliographic data

http://www.loc.gov/marc/bibliographic/

Fixed fields elements http://www.oclc.org/bibformats/en/pdf/ffe.pdf

Relationship of fields 006, 007, and 008

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

When to add 006 & 007 fields http://ccslib.org/Catalogers/index.php?title= When_to_add_006_and_007_fields

Guidelines for coding electronic resources in leader/06

http://www.loc.gov/marc/ldr06guide.html