MAKE FRIENDS WITH MARC!

General Cataloger’s MeetingOctober 18, 2006

Presented by the Technical Services Committee

On your MARC!On your MARC!

Understanding MARC Tags

Presenter: Jimi HuttenhowerBethel Park Public Library

What is a MARC record?

A MARC record is a MAchine-Readable Cataloging Record.

What is a machine-readable cataloging record?

“Machine-readable" means that one particular type of machine, a computer, can read and interpret the data in the cataloging record.

On your MARC!On your MARC!

On your MARC!On your MARC!What is a field?

Each bibliographic record is divided logically into fields. There is a field for the author, a field for title information, and so on. These fields are subdivided into one or more "subfields." As previously noted, the textual names of the fields are too lengthy to be reproduced within each MARC record. Instead they are represented by 3-digit tags. (Though online catalogs may display the names of the fields, the names are supplied by the system software, not by the MARC record.)

What is a tag?

Each field is associated with a 3-digit number called a "tag." A tag identifies the field -- the kind of data -- that follows. Even though a printout or screen display may show the tag immediately followed by indicators (making it appear to be a 4- or 5-digit number), the tag is always the first 3 digits.

On your MARC!On your MARC!

On your MARC!On your MARC!

What is an indicator?

Two character positions follow each tag (with the exception of Fields 001 through 009). One or both of these character positions may be used for indicators. In some fields, only the first or second position is used; in some fields, both are used; and in some fields, like the 020 and 300 fields, neither is used. When an indicator position is not used, that indicator is referred to as "undefined" and the position is left blank.

Most commonly used tags

010 tag marks the Library of Congress Control Number (LCCN)

020 tag020 tag marks the marks the International Standard International Standard

Book NumberBook Number (ISBN) (ISBN)

100 tag100 tag marks a marks a personal name main personal name main entryentry (author) (author)

245 tag245 tag marks the marks the title informationtitle information (which (which includes the title, other title information, includes the title, other title information, and the statement of responsibility) and the statement of responsibility)

250 tag marks the edition

260 tag marks the publication information

300 tag marks the physical description (often referred to as the "collation" when describing books)

440, 490 tag marks the series statement

500, 504, 505, 520 tag marks the index, bibliographical information, the contents, the annotation or summary note.

650 tag650 tag marks a marks a subject headingsubject heading

700 tag700 tag marks a marks a personal name added personal name added entryentry (joint author, editor, or illustrator) (joint author, editor, or illustrator)

FIXED FIELDS

008 Represents the fixed fields

a

b

b

1

d

Indexing in MillenniumIndexing in Millennium

Presenters:Presenters: Susan HudakSusan HudakCarnegie Library of PittsburghCarnegie Library of Pittsburgh

Kathy BollingerKathy BollingerCommunity Library of Allegheny ValleyCommunity Library of Allegheny Valley

Indexing in MillenniumIndexing in Millennium

The list of indexes available in The list of indexes available in each Millennium module vary each Millennium module vary depending on the needs of that depending on the needs of that module.module.

We will be reviewing the index We will be reviewing the index

options specific to the Cataloging options specific to the Cataloging module.module.

The list of The list of available indexes available indexes displays on the displays on the drop down menu.drop down menu.

You can choose You can choose an index from an index from the drop down the drop down menu or by menu or by typing the code typing the code that displays that displays next to each next to each index.index.

Title [t] indexTitle [t] index

A title search retrieves:a title (tag 245)

a series title (tags 440, 830)

a uniform title (tags 130, 240)

an alternative title (tag 246)

title added entries (tags 730, 740)

formatted contents notes (tag 505)

Journal Title [s] indexJournal Title [s] index

Author [a] indexAuthor [a] index

An author search retrieves:the main entry (tags 100, 110)an author added entry (tag 700)an author in an author/series statement (tag 800)

A journal title is a serial title. The journal title index only searches serial records that contain a key title field (tag 222).

Keyword [w] indexKeyword [w] index

Subject [d] indexSubject [d] index

A subject search retrieves the first word(s) in any subfield of a subject heading (tag 6XX).

A keyword search retrieves the entered search when the search term is found in the title (tag 245) or any note field (tag 5XX) of the bibliographic record.

ISBN/ISSN [i] IndexISBN/ISSN [i] Index

LCCN [l] indexLCCN [l] index

The LCCN (tag 010) is the Library of Congress Control Number.

There can be multiple ISBNs (tag 020) in a bibliographic record.

The ISSN (tag 022) is found in serial records.

Other No [j] indexOther No [j] indexThis index searches publishers numbers (tag 028) and other standard identifier numbers (024).

Barcode [b] index

bibliographic [.b]bibliographic [.b] item [.i] item [.i] authority [.a]authority [.a]

serial [.c]serial [.c] order [.o]order [.o] patron [.p]patron [.p]

The barcode index retrieves both patron and item barcode numbers.

Record No [.] index

There are six types of Millennium record numbers:

Control No [o] indexControl No [o] index

Govt Doc No [g] indexGovt Doc No [g] index

This index retrieves a Government Document classification number (tag 086).

The Control number search retrieves the OCLC number (tag 001).

DRA DBCN [e] indexDRA DBCN [e] indexThis index searches the Database Control Number from our previous system (tag 935). This number appears in records that migrated from DRA.

CallCall number indexes number indexes

The LC call number field The LC call number field (tag 090)(tag 090) is a is a structured field. structured field.

The Dewey call number index The Dewey call number index (tag 092)(tag 092) is a is a free text field in the item record.free text field in the item record.

Both indexes retrieve searches from call numbers in the item records, not the bib records.

LC Call No [c] indexDewey Call No [h] index

““Ordreqs” to “Catreqs”Ordreqs” to “Catreqs”

Presenters: Nancy HendersonCarnegie Library of

McKeesport

Mary TheobaldRobinson Township Library

What is an “Ordreq”?What is an “Ordreq”?

There needs to be a bibliographic record in the catalog to be able to create an order record.

Acquisitions staff search Millennium to see if there is an existing bib record to attach the order to.

If there is not a record in Millennium, then they search ITSMarc.

If there isn’t a record in ITSMarc, then they make a new record in Millennium.

The new record is called an “Ordreq”The new record is called an “Ordreq”

An ordreq is similar to a catreq except that is doesn’t have as much information.

The information in an ordreq comes from the ordering tool.

An ordreq has:BCode 3 is coded “k ORDER BIB”650 subject line:

“ordreq mm/dd/2006 library 2 digit code”

a title, publisher, and dateperhaps more information if available

Ordreq exampleOrdreq example

Audio ordreq exampleAudio ordreq example

Video ordreq exampleVideo ordreq example

When should I add my item When should I add my item to an ordreq?to an ordreq?

When the ISBN or title, author, edition statement and publisher of the item in your hand matches those in an ordreq, you should add your item to that bib record…

BUT you must also upgrade that ordreq with the information that you now know because you have the item in your hand.

How do I upgrade the record?How do I upgrade the record?

If you know how to do a catreq, you already know how to do this.

Look at the title.Just as with a CIP record, you must check to see if the title changed in any way and add a subtitle if necessary.

Add the publication location if you see it on your item.

Check to see if the publication date is correct.

Add the appropriate information in the 300 description tag or change the AV information as necessary.

Add any other important information:series informationillustrator(s)edition statementnarrator

Add 650 subject line:“catreq mm/dd/2006 library 2 digit code”

Add your initials to the record.

Change the BCode3 from “k ORDER BIB” to “s CATREQ”

Ordreq updated to a catreqOrdreq updated to a catreq

Audio ordreq upgraded to catreqAudio ordreq upgraded to catreq

Video ordreq upgraded to catreqVideo ordreq upgraded to catreq

You may see “k ORDER BIB” You may see “k ORDER BIB” in other bib records as well.in other bib records as well.

If a record you use does not have a 650 “ordreq” line and you did not need to edit the record…

…then do not change the BCode3 to “s catreq” and do not add a 650 catreq line to the record.

The New 13 Digit ISBNThe New 13 Digit ISBN

What is it?What is it?andand

What does it mean for me?What does it mean for me?

Presenters:Presenters: Tracy OrtmanTracy OrtmaneiNetworkeiNetwork

Edith SutterlinEdith SutterlinNorthland Public LibraryNorthland Public Library

What is it?What is it?

The ISBN-13 =the EAN

International Standard Book Number =global product i.d. number

NOT = the UPC

INTERNATIONAL STANDARD BOOK NUMBER AGENCY

What is it?What is it?

ISBN = EAN UPC

Which number is it?Which number is it?

ISBN 13 = EANstarts with a 978 or 979

UPC (only 12)

Why the ISBN-13?Why the ISBN-13?

We are running out of 10 digit ISBN We are running out of 10 digit ISBN numbers as more titles in more numbers as more titles in more formats are published formats are published

The ISBN-13 will increase the pool of The ISBN-13 will increase the pool of available ISBNsavailable ISBNs

Why will the ISBN-13 help?Why will the ISBN-13 help?

This will increase the pool of ISBN numbers

It will provide a uniform number for use throughout the international publishing industry

How will ISBN-13 look?How will ISBN-13 look?

The ISBN will change from 10 digits The ISBN will change from 10 digits to 13 digitsto 13 digits

The prefixes “978” and “979” will be The prefixes “978” and “979” will be used in front of the traditional ISBN used in front of the traditional ISBN formatformat

This will require check digits to This will require check digits to change, no more “X”schange, no more “X”s

Are ISBN-13s in the system now?Are ISBN-13s in the system now?

In October of 2004 Library of Congress started In October of 2004 Library of Congress started using ISBN-13s.using ISBN-13s.

OCLC also began using ISBN-13s, but their system OCLC also began using ISBN-13s, but their system was not yet set up to handle them, so ISBN-13s was not yet set up to handle them, so ISBN-13s are in the (024) instead of the (020).are in the (024) instead of the (020).

Currently, Millennium cannot process the ISBN-13 Currently, Millennium cannot process the ISBN-13 in the 020. That is why you get error messages in the 020. That is why you get error messages when you enter them. This will change with when you enter them. This will change with Millennium’s Release 2006.Millennium’s Release 2006.

ISBN-13’s Current Error MessagesISBN-13’s Current Error MessagesAdding in your ISBN-13’s now to the 02 field.You may safely ignore this “Failed check digit” error

message. Soon to be fixed!

When will the ISBN-10 disappear?When will the ISBN-10 disappear?

Starting with January of 2007 the ISBN-10 will no longer be issued.

After January 1 newly published titles will only have the ISBN-13

How does the ISBN-13 affect me?

Some of the uses Millennium has for the ISBN include:

Searching in the Web OPAC

Searching Millennium

Searching ITSMarc

Duplicate record warnings when keying

Enhanced Content Display in the WebOPAC

Ordering through Acquisitions

ISBN-13 and Release 2006ISBN-13 and Release 2006

When we implement Release 2006 there will be a new When we implement Release 2006 there will be a new Index Rule.Index Rule.

This means when you enter an ISBN search in This means when you enter an ISBN search in Millennium:Millennium:

If record has an ISBN-10, then Millennium will calculate and If record has an ISBN-10, then Millennium will calculate and index the ISBN-13index the ISBN-13

If record has ISBN-13, then Millennium will calculate and index If record has ISBN-13, then Millennium will calculate and index the ISBN-10the ISBN-10

How does the new Index How does the new Index Rule help me?Rule help me?

This means you can enter in either This means you can enter in either the 10 or 13 digit ISBN and the the 10 or 13 digit ISBN and the system will be able to process it for system will be able to process it for searchingsearching

BUT—you will still need to enter the BUT—you will still need to enter the ISBN-13. Millennium will not actually ISBN-13. Millennium will not actually enter the number into the record. enter the number into the record.

ISBN-13 PlanISBN-13 Plan

Currently-Continue to enter the ISBN-Currently-Continue to enter the ISBN-13 into the 020—even though the 13 into the 020—even though the system can’t process itsystem can’t process it

Upgrade to Release 2006 in Q4Upgrade to Release 2006 in Q4

After upgrade to Release 2006 the After upgrade to Release 2006 the eiN will update all OCLC records with eiN will update all OCLC records with the ISBN-13 in 024 to 020the ISBN-13 in 024 to 020

How does the ISBN-13 affect me How does the ISBN-13 affect me today? = Let’s get ready!today? = Let’s get ready!

When searching in the OPAC, you choose SPECIALIZED and then enter the ISBN number.

When it is on the item in hand, please enter the ISBN-13 in a new 020 field every time you make a catreq.

Search in Millennium Circ or Cataloging modules by i for ISBNs in the 020 field.

How does the ISBN-13 affect me?How does the ISBN-13 affect me?

When searching in the Web OPAC or Searching Millennium by ISBN – we will be able to SCAN in the book’s printed barcode.

Misc. Notes on ISBN-13/EANMisc. Notes on ISBN-13/EANThe EAN started out as a “European article number” and became International– with a Bookland ISBN-13 used for books (and sometimes other publisher-distributed items)

It is a product identification standard identifying goods and services in global trade.

For the past 20 years, the book industry has used the EAN standards to encode book identifiers in bar codes for scanning. This bar code identifier has usually begun with the EAN prefix '978', one of two prefixes EAN International has established solely for book identification.

The EAN-13 usually appears on a book's outside back cover of most hardbacks and on the inside front cover of most mass market paperbacks After January 1, 2007, the ISBN-13 is required to appear, in its hyphenated form, above the bar code, preceded by the abbreviation "ISBN" or "ISBN-13". Users will be able to refer to either this number or the numerically equivalent EAN-13 below the bar code.

The ISBN number consists of: Group identifierPublisher identifierTitle identifierFinal Check digit

ISBN-13 Online ConverterISBN-13 Online ConverterWhat if I want to re-order an older item and can’t find an ISBN-13? You can What if I want to re-order an older item and can’t find an ISBN-13? You can

convert the ISBN-10. Add a 978 before the old ISBN’s first 9 digits, then convert the ISBN-10. Add a 978 before the old ISBN’s first 9 digits, then calculate a new check digit. Here’s an easy way to invoke the formula:calculate a new check digit. Here’s an easy way to invoke the formula:

An ONLINE CONVERTER is available to help match ISBN-10’s and 13’s for An ONLINE CONVERTER is available to help match ISBN-10’s and 13’s for identifying dups and merging items.identifying dups and merging items.

http://www.isbn.org/converterpub.asphttp://www.isbn.org/converterpub.asp

Simply type or scan in EITHER the ISBN-10 or the ISBN-13, with or without Simply type or scan in EITHER the ISBN-10 or the ISBN-13, with or without the dashes and it computes the match.the dashes and it computes the match.

Convert your ISBN:Convert your ISBN:Complete 10 digit ISBNComplete 10 digit ISBN

I entered 0-440-84396-0I entered 0-440-84396-0Complete 13 digit ISBNComplete 13 digit ISBN

It computed: 978-0-440-84962It computed: 978-0-440-84962

There’s also a formula, available in There’s also a formula, available in ISBN-13 for DummiesISBN-13 for Dummies (free online) and (free online) and other places, but it is a lot easier to enter the number you have and let the other places, but it is a lot easier to enter the number you have and let the experts convert it.experts convert it.

Foreign Language MaterialsForeign Language Materials

Presenters:Presenters: Lesle DunnLesle DunnShaler North Hills LibraryShaler North Hills Library

Mary McDonoughMary McDonoughCarnegie Library of PittsburghCarnegie Library of Pittsburgh

Foreign language materials come in all formats. The ones we will deal with in this presentation are:

DVDs/VideosBooks

In this presentation, we will give you some tips for getting language information into your catreq, and then demonstrate how it might look in the completed record.

BooksBooksWhen creating a catreq for a book, give as much information as possible about the language. What goes into the 245 (title) field should be exactly what is on the title page. Any other helpful information, such as whether or not it is a translation, should be put into a 500 (notes) field.

For example, here is how a catreq might look for this particular juvenile title. Notice that information has been added to the catreq to indicate the language and also what the original title is.

Information about the language and translation have been added in 500 notes. Notice too that the language in the Millennium fixed field has been changed from eng to spa.

Here is the upgraded catreq as it might appear in Milcat. The 500 notes have become part of the 240 (uniform title) field.

In general, it is not necessary to make additional notes for language instructional materials or for language dictionaries.

The fact they are language materials will probably be evident by the title; i.e.., Beginning Spanish; Italian for travelers; Harrap’s English-French, French-English dictionary.

DVDs/VideosForeign language video recordings present more challenges. Not only are you dealing with the language of the item, you must also deal with any subtitles or captioning that come with it.

In general, unless you are actually viewing the video recording itself, the title and other information will be taken from the container. This fact should also be noted in the catreq.

Here is an example of a catreq for this particular Hebrew title.

Information about the original language and subtitles have been placed in the 500 field. The language code in the Millennium fixed field has been changed from eng to heb. The fact that the information has been taken from the container is also noted.

In the previous slide, the 500 notes for language are contained in the 546 (language) field. This field in the bibliographic record takes care of all language variations, including original title, subtitles, and captioning.

Corresponding to the 546 field is the 041 (language code) field. This states in code form the languages given in the 546. In this example, the language of the DVD is in the a subfield (heb). The languages of the subtitles are in separate b subfields (eng, fre). If this had been a translation, the original language would have been coded in an h subfield.

Captioning for the hearing impaired is also part of the 546 if it is present. Here are a couple of ways captioning for the hearing impaired is indicated on the container:

Closed-captioned (usually the letters CC within a little box)

SDH-a new designation only found on DVDs. This indicates that the DVD is subtitled for the deaf and hearing impaired.

These subtitles differ from other language subtitles in that conventions found in closed-captioning are also used here (i.e.., music notes to indicate music playing, etc.). Unlike closed-captioning, a special decoding device is not needed to view these. (see example in handouts)

We have provided a ‘cheat sheet’ at the end of our examples as a quick reference to help you with your foreign language catreqs.

Any questions?

Questions?Questions?Contact any of the mentors:

Lesle Dunn Nancy Henderson dunnl@eiNetwork.net hendersonn@eiNetwork.net412 486-0211 412 678-7076

Susan Hudak Jimi Huttenhower hudaks@carnegielibrary.org huttenhowerj@eiNetwork.net412 920-4529 412 531-1913

Mary McDonoughmcdonoughm@carnegielibrary.org412 920-4528

Also available from 10am to noon through the eiNetwork Help Desk:Call the Cataloger

412 622-3146