Attach_8_-_NETC_Library_PWS_Appendix_E_-_NETC_Library_Cataloging_SOP.pdf

RFQ# 70FA2019Q00000005

Attachment 8

Library Services

Guide to MARC 21 cataloging in

Koha ILS

Version: 10/13/14

Table of Contents

Article Indexing

Bib record o Main access points (author, title, subject) o Fixed Fields

Leader encoding

008 field encoding o Other routine field entries

024 | 099 | 260 | 300 | 490 | 500 | 505 | 520 |580 |

590 | 730 | 773 | 856

Item record

Video Journal Article indexing

Notes on EFO Paper cataloging

Article indexing For print and electronic journal article indexing we’ll follow the OCLC/MARC 21 In-

Analytics guidelines. That’s explained here online and there will be templates available in Koha for you to use as a starting point for new records. We’ll also follow the OCLC/Marc 21 convention for the cataloging of Offprints, i.e. those articles that we acquire individually rather than as part of a regular subscription.

See the offprint link and the offprint Koha template for further background and examples. (Video journal indexing differs slightly and is treated below in a separate section).

Bibliographic records

Main access points

Author (looked up in Authority file)

For articles most likely will be a personal name as the main entry, 100 field; (other common author fields are corporate name, 110 field ; and meeting name, 111 field). Enter at least one person as the main author.

Use the 700 field for up to 4 additional authors . Typically 700 1/$aSurname, First, MI.

You can then use the 790 field for any further authors as this is an uncontrolled local personal name field. It does not require the creation of an authority field to link to. Simply enter the author name as you would in a 700 field. I would prefer the use of this field over that of a 500 field as described below. But we can see how it goes before finalizing our procedure for this.

https://oclc.org/bibformats/en/specialcataloging.html#CHDBIIAF https://oclc.org/bibformats/en/specialcataloging.html#CHDBIIAF https://oclc.org/bibformats/en/1xx/100.html https://oclc.org/bibformats/en/1xx/110.html https://oclc.org/bibformats/en/1xx/111.html http://www.oclc.org/bibformats/en/7xx/700.html

(Alternative – place other author names (separated by semi colons) in a single 500 field where they will at least be searchable).

Note also that there are templates in Koha cataloging for personal, and corporate authority names. To create an authority record for a new author simply make an entry in the templates 100 field and add notes to a 666 field.

Title fields 245 and 246 (varying form of title). Three parts to the title statement but our local practice will be to use only :

subfield a (title proper) and subfield b (the remainder of title which appears after a colon - the subtitle).

We won’t use subfield c (statement of responsibility).

Note on punctuation – there can be only one colon entered into the 245 field and that is the delimiter between the title proper and the subtitle. The 245 field always ends with a period.

When indexing articles you’ll likely only be in need of the 246 field for entering varying forms of the title. See the link to the 246 field for titles but by default our local procedure will be to enter a “3” in the first field indicator and leave the second indicator blank. E.g. :

246 30$aTwo ways to go.

The 245 field first indicator is going to be “1” unless there is no main (i.e. author) entry made.

(Only if there is no 1xx field will the first indicator of the 245 field is )0.

The 245 field second indicator is used to tell the ILS the number of nonfiling characters.

Nonfiling characters include spaces. Examples are “The ”, “A ”, “An “

245 12 $aA report to the legislature for the year.

245 13 $aAn A--Z of employment law.

245 04 $aThe one minute manager.

245 10 $aWar of the worlds.

Subjects (looked up in Authority file)

The entry of subject terms into our citations should parallel closely the same process we had in Star. We will use exclusively our own authorized subject terms. These will all be entered in the 650 field as below.

All geographical terms will be entered in the 691 field, our local geographic name added entry field. The

691 field is not a controlled field so indexers and catalogers can make entries directly into that field without having to make an authority record.

http://www.oclc.org/bibformats/en/2xx/245.html http://www.oclc.org/bibformats/en/2xx/246.html

650 \7$aOur subject terms.$2netc

691 \\$aGeographical terms not in our thesaurus (Use the template for authority topics to create new geo locations) https://oclc.org/bibformats/en/6xx/691.html

Fixed fields

For the purposes of indexing print or electronic journal articles the fixed fields you will be concerned with are the MARC Leader and the 008 fields.

Note: there are 24 bytes in the Leader field but the first one is designated 0. So the designations for each byte go from 0-23.

By the same token there are 40 bytes in the 008 field but again you start the count at the first byte at 0. So the designations for each byte run from 0-39. That can be confusing at first.

Here’s an example : 008/06 is shorthand for the 7th byte in the 008 field. That is by count the 7th character position from the left because you start counting bytes from the left at 0.

Leader encoding

The Leader byte encoding is mostly system supplied. Those bytes that are not will always be the same as per the below descriptions and the templates in Koha. http://bit.ly/1oXHmmO

Journal Article encoding of the MARC Leader:

Bytes 05/06/07 will always be encoded as naa. Signifies: new record /language material

/monographic component part/

Byte 17 – will always be encoded as “l”. Signifies : A record that conforms to OCLC's level I input standard.

Byte 18 – will always be encoded as “i”. Signifies : isbd punctuation is used.

Offprint article encoding of the MARC Leader:

Bytes 05/06/07 will always be encoded as cam. Signifies: revised (since it is an offprint it is considered a revision to the “parent” serial record) /language material /monographic item/

Byte 17 – will always be encoded as “l”. Signifies : A record that conforms to OCLC's level I input standard.

Byte 18 – will always be encoded as “i”. Signifies : isbd punctuation is used.

Byte 24 – will always be encoded as a “2”. Signifies it is an offprint from a serial.

http://bit.ly/1oXHmmO

008 field encoding

The first six bytes representing bytes 00/05 should be system supplied. (Signifies date record and would be entered as YYMMDD)

DtSt 008/06 – will always be encoded a “s” for journal articles . Signifies single date.

Date = MARC21 field 008/7-10 (and 260$c ). Unlike our past practice you only enter the year here in the form of YYYY. No month or day. (Month and day appears elsewhere in the journal article and offprint bib records. See our templates - 580, 773 and 500, 730 fields)

CTRY - 008/15-17 – For publications from the United States positions 15-16 indicate the state and position 17 is always encoded as u. If it is clear from the 260 field where the journal is published then enter the code. Otherwise leave blank. I’ll leave it to your discretion whether to enter data for the journals we get from Australia, Canada and elsewhere. Not terribly vital for our local use to have that information entered.

Note that in records for serial items, Ctry reflects the place of publication of the latest issue, iteration, or part. So for offprints the encoding for 008/15-17 will always be “mdu”

Language = 008/35-37 Most of the time of course this will be “eng”

(Gpub – 008/28 Our local practice will be to encode any U.S. federal documents or reports with the value “f” in the 008/28 position. However you won’t see this among the articles you index. )

Conf– 008/29 normally encoded as “0”. Encoded as a “1” if the item in question represents at least 2 or more papers. A single conference paper would not be encoded as “1” here but simply as an individual journal article with a reference made to the proceeding in a 500 note.

Fest – 008/30 always encoded as “0”. Signifies that it is not a festschrift.

Indx – 008/31 always encoded as “0”. Signifies absence of an index which of course you won’t find in an article.

LitF – 008/33 always encoded as “0”. Signifies “nonfiction” http://www.oclc.org/bibformats/en/fixedfield/ctry.html http://www.oclc.org/bibformats/en/fixedfield/gpub.html

Other routine entries for journal articles and offprints

024 field “other standard identifier”.

You’ll only use this field when an article has a DOI. Enter as in this example: 024

7\$a10.1111/j.1541-0072.2000.tb02043.x $2doi

099 field – local call number.

Not used for journal articles but needed for offprints.

Our practice will be to use the 099 field for our document room report numbers.

Just enter the number. No leading zeros. 099 \\$a23456

Note – for our other library formats we’ll enter our call numbers here locally in the 090 field

(local LC type call number)

260 field : pub info - this field is NEVER used in journal articles. It will appear for offprints. For offprints subfield a and b will always be entered in exactly the same manner. As in this example:

260 \\$a[Emmitsburg, MD :$b National Emergency Training Center], $c1985.

Note: Pub date entered as $cYYYY (no month or day)

300 field Physical characteristics

Pagination = field 300 $a 8 p. (275-282)

490 field – Series statement. Example 490 0\$aEmergency treatment

500 field General Notes

500$a General note. Anything entered here (or in the 505 or 520 field) is searchable as part of the keyword search. You can have multiple 500 fields. Period needed.

For offprint bib records you’ll see in the template that we need to always have one 500 field that is formatted as in this example:

500 \\$aOffprint: Harvard Business review. Vol. 29, no. 2 (Feb. 1999).

505 field. Used on occasion for longer offprints/articles that have content headings. Field 505 0\$a

520 field. Summaries and abstracts.

580 field. For journal articles (but not offprints) we enter a “complexity notes” entry that simply provides the journal name, chronology and enumeration. Example: 580 \\$aIn “Emergency Care

Quarterly” Vol 7 (2)

590 field. Staff Note– you can add notes here to the bib record that will not be visible in the OPAC but that you can see in the marc view.

https://oclc.org/bibformats/en/0xx/024.html https://oclc.org/bibformats/en/0xx/099.html file://///$a23456 https://oclc.org/bibformats/en/0xx/090.html http://www.oclc.org/bibformats/en/2xx/260.html http://www.oclc.org/bibformats/en/3xx/300.html https://oclc.org/bibformats/en/4xx/490.html http://www.oclc.org/bibformats/en/5xx/500.html http://www.oclc.org/bibformats/en/5xx/505.html http://www.oclc.org/bibformats/en/5xx/520.html

730 field – Uniform title - for offprints only.

Enter just the name of the journal in the subfield a. See this example. 730 \\$aPolicy Studies

Journal.

773 field – host item entry. Use for journal article bibs (not for offprints).

Enter name of journal in subfield t and then enter in subfield g the chronology, enumeration and date.

Note first field indicator will always be 0 and second indicator is always blank. See also the use of parentheses as in this example. 773 0\$tFirehouse$gVol 16 (3) (March 1991).

856 field – urls – we’ll enter urls in the 856 field for 1) links to the online fulltext and 2) link to doi. You can enter more than one 856 field per record so enter both when needed. If the doi links to the fulltext then just enter the doi.

For links to fulltext encode first indicator as “4” and second indicator “1”.

The “4” signifies that it is an http type link (as opposed to an ftp link which would require a “3”.

Our practice will be not to enter any ftp type urls because they are blocked on our network.

The “1” in the second indicator means that it is a link to the fulltext of the item.

A “2” in the second indicator means that the link opens up a related resource, not the fulltext of the item itself.

Always enter the url in subfield “u”. Always enter the description note in subfield “z.”

We will discontinue practice of entering the download file size except in cases where it exceeds

5MB. In those rare instances it can be entered in subfield s.

In the two examples below note the difference in the second indicator and note the language of subfield z. Subfield z is visible in the OPAC. Subfield u is not visible.

Example of a fulltext link - 856 41$uhttp://www.springerlink.com/content/756453$zClick to download.URL tested at time of data entry.

Example of a doi link - 856 42$uhttp://dx.doi.org/10.1046/j.1440-1819.2000.00732.x $zDOI:

10.1046/j.1440-1819.2000.00732.x

In the doi example immediately above note that you form a url to a doi by simply appending the doi string to http://dx.doi.org/ https://oclc.org/bibformats/en/7xx/730.html https://oclc.org/bibformats/en/7xx/773.html https://oclc.org/bibformats/en/8xx/856.html

Item record entries

2 - Source of classification or shelving scheme – for both offprints and journals select “Other/generic classification scheme”

8 – Collection – Enter Scholarly article as appropriate. Ignore the collection code for journal. That one is redundant with our journal article item type.

C – Shelving location

D – date acquired – click in box and it auto-populates

H – You can enter the chron. and enum here. Use this format: Vol. 3 Issue 5

K – cataloging status – Linda can set the status to “cataloging review” and save to the reservoir. The reviewer then would change the status to cataloged and moves it to OPAC.

O – Full call number – leave blank for journal articles. Enter the document room report number for offprints.

P – barcode – we can leave this blank for journal articles. Add the barcode for offprints.

U - Uniform Resource Identifier – enter the url here: http://url... Do not add doi urls though here.

Y – Koha item type – journal or offprint article

Video journals

Bib record

Fixed fields – there will be three parts to the fixed field entries for video journals. The Leader, the 007 and the 008 fields.

Video Journal Article encoding of the MARC Leader:

Bytes 05/06/07 will always be encoded as nga. Signifies: new record /projected medium

/monographic component part/

Byte 17 – will always be encoded as “l”. Signifies : A record that conforms to OCLC's level I input standard.

Byte 18 – will always be encoded as “i”. Signifies : isbd punctuation is used.

Video journal article encoding of the 007 field - Physical Description Fixed Field

The parts of the 007 field are referred to as subfields but they are entered in the same way as in the fixed field and the 008 field.

The default entry for all of our video journals that we acquire in DVD format will be as follows:

vd\cvaizu

The “v” signifies video recording

“d” signifies videodisc (in the case of DVDs)

“\” The third position (subfield c always left blank)

“c” signifies color production

“v” signifies the itme as DVD

“a” in subfield f signifies there is sound on the recording

“i” in subfield g signifies that the sound is included on the videodisc itself.

“z” use by default

“u” use by default

008 field encoding – refer to section above on journal article indexing for background on many of these positions

Example of a 008 field for a video journal (format DVD)

110809s2009\\\\xxu005\\\\\\\\\\\\vleng\d

The encoding of the first 18 positions, i.e. thru 008/017 follow the same guidelines as described in the preceding section on journal articles.

https://oclc.org/bibformats/en/0xx/007video.html

008/18-20 is used for encoding the run time as measured in minutes. Round up the seconds to the next whole minute. In this example above the run time is encoded as 5 minutes.

For video journals the positions 21-32 will be left unencoded as in the example above.

Type of visual material – 008/33 - always encoded as “v” when indexing video journals. Signifies that it is a video recording.

Technique – 008/34 highly likely in the case of our video journals to be encoded as “l”. Signifies

“live action” type of production rather than an animation..

Language = 008/35-37 Most of the time of course this will be “eng”

MREC and Srce 008/38-39 - by default we’ll enter as \d

Notes on other fields – the rest of the bib record follows the same convention as that used for indexing our journal articles described above (including 580 and 773 fields, no 260 field, etc..) One difference is however the 245 field where you will need to enter an additional subfield - Subfield h. The entry in that subfield for video journals will always be : $h[videorecording]. We’ll enter it last after the title and any subtitle. The period should appear at the end then as in the example below:

=245 00$aBig rig rescue training : $b lesson 2 $h[videorecording].

Item record should be self-explanatory and follows a similar pattern as the one described under journal articles except the Koha item type will be video journal.

EFO Papers

Bib Record – the list of fields for EFO papers below is not all inclusive. This just points out some special notes. Standard rules apply for the appropriate 1xx, 2xx, 6xx and 7xx fields and others.

Notes on Leader field

Bytes 05/06/07 will always be encoded as “nam”. Signifies: new record /language material

/monographic item/

Notes on 008 field

Encoding for 008/15-17 will always be “mdu”

Encoding for 008/24 will always be “m”. Signifies work identified as having been created to satisfy the requirements for an academic certification or degree.

099 field – to be used for EFO paper call numbers (I.e. report numbers)

300 field – just want to add the number of pages.

490 field – Executive Fire Officer Program Applied Research Project.

500 field – Use for entries like the name of the course e.g. Executive Development and the disclaimer

“Abstracts for EFO papers are written by the author.”

520 field – use for the EFO abstracts. Use two or more 520 fields to accommodate the entire abstract as needed.

856 field – entry for subfield z will be $zClick to download.URL tested at time of data entry.

Item Record

2 - Source of classification or shelving scheme – for both offprints and journals select “Other/generic classification scheme”

8 – Collection –Ignore the collection code for EFOP. That one is redundant with our item type.

C – Shelving location

D – date acquired – click in box and it auto-populates

K – cataloging status.

O – Full call number –Enter the document room report number.

P – barcode – Add the barcode

U - Uniform Resource Identifier – enter the url here: http://url...

Y – Koha item type – EFO Paper