The MARC Record & Copy Cataloging. Introduction ILLINET/OCLC October 2008

Transcription

1 The MARC Record & Copy Cataloging Introduction ILLINET/OCLC October 2008

2 We will be covering 3 topics today: An overview Copy Cataloging (handout) Live tutorial to Connexion Express [CatExpress] for some examples

3 MARC What does MARC mean? A MARC Record is a Machine-Readable Cataloging Record.

4 MARC Machine Readable Cataloging record

5 A cataloging record typically provides: A description of the item 1. Title, edition, publication data, physical description, series and notes 2. Access points in the form of headings for main and added entries and headings for subjects 3. Call numbers

6 MARC allows us to maintain bibliographic control in an automated catalog Display bibliographic description Indexing certain access points or headings Managing our headings & cross references Displaying call numbers Displaying item of holdings records

7 The MARC standard provides 3 types of records: Bibliographic Authority Item

8 The MARC Bibliographic display of the book Cold Mountain by Charles Frazier in Bibliographic display in OCLC s WorldCat database Fixed fields Variable fields

9 Cold Mountain in Text Display in Cat Express

10 This is a sample record of the same bibliographic record in USMARC communication format this format is used for communication between computers cam a ^### #/AC/r91^DLC^ ^891101s1990####maua###j######000#0#eng##^##$ a### #/ac/r91^##$a :$c$12.95^##$a (pbk.) :$c$5.95 ($6.95 Can.)^##$aDLC$cD LC$dDLC^00$aGV943.25$b.B ^00$a /2$220^ 10$aBrenner, Richard J.,$d1941-^10$aMake the team. $psoccer :$ba heads up guide to super soccer! /$cr ichard J. Brenner.^30$aHeads up guide to super soc cer.^##$a1st ed.^##$aboston :$blittle, Brown,$cc19 90.^##$a127 p. :$bill. ;$c19 cm.^##$a"a Sports ill ustrated for kids book."^##$ainstructions for impr oving soccer skills. Discusses dribbling, heading, playmaking, defense, conditioning, mental attitud e, how to handle problems with coaches, parents, a nd other players, and the history of soccer.^#0$as occer$vjuvenile literature.^#1$asoccer.^\

11 Cold Mountain in MARC display in CatExpress 3 character tags

12 AACR2r AACR2r is the Anglo-American Cataloging Rules (Second Edition) Cataloging rules defining bibliographic elements of materials: : The Anglo-American Cataloguing Rules (AACR) are designed for use in the construction of catalogues and other lists in general libraries of all sizes. The rules cover the description of, and the provision of access points for, all library materials commonly collected at the present time. Part I deals with the provision of information describing the item being catalogued. Part II deals with the determination and establishment of headings (access points) under which the descriptive information is to be presented to catalogue users, and with the making of references to those headings. In both parts the rules proceed from the general to the specific.

13 A comparison of AACR2r rules and the MARC field: AACR2r MARC Fields 1.1 Title and statement of responsibility 1.2 Edition Statement 1.4 Imprint area 1.5 Physical description area 1.6 Series area 1.7 Notes area xx 5xx

14 USMARC Terminology Each authority MARC record is divided into fields. There is a field for the heading being authorized, a field for each cross reference and so on. Each field is marked by a 3 digit tag, which identifies the kind of data that follows it. Tag A 3 digit code that identifies certain elements of a record Field A field is the contents of a tag that act as signposts that point to the bibliographic data. Subfield A distinct piece of data within a field that is preceded with a subfield code. Subfields index just part of a field. Delimiter A special character that precedes a subfield. The "$" is a representation of a subfield delimiter, which alerts the computer that what follows is a new subfield Indicators These occur between the tag and the delimiter, they may appear in the 2 positions that follow each tag and convey information about that tag. The key word here is may appear. Fixed field This contains certain specific elements, which are represented by codes which are fixed in length eg. Date. These Fixed fields appear at the top of the record. Variable fields These fields are identified by a three character numeric tag. Certain tags are required in every record and others are optional. The mixture of these tags in any record reflects the information being recorded. This mixture makes up the bibliographic record. This is the larger portion of data below the fixed fields.

15 MARC terms and their placement on a bibliographic record: Tag Fixed field elements Variable fields Indicators Subfield code Subfield delimiter $

16 Field Tag Groups There are some general rules that help define what the numbers used as field tags mean. Some tags are more frequently used than others. In the MARC Authority standard, certain tags are used over and over while others appear less often. The basic divisions of the MARC authority record are: 0XX Control fields Information, numbers, codes 1XX Main Entry Headings 2XX Title, Variant Title, Imprint (publishing information), Edition 3XX Physical Description 4XX Series 5XX Notes 6XX Subject Added Entries (subject headings) 7XX Added Entries (linking entries) 8XX Series Added Entries (traced differently) 9XX Local Use Fields

17 Access Points Access Points (a main entry, subject added entries and other added entries) are an important part of the bibliographic record. These are the headings for which separate cards were created for the traditional card catalog and which a patron or librarian can search in an online catalog. Most of the access points are in the following tag groups: 1XX Main entries 2XX Title statement 4XX Series statements 6XX Subject Headings 7XX Added entries other than subject or series 8XX Series added entries

18 Additional resources. An online MARC tutorial from OCLC

19 Questions? on to Basic copy cataloging..

20 Copy Cataloging is the art of finding a MARC record that someone has created and make an EXACT match. Find the record in MARC format from OCLC Modify the record to contain your library holding code and any other information. Export the record to OCLC

21 Searching for a record is a fine art that combines- Knowing WHAT to examine in your book Knowing WHERE on the book you are most likely to find the vital information Knowing HOW to translate the information into an effective search within the WorldCat database

22 Title Page The chief source of information for printed monographs is: Title page (or Title page substitute that supplies the most complete information) Cover Caption (1 st page of text) Colophon (statement at the end of a book) Running title or other part

23 Matching. Involves looking for differences. Before accepting a MARC record to copy, prove to yourself that it is NOT DIFFERENT from what is in hand. Minor differences are acceptable Look for a combination of elements (though sometimes you will reject a record based on one element) The ABSENCE of a single field in the MARC record indicates that the record does not match what you have in hand

24 CRITICAL NOTE: The ISBN (020) is NOT A MATCH POINT! Using the ISBN is a excellent way to start the search process, but you must correctly and exactly compare the item you have in hand to the bibliographic record. Using an OCLC accession number will only bring up 1 record.

25 An example of 1 of 2 records retrieved by a single ISBN# for Cold Mountain. Text display in Express

26 Examine closely.. The bibliographic description fields 245 through 4xx 245 Title 250 Edition 260 Publication (imprint) 300 Physical description 4xx Series

27 Examine closely the fields 245-4xx MARC display in Express

28 245 $a $b $c Title and statement of responsibility Title (a) and statement of responsibility (c) must match from book to record. REJECT the record if the names are different or a name is absent. The presence or absence of the subtitle (b) does not necessarily mean the record does not match (this information might be in the Notes area in some records) REJECT the record if there is a difference in the subtitle

29 Examine 245 subfields a, b, c MARC display in Express

30 245 $h GMD or general material designation The presence of a GMD that does NOT match your item is a quick indication of a problem Some examples of a GMD might be ebook, sound recording, realia or large print.

31 Examine 245 $h if it exists in the record. This example is for The Great Gatsby.

32 There is NO MATCH if there are differences in 250 Edition statement 260 $a Place of publication 260 $c Date of publication

33 250 $a Edition statement Editions must match from item to record. If the number, language or geography differs, you DO NOT HAVE A MATCH. Exception: the absence or presence of the 1 st. Edition is not needed for a match Paperback edition in the record versus not edition statement in the item is acceptable.

34 Examine any edition statements that might exist in the record. Here is the record for Growth of the American People. Examine 250 $a.. Marc display in Express

35 260 $a Place NO MATCH if there is a difference in the country of publication. You can accept the record if it is the same country or if there are multiple places and one matches.

36 Accept the record if there are multiple places listed and one matches. Text display in Express

37 260 $b Publisher Publisher must match DO NOT ACCEPT if there is a true difference in publisher, including change of name. Accept if there are multiple publisher and one matches. Accept if there is a different form of the same name.

38 Publisher must match, but you can accept different forms of the name of a publisher. Text display in Express

39 260 $c Date Publication dates must match. REJECT the record if there are any differences in publication date. The copyright date must match if that is the only date available. (otherwise ignore the copyright dates) Ignore the printing dates unless the printing date indicates a correction, update or change in content. NOTE: There should be a reference to any such change in the edition area [250] or the note area [550].

40 Publication dates must match. Ignore copyright date unless it is the only date available. Text display in Express

41 300 $a Pagination Pagination may differ by 10 pages. If you see a difference of over 10 pages, look for a different record. (If the record fails to mention preliminary pages, you may still have a match). Any references to volumes in the record must match the item in hand. This has to match exactly. REJECT if Large Print appears and your item is a regular edition.

42 300 $a Part of the Physical description REJECT Large Print if your item is a regular edition Text display in Express

43 300 $c Dimensions You do not have a match if the item and the record differ by more than 2 cm. (other than any local binding).

44 The item and record must NOT vary by more than 2cm. The record below, Sawbill, History and Tales matches the book in hand. Text display in Express

45 4xx Series DO NOT ACCEPT the record as a match if the series statement in the record (if one exists) does NOT match the item in hand.

46 The series statement in your item must match the statement in the record. Text display in Express

47 And now.. OCLC CatExpress Basic Copy Cataloging