Introduction to Information Organization

A bibliographic 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

Bibliographic description is based on an internationally agreed standard (ISBD) Bibliographic Record The description of an item of recorded information, which includes all the data necessary to uniquely identify it, together with access points. For records entered into an online catalog, the MARC format is generally used.

Every element of the bibliographic record supports the user tasks of the catalog The Bib Record used for: Find Identify Select Acquire Navigate

Description and Access Access Points (Used to identify and collocate an item) Uncontrolled Title proper Place of publication Year Controlled Names Personal Corporate Conference Geographic Uniform titles Topical terms Bibliographic Description (Used to uniquely identify an item) 1. Title and statement of responsibility 2. Edition 3. Material of physical medium 4. Publication and manufacturing 5. Physical description 6. Series 7. Notes of useful information 8. Standard numbers

What is MARC ?  A MARC is a MAchine Readable Cataloguing.  It means that a computer can read and interpret the data of a cataloguing record.  It is a standard used for the exchange of bibliographic information among computerized information institutions systems.

Why is it Necessary ? The purpose of MARC is to provide a standard format for the global exchange of bibliographic information available in machine readable format in the information institutions worldwide.

History of MARC Library of Congress, Washington, DC was the first to produce MARC records in October The British Library, UK in 1969 started with the UKMARC. Similar initiatives were taken up by the national Libraries of France, Germany, Canada and Australia and they devised separate MARC formats. According to a survey report conducted by IFLA in 1990, there were 60 countries worldwide using bibliographic formats based on MARC e.g. CANMARC (Canada), AUSMARC (Australia), UKMARC (Great Britain), INTERMARC (France), etc.

MARC 21 MARC 21 is the new name of the harmonized CANMARC and USMARC formats. The National Library of Canada and Library of Congress worked together to formulate a common harmonized format and reconcile the format differences.

FAMILIAR TERMS 1. Fields 2. Subfields 3. Indicators 4. Content Designators

A Field :  The bibliographic data of a catalogued item has been divided logically into fields.  We have a field for an author, a field for the title, a field for the publication, etc.  These fields are further subdivided into subfields which contains the related piece of data of the field.  There is a need to use the nemonics for a particular field, since the textual names of the fields are too long to be reproduced in the MARC Record.

 These respective fields are represented by a 3 digit code called “tags” which are unique. No two fields can have the same tag code.  A tag is always a 3 digit code, example:  tag 100 represents a personal name main entry  tag 020 represents ISBN field.

A Subfield :  A Field is subdivided into subfields. Each type of data within the field is called a subfield and each subfield is preceded by a subfield code.  The subfield code is essential as it allows the better identification and not arrangement. The order of the subfield is specified by content standards, for example cataloguing rules.  The subfield codes are one lower-case letter preceded by a delimiter and defined independently of each field. The delimiter as the name indicates, “delimits” one data element form another.

 The different subfield delimiters that are being used are #, $ etc.  For example the field 300 in the MARC format includes: $a for the extent $b for other physical details $c for dimension. Here a, b, c are the subfield codes and $ is the delimiter which is being used.

Indicators : The indicators are the two spaces which is a number from 0 to 9. There are only two indicators in a field and not all the field have indicators. Content Designators : A content designators is a collective term used refer to the tags, subfields codes and indicators

Field Structure Fixed Fields Variable Fields

Fixed Fields The length of the fields are restricted It is 40 characters contains important information Variable Fields  Begin with “tag”  2 indicator positions  Subfields ($a, $b, $c, etc.)  Length of information varies

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.

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

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

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

Common MARC tags 020ISBN 050/090LCC call number 082/092DDC call number 100Main entry-personal name 245Title & statement of responsibility 260Imprint 300Physical description

440Series statement (traced) 500General note 504Bibliography, etc. note 505Formatted contents note 650Topical subject heading 651Geographic subject heading 700Added entry-personal name

Catalog card similar to OPAC display Long View

OPAC display derived from MARC record Staff View

MARC Formats (Bibliographic) Bibliographic Record

MARC Formats (Holdings) Holdings Record

MARC Formats (Authority 1) Authority Record

MARC Formats (Authority 2) Authority record with many name variants

Reading a MARC record Not from top left to bottom right … but from the center out.

MARC Elements ‡a The great cat massacre and other episodes in French cultural history / ‡c Robert Darnton. 250 ## ‡a 1st Vintage Books ed. 260 ## ‡a New York : ‡b Vintage Books, ‡c ## ‡a xiii, 298 p. : ‡b ill. ; ‡c 21 cm. 504 ## ‡a Includes bibliographical references and index. FIELD TAG INDICATOR DELIMITER SUBFIELD CODE Zeroing in on ISBD description fields

Title and statement of responsibility 100 1# ‡a Darnton, Robert ‡a The great cat massacre and other episodes in French cultural history / ‡c Robert Darnton # ‡a Darnton, Robert ‡a Great cat massacre and other episodes in French cultural history. ‡l French ‡a La massacre de chats : ‡b attitudes et croyances dans l’ancienne France / ‡c Robert Darnton ; traduit de l’américain par Marie-Allyx Revellat # ‡a Revellat, Marie-Allyx, ‡e tr # ‡a Cervantes Saavedra, Miguel de, ‡d ‡a Coloquio de los perros. ‡l English & Spanish ‡a The dialogue of the dogs = ‡b El coloquio de los perros / ‡c Miguel de Cervantes ; translated by William Rowlandson. FIELDTAGINDICATOR DELIMITER SUBFIELD CODE Examples of field 245 (ISBD area 1) with personal name and uniform title.

Note fields 500 ## ‡a Includes index. 502 ## ‡a Thesis (Ph. D.)--Princeton University, ## ‡a Bibliography: p ‡t Europe -- ‡t Asia -- ‡t North America -- ‡t South America # ‡a ESTC ‡c R ## ‡a An illustrated collection of poems set to music. 546 ## ‡a Parallel text in French and English. FIELDTAGINDICATOR DELIMITER SUBFIELD CODE Examples of fields 5XX (ISBD area 7).

Review (1) 100 1# ‡a Darnton, Robert ‡a The great cat massacre and other episodes in French cultural history / ‡c Robert Darnton. 250 ## ‡a 1st Vintage Books ed. 260 ## ‡a New York : ‡b Vintage Books, ‡c ## ‡a xiii, 298 p. : ‡b ill. ; ‡c 21 cm. 504 ## ‡a Includes bibliographical references and index. 650 #0 ‡a [Topical subject heading not yet covered] FIELDTAGINDICATOR DELIMITER SUBFIELD CODE Description fields 245-5XX with field 100 main entry.

Review (2) Title proper = Parallel title : other title information / first statement of responsibility ; each subsequent statement of responsibility. -- Edition statement / first statement of responsibility relating to the edition. -- First place of publication, etc. : First publisher, etc, date of publication, etc. -- Extent of item : other physical details ; dimensions. -- (Title proper of series / statement of responsibility relating to series) -- Note(s). -- Standard number. Second level description [modified]: AACR2, 1.0D2. ISBD description areas written out in card catalog form.

Review (2) 020 ## ‡a 13-digit ISBN 245 XX ‡a Title = ‡b Parallel title : other title information / ‡c first statement of responsibility ; each subsequent statement of responsibility. 250 ## ‡a Edition statement / ‡b first statement of responsibility relating to the edition. 260 ## ‡a First place of publication, etc. : ‡b First publisher, etc, ‡c date of publication, etc. 300 ## ‡a Extent of item : ‡b other physical details ; ‡c dimensions # ‡a Title proper of series / statement of responsibility relating to series ; ‡v series vol. no. 500 ## ‡a Note(s). ISBD description areas written out and coded in MARC format.

Quiz XXX 1# ‡a Travers, P. L. ‡q (Pamela Lyndon), ‡d XXX 10 ‡a Mary Poppins from A to Z. ‡l Latin XXX 10 ‡a Maria Poppina ab A ad Z / ‡c scripta a P.L. Travers ; picturas delineavit Mary Shepard ; latine reddidit G.M. Lyne XXX ## ‡a London : ‡b Collins ; ‡c 1968 cm. XXX ## ‡a [56] p. : ‡b ill. ; ‡c 20 cm. XXX ## ‡a Features twenty-six vignettes, one for each letter of the alphabet, starring Mary Poppins and other characters from the Mary Poppins novels. XXX ## ‡a Latin translation of: Mary Poppins from A to Z. Identify the correct TAG for each field in the record. Hints: FIELDTAGINDICATOR DELIMITER SUBFIELD CODE

Tags should look like this … 100 1# ‡a Travers, P. L. ‡q (Pamela Lyndon), ‡d ‡a Mary Poppins from A to Z. ‡l Latin ‡a Maria Poppina ab A ad Z / ‡c scripta a P.L. Travers ; picturas delineavit Mary Shepard ; latine reddidit G.M. Lyne 260 ## ‡a London : ‡b Collins ; ‡c 1968 cm. 300 ## ‡a [56] p. : ‡b ill. ; ‡c 20 cm. 500 ## ‡a Features twenty-six vignettes, one for each letter of the alphabet, starring Mary Poppins and other characters from the Mary Poppins novels. 546 ## ‡a Latin translation of: Mary Poppins from A to Z. FIELDTAGINDICATOR DELIMITER SUBFIELD CODE

Controlled access points 0XXControl information, numbers and codes 1XXMain entry 2XXTitles and title paragraph (title, edition, imprint) 3XXPhysical description, etc. 4XXSeries statements 5XXNotes 6XXSubject access fields 7XXAdded entries other than subject or series; linking fields 8XXSeries added entries; location, and alternate graphics 9XXReserved for local implementation MARC bibliographic format blocks Fields under authority control marked in red

Parallel content X00Personal names X10Corporate names X11Meeting names X30Uniform titles X40Bibliographic titles X50Topical terms X51Geographic names Parallel tag construction for fields requiring authority control

Parallel content X00Personal names X10Corporate names X11Meeting names X30Uniform titles X40Bibliographic titles X50Topical terms X51Geographic names … published by St. Martin’s Press # ‡a Barker, Stuart, ‡d ‡a Knievel, Evel ‡d #0 ‡a Stunt cycling ‡z United States ‡v Biography # ‡a St. Martin’s Press.

Parallel content X00Personal names X10Corporate names X11Meeting names X30Uniform titles X40Bibliographic titles X50Topical terms X51Geographic names … about the person Evel Knievel … 100 1# ‡a Barker, Stuart, ‡d ‡a Knievel, Evel ‡d

Understanding MARC Bibliographic Parallel content X00Personal names X10Corporate names X11Meeting names X30Uniform titles X40Bibliographic titles X50Topical terms X51Geographic names … on the topic of stunt cycling in the United States … 100 1# ‡a Barker, Stuart, ‡d ‡a Knievel, Evel ‡d #0 ‡a Stunt cycling ‡z United States ‡v Biography.

Understanding MARC Bibliographic Parallel content X00Personal names X10Corporate names X11Meeting names X30Uniform titles X40Bibliographic titles X50Topical terms X51Geographic names … published by St. Martin’s Press # ‡a Barker, Stuart, ‡d ‡a Knievel, Evel ‡d #0 ‡a Stunt cycling ‡z United States ‡v Biography # ‡a St. Martin’s Press.

Quiz XXX xx ‡a Rowling, J. K. [Author of: Harry Potter and the sorcerer’s stone] XXX xx ‡a GrandPré, Mary. [Illustrator of: Harry Potter and the sorcerer’s stone] XXX xx ‡a Bible. ‡p O.T. ‡p Haggai [Text of a book from the Bible] XXX xx ‡a Bible. ‡p O.T. ‡p Haggai [Commentary on this text] XXX xx ‡a Potter, Harry (Fictitious character) XXX xx ‡a J. Harris and Son [Author of: Harris’ instructive and amusing publications] Identify the correct TAG for each field Hints:

Tags should look like this … 100 1# ‡a Rowling, J. K. [Author of: Harry Potter and the sorcerer’s stone] 700 1# ‡a GrandPré, Mary. [Illustrator of: Harry Potter and the sorcerer’s stone] 130 0# ‡a Bible. ‡p O.T. ‡p Haggai [Text of a book from the Bible] ‡a Bible. ‡p O.T. ‡p Haggai [Commentary on this text] 650 #0 ‡a Potter, Harry (Fictitious character) 110 2# ‡a J. Harris and Son [Author of: Harris’ instructive and amusing publications]

Web resources 1.Understanding MARC bibliographic Clear and concise overview of (nearly) everything MARC. 2.Online Dictionary for Information Science A useful LIS dictionary with many examples and external links. 3.OCLC Bibliographic formats and standards Essential reference for all catalogers. 4.Library of Congress. MARC standards 1.