Fixed Fields Information Session 29 February 2012 Andrew Gloe Map Acquisitions & Cataloguing Team Australian Collections Management & Preservation Branch Julie Watson Purchased 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: – 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: & 001 transfer to the 035 System Control Number field in Voyager eg: History workshop journal [electronic resource] – 035 $a (WaSeSS)ssj – 003 = Serials Solutions, 001 = ssj

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: – – 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/19 Linked 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) – and defined the same for all formats

008 Common Data Elements Positions & character position Data element 00-05Data entered on file 06Type of date/Publication status 07-10Date Date Place of publication, production, or execution 18-34[Various data elements across formats] 35-37Language 38Modified record 39Cataloguing source

008 Cataloguing Tips – Book example 008 Fixed Field Data ElementVariable Data Field 008/ Date of publication260 $c 008/15-17 Place of publication260 $a 008/18-21 Illustrations300 $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, local 008/29 Conference publication650 $v 008/ 30 Festschrift650 $a 008 /31 Index500 $a Includes index. 500 $a Includes bibliographical references and index. 008 /33 Literary Form650 $v 008/34 Biography650 $v 008 /35-37 Language /39 Cataloguing source040 $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) relate to positions 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: hic/bdapndxg.html hic/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 Resources Understanding MARChttp:// MARC 21 format for bibliographic data Fixed fields elementshttp:// Relationship of fields 006, 007, and When to add 006 & 007 fieldshttp://ccslib.org/Catalogers/index.php?title= When_to_add_006_and_007_fields Guidelines for coding electronic resources in leader/06