Changing the record: workshop on transition to

MARC 21

CILIP Cataloguing & Indexing Group, September 2007

Today’s Speakers

Andrew Coburn

Acquisitions & Cataloguing Manager,

Essex CC Libraries

Heather Jardine

Bibliographical Access Manager,

City of London Libraries

Purpose of the workshop

• To facilitate planning for transition to MARC 21

• To identify strategic and technical issues arising from MARC 21 implementation

• To introduce MARC 21 to UKMARC users:– Structural differences– Cataloguing Impacts

• But! “Changing the record” is not a training course.

Overview

Transition to MARC 21– Timing the change– Systems issues– Business issues– Migration Issues– Discussion

MARC 21 and UKMARC– Format comparisons– Record structure– Cataloguing implications– MARC XML– Maintenance– Discussion

1. Transition to MARC 21

Why MARC 21?

Cost:• Reduced systems costs and increased choice• Access to derived cataloguing sources

Interoperability• No conversion routines required• Broadcast Search & Z39.50

Development Platform• UNICODE• XML• RDA: Resource Description & Access.

UKMARC

• Development frozen (Update 6, 2001)• BL committed to supporting UKMARC

products for 3 years after transition to MARC 21, i.e. until June 2007.

• Consultation UKMARC products Feb 2007.• Stakeholders notified that:

– Support for UKMARC version of BNB will be extended to December 2008.

– Support for other UKMARC products will end on 31st December 2007

Timing the change: local factors

• System Procurement Cycle

• System Supplier

• Resources

• Parent Bodies / Partners / Collaborators /

Systems issues

Interoperability

Import/Export

Character sets

Conversion routines

OPAC display

Retrieval / Indexing

Business Issues

Cooperation

Record supply

Training

Migration Issues

Types of data

Principles

UKMARC Data Mapping

Character Set Conversion

Deduplication

Types of data

Bibliographic data

Authority data

Acquisitions data

Holdings data

Circulation data

Migration principles

Issues– Resources – Involve the business– Work with your

supplier– Know your data

• Important questions– Which data are

essential?– Can they be extracted?– How much data do you

need?– Whose data is it

anyway?– Where does the data

go?– What is it used for?

Data Mapping

• Comprehensive UKMARC/MARC 21 Mapping available from BL

• USEMARCON software available from BL.

• Local implementations of UKMARC may diverge from the standard.

• System vendor conversion

• Know your own data!

Data Mapping

• Getting to know your data:

• Evaluation tools

• File statistics

• Local manuals

• Past practice

• Document decisions

Data Mapping

The BL mapping does not support:– Invalid record structures– Local data: fields, subfields and coded values– Subdirectories/subrecords– Embedded references

Character SetsUKMARC

• British Library Exchange Character Set (BLECS)• Mappings from BLECS• Check your character set

MARC 21• MARC-8 (8-bit encoding)• UCS/UNICODE (ISO/IEC 10646)• UTF-8 (8/16 bit encoding)• Repertoire of 15,000+ characters• Latin; Cyrillic; Hebrew; Arabic; CJK

Deduplication

• Is it necessary for you?• Integrating different systems• Integrating different collections/catalogues• Bibliographic data• Acquisitions data

– e.g. vendor records

• Understand data migration options

2. MARC 21 and UKMARC

Overview

Transition to MARC 21– Timing the change– Systems issues– Business issues– Migration Issues– Discussion

MARC 21 and UKMARC– Format comparisons– Record structure– Cataloguing

implications– MARC XML– Maintenance– Discussion

MARC 21: content designation

Data blocks

Tagging

Indicators

Subfields

Punctuation

Character positions

MARC 21: content designation

Data blocks 00X Control Fields

0XX Identification Fields

1XX Main entry

2XX Title

3XX Physical Description

4XX Series

5XX Notes

6XX Subject

7XX Added/Linking Entry

8XX Cooperation

9XX Local Use

MARC 21: content designation

Data blocks

Tagging

• Tags have 3 digits, as in UKMARC• Tags are defined independently for

each MARC 21 format• Certain tags may be used in more

than one format • Tagging is not consistent with

UKMARC

• XX9, X9X, 9XX reserved for local use. (Exception: 490 Series Statement)

MARC 21: content designation

Data blocks

Tagging

Indicators

• 0-9• a-z (permitted but not

used)• # blank = undefined

MARC 21: content designation

Data blocks

Tagging

Indicators

Subfields

• ‡ = Subfield marker • Range: a-z, 0-9• 9 is “local”• Control Subfields• Consistency

MARC 21: content designation

Data blocks

Tagging

Indicators

Subfields

Punctuation

• MARC 21 independent of content standards: e.g. AACR2

• ISBD punctuation is not generated from subfields - usually

• Cataloguers supply• Derived cataloguing /

Templates / System Validation

MARC 21: content designation

Data blocks

Tagging

Indicators

Subfields

Punctuation

Character positions

Different numbering conventions

• UKMARC by position

first position=1

008/01-06 = date entered on file

• MARC 21 by displacement

first position =0

008/00-05= date entered on file

Authorities subfield $w

MARC 21 Family of Formats

• Bibliographic• Authority• Holdings• Classification• Community

Information

Bibliographic Format

a carrier for bibliographic information about printed and manuscript textual materials, computer files, maps, music, serials, visual materials and mixed materials. Commonly includes titles names, subjects, notes, publication data, and information about the physical description of an item.

Authority Format

a carrier for information concerning the authorized forms of names, [titles,]subjects, and subject subdivisions to be used in constructing access points in MARC records, the forms of these names, subjects and subdivisions that should be used as references to the authorized form, and the relationships among these forms

Holdings

a carrier for holdings information for three types of bibliographic items: single-part; multipart; serial and may include: copy-specific information; information peculiar to the holding institution; information needed for local processing, maintenance or preservation; version information.

Classification

a carrier for information about classification numbers and the captions associated with them that are formulated according to a specified authoritative classification scheme

Community Information

a carrier for descriptions of non-bibliographic resources that fulfil the information needs of a community.

Material Types

Format integration

Interrelationship of Leader, 008, 006, 007

Rich descriptive data for wider range of material types than UKMARCFILTERING

LABELLING

CLUSTERING

Material Types

Record Leader (Label)– /06 = Type of record

– language material– printed music – manuscript music– cartographic material– manuscript cartographic

material – projected medium– electronic resources– non musical sound

recording– kits, etc.

Material Types

Record Leader (Label)– /06 = Type of material– /07 = Bibliographic

Level

• monographic component part

• serial component part• collection• subunit• monograph/Item• serial• integrating resource

Material Types

Record Label (Leader)– /06 = Type of record– /07 = Bibliographic

level

Control Field 008– Fixed length data

elements general information.

• all materials• books• computer files• maps• music• serials• visual materials• mixed materials

Material Types

Record Label (Leader)– /06 = Type of material– /07 = Class

Control Field 008

Control Field 006– Fixed length data

elements additional material characteristics - General information

• books• computer files• maps• mixed materials• music• serials• visual materials

Material Types

Record Label (Leader)– /06 = Type of material– /07 = Class

Control Field 008

Control Field 006

Control Field 007 – Physical Description

Fixed Field

• general Information• map• computer file• globe• tactile Material• projected Graphic• microform• non-projected graphic

“In” Analytics

UKMARC 002 Subdirectory not supported

Added entries– Name-title entries

774 “Constituent Unit Entry” Linking Field

– Upward link from constituent unit record to host record

– Reciprocal links between constituent units and host

C on s titu en t P art7 7 3

C on s titu en t P art7 7 3

C on s titu en t P art7 7 3

H os t Item

C on s titu en t Item7 7 3

C on s titu en t Item7 7 3

C on s titu en t Item7 7 3

H os t Item7 7 47 7 47 7 4

Titles

MARC 21

130 Main entry -uniform title

240 Uniform title

243 Collective Uniform Title

245 Title statement

246 Varying form of title

247 Former title or title variations

UKMARC

240.3

240

243

245

745

745

Multiparts

• No 248 field in MARC 21• Change of cataloguing policy for multiparts• BL follows LCRIs:

– Records for individual volumes linked by series statement

– Unitary records using 505 contents note– 248 retrospectively mapped to 245 $n $p. – Maintenance may be necessary to ensure

consistency over time.

Control Subfields

$5 Institution to which field applies

• Indicates that the contents of the field relate to a specific institution only.

• Contains the MARC Organization code.

• May be used to strip out local data.

Control Subfields

$6 Linkage • Links fields that are different script representations of each other.

• Used to link “regular” fields to field 880.

• Reciprocal. Contains identification of related field.

Control Subfields

$8 Field link and sequence number

• Links and sequences fields.

• Field link type:– Consituent item– Reproduction

• 85X-87X holdings

Non-Roman Scripts

Νατίβ σρέάδερς φίύδ Ρώμάυίσεδ σκριπτ διφφικύλτ τό κομπρήένδ

Non-Roman Scripts

Native speakers find Romanised script difficult to comprehend

Non-Roman Scripts

• Native speakers find Romanised script difficult to comprehend

• MARC 21 enables records to be presented in the script most suited to the audience.

• Subject to systems, browsers, fonts, printers etc…

Non-Roman ScriptsLDR      nam a2200313   4500

008 010427s1975    ir b     d    001 0 per d

1001 |6 880-01 |a Kiyā, Ṣādiq.

24510|a Āẓarīgān : |6 880-02 : |b āgāhī-hāʾī darʹbārah-i gūyish-i aẓarī / |

c az Ṣādiq Kiyā.

260 |6 880-03 |a Tihrān : |b s.n., |c 1354 [1975 or 1976]

4901 |6 880-04 |a Andīshah-i Nīk ; |v 2

8801 | 6 100-01)/3/r |a. صادق كيا،

8801| 6 245-02)/3/r |a : آذريگان|b / گويشآذرى Fآگاهيهائىدربارۀ|c

كيا صادق .از

880 | 6 260-03)/3/r |a : تهران|b s.n. ،|c ٤٥٣١.

8801 | 6 490-04)/3/r |a ؛ نيك ٢ v |انديشه

Model A

Non-Roman Scripts

1001 |a Gorky, Maksim, |d 1868-193624510|a [9-ое января.] Der 9. Januar.

Die Ereignisse in Petersburg am 9. Januar 1905, etc.

|c(Einzige autorisierte Ubersetzung aus dem Russischen von Erich Boehme).

Model B

MARC 21 and XML

MARC is only used by libraries

XML is the standard industry mark up– Web applications– ONIX format used by book trade

Libraries operate in a mixed environment where bibliographic data needs to be shared between sectors, e.g. with records offices, archives or museums

Digitisation projects use XML wrappers, such as METS.

MARCXML

SchemaConversion (lossless and roundtrippable)Stylesheets Validation

MODS & MADS

MODS = Metadata Object Description Schema• XML Schema (lossy)• Simplified but rich descriptive metadata schema• Enable creation of original resource description

recordsMETS Extension schema for description

MADS = Metadata Authority Description Schema• Companion to MODS for authority data

Taxonomy of maintenance input groups

Format Maintenance

• Maintenance process– National debate– Discussion Paper (January or June)– Proposal (January or June)– Approval (January or June)– Revision issued (November)– Implementation announced (usually 6

months)

References

Moving to MARC 21

http://www.bl.uk/ukmarc/marc21move.html

Conversion Tables: email to: marc-tables@bl.uk

MARC 21 website http://lcweb.loc.gov/marc/

Training Providers

Email: training@cilip.org.uk

Telephone. 020 7255 0560

Textphone: 020 7255 0505

Fax: 020 7255 0561

http://www.cilip.org.uk/training/training/

Introduction to MARC 21

Moving on in MARC 21: computer & web resources