DOCUMENT RESUME ED 354 002 TITLE Standard for ... Technical Report No. 1 STANDARD FOR UNIVERSITY OF CALIFORNIA UNION CATALOG INPUT RECORDS The Standard for Univer.sity of California

DOCUMENT RESUME

ED 354 002 IR 054 378

TITLE Standard for University of California Union CatalogInput Records; Standard for Brief Machine-ReadableBibliographic Records for University of CaliforniaLibraries; (and] Record Format for the MELVYLCatalog. Technical Reports Nos. 1-3.

INSTITUTION California Univ., Oakland. Div. of LibraryAutomation.

REPORT NO ISBN-0-913248-05-3; ISBN-0-913248-06-1;ISBN-0-913248-07-X

PUB DATE 90NOTE 41p.; For related reports, see IR 054 379-381.PUB TYPE Guides Non-Classroom Use (055)

EDRS PRICE MF01/PCO2 Plus Postage.DESCRIPTORS Academic Libraries; Bibliographic Databases;

*Bibliographic Records; Bibliographic Utilities;Cataloging; Higher Education; *Library Standards;*Machine Readable Cataloging; *Online Catalogs;*Union Catalogs

IDENTIFIERS MARC; *MELVYL; OCLC; *University of California

ABSTRACTThree reports describe the standards and format to be

used when contributing bibliographic records to MELVYL, theUniversity of California (UC) online library catalog. The firstreport, which was revised and approved in May 1990, defines recordformat standards, record maintenance information standards,bibliographic fields, local data fields, relationship ofbibliographic and holdings records, transaction tapes, tapefrequency, backup or input by submitting library, changing to a newsystem for MELVYL input, tape characteristic standards, and characterset standards. The second report, which was approved in revised formin July 1988, defines the minimum data elements required forinclusion of a cataloging rec in the UC union catalog. The thirdreport, prepared by Karen Coyle and revised in June 1991, focuses onthe MELVYL catalog local data format, including a description ofrecord structure, diagrams of catalog records, a detailad list ofdata fields, and local data fields. Examples that illustrate thenormalization of variable data formats are included. (KRN)

***********************************************************************

Reproductions supplied by EDRS are the best that can be madefrom the original document.

***********************************************************************

Standari for University of California Union Cataloo InoutRecoris; Standard for 3rief MachineReadable 31bli

')andoaraohiccordRqcaris far University of California Libraries; l ReFormat for the tiELVYL Catalog. Technical leports Nos. l-3.

U 9 DEPARTMENTOF EDUCATIONOnce of Educuonal

Research and improvementEDUCATIONAL RESOURCES

INFORMATIONCENTER !ERIC),4',5 document has been reproduced asreceived Iron, the person or Orgen.zat.On

ono.nal.n9 .1

Mnor changes have been made to ,npronereproduct.on Ovally

Pomlsol,e Or OptntonSstated,n 1 rii$ dot ument do not necessarilyrepresent ofitc.a!OERI posdon d, pacy

BEST CC P: AVAiLABLE

-PERMISSION TO REPRODUCE THISMATERIAL HAS BEEN GRANTED BY

Pk-if-twat West-

TO THE EDUCATIONALRESOURCES

INFORMATION CENTER (ERIC)"

Technical Report No. I

STANDARD FOR UNIVERSITY OF CALIFORNIAUNION CATALOG INPUT RECORDS

May 21, 1990

Approved byIlniversity of California Library Council

May 21, 1990

Division of Library AutomationUniversity of CaliforniaOffice of the President

300 Lakeside Drive, Floor gOakland, CA 94612 3550

e1990 The Regents of the University of California

NIF,IVY1, is a registered trademark of The Regents of the t Miversity of California.

Portions of this document may he reprinted or adapted wi hoi I permission for academic nonprofitpurposes, providing the material is accurately quoted and the source duly credited.

ISBN: 0-913248-06-1

CONTENTS

Page

1. Format Standards1.1 OCLC Standard 1

i.2. RUIN Standard 1

1.3 USMA RC Standard1.4 DLA Input Format Standard 2

2. Record Maintenance Information Standard 2

2.1 Record Identification 2

2.2 Record Identification Across Systems 3

2.3 Version Identification 3

2.4 Delete Records 3

3. Bibliographic Fields 4

4. Local Data Fields 4

4.1 Format 4

4.2 Location and Call Number 4

4.3 Level of Reporting 5

4.4 Other Local Data 5

5. Relationship of Bibliographic and Holdings Records . . . 5

6. Transaction Tapes 5

7. Tape Frequency 5

8. Backup of Input by Submitting Library 6

9. Changing to a New System for MELVYL Catalog Input 6

1. Tape Characteristic Standard 6

10.1 ASCII Standard 6

10.2 EBCDIC Standard 7

11. Character Set Standard 7

11.1 OCLC Standard 7

11.2 RUN Standard 7

11.3 LC Standard 7

11.4 DIA EBCDIC Standard 7

11

Technical Report No. 1

STANDARD FOR UNIVERSITY OF CALIFORNIAUNION CATALOG INPUT RECORDS

The Standard for Univer.sity of California Union Catalog Input Records defines the stan-dards for libraries to follow when contributing records to the llIELVYLO catalog. Thedocument addresses such areas as record format, required maintenance data, local dataformat, and tape requirements for records submitted to the catalog. The original versionof this standard was approved by Library Council, September 12, 1984. The standard wassubsequently revised and approved by Library Council on May 21, 1990.

1. FORMAT STANDARDS

Users submitting records to DLA can select one of the four MARC-based formatstandards listed below.

1.1 OCLC Standard

All data is represented according to the specifications established by OCI,C for inputof data and output on archive tapes. Users selecting this option must also follow theseparately established LW standards for OCLC input. (Sec Standard for OCLC Input tothe University of California Union Catalog, [Oakland: Division of Library Automation,University of California, 19841.)

1.2 RUIN Standard

All data is represented according to the specifications established by RLIN for inputof data and output on archive tapes. Users selecting this option must also fellow theseparately established IJC standards for RLIN input (to be established).

1.3 USMARC Standard

All bibliographic data is represented according to the specifications in (ISM/1 R(' Formatfor Bibliographic Data (Washington, D.C.: Network Development and MARC StandardsOffice, Library of Congress). Local data is coded according to USHARC Format forHoldings Data (Washington, D.C.: Network Development and MARC Standards Office,Library of Congress).

Page 2 Technical Report No. 1

1.4 D LA Input Format Standard

All bibliographic data is represented according to the specifications in USA1,4 RC Formatfor Bibliographic Data. Local data is coded according to a DLA-defined extension ofthe MARC format for local data contained in the technical report Record Format for theillELVTI,® Catalog (Oakland: Division of Library Automation, University of California,1991).

2. RECORD MAINTENANCE INFORMATION STANDARD

Maintenance is performed on records in the MELVYL catalog based on their mainte-nance key (unique record identification number) and their date stamp (version identifi-cation). An incoming record can only update a record in the database with a matchingrecord identification number and a later version identification date. If the incoming recordhas the same version identification or an earlier version identification than the databaserecord, no update takes place,

2.1 Record Identification

Each record must have a record identification number from the system where it was input.This number is used in the ME1YY1, catalog to control update transactions. No recordon the MFLVYL catalog can be updated except by a record with a matching recordidentification number.

To be cd for this purpose, the record identification number must have the followingchara .!ristics:

The number must be unique within the originating system.

If the number itself is not unique, then the record must contain other informationthat can be used to create a unique key. For example, the OCI.0 number is uniqueonly with the addition of the library identifier or location code.

The number should not change over the life of the record.

IF it does change, there must be a way to record the original number in the record.

The record must contain unambiguous information identifying the system of origin.

This information is best conveyed as part of the identification number.

Standard for Input Records Page 3

The record identification number must be in a standard field.

For most input sources, the record identification number should he communicatedin the MARC 001 field. Alternatively, it can be communicated in the DIA-defined901 field, followin the specifications for the format of that field (see Record Formatfor the MELVY I- Catalog).

2.2 Record Identification Across Systems

Inputting libraries that move from one technical processing system to another mustmaintain the record identification number from the original system and any otherinformation required to link records from the current system to the record previouslyinput to the ME1NYL catalog. Fields have been defined in OC1,C, RUN and otherrecord structures for this purpose. 'MA will provide specifications for any system needingto use these fields.

2.3 Version Identification

Each version of a record must he identified by a date carried in either the MARC 005 fieldor the DI,A-defined 902 field. The date must he in the ANSI standard format described inthe MARC: documentation for the 005 field. The specificity of the date depends entirelyon how the system creates output files:

In a system that writes only "snapshots" of changed records, where each record canappear only once on a given the date portion of the field is all that needs tobe filled in. Remaining positions (time of day) are zero. The date can either be thelatest update to the record, or the date of the creation of the tape.

Where transactions are written at the time updates take place on the system, and arecord can appear multiple times on an input tape, the date field must include dateand time of day of the actual record update.

2.4 Delete Records

Delete records must he indicated by the STATI IS code in the MARC leader, status "d."Because deleting of database records is based on the record maintenance information andnot the bibliographic data, the incoming delete record does not need to have the samebibliographic data content as the record it deletes in the database. Currently, however,the delete record must contain a minimum set of bibliographic fields: 008, 245, 260, 300.It must also contain location and call number information.


3. BIBLIOGRAPIIIC FIELDS

All bibliographic fields, in the range 007. 899, must follow the LISMARC, format.Variations in these fields as implemented by °CIA: and RIAN can he accommodatedin the RUIN and OCLC input streams. Other variations must he negotiated with D1,Abefore data carrying those fields can be sent.

Records should. contain at least the bibliographic fields required by the Standard forBrief Machine-Readable Bibliographic Records for the University of California Libraries(Oakland: Division or Library Automation, tlniversity of California, 1988). Recordsthat do not meet the standard may. he rejected during preprocessing.

4. LOCAL DATA FIELDS

4.1 Format

Local data must follow one or four formats: OCLC, RUIN, USMARC or DLA recordFormat. Each of these Formats defines specific fields and subfields for the recording oflocation and call number information, as well as local notes, copy-level information,and other processing information. For Full details on the formation of the OCLC andRIAN local data fields, consult that utility's documentation. Further information on theI:SM A RC format can he found in USMI4RC Rwmat.for Holdings Data. DLA format ispresented in Record Format for the AMLVYLO Catalog.

4.2 Location and Call Number

Each incoming record must contain at least one valid location code and a correspondingcall number. Where call numbers may not he present, arrangements can be made ForDLA to insert the constant "No call number" in the appropriate field.

Location codes must be no more than 10 characters in length, and have to be enteredOnto a master table of location codes at DLA before records containing that code canhe processed. With each location code, the following information must be provided:

campus

cataloging unit

primary location (maximum 9 characters)

secondary location(s) (variable length)

1Standard for Input Records Page 5

For OCLC input, with each location code it is also necessary to provide:

subject heading selection (LC, NI,M, etc.)

call number selection profile

4.3 Level of Reporting

Holdings should be reported at location level, ignoring multiple copies except wherethese have different locations or functions. For example "Copy I in stacks, Copy 2 inreference" would he reported as two locations. Libraries must not send separate locationstatements For multiple copies in the same location.

4.4 Other Local Data

Systems often carry nonhibliographic information related to functions like circulationand acquisitions. This data should not be transmitted in the MF,LVVI, input record.

5. RELATIONSHIP OFBIBLIOGRAPHIC AND HOLDINGS RECORDS

Each cataloging unit should submit a single bibliographic record for each bibliographicentity (usually a title) held, with all holdings carried in that bibliographic record or inlinked holdings format records.

6. TRANSACTION TAPES

Transaction tapes should include only those update records that will result in changesto the union catalog record. For example, circulation, check-in, or payment transactionsshould not result in output to the M FLVYL catalog, but update of a heading or changeof location should.

7. TAPE FREQUENCY

Input tapes must be produced on a regular schedule (i.e., weekly, hi- weekly, monthly).Any anticipated schedule changes must be reported in advance.

Page 6 Technical Report No. I

8. BACKUP OF INPI1T BY SUBMITTING LIBRARY

A tape sent to DLA may be unreadable or lost in transit. Therefore the submitting librarymust he able to provide a copy of the tape, to recreate the original tape, or to includethe missing records as part of a later tape. Replacement for tapes must he available upto three weeks after the original tape creation date.

9. CHANGING TO A NEW SYSTEMFOR MELVYL CATALOG INPUT

To establish a new input source, a library must submit tape specifications to DIA.DI.A will review the specifications and work with the campus to eliminate any obviousproblems. Once specifications arc agreed on, the campus systems office or vendor willproceed with the necessary development, if any, to produce output records meeting thespecifications. During tire development of output capability, test output records shouldbe produced and reviewed by the campus to verily that specifications arc being met.Debugging of output programs is the responsibility of the campus. After the campus issatisfied that the output is being produced correctly, a test tape is sent to DI,A where itwill be run through DI,A input programs designed in line with the specifications. Whenthe test tape runs successfully, dates for start-up of the new input stream will he workedout jointly.

10. TAPE CIIARACTERISTIC STANDARD

All tapes must be') -track and 1600 or 6250 BP1, or IBM 3480 cartridge.

10.1 ASCII Standard

OCLC tape specifications for 9-track tape with extended 8 -hit ASCII.

JUIN tape specifications For 9-track tape with extended 8 -hit ASCII.

tape specifications for 9-track tape with extended 8 -hit ASCII.

IBM record format 11 with RLOCKS1' /F not greater than 32,767. The tape mayuse either ANSI standard or IBM standard labels.

Standard for Input Records Page 7

10.2 EBCDIC Standard

If records life provided in 1:13CD1C, they should use IBM standard labels with aIILKSIZH not greater than 32,767. EBCDIC tapes should have standard IBM formatsV, VII, or U.

11. CHARACTER SET STANDARD

11.1 OCLC Standard

Records must conform to the character set used by the OCLC MARC tape service.

11.2 RUN Standard

Records may adhere to the expanded 8-bit ASCII character set specifications for RLIN-produced archive tapes.

11.3 LC Standard

Tapes may be submitted in expanded 8-bit ASCII lor MARC records specified inHS.ILIRC Specifications for Record Structure, Character Sets, Tapes (Washington, 1).C.:Network Development and MARC Standards Office, Library of Congress, 1990).

11.4 DLA EBCDIC Standard

A tape may he in El3CDIC using DLA's internal character set. Those wishing to exercisethis option should request character set specifications from DI.A.


STANDARD FOR

BRIEF MACHINE-READABLE BIBLIOGRAPHIC RECORDS

FOR UNIVERSITY OF CALIFORNIA LIBRARIES

August 16, 1988

Approved byUniversity of California Library Council

November 7, 1984.July 25, 1985.July 22, 1988


:;00 Lakeside Drive, Floor 8Oakland, CA 94612 1550

Nrr)

In

01988 The Regents of the University of California

MEIVYI, is a registered trademark of The Regents of the University of California.

Portions of this document may he reprinted or adapted without permission for academic nonprofitpurposes, providing the material is accurately quoted and the source duly credited.

ISBN: 0-913248-05-3

CONTENTS

Page

1. Overview 1

1.1 Use of Tags and Delimiters 2

1.3 Form of Entry 2

1.4 Punctuation, Case, and Diacritics . 2

1.5 Mandatory and Desirable Data . . 2

1.6 Input Standards 2

2. Standard Brief Record Content 2

Technical Report. No. 2

STANDARD FOR

BRIEF MACHINE-READABLE BIBLIOGRAPHIC RECORDSFOR UNIVERSITY OF CALIFORNIA LIBRARIES

The Standard for Brief Machine-Readable Bibliographic Records for University of Califor-nia Libraries was originally approved by Library Council on November 7, 1984. It ha.s beenrevised twice since then and was mo.71 recently approved July 22, 1988.

1. OVERVIEW

The standard for brief bibliographic records defines the minimium data elements requiredfor inclusion of a cataloging record in the tiC union catalog. Although the standardspecifies the briefest record allowed in the system, it should be clearly understood thatspecifying a minimum in no way restricts the input of additional data. Records can beas complete as the inputting library wishes or can afford; however, all data provided inminimum records must be fully and correctly coded to MARC standards.

1.1 Use of Tag'. and Delimiters

All information present must be tagged and delimited according to MA RC definitions.

1.2 Indicators

The inclusion of indicators is optional unless specifically required in this standard. Theindicators required in the briefest acceptable record are given in Section 2. If additionalfields are provided beyond the minimum, indicators arc required as follows:

1. Nonfiling characters (1st or 2nd indicator): tag 240, 241, 242, 243, 440, 630, 730,740, 830, 840, and 873

2. Existence of pronoun (2nd indicator): tag 400, 410, and 411

3. Source of subject heading (2nd indicator): tag 600-651

For fields locally defined in OCI.C. or RUN, provide indicators when they have beendefined for the above items of information. For example, RIJN defines 690 indicator 2as source of subject heading.


1.3 Form of Entry

The form of entry should follow the cataloging code in effect at the time the machine-readable record was created. However, it is recognized that this will not be possible forsome records.

1.4 Punctuation, Case, and Diacritics

Punctuation and use of upper- or lowercase letters should follow the provisions of thecataloging code in effect at the time the catalog record or machine-readable record wascreated. Inclusion of diacritics is required on records created after July 1, 1984, anddesirable if available for earlier records.

1.5 Mandatory and Desirable Data

When an item is defined as mandatory, it must be provided if it is available on the pieceor can he ascertained from an existing full- level catalog record. Extensive research isnot expected. For example, if I,CCN is not recorded on an item, ;t, is not necessary tocheck reference sources to see if an LCCN can be found. For desirable elements it isstrongly recommended that libraries attempt to include the data whenever available andapplicable.

1.6 Input Standards

Records must follow the Standard for University of California Union Catalog InputRecords (Oakland: Division of Library Automation, University of California, 1990). Thisstandard covers content designation, tape characteristics, and character sets. The contentdesignation standard selected (OCLC, RIJN, or DI,A) will determine where local datais recorded.

2. STANDARD BRIEF RECORD CONTENT

Format abbreviations: BK = BooksSE = SerialsAM = Archival and manuscripts controlCF = Computer filesMP = MapsMU = MusicVM = Visual materials

Requirements: M = Mandatory if applicableI) = Desirable if applicable;'available

Standard for Bibliographic Records Page 3

Leader

Char.Pos. Name

05 Record Status

06 Type of Record

07 Bibliographic Level

17 Encoding Level

The code "b" is to he assigned if arecord meets the brief recordstandard but no higher encoding levelstandard.

18 Descriptive Cataloging Form

if record does not contain this data,the record will he given low priorityfor selection as a base record.Name headings within the record willhe given low priority for selectionas authoritative name forms.

Control Fields

Field

007 Physical Description Fixed Field

008 Control Field

Char.I'os. Name

06 Type of Date/Publicationstatus

BK SE

FormatsAM ( ;F MP MU V M

M MM MM M M

M MM MM M M

M MM MM M M

M MM MM M M

M M

1)

M

I)

M

I)

M

I)

M

1)

M


07-10 Date I/I3eginning date ofpublication

Follow IX: MARC practice on dates.On older records where date isunknown, two alternatives may beused: 1) place 0000 (zeros) in07-10 or 2) place blanks in07-10 and include 06 to clarifycontents of date 1. For option 206 = n, 07-10 = blank.

11-14 Date 2/Ending date of publication

15-17 Country of publication, productionor execution

18 Frequency (SE, C1')

21 Type of serial (SE)

23 Form of item (13K, SE, AM, MU)

26 Type of computer file (CP)

27 Type of machine (C:1')

28 Government publication(13K, SE, CF, MP, VM)

34 Successive/Latest entry (SE)

35-37 Language (undetermined = und)

Numbers and Codes

Field

010 Library of Congress Control Number

$a Library of Congress control number

13K

M

SE

M

FormatsAM

M

CF

M

M

1)

1)

M

MI'

M

I)

M

NI

MU

NI

NI

VM

NI

M


022 International Standard Serial Number

1a International standard serial number

Note: If inputting ISSN, inputkey title when available.

028 Publisher Number for Music

Include all applicable subficlds

Note: Mandatory for AACR2 records when(Leader 18 = a.)

034 Coded Mathematical Data

$a Category of scale

$b Constant ratio linearhorizontal scale

052 Geographic Classification Code

Include all applicable subfields

Bibliographical Fields

Field

lxx Main Entry


Include 1st indicator fir 130 field

222 Key Title

Include 2nd indicator for non filingcharacters

1a Key title

13K

NI

SE

M

I)

FormatsAM CF

M fit

MP

tii

M

M

M

MU

M

M

VM

Page 6

$h Qualifying information

13K SF,

1)

Technical

Formats

Report

M P MU

No. 2

VMAM CF

24 Uniform Title I)

Include all applicable suhficlds

Include 2nd indicator for nonfilingcharacters

245 Title Statement

Include 2nd indicator for nonfilingcharacters

!i;a Short title M M M M M M

!bb Remainder of title I) 1) I) I) I) I)

$f Inclusive dates M

$g Bulk dates M

$h Medium 1) 1) 1) M I) M M

In MUSIC: format, mandatoryfor sound recording if not in 240

r$n, p Part/Section information (or M$d and $e, which arc now obsolete)

246 Varying Form of Title

$a Title proper/Short title 1)

247 Former Title/Title Variations

$a Title proper/Short title 1)

250 Edition Statement

$a Edition statement M I) M M M


260 Publication, Distribution, etc.

$a Place of publication, distribution, etc.

Sb Name of publisher, distributor, etc.

Date(s) of publication, distribution, etc.

For archival and manuscriptmaterials, 260k is usedwhen dates are not included inthe 245 field.

300 Physical Description

$a Extent

Sb Other physical details

k Dimensions

se Accompanying material

For pre-AACR2 records for soundrecordings, the 262 and 305fields may occur instead of 260and 300.

262 $h Publisher or trade name

Sc Serial identification

Sd Date of release

305 (same subfields as 300)or305 $a Number of sides, albums, etc.

$b Size

$c Speed

I3K

Formats

AM CI' MP MU V M

M M MM M M

M MM M M

M M M M M M

I)

M

M

I)


$d Microgroove

$c Stereophonic, monophonic, orquadrophonic

$f Number of tracks

For pre-AACR2 records for visualmaterials, the 301 field may occurinstead of the 300 field.

301 $a Extent of item

$f Speed (vidcorccordings)

$b Sound characteristics

$c Color characteristics

$d Dimensions

$c Accompanying materials

362 Dates of Publication and/or Volume Designation

$a Dates of publication and/or volumesequential designation

506 Restrictions on Access Note

$a Turns governing access

533 Reproduction Note


$a Type of reproduction

538 Technical Details Note

$a Technical details (especiallysystem requirement)

13K

I)

I)

1)

Formats

AM CP

I)

I)

I)

M

MP

I) I)


580 Linking Entry Complexity Note

¶a Linking entry complexity note

65X Subject Heading Added EntryTopical Term


710 Added EntryCorporate Name


780 Preceding Entry

include all applicable subfieldsInclude 2nd indicator (Relationship)

Include all applicable subflelds

785 Succeeding Entry

Include all applicable sublields

Include 2nd indicator (Relationship)

Local Location and Processing Data

To be recorded as specified in the contentdesignation standard used (OCLC, RI,IN, or 1)1,A).

I. Record II) generated by source system:Updates to earlier records mustcontain the same record ID as therecord to be replaced.

2. Transaction date or latest valid date forrecord (currently described in theMARC format as tag 005)

3. Location code or identifier: The fulllocation information associatedwith any code or II) must be

Formats13K SE

I)

AM CF MP

1)

MU VM

1)

1)

I)

M M M M

M M M M M

M M M M M M


transmitted to DIA along with thecode before input records can heprocessed.

4. Location level call number

Local Holdings Information for Serials

Because current nation] standards forholdings are still being developed,no holding standard for serials hasbeen defined. It is anticipated thatany standard developed will hecompatible with the national standardadopted.

1 Summary holding statement definedin general to correspond to flit.American National Standard forSerial IIolding Statements(Z39.33), Level 3.

2. Retention Statement(Free text note).

I3K

tit

SL

tit

I)

I)

FormatsAM CF

M M

MP

M M

VM


RECORD FORNIAT FOR THE NIELVYLO CATALOG

Revised June 1991

Prepared byKaren Co\ le


300 Lakeside Drive, Floor 8Oakland, CA 94612 3550

(r)

©1991 The Regents of the Uni:ersity of CalitOrnia

VYI is a registered trademark of The Regents of the University of California.

Portion- of this document may he reprinted or adapted without permission for academic nonprofit

purposes, providing the material is accurately quoted and the source duly credited.

ISBN: 0-913248-07-X

CONTENTS

Page

1. Introduction 1

2. Record Structure 1

3. Record Diagram

4. Fields 4

5. Local Data 7

5.1 OCI.0 Input 7

.5.2 RUN Input 9

5.3 Local Serials System Input 12


RECORD FORMAT FOR THE N1ELVYL® CATALOG

I. INTRODUCTION

Records received for the NI EINN-1. catalog database and the periodicals database canvary in their record formats, especially in the area of local data. To assure uniformityof indexing and user display, some normalization of incoming records takes place. Thisdocument describes the NI ELVYL catalog local data format and its structure and providesexamples that illustrate this normalization.

2. RECORD STRUCTURE

The NI ELVYL catalog record consists of five parts, called "segments." The segments arelinked hierarchically in the order given below:

I. Bibliographic Segment. This segment contains the information about thebibliographic work and consists of all nonlocal \IARC fields. There is onebibliographic segment per union catalog record, and it contains the base recordfields and all preserved variations.

2. .Maintenance Segment. There is one maintenance segment created for eachOCLC, REIN, or campus system record that enters the \IELVYL catalog.It contains the control numbers and dates necessary to correctly update eachrecord received from campus input.

3. Holding Segment. This segment contains the holding library code, the callnumber, the summary holdings statement (if there is one), and any locationlevel notes. (The latter generally would be stored as 590 notes in the MARCformat.) Each holding location received in an input record will he placed in aseparate holding segment in the MEIN)" catalog record. Thus, a maintenancesegment may have more than one holding segment following it.

4. Copy Segment. Each copy segment represents a single copy number. Includedin the copy segment are copy level notes and copy level call numbers.

5. Olume Segment. The volume segment represents a single physical volume,where possible, or a volume range that is treated as a unit. This segmentcarries information used in control of the physical volume, such as acquisitionsnumbers, circulation system numbers, status information, etc.

Page 2 'technical Report No. 3 .

3. RECORD DIAGRAM

Below is an illustration of a NIELVYL catalog record with multiple segments at eachlevel.

BibliographicSegment

Mai...

MaintenanceSegment

Hol

Hol...

HoldingSegment

Cop...

CopySegment

Vol...

VolumeSegment

HoldingSegment

CopySegment

Record Format for the NIELVYI., Catalog Page 3

Below is an example of a \IELVYI. catalog record with data held in multiple segmentsat each level.

BibliographicSegment

MaintenanceSegment

HoidingSegment

CopySegment

100 $a Smith, John245 $a Tho Book

.1

Bibliographic Data

IR12345678 CUBG

087654321 1 {ICLUR I

19820324101523.0 I

i

I

Ma.n

I CLUA

I CLUE

CLUR

! HV396S32

I Libray has: v. 1-2

VolumeSegment

I v2

v.1

6933604X L

I iV396.2S3

Record Numbers

Holding LocationsCall NumbersSummary Holdings

CopyNumbers

{Volume NumbersAcquistions System NumberCirculation System NumberRegional Facility Numbers

Page 4

4. FIELDS


The following is a detailed list of the data stored in each segment and its correspondingtag.

Local fields have indicators. The default indicator values for local fields arc:

1st indicator0 automatically generated from coded input data

1 keyed by campus

2nd indicator0 field to he displayed to general users

1 field to he displayed only in full :MARC format

For the 950 field (local serials holdings) the second indicator has the following values:

2nd indicator0 closed holdings statement

1 open holdings statement: item currently received

Bibliographic Segment

000 Leader codes'Sa Record numberSi Previous record number

00x_ Base record fields899 Variant fields

Record Format for the N11.1.VY1. Catalog

A laintenance Segment

901 Maintenance key

Page 5

Sa Technical processing codeSb Maintenance numberSc Maintenance unit codeSd Bibliographic format code

902 ca Version identifier (Date and time of transaction)903 Su Cataloging unit904 Sa Date of campus "first time use"

Sb Date(s) of campus revision(s) (Keep last two)906 Si Date of input to NI ELVY1. catalog record

Sh Dates of replacement in N1ELVYL catalog record (Keep last two)908 Sa Cataloger's kever's initials909 Sa OCLC 910 fields information910 Sa Local system number915 Ca Nonprinting notes918 Other record level information

ST Tag of input field919 Maintenance segment field in error

ST Tag of field in error

Holding Segment

910 Sit Location code922 Sa Campus92-1 Sa N[C code926 Ca Primary location928 Sa Call number prefix930 Sa Call number, class portion

Sb Call number, hook number portionSc Call number, unformatted

932 Ca Additional sublocation Input stamps933 Ca Shelving Storage note934 Ca S'immary holdings note935 Sa Other local notes (Subfielding can vary)939 Ifolding. segment field in error

ST Tag of field in error

BEST CitTiq PAILABLE

Page 6

Copy Segment

94) Sa Copy number942 Sa Copy specific call number

Sb Copy specific call numberSc Unformatted call number

948 Sa Other copy level notes (Subfielding can vary)950 Sa Serials holdings959 Copy segment field in error

Si. Tag of field in error

lidume Segment

960 Sa Volume designationSb Volume numberSc Volume designation number

961 Sa Acquisition system number961 Sa Circulation system number963 Sa Regional facility number964 Sa Volume status notes965 Sa Other volume level notes969 Volume seement field in error

ST Taa of field in error


Record Format for the Catalog Page 7

5. LOCAL DATA FIELDS

5.1 OCLC Input

The NIEINYI, catalog record format provides many more fields for local data than arcfound in the OCLC record. It is quite possible for a NIELVY1, catalog record createdfrom OCI,C input to have very few of the possible local fields.

Maintenance ,Segent

Outline:

0C1 .C. Field Contents NIELVYL Cataln Field

"0" 901 Sa001 OCLC record number 901 Sb0-19 Sa Location code 901 Sc001 Date of transaction 902 Sa91( I ISCCIIMICOUS information 909

Notes:

In the 901 field of the NIELVYI. catalog record, "0- is added to OCI,C numbersto aid in record updating.

Hohling Segment

Outline:

OCI.0 Yield Contents NIELVYL Catalog Field

049 Sa Location code 920 Sa049 Sa 11 Call number prefix 928090 (etc.) Call number 930049 Sa 11 Input stamps 932590 Local notes 935

Notes:

Only the four-letter OCLC location code will he stored in the MEINYL catalogrecord. The full library name, the NUC code, and other data will be generatedfrom the location code during display.

Page 8 Thchnical Report No. 3

Copy Segment

Outline:

OCI.0 Field

49 Sc0-19 Sn

SI

So

iblume Segment

Outline:

OCI.0 Field

049 Sd049 Sr049 Sp Su049 Sm035035

Contents MEINYI. Catalog Field

Copy numberCopy level notesCopy level notesCopy level notes

940 Sa9489489-18

Contents MELVYI. Catalog Field

Volume designationVolume numbersBibliographic subdivisionsNlissino. volumesAcquisition system numberCirculation system number

960 Sa960 Sb935 Sp Su964961

962

Example

OCI.0 Field MEINYI, Catalog Field

001 ocm071969801 91)1 Sa 0(1(15 199005131812310 Sb 071969801(135 Sa 688786 Sc

0-19 Sa 111.1CUSJI RI 11 901 Sa 19900513182232.0Sc 1 909 Sa 12 '18 SO sgmSn Pages missing 920 Sa CESJSv 1 -3 928 Sa If

09() Sa 13X9898 930 Sa 13X9898Sb .C$9 Sb .C89

590 Sa Latest edition only. 932 Sa REF935 Sa Latest edition only.935 Sc 1 Sn pages missing

Sv 1 -3961 Sa 688786

MELITL Catalog Display

UCSD Undergrad ff BX9898 C89 Latest edition only.

Record Format fbr the NIFIVYL Catalog Page 9

5.2 RLIN Input

The MEINYI, catalog record is similar in structure to the RLIN record. The MELVYLcatalog holding segment parallels the RI.IN LOC structure, and the COP structureinformation is placed in the N1 catalog copy and volume segments.

Maintenance Segment

Outline:

RIJN Field Contents Catalog Field

'R. 901 Sa001 RIJN record number 901 Sb001 Library code (LI) 901 ScNo Non-book format code 901 Sd0(15 Transaction identifier 902 Sa99S Sh Previous record use 904 Sa908 Sc (CIN) Catalo2er's initials 90S99S Sb (0ID) Operator's initials 90S901-907 (1_1)..\-(1) Local data 915910 (RSN) Standards note 915


Holding Segment

Outline:

RIJN Field

950950950090950950

SI (LOC)Sd LC/11.)Sa, Sb (LCAL)Sa, Sb (CALL)Sc (LCAL)Sn (LANT)

090 Sn (ANT)

950090950090

Sn (LAM)Sn (ANT)Sf (1.1:N1')Sf(FNT)

Contents

Location codeStamp aboveCall number('all numberStamp belowSummary holdings(profiled)

Summary holdings(profiled)

Local notesLocal notesFootnoteFootnote

MELVYL Cataloi, held

920 Sa928 Sa930 Sa, Sb930 Sa.Sh932 Sa

note 934 Sa

note 934 Sa

*935 Sa*935 Sa*935 Sf*935 Si

* The 935 field created from LANT will be given a 2nd indicator value of 0 (displayto patrons): the 935 field created from I.FN1' will be given a 2nd indicator value of1 (display in MARC display only).

Copy Segment

Outline:

IZI.IN 11e1/1

955 Sc (COP)955 Sa, Sb

l'olume Segment

Outline:

RIJN Field

955 Sc (N1DES)955 Sq (SI1NT)955 Sr (S1INT)955 Ss (S1 INT)955 Su (SI INT)955 Si (CST)

Cotatvnis 111.1A'11, Catalo.2 Field

Copy number 940Call number 942 Sa, Sb

Contents

Volume informationAcquisitions numberCirculation numberShelf list noteNonprinting noteCopy status

1IEINY1, Catalog Field

430

960 Sc961962965965964

Record Format for the NIFIN'1.1 Catalog Page 11

Example

RUN Field MUXYL Catalog Field

001 RI,INCI.DG10910784-B 901 Sa

005 19891019135840.0 Sh 10916784Sc CLDG

090 Sa 1113801 902 Sa 19891019135846.0

Sh .D36 904 Sa 19801103

Sicip REP!. I 908 Sa ABC DDSh 02 12 80 C

920 Sa ENV'950 S1 EN k."I 928 Sa

Sn Map in pocket 930 Sa 1113801

Sd f Sb .1)36Sh 2 12 8 C 935 Sa Map in pocket (2nd ind. 0)

933 Sa cip RITE 1 (2nd ind. 1)

955 SI ENVISc 1:v. 1 940 Sa 1

Sa 1113300 Sa 111331)6

Sb .C80 Sh .C86Sq 968832Sh 2 12 8 C 90 Sc v. 1

Si 02 26 82 NI 901 Sa 968832904 Sa Nlissing

950 Si MAIN Sh 820226Si 10 19 81 C

920 Sa MAIN93 Sa 1113801

Sh .D36935 Si cip REPI. 1 (2nd ind. 1)961 Sa 6.4799852

IIIELVIL Catalog Display

UCB EnvDesign f HB801 D36

UCB Main HB801.D36

Page 12

5.3 Local Serials System Input


For serials format records, the NI ELVYL catalog record format adds a 950 field for theserials holdings. All other 9XX fields arc the same.

Serials records enter the catalog from many different systems, both commercial andlocally developed. An example of some local system serials input is given below.

Example ORION

Local System Field MEIYYL Catalo2 Field

901 Sa A001 0001000IV Sb 000100005 19S8u:050000MM Sc IV92 SO 06 Sa PS 508 \V7 T45 902 Sa 19880325000000.0910 Sa hl 2(1973 77). 92() Sa ((6

b-1 8(197S 9-84) 93 Sa PS 505 W7 T45950 Sa bl 2(1973 77).

b4 8(1978 9 84)

MELITL Catalog Di.splay

UCI MAIN LIB PS 508 W7 T45 b1 2(1973 77).b4 8(1978'9 84)

Record Lonnat for the NIF IVY'. Cala lou

ExampkINNOE-1C

Local System Fold NIE1A-N1 Catalog Field

096 Sa Browsing AA Sh 113 ANIS1-11590 Sa Bimonthly 901 Sa I901 Sa 1:CSF1311925588 Sb 11925588902 Sa 900117 Sc SFB920 SI hmcd 902 Sa 19900117000000.0950 Sh 42, 1974 Ss Current .1n1s.

Stacks Sz 42 -52 in Microfiche 920 Sa limed930 Sa WI Sb AA 113932 Sa ANESTI I932 Sa 42-52 in Microfiche932 Sa Latest issue at desk935 1 Sa Bimonthly950 Sa 42, 1974

41IFLITL Catalog Display

UCSF Library W1 AA 113 ANESTH History Media42 52 in MicroficheLatest issue at desk 42. 1974

Page 13

Documents

DOCUMENT RESUME ED 354 002 TITLE Standard for ... Technical Report No. 1 STANDARD FOR UNIVERSITY OF CALIFORNIA UNION CATALOG INPUT RECORDS The Standard for Univer.sity of California