marc21 for school librarians

MARC21for School Librarians

Rick J. Block

What is a MARC Record?

A MARC record is a

MAchine-Readable Cataloging record.

And what is a machine- readable cataloging record?

Machine-readable

• “Machine-readable” means that one particular type of machine, a computer, can read and interpret the data in the cataloging record.

Cataloging Record

• "Cataloging record" means a bibliographic record , or the information traditionally shown on a catalog card.

• The record includes (not necessarily in this order):

– 1) a description of the item

– 2) main entry and added entries

– 3) subject headings

– 4) the classification or call number.

– (MARC records often contain much additional information.)

Bibliographic Record

• BIBLIOGRAPHIC RECORD: A catalog entry in card, microtext, machine-readable, or other form carrying full cataloging information for a given item in a library. – Surrogate for the item– Must facilitate functions of the catalog


• DESCRIPTION: Identifying the item

• ACCESS POINTS: Collocation; identifying the work


• DESCRIPTION OF ITEM: IDENTIFYING THE OBJECT– TITLE– STATEMENT OF RESPONSIBILITY– EDITION– PLACE, PUBLISHER, DATE– PHYSICAL DESCRIPTION– SERIES– NOTES– STANDARD NUMBER; TERMS OF AVAILABILITY


• COLLOCATION: IDENTIFYING THE WORK

– ACCESS POINTS

– AUTHOR

– TITLE

– EDITOR

– SERIES

– OTHER RELATED

– SUBJECT HEADINGS

– CLASSIFICATION

History of MARC

• Originated at the Library of Congress (LC) in 1965 as a part--probably the single most important part--of the beginnings of library automation in the U.S. and elsewhere.

• LC settled in 1968 on a form of computerized recording of cataloging information, the MARC II record

• This is the foundation of the current record, called MARC 21, which is essentially the MARC II record with some added features.

History of MARC

• MARC standard variants– MARC 21

– UKMARC

– OCLC-MARC

– RLIN-MARC

• Five MARC formats Bibliographic Authority Holdings Classification Community information

Description

• Librarians follow the rules in Anglo-American Cataloguing Rules, 2nd ed., 1998 revision (popularly known as AACR2R) to compose the bibliographic description of a library item.

• This "description" is shown in the paragraph sections of a card. It includes the title, statement of responsibility, edition, material specific details, publication information, physical description, series, notes, and standard numbers.

Main Entry and Added Entries

• AACR2R also contains rules for determining "access points" to the record (usually referred to as the "main entry" and "other added entries"), and the form these access points should take

• Access points are the retrieval points in the library catalog where patrons should be able to look up the item.

Main Entry and Added Entries (cont.)

• In other words, the rules in AACR2R are used to answer questions such as: For this book, should there be entries in the catalog for more than one author or more than one title? Should the title of the series be noted? How should the author's name be written? Is this a "title main entry" item (no author)?

Subject Headings (Subject Added Entries)

• The librarian uses the Sears List of Subject Headings (Sears), the Library of Congress Subject Headings (LCSH), or some other list of standard subject headings to select the subjects under which the item will be listed

• Use of an approved list is important for consistency, to ensure that all items on a particular subject are found under the same heading and therefore in the same place in the catalog.

Subject Headings (cont.)

• For instance, the subject heading list indicates that all books about cats should be assigned the subject CATS. Using this authorized heading eliminates the possibility of listing some books under CATS and others under FELINES. Even if a book is called All About Felines, the subject heading will be typed CATS. That way, all books on that subject will be listed in one place in the catalog for the patron to find. The patron does not have to imagine all the possible synonyms for the word he is looking for.

Call Number

• The librarian uses a Dewey Decimal or Library of Congress classification schedule to select the call number for an item

• The purpose of the call number is to place items on the same subject together on the same shelf in the library

• Most items are subarranged alphabetically by author. The second part of the call number usually represents the author's name, facilitating this subarrangement.

Why Is a MARC Record Necessary?

• Why can't a computer just read a catalog card? – The information from a catalog card cannot simply

be typed into a computer to produce an automated catalog. The computer needs a means of interpreting the information found on a cataloging record.

– The MARC record contains a guide to its data, or little “signposts," before each piece of bibliographic information.

Record with Textual Signposts

• “SIGNPOSTS”• Main entry, personal

name with a single surname

• Title and statement of responsibility– Title Proper

– Statement of responsibility

• DATA• Chute, Marchette

Gaylord, 1909-

• Stories from Shakespeare /

• Marchette Chute


• “SIGNPOSTS”• Publication

– Place of publication

– Name of publisher

– Date of publication

• Physical description– Pagination

– Illustrative matter

– Size

• DATA

– New York :

– Meridian,

– 1976 (1993 printing)

– 319 p. ;

– 21 cm.


• “SIGNPOSTS”• Note Area

– General note

– Standard numbers

• Subject added entries– Personal author subject

– Topical subject

• DATA

– Includes index.

– ISBN 0-452-01061-6

– Shakespeare, William, 1564-1616--Adaptations.

– English drama--Early modern, 1500-1700--Adaptations


• “SIGNPOSTS”

• Call Number (LC)• Call Number (Dewey)

• LC Card Number

• DATA

• PR2877 .C53 1993• 822.33

• 93-33372

Same Record with MARC Tags

“SIGNPOSTS”

100 1# |a

|d

245 10 |a|c

260 |a |b

|c

DATA

Chute, Marchette Gaylord,

1909-Stories from Shakespeare /

Marchette Chute.

New York :

Meridian,

c1976.


“SIGNPOSTS”

300 |a

|c

500 |a

600 10 |a

|d

|v

DATA

319 p. ;

21 cm.

Includes index.

Shakespeare, William,

1564-1616

Adaptations


“SIGNPOSTS”650 0 |a

|y

|v

010 |a

020 |a

090 |a

|b

092 |a

DATAEnglish drama

Early modern, 1500-1700

Adaptations

93-33372

0452010616

PR2877

.C53 1993

822.33

MARC Terms and Their Definitions

MARC Terms

• This section covers how to read, understand, and use a MARC record.

• It deals with what librarians using a library automation system will see and need to understand on their computer screens when adding, editing, or examining records.

MARC Terms (cont)

• The emphasis will be on those areas commonly used in cataloging for school libraries, i.e. books and audiovisual materials.

• However, what is covered in this section applies equally to all forms of materials, including sound recordings, computer software, maps, and other non-book items.

MARC Terms (cont)

• “Format Integration" means that the same "signposts" are used to mark data in records for all types of publications, rather than having different sets of "signposts" for each type.

• More technically, under Format Integration, one group of tags is used for records of all types of materials rather than having a tag set defined for each type.

MARC Terms (cont)

• The box chart in the previous section showed a MARC record labeled with "signposts." The proper names of these "signposts" are field, tag, indicator, subfield, subfield code, and content designator. These MARC 21 terms are covered in this section.

MARC Terms (cont)

• In the MARC record, 10% of the tags are used over and over, and the other 90% are seen only occasionally or rarely.

• After even a short exposure to the MARC 21format, it is not unusual to hear librarians speaking in "MARCese."

• Librarians who work with MARC records soon memorize the numbers for the fields common to the materials they catalog.

FIELDS are marked by TAGS

• Field: Each bibliographic record is divided logically into fields. There is a field for the author, a field for title information, and so on.

• These fields are subdivided into one or more "subfields."

• The textual names of the fields are too lengthy to be reproduced within each MARC record.


• Field (cont.): Instead they are represented by 3-digit tags. (Though on-line catalogs may display the names of the fields, the names are supplied by the system software, not by the MARC record).


• Tag: Each field is associated with a 3-digit number called a "tag."

• A tag identifies the field -- the kind of data -- that follows.

• Even though a printout or screen display may show the tag immediately followed by indicators (making it appear to be a 4- or 5-digit number), the tag is always the first 3 digits.

Field and Tag Example

• For example, the number 100 is a tag which marks the personal name main entry (author) field:

100 1 Chute, Marchette Gaylord, |d 1909-

Most Frequently Used Fields and Tags

TAG

010

020

100

245

FIELDLibrary of Congress Control

Number (LCCN)

International Standard Book Number (ISBN)

Personal name main entry (author)

Title information (which includes the title, other title information, and the statement of responsibility)

Most Frequently Used Fields and Tags

TAG

250

260

300

440

520

650

700

FIELD

Edition

Publication information

Physical description

Series statement

Summary note

Topical subject headingPersonal name added entry (joint

author, editor, illustrative)

Some Fields are Further Defined by INDICATORS

• Indicators: Two character positions follow each tag (with the exception of Fields 001 through 009).

• One or both of these character positions may be used for indicators. In some fields, only the first or second position is used; in some fields, both are used; and in some fields, like the 020 and 300 fields, neither is used.

• When an indicator position is not used, that indicator is referred to as "undefined" and the position is left blank. It is the convention to represent a blank, or undefined,

indicator position by the character "#".


• Each indicator value is a number from 0 to 9. (Although the rules say it can be a letter, letters are uncommon.)

• Even though two indicators together may look like a 2-digit number, they really are two single-digit numbers.

• The allowable indicator values and their meanings are spelled out in the MARC 21 documentation.


• In the example which follows, the first 3 digits are the tag (245 defines this as a title field) and the next 2 digits (a 1 and a 4) are indicator values. The 1 is the first indicator; 4 is the second indicator.

• 245 14 $a The emperor's new clothes / $c adapted from Hans Christian Andersen and illustrated by Janet Stevens.


• First indicator value of 1 in the title field indicates that there should be a separate title entry in the catalog.

• In the card catalog environment, this means that a title card should be printed for this item and an entry for "Title" added to the tracings.

• A first indicator value of 0 would mean that a title main entry is involved; the card would be printed with the traditional hanging indention, and no additional tracing for the title would be required (since it is the main entry).

• Not important in online environment.


• Nonfiling characters: One of the more interesting indicators is the second indicator for the title field.

• It displays the number of characters at the beginning of the field (including spaces) to be disregarded by the computer in the sorting and filing process.

• For the title The emperor's new clothes, the second indicator is set to "4" so that the first four characters (the "T," the "h," the "e," and the space) will be skipped and the title will be filed under "emperor's."

SUBFIELDS are marked by SUBFIELD CODES and DELIMITERS

• Subfield: Most fields contain several related pieces of data. Each type of data within the field is called a subfield, and each subfield is preceded by a subfield code.

• Fields 001 through 009 have no subfields.


• For example, the field for a book's physical description (defined by the tag 300) includes a subfield for the extent (number of pages), a subfield for other physical details (illustration information), and a subfield for dimensions (centimeters):

300 ## $a 675 p. : $b ill. ; $c 24 cm.


• Subfield code: Subfield codes are one lowercase letter (occasionally a number) preceded by a delimiter.

• A delimiter is a character used to separate subfields.

• Each subfield code indicates what type of data follows it.


• Delimiter: Different software programs use different characters to represent the delimiter on the screen or on printouts. Examples are a double dagger, an "at sign" (@), a dollar sign ($), or an underline.

• In this presentation the dollar sign ($) is used as the delimiter portion of the subfield code.

• In the previous example, the subfield codes are $a for the extent, $b for other physical details, and $c for dimensions.

CONTENT DESIGNATORS is an inclusive term used to

refer to tags, indicators, and subfield codes.

• The three kinds of content designators -- tags, indicators, and subfield codes -- are the keys to the MARC 21 notation system.

• Walt Crawford calls the MARC system a "shorthand notation" system.

• The three types of content designators are the shorthand symbols that label and explain the bibliographic record.

Some GENERAL RULES

• There are some general rules that help define what all the numbers used as field tags mean.

• Note that in discussions of MARC 21 tags, the notation XX is often used to refer to a group of related tags.

• For example, 1XX refers to all the tags in the100s: 100, 110, 130, and so on.

Tags Divided by Hundreds

• The basic divisions of the MARC 21 bibliographic record are:

• 0XX Control information, numbers, codes

• 1XX Main entry

• 2XX Titles, edition, imprint (in general, the title, statement of responsibility, edition, and publication information )

• 3XX Physical description, etc

• 4XX Series statements (as shown in the book)


• 5XX Notes

• 6XX Subject added entries

• 7XX Added entries other than subject or series

• 8XX Series added entries (other authoritative forms)


• The 9XXs have been left for locally-defined uses, such as local barcode numbers.

• Local libraries, vendors, or systems can define and use them for attaching other types of information to records.

• X9Xs in each of these groups -- 09X, 59X, etc. -- are also reserved for local use, except 490.)

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 on-line catalog.

Access Points

• Most of the access points are in:

• 1XX fields (main entries)

• 4XX fields (series statements)

• 6XX fields (subject headings)

• 7XX fields (added entries other than subject or series)

• 8XX fields (series added entries)

Authority Control

• These are the fields that are under authority control.

• "Authority control" means following a recognized or established form.

• Usually, a cataloger chooses subject and name headings from a list of approved headings.

Authority Control

• In a conversation, if you talked about visiting the "Getty Museum" and the "J. Paul Getty Museum" in Malibu, California, your listener would know you meant the same thing.

• But if a cataloger sometimes uses "Getty Museum" and other times uses "J. Paul Getty Museum" as headings in a catalog, the library user will have a difficult time finding all the books on that subject.

• If a cataloger follows the Library of Congress's list of established forms for names, he or she will use the heading "J. Paul Getty Museum."

• As long as the cataloger always uses one established form, all the books on that museum will be found in one place in the catalog.

Parallel Content

• The fields requiring authority control are also the fields that use parallel tag construction.

• In general, in the 1XX, 4XX, 6XX, 7XX and 8XX fields, a personal name will have the last two digits 00.

• Therefore, for a main entry (1XX) that is a personal name (X00), the correct tag is 100.

Parallel Content

• For a subject heading (6XX) that is a personal name, the tag is 600, and so on.

• This parallel content can be summarized as follows: – X00 Personal names– X10 Corporate names– X11 Meeting names – X30 Uniform titles– X40 Bibliographic titles– X50 Topical terms

– X51 Geographic names

Parallel Content

• By combining this chart with the chart "Tags divided by hundreds” it becomes evident that if the subject of a book (6XX) is a person (Lincoln, Abraham), the will be 600;

• If the subject of the book is a corporation (Apple Computer, Inc.), the tag will be 610;

• If the subject of the book is a topic (Railroads), the tag will be 650;

• If the subject of a book is a place (United States), the tag will be 651.

• An added entry (7XX) for a joint author (a personal name) will have tag 700.

Unique Information Appears at the Beginning of MARC Records• Leader: The leader is the first 24 characters of

the record.• Each position has an assigned meaning, but

much of the information in the leader is for computer use.

• MARC record creation and editing programs usually provide a window or prompts to assist the cataloger n filling in any leader data elements that require input.

Unique Information Appears at the Beginning of MARC Records• Directory: Immediately following the leader

is a block of data called a directory.

• This directory tells what tags are in the record and where they are placed.

• The directory is constructed (by computer) from the bibliographic record.

• It is invisible to the cataloger

Unique Information Appears at the Beginning of MARC Records• The 008 field: The 008 field is referred to as

Fixed-Length Data Elements, or Fixed Field Codes.

• Its 40 characters contain important information, but in an abbreviated form.

• Although it is not yet used to its fullest in on-line catalog systems, this field can be used to identify and retrieve records matching specific criteria.

Unique Information Appears at the Beginning of MARC Records• For example, there is a code in this field to

indicate whether a book is large-print, a code to identify the country of publication, a code to identify juvenile materials, a code to indicate the language of the text, and so on.

Fixed Field Codes

• Below is an example of fixed field for book format from an OCLC MARC record.

Type: a ELvl: 1 Srce: Audn: Ctrl: Lang: eng BLvl: m Form: Conf: 0 Biog: MRec: Ctry: ohu Cont: GPub: Fict: 0 Indx: 0 Desc: Ills: a Fest: 0 DtSt: s Dates: 1956,

……………….

100 1 Chute, Marchette Gaylord, ‡d 1909-

245 10 Stories from Shakespeare.

. ... ... ... ...

Fixed Field Codes

• In the previous fixed field, there is a code to indicate the country of publication -- Ctry: ohu means the item was published in Ohio, United States.

• There is also a code for the date of the publication -- Dates: 1956

• There is a code for the language of the text -- Lang: eng, and so on.

• The fixed field can be useful for retrieving records matching specific criteria.

What Good is MARC?

• Provides a context or structure for cataloging information

• Establishes a common vocabulary and representation that makes shared cataloging easier, more flexible and more powerful

• Communicates information more precisely

• Retains the economies for shared cataloging

• Provides flexibility for the individual library

What Good is MARC?

• Makes possible computer based systems with more accessibility and flexibility

• Allows control of both an online catalog and production of catalog cards from one set of data

• Allows integration of cataloging for all materials regardless of format

Sources of MARC Records

• Library of Congress

• Book Jobbers

• Bibliographic utilities– OCLC– RLIN

Cataloging Examples

• The first step in cataloging any item is to decide what it is, in order to select the appropriate chapters of rules to apply to it.

• The physical form of the item determines which rules of AACR2R should be applied in doing the description.

AACR2 Chapters

• Chapter 2: Books, pamphlets, and printed sheets

• Chapter 3: Maps, globes, and other cartographic forms

• Chapter 4: Manuscripts (including typescripts)

• Chapter 5: Music (printed)

• Chapter 6: Sound recordings

• Chapter 7: Motion pictures and videorecordings

AACR2 Chapters

• Chapter 8: Graphic or visual materials (pictures, posters, etc.) that do not show motion

• Chapter 9: Computer files

• Chapter 10: Three-dimensional materials (including toys, games, and "found" objects)

• Chapter 11: Microforms

• Chapter 12: Serials, i.e., an item issued in parts intended to continue indefinitely

Descriptive Cataloging

• Descriptive cataloging consists of two elements: – describing the physical item– determining the main entry and added entries

• The first task facing the cataloguer is to determine the choice of main entry.– The general principle of main entry is to enter a

work under the person(s) or corporate body responsible for its intellectual content.


• In the case of books the chief source of information is usually the title page. Record the information exactly as it appears on the title page. Information appearing elsewhere in the item may be used in the catalog entry.

• In current practice, editors and compilers are never given a main entry although they were in the past.

Author Main Entry


• On occasion, the school library may have materials that are the products of a corporate group such as associations, governments, business firms, and conferences.

• Rule 21.1B2 of AACR2 defines a corporate body as an organization or a group that acts as an entity and is identified by a particular name.


• When a corporate body is responsible for the intellectual content of a work, the main entry is listed under the corporate body.

• It is rare that a school library finds itself in possession of large numbers of government documents or works emanating from corporate groups. If there is doubt on the part of the cataloguer, main entry is by title.

Corporate Body Main Entry


• If there is more than one author or an illustrator listed on the title page, record only the first author as the main entry.

• An added entry is made for the second and third author or illustrator.

• If more than three authors appear on the title page, main entry is by title.


• The tracings for individuals such as editors, illustrators, and secondary authors are entered in the 700 field. The field may be repeated as often as necessary.

• If an individual or corporate body has been recorded in the statement of responsibility area, it is traced in the appropriate 700 field.

• Corporate added entries follow the same general format but are entered in the 710 field.

Personal Name Added Entry


• If no author is listed, or more than three persons or corporate bodies are listed, the main entry is by title.

• Make an added entry only for the first author named. The remaining authors or corporate bodies are not recorded by name in the statement of responsibility but grouped under the heading [et al.]; neither are they traced.

Main Entry by Title


• Books without a clearly identifiable author are treated as title main entries.

• In cases where an editor or compiler is named as responsible for the work, main entry is again by title.

Books with Editors or Compilers


• In cases where there is an adaptor, this individual is given the main entry and an added entry is given to the original author (if there is one).

• This situation is commonly encountered with the works of the Brothers Grimm and Hans Christian Andersen.

Books with Retellers or Adapters

Audiovisual Materials

• The cataloguing of audiovisual materials such as videorecordings, kits, computer software, and sound recordings follows the same general patterns as those for books.

• As with books, the cataloguer must still identify the title, the publisher, and date of production but many audiovisual items will not have identifiable authors.

• In cataloguing audiovisual materials the number of frames, the components of the kit, or the duration of the

recording are identified rather than the number of pages.

General Material Designation [GMD]

• The General Material Designation [GMD] is included to alert the user that the item in question is not a book.

• It is appended in square brackets [ ] after the title and indicates the precise format of the item. The GMD is always placed in the 245 field of a MARC record directly after the title proper and before any subtitles. It is always preceded by an $h.

• As with the subject headings, only certain terms are to

be used as GMDs.


• The most common GMDs which are likely to be used in a school library are – activity card

– model

– chart

– picture

– electronic resource (formerly computer file)

– realia

– filmstrip


– slide

– game

– sound recording

– globe

– transparency

– kit (2 or more media)

– videorecording

– map


• Book vs. non-book: Audiovisual materials are cataloged following many of the same rules as for books (from AACR2R) and tagged using many of the same MARC21 content designators (from the MARC 21 Format for Bibliographic Data). The differences from book tagging could be summarized as follows:


• The 06 position of the Leader is changed to reflect the type of media.

• An optional 007 tag may be added. It contains fixed-length data elements similar to those in the 008 field (Fixed field) but related to the physical format of the item.

• Definitions for data in the 008 tag in positions 18-34 change for different types of media.


• Because of the number of people equally involved in the preparation of an audiovisual item, AACR2R rules often dictate a title main entry. In other words, there is often no 1XX tag.

• In the 245 field, the medium or General Material Designation (GMD) follows the title proper in subfield $h. It is enclosed in brackets.


• Terms which may be used as GMDs are listed in AACR2R chapter 1, rule 1.1C1.

• The data most different from book data is the physical description (300 tag), as it changes to physically describe the audiovisual material. Rules and examples for each media type are shown in chapters 2-11 of AACR2R.

• The 300 tag often contains a subfield $e for describing accompanying material such as a teacher's guide or transparency masters.


• A few special tags are used to accommodate the rules for cataloging different types of materials (e.g. 538 for Systems details note)

• In the notes area, in addition to some special tags, tag 500 is used liberally for additional cataloging information.

Audiovisual Materials: Videorecordings

• Chief source of information: title frame

• Usually the main entry is by title.

• The GMD is [videorecording]

• Physical Description Area: List

– The number of videorecordings.

– Running time as stated on the item.

– Other details such as sound and color.

• Note Area

– The presentation format such as VHS or Beta should be indicated in this area (538 note).

Audiovisual Materials: Electronic Resources (Computer Files)

• The GMD ”electronic resource" is used to describe a file containing data, programs, or both, encoded for manipulation by a computer. This includes remote access electronic resources.

• The chief source of information is the resource itself. Take information from formally presented evidence within the entire resource


• Examples of “formally presented evidence” include:

– title screen – main menus – program statements– initial display of information– home page– the file header including “Subject:” lines– encoded metadata:

• TEI headers• HTML/XML meta tags

– the physical carrier or its labels, including information that has been uncompressed, printed out, or otherwise processed for use


• Physical Description Area: List – The extent of the item (e.g., 1 computer disk or cassette). – Sound and color if applicable. – The physical dimensions of the disk.– 300 ## $a 1 computer disk : $b sd., col. ; $c 3 1/2 in

• Note Area:– A system requirements note is mandatory. Include the make

and model of the computer, amount of memory, name of the operating system, and any peripherals which may be required such as a mouse. The statement "System requirements:" must precede this information.

Audiovisual Materials: Sound Recordings

• The GMD sound recording is used to designate any disc, roll, audio compact disc (CD), tape (reel-to-reel or cassette) on which sound has been recorded for reproduction.

• Chief source of information: The item itself (e.g., labels on records or cassettes)

• Other sources– Accompanying material– Container– Other sources

Audiovisual Materials: Sound Recordings

• Main Entry: Selection of main entry for sound recordings can be very complex.

• Physical Description Area: List– The number of cassettes, records, or reels.– Playing speed.– The recording mode (analog, digital)– The dimension of the item should be listed, e.g.

12 in. for a typical 331/3 rpm disc.

Audiovisual Materials: Kits

• A kit is an item containing two or more categories of material, none of which is identifiable as the predominant constituent of the item.

• The GMD "kit" is applied only to those media which are to be catalogued as a unit.


• Sources of Information– As the chief source of information, use the part

which gives the most information (i.e., use the video, not the manual; the filmstrip, not the guide; the book, not the cassette).

– Secondly, use the part that is the unifying element (e.g., the container or the manual).

– Thirdly, use other sources.


• Main Entry– It is often difficult to determine authorship for

kits. – Main entry will be by author only if an author

can be established as the creator of the kit as a whole.

– Usually the main entry will be under title if only partial authorship or no authorship can be discerned.


• Physical Description Area – List the number and name of each part of the kit

in their order of importance to the kit as a whole.

– List the contents in alphabetical order if importance cannot be determined.

– If the parts cannot be numbered use the phrase "various pieces."

Kit: Card Example

Kit: MARC Example

Audiovisual Materials: Filmstrips

• Sources of Information: Information for the catalogue record should be taken from the following sources in this order– Chief source: the item itself. Preference should be

given to the title frame(s) rather than the leader frame(s).

– Container. – Accompanying materials.– Other sources.

Audiovisual Materials: Filmstrips

• Physical Description– Frames in an unnumbered filmstrip are to be

counted and placed in square [ ] brackets.– Other physical details such as sound (sd.), color

(col.), or black and white (b & w) should be noted.– The dimensions should be noted. Usually it is 35

mm. – Additional materials such as guides should be

listed.

Filmstrips: Card Example

Filmstrips: MARC Example

Cataloging Internet Resources: Two Active Streams

• Traditional cataloging

• Standard bibliographic records for Web resources in library catalogs

• Metadata

• “Data about data”• Imbedding

“cataloging” information in the web pages themselves and using that data for retrieval

Levels of Organization of Electronic and Web Resources

• Level 1: No organization– No value added by library

• Level 2: Selective lists or webliographies– List (sometimes annotated) of reputable web

resources

• Level 3: Addition of metadata– Metadata added to selected web resources

Levels of Organization of Electronic and Web Resources

• Level 4: Mixed model

– Catalog some items; provide metadata only for some items

• Level 5: Full MARC cataloging of electronic/web resources

– Catalog all electronic resources either owned by library or maintained on local system

– Catalog significant resources anticipated to be heavily used

– Catalog all items identified by subject specialists that fit collection development policy of library

Webliographies

• Libraries are putting up lists of electronic resources by subject

• Principle of least effort

• What’s bad about webliographies– Separation of electronic resources from rest of

collection– Problem of multiple lists– Lack of powerful searching capablities

Webliographies

• What’s good about webliographies– Web presentations help with subject

browsability problem– Relatively easy to create– Can be created by non-catalogers– Can change web display based on user studies

or other reasons

METADATA

“I never Metadata I didn’t like.”

What is Metadata?

• "Meta" = above, beyond, over, of a higher or more fundamental nature

• "Data" = information

• “Meta-data” = data about data– Information about other information

resources

“Metadata” for Librarians

• The term “metadata” used in the library/cataloging world today:– Almost exclusively refers to descriptive

metadata= Bibliographic Data that provides:• Standardized Description• Controlled Access• To Information Resources

• Often used in three different ways (as follows)

1. Metadata in the Broadest Sense Includes:

All forms of bibliographic control information in all formats:

• data on the title page of a book giving information about the contents of that book

• indexes• annotated bibliographies• map legends• catalog cards• MARC records for books and print serials

2. Metadata in a Narrower Sense Refers To:

• Digital data elements that describe information resources– especially: remote-access, networked resources via the

Internet or a local network

• Includes MARC records– MARC = one kind of metadata standard along side

others, such as Dublin Core, TEI, EAD, etc.

3. Metadata in the Narrowest Sense Refers To:

• Alternatives to traditional cataloging– alternative methods for librarians / catalogers to use for

describing and providing access to digital network resources

• Metadata schemes other than MARC and AACR2– Includes only standards such as Dublin Core, TEI,

EAD, etc.,

– contrasted to MARC as a “legacy system”

Diverse Metadata Schemes

• Humanities Community: – TEI (Text Encoding Initiative) for digitized texts of

world literature

• Education Community: – IMS (Instructional Management Systems): Educom's

Metadata Specification

• U.S. Government: – GILS (Government Information Locator Service)


• Geographic/Geologic Community: – FGDC (Federal Geographic Data Committee’s Content

Standard for Digital Geospatial Metadata)

• Archives Community: – EAD (Encoded Archival Description)

• Museum Community: – CIMI (Consortium for the Computer Interchange of

Museum Information)


• Library Community: – MARC (MAchine Readable Cataloging)– the oldest and best-developed metadata standard in

place• non-specialized; intended to encompass resources in all

formats for all communities• advantages and disadvantages to its use

• World Wide Web Community:– Dublin Core

• lowest common denominator metadata standard• set of 15 core elements for all information communities

Three Characteristics of All Metadata Schemes

• Semantics:– the content elements, such as title, creator, language, resource type– examples: AACR2; Dublin Core elements

• Syntax:– how those elements are encoded in machine-readable (computer-

understandable) form– examples: MARC; HTML; SGML; XML

• Structure:– how the elements are stored, searched, retrieved, and indexed

within a database architecture– examples: your own library's online catalog; the CORC system

Three Models for Metadata Creation

• 1. Embedded– Metadata formulated by the creator of the resource and

embedded within the resource itself

• 2. Third Party– An agency creates, collects, & manages separate

metadata records

• 3. View-Filter– An agency manages diverse kinds of metadata records

from different sources and maps them into a common set

Embedding Metadata in HTML

• The basic format would be – <META NAME> = “schema_identifier.element

name”Content=string data”>• A partial Dublin Core citation might be encoded as follows:

– <META NAME> = “DC.title” CONTENT=“HTML 2.0 Specification”>

– <META NAME> = “DC.author” CONTENT=“Tim Berners-Lee”>

– <META NAME> = “DC.author” CONTENT=“Dan Connolly”>

– META NAME> = “DC.date” CONTENT=“November, 1995”>

– <META NAME> = “DC.identifier” CONTENT=“http://www.w3.org/MarkUp/html-spec/html-spec_toc.html”>

Mapping / Crosswalks Between Diverse Metadata Standards

• Mapping the content elements from one standard to the equivalent or similar elements in another.

• Can be done by humans or by machines.• Crosswalk Examples:

– Dublin Core/MARC/GILS– FGDC to USMARC.– Dublin Core to EAD/GILS/USMARC.– TEI header to USMARC.

• CORC has automated MARC to Dublin Core element mapping built into it.

Metadata in Libraries Today

• MARC – is the only form of metadata most of us deal

with right now

• Integrated library systems – have been designed for MARC, built around

the MARC formats for bibliographic, holdings, and authority data

Non-MARC Metadata in Libraries

• Specialized kinds of metadata – such as TEI, FGDC, EAD, IMS– used primarily by specialized libraries or special

collections within some libraries at present

• Digitization projects in libraries– need metadata to mange and provide access to the

digitized files– some libraries are using Dublin Core and alternatives to

AACR/MARC for these

Applying Traditional Cataloging to Organizing the Internet

• Adapting AACR2 Chapter 9

• Adapting MARC format

• Linking Web pages in OPAC

• The URL as a replacement for “call number”– MARC field 856

What’s different?

• Virtual rather than physical object (no physical description data)

• Titles “accessed” not “owned”

• Need Web browser to view and may also need additional software such as Adobe Acrobat

• Title, author, etc. may not be explicit

What’s different?

• Not always clear what to catalog (may be embedded in larger Web site)

• Location comes from URL rather than classification

• When also in paper, use one bibliographic record or separate ones?

• Object cataloged may change frequently: integrating resource

Why Catalog Web Pages?

• Internet search tools find great quantities of resources but are not good at precise searching and require a great deal of “surfing”

• Cataloged web pages are evaluated by library subject selectors to suit the needs of that library’s community

Why Catalog Web Pages?

• Cataloging provides reliable descriptions and access points

• Cataloging integrates web resources with other resources in a single file

Web Resources to Catalog

• Electronic journals

• Databases

• Sites provided by reputable organizations– Professional associations (ALA, AMA)– Government bodies (LC)– Educational institutions

• Any sites you’ve paid to access

marc21 for school librarians

Documents