Changing the record: workshop on transition to MARC 21

1. Changing the record: workshop on transition to MARC 21 BIC Bibliographic Standards Technical Subgroup The British Library CILIP Cataloguing & Indexing Group

2. Purpose of the workshop • To raise awareness of the 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.

3. Transition to MARC 21 Timing the change Systems issues Business issues Migration Issues Discussion MARC 21 and UKMARC Maintenance Record structure Format comparisons Cataloguing implications Discussion Overview

4. 1. Transition to MARC 21

5. Why MARC 21? • Cost: • Shared format development/maintenance costs • Reduced systems costs and increased choice • Bigger user base • Access to experienced developers • Interoperability • National formats impede exchange of data • Shared cataloguing • Z39.50 • Wider access • Common development platform

6. Timing the change: national factors British Library switch to MARC 21 is linked to ILS implementation. • Provisional date is December 2003/January 2004. British Library has committed to support UKMARC for 3 years after cut over date.

7. Timing the change: local factors • System Procurement Cycle • System Supplier • Resources • Parent Bodies / Partners / Collaborators /

8. Systems issues Interoperability Import/Export Character sets Conversion routines OPAC display Retrieval / Indexing

9. Business Issues Cooperation Record supply Training

10. Migration Issues • Types of data • Principles • UKMARC Data Mapping • Character Set Conversion • Deduplication

11. Types of data • Bibliographic data • Authority data • Acquisitions data • Holdings data • Circulation data

12. Creed Resources Involve the business Work with your supplier Know your data Catechism 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? Migration principles

13. Data Mapping • Comprehensive UKMARC/MARC 21 Mapping available from BL • USEMARCON software available from BL. • Local implementations of UKMARC may diverge from the standard. • Know your own data!

14. Data Mapping • Getting to know your data: • Evaluation tools • File statistics • Local manuals • Past practice • Document decisions

15. Data Mapping • The BL mapping does not support: • Invalid record structures • Local fields, subfields and coded values • Subdirectories/subrecords • Embedded references

16. Character Sets UKMARC • 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

17. 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

18. Matching Criteria System numbers Standard Numbers Validation Textual data Coded data Deduplication

19. Matching Criteria System numbers Standard Numbers Validation Textual data Coded data Actions on matched records Overwrite/Replace Loss of data Merge Complex rules Other options Special rules for controlled fields Identify “potential matches” Deduplication

20. 2. MARC 21 and UKMARC

21. Transition to MARC 21 Timing the change Systems issues Business issues Migration Issues Discussion MARC 21 and UKMARC Maintenance Format comparisons Record structure Cataloguing implications Discussion Overview

22. Format Maintenance • National Libraries • Library of Congress • National Library of Canada • British Library National Consultative Committees • UK: BIC Bibliographic Standards Technical Subgroup • Proposals to British Library • Canada: Canadian Committee on MARC • USA: MARC Advisory Committee

23. 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)

24. MARC 21: content designation • Data blocks • Tagging • Indicators • Subfields • Punctuation • Character positions

25. 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

26. Data blocks Tagging Tags have 3 digits as in UKMARC Tags are defined independently for each format Certain tags may be used in more than one format, e.g. 852, 856 Not necessarily consistent with UKMARC XX9, X9X, 9XX reserved for local use. (Exception: 490 Series Statement) MARC 21: content designation

27. Data blocks Tagging Indicators 0-9 a-z (permitted but not used) # blank = undefined MARC 21: content designation

28. Data blocks Tagging Indicators Subfields ‡ = Subfield marker Range: a-z, 0-9 9 is “local” Control Subfields Consistent use MARC 21: content designation

29. 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 Short term problem MARC 21: content designation

30. 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: content designation

31. MARC 21 Family of Formats • Bibliographic • Authority • Holdings • Classification • Community Information

32. 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.

33. 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

34. 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.

35. Classification a carrier for information about classification numbers and the captions associated with them that are formulated according to a specified authoritative classification scheme • schedule record • Table record • Index Term Record

36. Community Information a carrier for descriptions of non-bibliographic resources that fulfil the information needs of a community. • Individual - A record in which the data pertain to an individual with a particular expertise (e.g., storyteller, civic leader). Organization - A record in which the data pertain to an organization or group (e.g., corporation, club). Program or service - A record in which the data pertain to an offering or activity which carries out the purposes of an organization or group (e.g., driver education, blood bank).Event - A record in which the data pertain to a scheduled happening (e.g., lecture, regularly scheduled meeting). Other - A record in which the data pertain to a kind of community resource not mentioned above. For instance, information about a facility, such as a planetarium on a university campus).

37. Material Types • “a carrier for bibliographic information about printed and manuscript textual materials, computer files, maps, music, serials, visual materials and mixed materials” • Introduction to MARC 21 Bibliographic Format

38. Record Leader (Label in UKMARC) /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

39. Record Leader /06 = Type of material /07 = Bibliographic Level Monographic component part Serial component part Collection Subunit Monograph/Item Serial [Integrating resource] Material Types

40. Record 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

41. Record Leader /06 = Type of material /07 = Bibliographic level 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

42. Record Leader /06 = Type of material /07 = Bibliographic level 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 Material Types

43. Record Leader /06 = Type of material /07 = Bibliographic level Control Field 008 Control Field 006 Control Field 007 -Physical Description Fixed Field Motion picture Kit Notated Music Remote sensing image Sound recording Text Videorecording Unspecified Material Types

44. “In” Analytics • 002 Subdirectory not supported • Added entries • 774 “Constituent Unit Entry” Linking Field • Upward link from constituent unit record to host record • Reciprocal links between constituent units and host

45. 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 Titles

46. Multiparts • No 248 field in MARC 21 • Change of cataloguing policy for multiparts • BL policy not yet finalised, but: • Future policy not determined by mapping of retrospective data • North American policy will influence UK practice • Series • Content notes

47. $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

48. $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

49. $8 Field link and sequence number Links and sequences fields. Field link type: Consituent item Reproduction 85X-87X holdings Control Subfields

50. Non-Roman Scripts • MARC 21 enables records to be presented in the script most suited to the audience. • Subject to systems, fonts, printers etc.