Changing the record: workshop on transition to MARC 21

1. Changing the record: workshop on transition to MARC 21 CILIP Cataloguing & Indexing Group, September 2007

2. Today’s Speakers Andrew Coburn Acquisitions & Cataloguing Manager, Essex CC Libraries Heather Jardine Bibliographical Access Manager, City of London Libraries

3. 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.

4. 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 Overview

5. 1. Transition to MARC 21

6. 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.

7. 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

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

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

10. Business Issues Cooperation Record supply Training

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

12. Types of data Bibliographic data Authority data Acquisitions data Holdings data Circulation data

13. 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? Migration principles

14. 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!

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

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

17. 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

18. 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

19. 2. MARC 21 and UKMARC

20. 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 Overview

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

22. 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

23. 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

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

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

26. 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

27. 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

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

29. 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.

30. 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

31. 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.

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

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

34. Material Types Format integration Interrelationship of Leader, 008, 006, 007 Rich descriptive data for wider range of material types than UKMARC FILTERING LABELLING CLUSTERING

35. 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

36. 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

37. 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

38. 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

39. 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 Material Types

40. “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

41. 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

42. 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.

43. $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

44. $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

45. $8 Field link and sequence number Links and sequences fields. Field link type: Consituent item Reproduction 85X-87X holdings Control Subfields

46. Non-Roman Scripts Νατίβ σρέάδερς φίύδ Ρώμάυίσεδσκριπτδιφφικύλττόκομπρήένδ

47. Non-Roman Scripts Native speakers find Romanised script difficult to comprehend

48. 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…

49. Non-Roman Scripts Model A

50. Non-Roman Scripts Model B • 1001|a Gorky, Maksim, |d 1868-1936 • |a [9-ое января.] Der 9. Januar. • Die Ereignisse in Petersburg am 9. Januar 1905, etc. • |c(Einzige autorisierte Übersetzung aus dem Russischen von Erich Boehme).