Transcript Document

Bibliographic Record
Interpretation and Searching
Techniques
January 21, 2005
Presented by: Paul Cabelli, Bob Hosh and Andrew Ruggiero
New Brunswick Libraries
Collection Services Department
revised 2/3/06
Introduction
Welcome to our presentation! Today we will be reviewing the
basic IRIS bibliographic record, concentrating on tags and fields,
identifying certain record formats, and exploring some basic
searching techniques.
Let’s begin by defining what a bibliographic record represents.
Put simply, a bibliographic record is a description of an item.
This description can range from exceedingly simple to extremely
complex.
We can describe anything, from a tree . . .
Name: Oak Tree
Height: 30 feet
Weight: 5 tons
…to a national landmark . . .
Name: Eiffel Tower
Date of completion: March 31, 1889
Age: 115 years
Contractor: Gustave Eiffel & Cie
Engineers: Maurice Koechlin & Emile Nouguier
Architect: Stephen Sauvestre
Construction: 1887 to 1889 (2 years, 2 months
and 5 days)
Composition: 18,038 pieces, 2,500,000 rivets
Total weight: 10,100 tons
Height: 324m (height with flagpole)
Coordinates :
Latitude : 48º 51' 32" North
Longitude : 002º 17' 45" East
Numbers of visitors up to December 31, 2004:
216,476,171
Number of steps: 1665
Owner: City of Paris
To something we use everyday in our work, such as
a book!
Title: The Daily Show with Jon Stewart Presents
America the Book: A Citizen's Guide to Democracy
Inaction
Author: Jon Stewart, et al
ISBN: 0446532681
Format: Hardcover, 227pp
Pub. Date: September 2004 Publisher: Warner Books,
Incorporated
All of the descriptions of the items we’ve just seen
can be represented in a library’s catalog as distinct
bibliographic records.
All bibliographic records on IRIS are described using a standardized
format, called a MARC record. MARC stands for a MA chineReadable Cataloging record. The advantage of using a standardized
record is that these records can be shared among many libraries and
databases worldwide. It makes cataloging more concise and consistent.
The basic components of the MARC record are:
Tags
Indicators
Fields
Tag – A three digit number that identifies the field-- the kind of data -- that follows. All tags
are displayed in ascending numerical order.
Indicator - Supplies information about the field for indexing, card production or other
system functions (Indicators are not discussed any further in this presentation.)
Field – Where the bibliographic information is stored.
Some of the more commonly encountered IRIS tags and fields
that you will find most useful in your work are described in
the following pages.
As we begin, lets first take a look at a couple of different view
options available to us in Workflows:
• The “RED BOOK” View - This limited display is what you
see when you perform serials receiving. The bibliographic
information is identical to what the public views in webcat.
• The “ALL” View: This is the default view for Workflows
and offers the most complete depiction of the bibliographic
record.
Here’s an example of a fully cataloged bibliographic
record in the RED BOOK
display. This view
displays limited bibliographic information and no MARC
tags. It does show the MARC holdings, and also shows all
barcoded items (not pictured in this example).
Here’s an example of a fully
cataloged bibliographic record
in the “ALL” display. This view
shows the entire bibliographic
record, including the 3-digit
MARC tags. All of the tags
circled below, and many others
not shown, are described in the
following slides.
020 – INTERNATIONAL STANDARD BOOK NUMBER
(ISBN) - for monographs, booksets, annuals
The ISBN (International Standard Book Number) is a unique machinereadable identification number, which is specific to the title. The ISBN
contains coded information representing place of publication and
publisher.
ISBN
022 – INTERNATIONAL STANDARD SERIAL NUMBER
(ISSN) – for serials, periodicals, annuals.
A single ISSN uniquely identifies a title regardless of language or
country in which published, without the burden of a complex
bibliographic description.
Unlike the ISBN, which contains country and publisher prefixes, the
ISSN contains no inherent meaning.
ISSN
Some items contain both an ISBN and an ISSN. This situation occurs most
commonly with books in a series and with annuals or biennials. The ISBN
identifies the individual book in a series or a specific year for an annual or
biennial. The ISSN identifies the ongoing series, or the ongoing annual or
biennial serial.
In the example below, each volume of Methods in Enzymology is cataloged
separately, so each has its own bibliographic record.
• ISBN for volume
• Title of volume
• ISSN of overall series
Another example: Below left is our IRIS serial record for the
Statesman’s Year-Book. It contains the ISSN. Below right is the
copyright (verso) page of the 2004 edition, containing both the
ISSN for the general series, and the ISBN for the particular edition
(2004) of this series.
050 – LIBRARY OF CONGRESS CALL NUMBER
Most academic and research libraries use a classification system that
utilizes Library of Congress (LC) call numbers. This is the
classification system used in RUL for most material. The call number
consists of a combination of letters and numbers based on subject
headings and author information.
LC Call
Number
086 – GOVERNMENT DOCUMENTS CLASSIFICATION
NUMBER(SUDOC or GPO call number)
Collections of U.S. government publications are generally shelved
according to a classification system developed by the U.S.
Superintendent of Documents. Like LC call numbers, a SuDoc
number is composed of a combination of letters and numbers.
However the punctuation and spacing are somewhat different. The
beginning letters of a SuDoc call number stand for the name of the
issuing government agency.
SuDoc
Number
100 – PERSONAL AUTHOR
The 100 tag contains a work’s personal author, editor, or
compiler. It may include the dates of this person’s birth
and death. This tag is usually seen in monographic
records.
Personal
Author
110 –CORPORATE AUTHOR
Field 110 contains a work’s corporate, committee,
commission or agency name. According to various cataloging
rules, a corporate author name is assigned to works that represent
the collective thought of an issuing body. This tag may appear in
either monograph or serial records.
Note: If the item in hand shows a different agency name than the
agency listed in the 110 tag it may indicate a possible title
change.
Corporate
Author
245 – TITLE
The title field contains the bibliographic name associated with
the item.
monograph
Title
serial
246 – VARYING FORM OF TITLE (variant title)
Field 246 contains varying forms of the title associated with the
item. These variant titles are recorded in field 246 only if they
differ substantially from the title statement in field 245, or if
they contribute to the further identification of the item.
Variant
Title
260 – PUBLICATION INFORMATION
The 260 tag includes important information regarding the
details surrounding an item’s publication, including place of
publication, publisher and date published.
Publication
Information
300 – PHYSICAL DESCRIPTION
The 300 tag contains an item’s physical description,
including details on pagination, height, and other descriptive
information.
monograph
Physical
Description
map
serial
310 – CURRENT FREQUENCY
The 310 tag is used with serial records to display the current
frequency in which the serial is published
3x a year (starting in ’83)
irregular
Current
Frequency
annual
362 – VOLUME/DATE RANGE
Field 362 contains the beginning/ending date(s) of a serial and/or the sequential
designations used on each part. Dates to be used in this field are chronological
designations that identify individual issues of the serial.
Volume/
Date Range
440 – SERIES STATEMENT
The series statement links the current record with other
titles in the same series.
Monograph
Series
Statement
Serial
500 –GENERAL NOTE
Field 500 is used for general information such as cumulative indexes, name
variations of issuing bodies, numbering peculiarities, etc.
Some commonly used examples entered and used by the RUL Libraries
include:
• NBINV – Note added to monographic records by Collection Services staff
for retrospective conversion (RECON), circ-on-the-fly, and record
enhancement. DBM will remotely harvest and upgrade these records.
• SERMARPEN – Note entered by Collection Services staff in brief serial
records that we predict will eventually be overlaid by fully cataloged
MARCIVE depository records.
• NO LONGER DISTRIBUTED TO DEPOSITORY LIBRARIES IN A
PHYSICAL FORM – Serials cataloging adds this note to a fully cataloged
record when the depository item no longer is distributed to any depository
library. This does not mean that the item is no longer published, or that it
ceased.
Examples of 500 Notes
530 – OTHER FORMS
Current practice in the RUL system is for all forms of
an item to be represented together on a single
bibliographic record. This is an ongoing record merge
process, and many titles still have to be converted into a
single record.
Once merged, the basic, or root record in most cases
will be the print format, with 530 notes referring to
other published formats.
Other Forms
596 – HELD BY
Fields 590-599 are reserved for local use and definitions. For
example, the 596 field is used to display any RUL library
that has at least one item attached to the bibliographic
record.
780 – PRECEEDING ENTRY (Continues)
Information concerning the immediate preceding title of a serial
(chronological relationship).
Preceding
Entry
785 – SUCCEEDING ENTRY (Continued by)
Information concerning the immediate succeeding title of a
serial (chronological relationship).
Succeeding
Entry
Some titles have both a 780 and a 785; i.e.. they succeed one
title and precede another…
v. 1 (Jan./Feb. 1960) - v. 32 (Dec. 1991)
Vol. 33, no. 1 (Jan. 1992) - v. 36, no. 10 (Dec. 1995)
Vol. 37, no. 1 (1996) - v. 43, no. 1 (Jan.-Feb. 2002)
Vol. 43, no. 2 (Mar. 2002) -
856 – ELECTRONIC ACCESS
This tag contains information needed to locate and access an
electronic resource on the internet. Since there may be
alternate paths for accessing the same electronic data, you
may find multiple 856 links on a single bib record.
Note: Some 856 links will provide only partial information
(such as Table of Contents or Article Abstracts) or an
embargo for certain issues.
Electronic
Access
928 – LOCAL SHELVING NOTE
There are three types of 928 notes that Collection
Services routinely uses:
• Transfer note
• Cancellation note
• Send superseded volume to another unit library
note
TRANSFER NOTE
This note is added to the bib record when we transfer one or
more items from one unit library to another. Generally used
in weeding and rationalization projects. This note is used
with monographs or serials.
Transfer
Note
CANCELLATION NOTE
Cancellation notes are entered whenever a title is cancelled at
a unit library. This note is used with serials or booksets. (If a
serial is cancelled, an additional cancellation note is normally
added to the 852 MARC holdings tag.)
Cancellation
Note
SUPERSEDED NOTE
Superseded notes are added whenever a situation exists where
the previous volume of a currently received item is routinely
sent to a different library. This note is used with serials.
Superseded
Note
Now that we have finished discussing the individual tags, we’d
like to explore some issues of general bibliographic interest
that may impact your workflow.
• Location of Title Change Notes on the IRIS record
• How to Find Package and Membership Information
• How to Identify a Title Control Number
• How to Differentiate Ceased Serial Titles from Current
Serial Titles
• How to Differentiate a Serial Record from a Monographic
Record
• How to Differentiate Brief Records from Fully Cataloged
Records
Title changes: “Sent to Cat” Notes
Bib-Cat staff are responsible for sending title changes
to be cataloged. The staff enters notes in the MARC
holdings of both the old and new title indicating which
issues have been sent to cataloging.
Sent to Cat
Note
Package and Membership
For packages and
memberships, a shadowed
brief record is created. The
245 tag contains the the title of
the package or membership
and the 246 tags contain the
titles included in the package.
The order record for the
package is attached to this
record; however, controls
should not be attached to the
record. The individual titles in
the 246 tags have their own
bibliographic records and each
would have controls attached
for receiving.
By attaching the 246 tags to the package title it enables you to
pull up the serial title and the package title in the same search.
Title Keyword Search for serial
Brief Package
Title Record
Fully Cataloged
Serial Title Record
Search Results
TITLE CONTROL NUMBERS
• A title control number is a unique identifier for each
bibliographic record. The number usually begins with the
letter “o” (ex. o54395462), except for brief records which
begin with the letter “a” (ex. a2237109). When a brief
record becomes fully cataloged (normally this happens by
overlaying an OCLC record onto the brief record), the “a”
number is replaced by the “o” number (which is identical to
and derived from the OCLC accession number.
This “o” number also normally appears in the 035 field of a
fully cataloged bib record.
• Staff use the title control number to positively identify a title
when communicating with each other to resolve record
problems.
Title Control Number Example:
BRIEF RECORD
Title
Control
Number
Title Control Number Example:
TMP MARCIVE Record
Title
Control
Number
Title Control Number Example:
FULLY CATALOGED RECORD
Title
Control
Number
HOW TO DIFFERENTIATE CEASED SERIAL TITLES FROM CURRENT
SERIAL TITLES
• Ceased titles (commonly called ‘dead’ titles) can be
distinguished from current titles by checking the date type tag
in the fixed fields of the bibliographic record. Ceased titles
are designated by “d”, and current titles by “c”. The date2
tag will also have the year that the title ceased.
•
Ceased titles can also be identified by checking the 260
Publication Information tag or the 362 Volume/Date Range
tag. One or both of these tags would have the date (year) the
title was last published. Sometimes a 500 Note tag is also
used to give the date publication ceased. There may also be a
785 which indicates a succeeding title.
CEASED TITLE EXAMPLE
• Date type shows “d”
• Date2 is closed
(i.e. not ‘9999’)
• Publication Info date
is closed
•Volume/date range is
closed
• Continued by another
title
Current Title Example
• Date Type shows “c”
• Date2 is open
• Publication Info date
is open
•Volume/date range is
open
How to Differentiate a Serial Record
from a Monographic Record
•Serials are items issued in successive parts bearing numerical or chronological
designations and intended to be continued indefinitely (e.g., magazines,
journals, series, newspapers).
•Monographs are items either complete in one part (monograph) or intended to
be completed in a finite number of separate parts (multivolume monographs, or
booksets).
•Serial records can be distinguished from monograph records by checking the
bibliographic level tag in the fixed fields of the bibliographic record. Serials
are designated by “s” and monographs by “m”.
• Monographic records would contain no 780 Earlier Title or 785 Continued By
tags. Serial records also contain a 310 Current Frequency tag and a 362
Volume / Date Range tag and an 022 tag for the ISSN number.
•The record format field in the Control tab of the bibliographic record indicates
“SERIAL” for a serial record and “MARC” for a monographic record.
Serial Record Example
• Control Tab Record
Format Shows “Serial”
• Fixed Field
Bibliographic Level
Shows “s”
• Record Usually
Contains an ISSN
• Record Shows a
Current Frequency
• Record Contains a
volume/date range
• Record May Contain a
Preceding/Succeeding
Title
Monographic Record Example
single volume publication
• Control Tab Record
Format Shows “MARC”
• Fixed Field
Bibliographic Level
Shows “m”
• Fixed Field Date2 is Empty
• Record Usually Contains
an ISBN
• Record Usually Contains
a Personal Author
• Phys Desc Includes Pagination
• Publication Date is a Single Year
Monographic Record Example
multi-volume set (bookset)
Bookset records differ from single-volume
monographic records in a number of ways…
• Date 2 is either a 9999
(bookset still being
published) or an actual date
(bookset is complete)
• There usually are multiple
ISBNs, one for each volume
• Publication date has a
hyphen (bookset still
being published) or has a
hyphen with an end date
(bookset is complete)
• Phys Desc Shows No
Pagination
• Record usually has a 505
tag, listing the titles of
some or all the volumes
published to date
• Each volume will
have its own item entry
on the holdings record
How to Differentiate a Brief
Record from a Fully Cataloged
Record
• Brief records in IRIS have only a limited number of tag
entries. Usually only the 245 Title Statement, 260
Publication Information and possibly a 780 Earlier Title or
785 Continued By tags.
• Fully cataloged records always contain subject heading
600 tags.
• The Date Cataloged field in the Control field of the
bibliographic record would be NEVER.
Brief Record Example
• date cataloged
is NEVER
• Bib record is
limited to title
and publication
information (no
subject
headings)
Fully Cataloged Record Example
• Shows date
cataloged
• Bib record gives a
full description of
the title using
numerous MARC
tags, including
subject headings
Searching
The last part of our program will consist of
demonstrating how you can search for some
commonly used tags and fields in IRIS.
• ISSN
• Title Control Number
• Multi-Tag Search
•Call Number Search (SuDoc / LC )
ISSN Search:
Using the Item Search and Display Icon
General Keyword Search
Note: When
Searching for ISSN,
it’s necessary to
leave in the hyphen.
Search Results
ISSN Search:
using the search icon
Word or Phrase Keyword Search
Note: When Searching
for ISSN, it’s necessary
to leave in the hyphen.
Search Results
Title Control Number Search:
Using the Item Search and Display Icon
Title Control Number Exact Search
Search Results
Title Control Number Search:
using the search icon
Word or Phrase Keyword Search
Search Results
Multi-Tag Search:
using the item search & display icon
General Multi-Tag Search: use
braces { }
Preliminary Results: 2 Records
Final Search Results
Multi-Tag Search:
using the search icon
Word/Phrase & Title Multi-Tag Search
Preliminary Results: 2 Records
Final Search Results
Call Number Search:
using the item search & display icon
Call Number Browse Search
Preliminary Results
Final Search Results: Bib Record
Final Search Results: Items
Search Questions
1. Searching by title control number o01643268, what title do
you come up with, and what other material formats are
indicated on the bib record?
2. What results do you get when you do a binocular search for
the title Molecular Pharmaceutics?
3. Under what name was the New York Times published in
1852? And who was the publisher?
4. Using a multi-tag corporate author and title search, how
many copies of the report by the Warren Commission on the
Kennedy assassination exist is IRIS?
Useful Bibliographic Sources
• Understanding MARC Bibliographic
http://www.loc.gov/marc/umb/
• MARC 21 Format for Bibliographic Data
http://www.loc.gov/marc/bibliographic/ecbd
home.html