MARC21 for School Librarians

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MARC21for School Librarians

• Rick J. Block

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What is a MARC Record?

• A MARC record is a
• MAchine-Readable
• Cataloging record.

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And what is a machine- readable cataloging record?
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Machine-readable

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

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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.)

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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

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Bibliographic Record

• DESCRIPTION Identifying the item
• ACCESS POINTS Collocation identifying the work

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Bibliographic Record

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

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Bibliographic Record

• COLLOCATION IDENTIFYING THE WORK
• ACCESS POINTS
• AUTHOR
• TITLE
• EDITOR
• SERIES
• OTHER RELATED
• SUBJECT HEADINGS
• CLASSIFICATION

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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.

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History of MARC

• MARC standard variants
• MARC 21
• UKMARC
• OCLC-MARC
• RLIN-MARC
• Five MARC formats
• Bibliographic
• Authority
• Holdings
• Classification
• Community information

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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.

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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.

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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)?

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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.

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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.

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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.

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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.

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(No Transcript)
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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

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Record with Textual Signposts

• 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.

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Record with Textual Signposts

• 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--Adaptation
  s

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Record with Textual Signposts

• SIGNPOSTS
• Call Number (LC)
• Call Number (Dewey)
• LC Card Number

• DATA
• PR2877 .C53 1993
• 822.33
• 93-33372

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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.

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Same Record with MARC Tags

• SIGNPOSTS
• 300 a
• c
• 500 a
• 600 10 a
• d
• v

• DATA
• 319 p.
• 21 cm.
• Includes index.
• Shakespeare, William,
• 1564-1616
• Adaptations

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Same Record with MARC Tags

• SIGNPOSTS
• 650 0 a
• y
• v
• 010 a
• 020 a
• 090 a
• b
• 092 a

• DATA
• English drama
• Early modern, 1500-1700
• Adaptations
• 93-33372
• 0452010616
• PR2877
• .C53 1993
• 822.33

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MARC Terms and Their Definitions
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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.

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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.

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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.

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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.

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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.

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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.

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FIELDS are marked by TAGS

• 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).

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FIELDS are marked by TAGS

• 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.

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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-

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Most Frequently Used Fields and Tags

• FIELD
• Library 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)

• TAG
• 010
• 020
• 100
• 245

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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 heading
• Personal name added entry (joint author, editor,
  illustrative)

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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 "".

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Some Fields are Further Defined by INDICATORS

• 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.

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Some Fields are Further Defined by INDICATORS

• 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.

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Some Fields are Further Defined by INDICATORS

• 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.

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Some Fields are Further Defined by INDICATORS

• 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."

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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.

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SUBFIELDS are marked by SUBFIELD CODES and
DELIMITERS

• 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.

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SUBFIELDS are marked by SUBFIELD CODES and
DELIMITERS

• 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.

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SUBFIELDS are marked by SUBFIELD CODES and
DELIMITERS

• 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"
  (_at_), 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.

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CONTENT DESIGNATORS is an inclusive term used
torefer 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.

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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.

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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)

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Tags Divided by Hundreds

• 5XX Notes
• 6XX Subject added entries
• 7XX Added entries other than subject or series
• 8XX Series added entries (other authoritative
  forms)

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Tags Divided by Hundreds

• 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.)

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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.

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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)

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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.

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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.

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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.

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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

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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.

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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.

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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

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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.

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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.

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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.
• . ... ... ... ...

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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.

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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

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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

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Sources of MARC Records

• Library of Congress
• Book Jobbers
• Bibliographic utilities
• OCLC
• RLIN

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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.

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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

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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

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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.

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Descriptive Cataloging

• 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.

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Author Main Entry
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Descriptive Cataloging

• 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.

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Descriptive Cataloging

• 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.

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Corporate Body Main Entry
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Descriptive Cataloging

• 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.

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Descriptive Cataloging

• 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.

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Personal Name Added Entry
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Descriptive Cataloging

• 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.

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Main Entry by Title
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Descriptive Cataloging

• 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.

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Books with Editors or Compilers
85
Descriptive Cataloging

• 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.

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Books with Retellers or Adapters
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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.

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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.

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General Material Designation GMD

• 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

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General Material Designation GMD

• slide
• game
• sound recording
• globe
• transparency
• kit (2 or more media)
• videorecording
• map

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Audiovisual Materials

• 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

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Audiovisual Materials

• 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.

93
Audiovisual Materials

• 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.

94
Audiovisual Materials

• 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.

95
Audiovisual Materials

• 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.

96
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).

97
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

98
Audiovisual Materials Electronic Resources
(Computer Files)

• 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

99
Audiovisual Materials Electronic Resources
(Computer Files)

• 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.

100
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

101
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.

102
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.

103
Audiovisual Materials Kits

• 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.

104
Audiovisual Materials Kits

• 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.

105
Audiovisual Materials Kits

• 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."

106
Kit Card Example
107
Kit MARC Example
108
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.

109
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.

110
Filmstrips Card Example
111
Filmstrips MARC Example
112
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

113
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

114
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

115
Webliographies

• Libraries are putting up lists of electronic
  resources by subject
• Principle of least effort
• Whats bad about webliographies
• Separation of electronic resources from rest of
  collection
• Problem of multiple lists
• Lack of powerful searching capablities

116
Webliographies

• Whats 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

117
METADATA

• I never Metadata I didnt like.

118
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

119
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)

120
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

121
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.

122
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

123
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)

124
Diverse Metadata Schemes

• Geographic/Geologic Community
• FGDC (Federal Geographic Data Committees Content
  Standard for Digital Geospatial Metadata)
• Archives Community
• EAD (Encoded Archival Description)
• Museum Community
• CIMI (Consortium for the Computer Interchange of
  Museum Information)

125
Diverse Metadata Schemes

• 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

126
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

127
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

128
Embedding Metadata in HTML

• The basic format would be
• ltMETA NAMEgt schema_identifier.element
  nameContentstring datagt
• A partial Dublin Core citation might be encoded
  as follows
• ltMETA NAMEgt DC.title CONTENTHTML 2.0
  Specificationgt
• ltMETA NAMEgt DC.author CONTENTTim
  Berners-Leegt
• ltMETA NAMEgt DC.author CONTENTDan Connollygt
• META NAMEgt DC.date CONTENTNovember, 1995gt
• ltMETA NAMEgt DC.identifier CONTENThttp//www.
  w3.org/MarkUp/html-spec/html-spec_toc.htmlgt

129
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.

130
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

131
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

132
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

133
Whats 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

134
Whats 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

135
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
  librarys community

136
Why Catalog Web Pages?

• Cataloging provides reliable descriptions and
  access points
• Cataloging integrates web resources with other
  resources in a single file

137
Web Resources to Catalog

• Electronic journals
• Databases
• Sites provided by reputable organizations
• Professional associations (ALA, AMA)
• Government bodies (LC)
• Educational institutions
• Any sites youve paid to access