Changing the record: workshop on transition to MARC 21

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Changing the record workshop on transition to
MARC 21

• CILIP Cataloguing Indexing Group, September 2007

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Todays Speakers

• Andrew Coburn
• Acquisitions Cataloguing Manager,
• Essex CC Libraries
• Heather Jardine
• Bibliographical Access Manager,
• City of London Libraries

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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.

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Overview

• 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

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1. Transition to MARC 21
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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.

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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

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Timing the change local factors

• System Procurement Cycle
• System Supplier
• Resources
• Parent Bodies / Partners / Collaborators /

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Systems issues

• Interoperability
• Import/Export
• Character sets
• Conversion routines
• OPAC display
• Retrieval / Indexing

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Business Issues

• Cooperation
• Record supply
• Training

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Migration Issues

• Types of data
• Principles
• UKMARC Data Mapping
• Character Set Conversion
• Deduplication

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Types of data

• Bibliographic data
• Authority data
• Acquisitions data
• Holdings data
• Circulation data

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Migration principles

• 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?

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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!

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Data Mapping

• Getting to know your data
• Evaluation tools
• File statistics
• Local manuals
• Past practice
• Document decisions

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Data Mapping

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

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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

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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

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Deduplication

• Matching Criteria
• System numbers
• Standard Numbers
• Validation
• Textual data
• Coded data

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Deduplication

• 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

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2. MARC 21 and UKMARC
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Overview

• 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

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MARC 21 content designation

• Data blocks
• Tagging
• Indicators
• Subfields
• Punctuation
• Character positions

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MARC 21 content designation

• 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

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MARC 21 content designation

• 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)

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MARC 21 content designation

• 0-9
• a-z (permitted but not used)
• blank undefined

• Data blocks
• Tagging
• Indicators

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MARC 21 content designation

• Data blocks
• Tagging
• Indicators
• Subfields

• Subfield marker
• Range a-z, 0-9
• 9 is local
• Control Subfields
• Consistency

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MARC 21 content designation

• 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

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MARC 21 content designation

• Different numbering conventions
• UKMARC by position
• first position1
• 008/01-06 date entered on file
• MARC 21 by displacement
• first position 0
• 008/00-05 date entered on file
• Authorities subfield w

• Data blocks
• Tagging
• Indicators
• Subfields
• Punctuation
• Character positions

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MARC 21 Family of Formats

• Bibliographic
• Authority
• Holdings
• Classification
• Community Information

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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.

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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

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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.

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Classification

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

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Community Information

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

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Material Types

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

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Material Types

• 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.

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Material Types

• Record Leader (Label)
• /06 Type of material
• /07 Bibliographic Level

• monographic component part
• serial component part
• collection
• subunit
• monograph/Item
• serial
• integrating resource

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Material Types

• 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

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Material Types

• 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

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Material Types

• 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

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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

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Titles

• 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

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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.

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Control Subfields

• 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.

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Control Subfields

• 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.

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Control Subfields

• 8 Field link and sequence number

• Links and sequences fields.
• Field link type
• Consituent item
• Reproduction
• 85X-87X holdings

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Non-Roman Scripts

• ?at?ß s???de?? f??d ??µ???sed s???pt d?ff????t t?
  ??µp????d

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Non-Roman Scripts

• Native speakers find Romanised script difficult
  to comprehend

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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

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Non-Roman Scripts
LDR      nam a2200313   4500
008 010427s1975    ir b     d    001 0 per d
1001 6 880-01 a Kiya, ?adiq.
24510 a A?arigan 6 880-02 b agahi-ha?i dar'barah-i guyish-i a?ari / c az ?adiq Kiya.
260 6 880-03 a Tihran b s.n., c 1354 1975 or 1976
4901 6 880-04 a Andishah-i Nik v 2
8801 ? 6 100-01/(3/r a ???? ????.
8801 ? 6 245-02/(3/r a ??????? b ????????? ?????? ???? ???? / c ?? ???? ???.
880 ? 6 260-03/(3/r a ????? b s.n.? c ????.
8801 ? 6 490-04/(3/r a ?????? ??? ? v ?
Model A
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Non-Roman Scripts
Model B

• 1001 a Gorky, Maksim, d 1868-1936
• a 9-?? ??????. Der 9. Januar.
• Die Ereignisse in Petersburg am 9. Januar 1905,
  etc.
• c(Einzige autorisierte Ubersetzung aus dem
  Russischen von Erich Boehme).

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MARC 21 and XML

• MARC is only used by libraries
• XML is the standard industry mark up
• Web applications
• ONIX format used by book trade
• Libraries operate in a mixed environment where
  bibliographic data needs to be shared between
  sectors, e.g. with records offices, archives or
  museums
• Digitisation projects use XML wrappers, such as
  METS.

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MARCXML

• Schema
• Conversion (lossless and roundtrippable)
• Stylesheets
• Validation

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MODS MADS

• MODS Metadata Object Description Schema
• XML Schema (lossy)
• Simplified but rich descriptive metadata schema
• Enable creation of original resource description
  records
• METS Extension schema for description
• MADS Metadata Authority Description Schema
• Companion to MODS for authority data

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Taxonomy of maintenance input groups
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Format Maintenance

• National Libraries
• Library of Congress
• Library Archives Canada
• British Library
• Deutsche Nationalbibliothek?
• National Consultative Committees
• UK BIC Bibliographic Standards Group (BSG)
• Canada Canadian Committee on MARC
• USA MARC Advisory Committee

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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)

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References

• Moving to MARC 21
• http//www.bl.uk/ukmarc/marc21move.html
• Conversion Tables email to
• marc-tables_at_bl.uk
• MARC 21 website http//lcweb.loc.gov/marc/

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Training Providers

• Email training_at_cilip.org.uk
• Telephone. [phone]
• Textphone 020 7255 0505
• Fax [phone]

Introduction to MARC 21 Moving on in MARC 21
computer web resources
http//www.cilip.org.uk/training/training/