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Specialized Data Elements for SCP Monograph Records

**NOTE: this is an archival document retained for historical purposes and is no longer maintained as of March 9, 2009.**

Prepared by the Shared Cataloging Program Advisory Committee
Approved by the UC Heads of Technical Services
April 2003

Monograph records created and/or distributed by a campus acting as an Shared Cataloging Project agent will be separate bibliographic records for the electronic version. Cataloging records for government documents will be created following the single record technique. If the electronic version is a reproduction, the record will be created and distributed as a reproduction record in accordance with LCRI 1.11A. Occasionally record sets will be available directly from the vendor or from OCLC as a WorldCat set.

This document describes the specialized fields and data elements which will be added to each SCP record in addition to standard descriptive bibliographic metadata. Some fields/data are mandatory elements for a SCP record; these are indicated below. Other fields are desirable and dependent on the specific cataloging situation. The potential purpose of including each field is also noted. Questions regarding use of these fields should be directed to the SCP Program Manager at UC San Diego.

1. 001 field (Record Control Number). In the cases where the record is cloned as a separate electronic record, the control number of the source record (usually the OCLC number) will have an "eo" appended to the OCLC number. If the record used is a "true" OCLC record, the 001 field will contain the OCLC number alone. A non-OCLC control number will always be suffixed by a vendor code (to distinguish it from an OCLC number).
Use of field: Mandatory.
Potential purpose: Unique identification and record matching.

2. 006 field. (Fixed field Additional Material Characteristics). This field acts as an extension of the 008 field in that it allows more information about different characteristics of the resource to be brought out than would be allowed in just the fixed field for one format. The value for 006/00 (form of material) byte is "m" for computer file and for 006/09 (type of computer file) byte is "d" for textual documents. The audience byte will be blank and the GPub will be filled in as appropriate.
Use of field: Mandatory.
Potential purpose: Identification and retrieval of electronic format.

3. 007 field (Physical Characteristics of the Resource). This field contains coded information as to the physical characteristics of the resource. The values in this case are always "c" in byte "a" and "r" in byte "b."
Use of field: Mandatory.
Potential purpose: Identification and retrieval of electronic format.

4. 008/23 (Form of item). This byte describes the physical form of the material being cataloged. The value in this case is "s" for Electronic.
Use of field: Mandatory.
Potential purpose: Identification and retrieval of electronic format.

5. 010 field (Library of Congress Control Number). When this number is available in the source record to be cloned, it will be transferred to $z of the 010 field.
Use of field: Mandatory, if applicable.
Potential purpose: Unique identification and record matching.

6. 020 field (ISBN). See 776 field.

7. 245 field (Title Statement). There will always be a $h which contains the General Materials Designator "[electronic resource]".
Use of field: Mandatory.
Potential purpose: Identification of electronic format.

8. 246 13 (Varying Form of Title-Other Title). Variant titles that apply to the electronic version only should be placed in 246 13 fields. Note: This field may represent a conversion from the Added Entry-Uncontrolled Title (740 0_ field). In some source version records the 740 field was used for titles represented in the electronic version.
Use of field: Desirable, if applicable.
Potential purpose: Identification and retrieval by additional title.

9. 599 field (Differentiable Local Note). Used to communicate NEW, UPD, or DEL records from the SCP cataloging agency. Includes $a (NEW, UPD, or DEL); $b information about updates or type or record such as databases, or CJK records being transmitted, and $c date of transmission. Example: 599 NEW$c021031. This field will not be used in record sets coming from vendors, if the record set comes directly from the vendor to the campus.
Use of field: Mandatory, if applicable.
Potential purpose: Convey processing information to receiving libraries.

10. 655 field (Genre). Used on all records to show this is an online resource. Example: 655 7 Online resources. $2 local.
Use of field: Mandatory.
Potential purpose: Identification and retrieval of electronic format.

11. 793 field (Added entry). This field is used to provide a unique title added entry on all records in a particular package. This collocates all titles within that package. May have multiple "hooks" if the resource is represented in more than one package. The first indicator is for non-filing characters and will generally be "0." Example: 793 0 IEEE Xplore online conference proceedings.
Use of field: Mandatory.
Potential purpose: Identification and retrieval by package name.

12. 776 field (Additional Physical Form Entry). This field has information about the other available physical forms of the target item in a horizontal relationship. We will use "Original" in $c followed by any existing standard numbers transferred from the 020 field(s) of the source record in occurrences of $z. This subfield may be repeated as necessary. In addition, the OCLC control number for the print version (001 field in Innovative) will be transferred to the Record Control Number ($w). Example: 776 1_ $c Original $z 0581135343 $w (OCoLC)12345.
Use of field: Desirable, if available.
Potential purpose: Identification of equivalent versions in another format; could be used for creating merged sets.

13. 856 field (Electronic Location and Access). This field will contain either a PID or an equally "permanent" URL. There may be a $3 if there is a multi-volume set with different volumes at different URLs. It will also have a $z with a short form of the package name and any access restrictions and $x with the name of the SCP cataloging agency that created the record. Example: $z ENGnetBASE. Restricted to UC campuses $x SCP UCSD $u http://uclibs.org/PID/122.
In those cases where the record set bypasses the SCP cataloging agency and goes directly from the vendor to the campus, the name of the vendor will appear in the $x. Example: $z EEBO. Restricted to UC campuses. $x SCP ProQuest $u http://uclibs.org/PID/123.
Use of field: Mandatory.
Potential purpose: $x is a new proposal; will identify SCP records and the cataloging agency (especially if SCP expands to include other campuses creating SCP cataloging).

14. 533 field. (Reproduction Note).
$a: This note is used when the piece being described is an electronic reproduction.
$b: Even though this subfield is a required element in MARC21, we are opting not to include this as it would only supply $b S.l. and this is not useful.
$n: This will include the Mode of access note and any application restrictions on access notes. Example: 533 Electronic reproduction. $n Mode of access: World Wide Web. Restricted to UC campuses.
Use of field: Mandatory if applicable.
Potential purpose: Carries the publication details about the reproduction per LCRI 1.11A.

15. Local fields.
  • 901. Record ID. The record ID will be the III record number generated by UCSD (if sent from UCSD) or a number assigned by the vendor in the case of vendor-originated records.
    901 $a UCIb12345678 (from an III system)
  • 901. Source Identifier. The identifier is a data element that shows the source (SCP) that sent it. In many systems, the source identifier is part of the record ID.
    901 $a UCRb12345678 (UCR III record)
    901 $a CDLb12345678 (SCP record if from an III system)
  • 920. Location Code. A separate 920 field is output for each campus subscriber. This contains the location code that represents the campus.
    920 $a UCR
    920 $a UCSF
Last updated: December 14, 2012
Document owner: Becky Culbertson