Bibliographic Field Use Changes in Millennium (Tier 1-3; Locally Added Uniform Title Data) – Issued 2/18/2010
Purpose of this Document:
Cataloging procedural changes will need to be implemented, where applicable, to support e-resource tier tracking, the retention of locally added data, and ongoing SCP monograph and serial loading on an ongoing basis.
In addition, cataloging, acquisitions, and other affected staff should be made aware of these changes for informational purposes.
This document is being provided so acquisitions and cataloging units (including self-cataloging units and Affiliated Libraries) can update their local procedures with the new bibliographic field use information found in this document.
Failure to use fields as defined in this document can cause loss of data. For example, locally added uniform title input as 730 w/$5CU* would be lost if the record was overlaid from any load stream.
Who this Document Applies to:
Any cataloging staff who catalog and maintain tier 1-3 materials
Any cataloging staff who routinely add locally devised uniform titles.
Any cataloging staff who edit bibliographic data.
Any acquisitions staff who review bibliographic data for tier 1-3 data.
Any other related staff who work with tier 1-3 materials.
Starting Date for use of the New Field use defined in this Document:
On or before (but no later than) Monday, March 1, 2010. On this date, the System Office will begin loading the SCP Monograph Recon files into Millennium.
Who to Contact with Questions:
Dana Jemison <firstname.lastname@example.org>
- Tier 2-3 catalogers will need to add Tier 2-3 marker data (799, 912, 913) to any affected e-monograph or serial (not just SCP records) and to use standard language.
- Catalogers in general will add 799 fields (locally added uniform title) to records where applicable, and to use standard language.
- Acquisitions and related staff will need to be aware of the existence of Tier 1-3 marker data (799, 912, 913) in affected e-monograph and serial records, and understand both definitions and functions as they apply to their work.
035: Other system control number. Do not use. SCP may supply the resource SFX number in this field. SFX numbers are prefaced by the value “(SFXObjID)”. 035 9\ is protected in all load tables except SCP load streams. Example:
035 9\ $a(SFXObjID)110979839327891
793: Locally added uniform title. Do not use. This field is supplied by SCP, and applies to Tier 1 and sometimes Tier 2 data. 793 will be protected from overlay except in SCP ongoing load streams. Example:
793 0\ $aCRC Press.$pITKnowledgeBASE online monographs
793 0\ $aSpringerLink online monographs.$pBiomedical and life sciences monographs
799: Locally added uniform title. New. Required to add “$5<MARC Organization Code>”. Previously, 730 with “$5<MARC Organization Code>” was used. Change is needed for ongoing protection of this data from overlay. 799 should always be used rather than 730 (where “$5CU[-XXXX]” is added), and applies to any catalog record, not just those for e-resources. 799 is protected in all load streams except in cases where it is added as part of a batch load pre-processing job. Example:
799 0\ $aEnvironmental Design Library rare materials collection.$5CU-ENVI
799 0\ $aEbrary electronic monographs UCB access.$5CU
799 0\ $aACLS Humanities E-Book UCB access.$5CU
799 0\ $aBancroft poetry archive.$5CU-BANC
NOTE: All 730s with “$5CU[-XXXX]” (not just those for SCP data) have already been retagged to 799 in Millennium. 799 should always be used rather than 730 (where “$5CU[-XXXX]” is added).
856: Electronic location and access. Use as normal. Where first indicator is “9”, source is SCP. Incoming indicator values for SCP URL data are stored in $9 so original values can be restored on output, if necessary. Do not use first indicator “9” or $9 in 856 for local use. 856 with first indicator of 9 will be protected from overlay in every table except those in SCP ongoing load streams. Example:
856 90 $zITKnowledgeBASE. Restricted to UC campuses$xSCP UCSD$uhttp://uclibs.org/PID/141908$940
856 90 $zSTATSnetBASE. Restricted to UC campuses$xSCP UCSD$uhttp://uclibs.org/PID/141909$940
912: Locally defined field. New. Use for Tier 2 data. Will be used for ongoing identification of records containing Tier 2 package e-access. Otherwise, not applicable. Will typically be added as part of automated batch record set loading, or by e-resource catalogers as requested by acquisitions/e-resource catalog requests. 912 is protected in all load streams except in cases where it is added as part of a batch load pre-processing job. Example:
912 \\ $aTier 2
913: Locally defined field. New. Use for Tier 3 data. Will be used for ongoing identification of records containing Tier 3 package e-access. Otherwise, not applicable. Will typically be added as part of automated batch record set loading, or by e-resource catalogers as requested by acquisitions/e-resource catalog requests. 913 is protected in all load streams except in cases where it is added as part of a batch load pre-processing job. Example:
913 \\ $aTier 3
955: Locally defined field. Do not use. Used by LSO as a preprocessing step to identify migrated SCP records from GLADIS. Most of these will have been overlaid or deleted as part of the SCP RECON load process, but there may be some stragglers left. These will be identified by LSO following the recon loads and referred to DCU for resolution. 955 is protected in all load tables except SCP load streams. Example:
955 \\ $aPre-RECON SCP Monograph
955 \\ $aPre-RECON SCP Serial
956: Locally defined field. Use as normal. Used to record date and source of record. Typically contains catalogers initials, but for automated load streams will contain the load source of record. For SCP loading, will contain the value “SCP” and file date information. Protected in all tables. Example:
956 \\ $a<yyyymmdd>$bSCP Mono RECON File 07/09
956 \\ $a<yyyymmdd>$bSCP Mono UPD File 08/15/09
956 \\ $a<yyyymmdd>$bSCP Mono NEW File 08/15/09
956 \\ $a<yyyymmdd>$bSCP Mono DEL File 08/15/09
Note that $a contains the actual file load date, while $b contains the file name date. UPD–>Update record; NEW–>New record;DEL–>Delete record (These will be added as part of ongoing SCP loading.)
Related information about local fields protected from overlay in the OCLC load: OCLC Overlay Field Protection
Author: Jim Lake
Approval Group: ILSSC, Cataloging and Metadata Council
Update Group: Cataloging & Metadata Council
Last updated date: 03/18/12
Approved CMC: 06/22/2011
Minor edits 799
Fri, 10/14/2011 – 12:25 — Randal Brandt
I deleted the CU-WR example and replaced it with a CU-ENVI example. Also added “[-XXXX]” to “$5CU” to show that instructions apply to all instances of $5, not just CU alone.
Field overlay protection
Fri, 10/14/2011 – 09:42 — Charis Takaro
Added link to asktico doc on OCLC field overlay protection. Needs more information on 856 indicator use of 40/41 for full text only.