MARC Coding for Serials

Introduction

General Comments

To be used for the creation and interpretation of the Naval Marine Archive's MARC bibliographic records for serials, this guide focuses on how serial MARC records differ from records for other formats and involves an understanding of both the MARC codes and cataloging rules and practices.

This guide relied heavily on other sources, especially Marc 21 Format for Bibliographic Data. Other sources either consulted in developing this guide or suggested as resources for further information are listed at the end of this document, see: Bibliography

Rule changes

Current rules differ from those prior to 2002. While new records should be created according to the new rules, older records inmported with Z39.50 created under older rules that were valid when they were created can still be used. Verify that the OPAC presentation is functional.

Minimal level record: details here.

Index to MARC Fields

000 Leader (Fixed Fields)

Has no indicators or subfield codes; the data elements are positionally defined.

008 Fixed Fields

Not all the codes in the 008 are discussed here. For additional information, see Marc 21 Format for Bibliographic Data

Example: 120714c20019999oncmr         0     eng   [colours used for clarity only.]

Pos 00-05 - date entered on file YYMMDD
Pos 06 - "c" = current/continuing, "d" = dead (no longer published)
Pos 07-10 - year* of first publication
Pos 11-14 - year* of last publication (9999 id current/continuing)
Pos 15-17 - Place of publication; 'onc'=Ontario, 'xx '=No place, unknown, or undetermined, 'xxc'=Canada, 'fr '=France, 'xxk'=United Kingdom, 'xxu'=United States, etc, see Country Code List.
Pos 18 - Frequency; "m" Monthly, "q" Quarterly, etc ..., "u" Undefined (occasional, 8 per year, ...)
Pos 19 - Regularity; "r" Regular, "u" Unknown, "x" Completely irregular
Pos 20-28 - Blank
Pos 29 - Conference paper; 1 = yes, 0 = no
Pos 30-34 - Blank
Pos 35-37 - Language
Pos 38-39 - blank

*These dates are taken from the 362 (first choice) and the 260 (second choice). Be careful of mixed year pieces. The later of the years is always the one used. Examples: For 1962-63 use 1963, for 1966-69 use 1969.

022 ISSN (International Standard Serial Number)

Enter the ISSN in this field. ISSNs are assigned to titles by national ISSN centers. For more about ISSN, see the ISSN website. or the U.S. ISSN website

Notes: Indicator 1; Level of international interest - blank=not specified, 0=yes, 1=no
$a; Valid ISSN - Transcribe ISSN found on piece. For e-journals, try to verify that the ISSN is not the print ISSN.
$y; Incorrect ISSN - Use if ISSN on piece is incorrect Eg. title has changed but new title still has previous ISSN on piece, or print ISSN is being used on online version of journal, or if correcting the ISSN in a bib record
$z; Cancelled ISSN

041 Language Code

Enter in $a. Only used for articles, etc, not in main language of the publication. Language codes used can be found at: MARC Code List for Languages

100 Main Entry, Personal Name

Rarely used in Serials, but if used, this is a Koha "Authority". Information on additional subfields can be found at Marc 21 Format for Bibliographic Data.

110 Main Entry, Corporate Name

Used only when work emanates from the corporate body (Eg. annual report) not just when work published or sponsored by corporate body. If a conference name is subordinate to a corporate body it is entered as a 110. This is a Koha Authority.

Note: Indicator 1: Type of Corporate Name Entry - 0=Inverted Name, 1=Jurisdiction Name, 2=Name in Direct Order
$a; Corporate Body.

Examples:

• 110 1# $aTennessee. $bDept. of Finance and Administration.
• 110 2# $aTransportation Planning Capacity Building Program (U.S.)

111 Main Entry, Meeting Name

Used when a conference name is determined to be the Main Entry. If a conference name is subordinate to a corporate body it is entered as a 110. Authorized (controlled) name headings ["Authorities" in Koha] must be used.

Subfields are in this order a, n, p, d, c. Make note of punctuation.

Indicator 1 - Type of Meeting Name Entry; 0=Inverted Name, 1=Jurisdiction Name, 2=Name in Direct Order
$a - Meeting Name. Punctation: Field ends in a period.
$n - Number. Punctation: Enclose text inside beginning parenthesis. Subfield on outside.
$p - Name of part (no longer in use)
$d - Date
$c - Location. Punctuation: Field ends with closed parenthesis.

Example:
111 2_ $a Southern Silvicultural Research Conference $n (12th : $d 2003 : $c Biloxi, Miss.)

130 Uniform Title

Rarely used. It serves to distinguish titles - records for publications with the same title using qualifiers. Qualifiers such as place of publication, dates or format are used to create a distingushing title. E.g:

• American history (Westport, Conn.)
• American history (Harrisburg, Pa.)

No longer required to distinguish titles except for generic titles like "Report." [Still required for monographic series.]

Indicator 1 - Non-filing characters; Number of character positions that represent articles (the, die, la) and should be ignored during indexing. Values: 0=No non-filing characters, 1-9=Number of non-filing characters
$a - Uniform Title; Title and qualifiers are all entered in subfield a.

210 Abbreviated Title

Supplied by ISSN center based on 222 (Key Title).

222 Key Title

Unique title linked to the ISSN. Assigned by ISSN centers only. Additional information can be found at Marc 21 Format for Bibliographic Data.

240 Uniform Title

The 240 is used as a uniform title when a 1xx already exists in the record such as a corporate author.

Indicator 1 - Uniform Title Printed or Displayed; Values 0=Not printed or displayed,1=Printed or displayed
Indicator 2 - Non-filing characters; Number of character positions that represent articles (the, die, la) and should be ignored during indexing. Values: 0=No non-filing characters, 1-9=Number of non-filing characters
$a - Uniform Title: Title and qualifiers are all entered in $a. Additional subfields can be found at Marc 21 Format for Bibliographic Data.

245 - Title Statement

This field is the standard 245 field. Remember with serials the 245 is taken from the first or earliest available issue. This information is tied to the 362. When not cataloged from the first issue, it is linked to a 500 note. Many serials do not have title pages. In such cases, source of title needs to be stated in a 500 note.

Indicator 1 - Added Entry; Values 0=No added entry, 1=Added entry
Indicator 2 - Non-filing characters. Number of character positions that represent articles (the, die, la) and should be ignored during indexing. Values: 0=No non-filing characters, 1-9=Number of non-filing characters
$a - Title e.g. $a The daily news
$b - Remainder of Title; not used unless it "provides clarification or support to the title proper that otherwise might appear misleading without the other title information."
$c - Statement of Responsibility e.g. $c Proper Press

Additional subfields can be found at Marc 21 Format for Bibliographic Data.

246 - Varying Form of Title

• Used to record variant titles which may be used for searching.
• Also used to record minor title changes (use $f to record dates of change.)
• Used to record acronyms and initialisms of the title proper instead of in the 245 $b.
• Used to record parallel titles.

Indicator 1 - Note/Added Entry Controller: the term "Note" can be interpreted as "Displays in OPAC." The term "Added Entry" can be interpreted as "Indexed." If you want the title to be searchable, choose either 1 or 3. Be sure to test your local system to see how titles and notes display in the OPAC. Values:

• 0=Note, No Added Entry
  The title will display, but will not be indexed.
• 1=Note, Added Entry
  The title will both display and be indexed. [Use in Koha.]
• 2=No Note, No Added Entry
  The title with not be displayed nor indexed.
• 3=No Note, Added Entry
  The title will not display, but will be indexed.

Indicator 2 - Type of Title. These values below (sometimes called "captions") may display in the OPAC. Be sure to test your local system.

• blank=No type specified. A free text statement is used instead. See $i
• 0=Portion of title. No note will be generated.
• 1=Parallel title. No note will be generated.
• 2=Distinctive title. Title on a specific issue. Use subfield f to identify which issue has this title.
• 3=Other title.
• 4=Cover title. Only use when the cover is not the chief source of description. Rare.
• 5=Added title page title. Title in another language on a title page that is not used as chief source. Rare.
• 6=Caption title. Title at the head of the first page of text when that is not the title in the 245. [Use in Koha.]
• 7=Running title. Title printed at the top or bottom margin when that is not the title in the 245.
• 8=Spine title. Title print by the publisher on the spine. Not the library's local binding title.

Koha subfields are listed below. See Marc 21 Format for Bibliographic Data for additional subfields.

$a - Title proper. There are no non-filing indicators for the 246 field. When entering a varying title drop initial articles.
$b - Remainder of title
$h - Medium. e.g. [CD-Rom], [Microfiche], ...
$i - Display text. If none of the other captions are appropriate, free text can be used with second indicator # blank. See above.

Examples:

• 245 04 $a The Bank of America journal of applied corporate finance.
• 246 1# $i Issue for summer 1994 has title: $a BankAmerica journal of applied corporate finance
• 245 00 $a PPI detailed report / $c U.S. Department of Labor, Bureau of Labor Statistics.
• 246 1# $i Issue for Jan. 1997 has title: $a Producer price indexes

247 Former Title

It should not be used with Successive Entry cataloging of Serials. In Koha, use 780. See CONSER website for more information about Integrating Resources.

250 - Edition Statement

Rarely used. For Serials the edition statement is used to distinguish different editions of the entire serial run such geographic, interest groups, formats, or languages. Examples: a North American edition from the South American edition. Statements such as "1st edition" generally are recorded as enumeration in the 362.

$a Edition statement
$b Remainder of edition statement

260 Publication, distribution etc.

Mandatory in Koha

$a Place of publication, distribution, etc. Only the first named place of publication is entered in $a. For online resources if the place of publication is available in the first few pages of the home page, record in 260 $a. If not, supply a probable place of publication in brackets or use [S.l.].
$b Name of publisher. Note: records created before 2002 may have a comma following the publisher name and before a non-existent $c, as this was the practice when cataloging was done without the first or last issue in hand.
$c Date of publication. Dates are not normall required here. See the 362 field for more information about dates.

300 Physical Description

• Extent of the item, illustration, dimensions, and accompanying material.
• Only $a differs for serials.
• The other subfields must cover the entire run of the title.

Indicators: Both indicators are undefined. Values are blank

• For Non-completed titles (publication ongoing), use appropriate smd (special material designator) e.g. v. no. pt. Do not use specific numbers since total is not known until title ceases:
  example: $a v., $b
• For completed titles (ceased titles), use appropriate smd (special material designator), show number of bibliographic units for the title. Do not indicate how they were bound locally, but how many units were published:
  examples: $a 20 v., $b...    or $a 12 pt. $b...

310 Current Publication Frequency

This is tied to the fixed field Freq.

Indicators: Both indicators are undefined. Values are blank

• $a Three times yearly, $b 1932-
• $a Ten times a year, $b <Apr. 1992>-

321 Former Publication Frequency

Not used in Koha by the Naval Marine Archive.

362 Dates of publication or sequential designation

Beginning and/or ending designations of the run of the title. Shows the run of the title, NOT local holdings, and not usually publication dates, which are in the 260. There are two ways this information can be represented: Formatted and Unformatted. The first indicator is used to code the style used.

• Formatted, the title is ongoing: Vol. 1, no. 1 (Jan. 2000) -
• Formatted, the title is complete. The smd is abbreviated v. etc: Vol. 1, no. 1 (Jan. 2000) - v.2, no.4 (Sept. 2001)

• Began with v. I (Spring 2007).
• Began with v. III?
• Ends with issue 100.
• Began with v. X (1970); ceased with v. XXI, No. 2 (1980).

• Captions and months may be transcribed as found, or they may use standard abbreviations.
• We prefer Roman numerals for volumes; other numbers can be transcribed or recorded as Arabic numerals.
• If numbering is not present or known, use publication or copyright date.
• If numbering has dates and issue numbers, surround date with parentheses.
• New series designations can be in this field or the 515, whichever is clearer.
• Entered with first indicator code 1.

$a - Dates of publication or sequential designation: Enter publication designations here. Use parentheses for chronological information if given in addition to sequential designations. See Marc 21 Format for Bibliographic Data.

440 Series Statement/Added Title Entry

Used when the series statement transcribed from the piece is the same as the authorized form of the heading. No corresponding 8xx is necessary. Do not use numbering if it changes with each issue/volume; it is used if it stays the same with each issue.

Indicator 1 - Undefined Values are blank
Indicator 2 - Non-filing characters. Number of character positions that represent articles (the, die, la) and should be ignored during indexing. Values: 0=No non-filing characters; 1-9=Number of non-filing characters

$a Title excluding numbering and part name e.g. $a Journal of urban studies
$n Number of part/section of work, usually a subseries, which goes with the part in $p. Example: $n Part B
$p Name of part/section of work. Example $p Cities
$v Volume number/sequential designation. Example $v v.2
$x ISSN e.g. $x xxxx-xxxx

5xx General Comments

Order of Note fields: according to CONSER practices 5xx notes are arranged in tag order except for 533 and 539, which follow all other 5xx notes. The Note fields have been grouped into Major fields and Additional fields below.

500 General Note

CONSER Standard Record requires the following on all records:

• Description Based on Note. [When based on the first issue, this note is given as "Description based on the first issue."]
• Source of Title Note
• Latest Issue Consulted Note (when appropriate.)
• The Description Based on Note and the Source of Title Note can be combined in one field.

Indicators: Both indicators are undefined. Values are blank

• Source of title note: indicates where the title was taken from if there is no title page, may be combined with the description based on note (see below) when it is present. Examples $a Title from caption     or $a Description based on v.6, no.2 (Jan. 2000); title from cover.
• Other title information, can be used for unique titles, e.g. $a Each volume has a distinctive title.
• Publisher changes, use for changes in commercial publisher e.g. $a Published: Seattle : (changes in issuing body are coded as a 550 note.) When three or more occur use: $a Publisher varies
• Description based on note, use in all records. Previously used when the description was based on an issue other than the first. Is combined with the source of title note when both are present. Example: $a Description based on v. 10, no. 1 (Feb. 1997).
• Latest issue consulted. Example: $a Latest issue consulted: No. 33 (2007).
• Use when the information in the record is NOT based on the same issue as that in the description based on note.
• Record must include most current frequency and publisher information as of the issue cited in the latest issue consulted. It may include source of acquisition information.
• Often used when record is edited with up-to-date information.
• Allows use with the final issue, eg. "Final issue consulted." [Previously this was in a 936 with acronym LIC.]

505 Formatted contents note

Titles of separate works or parts of an item or the table of contents. The field may also contain statements of responsibility and volume numbers or other sequential designations.

520 Summary etc.

Note that describes the scope and contents of the material. In serials cataloging used only for notes that are preceded by the display constant "Summary."

521 Target audience note

Note that describes the intended audience of the serial. CONSER only uses quoted notes and specified indicators.

522 Geographic coverage

Records the geographic coverage of the serial, most often used with survey material. This information is also coded in the 052.

$a Entire text of the note. e.g. $a Southeastern United States.

526 Study programme information note

Note giving the name of a study program which uses the title described in the record. Details about the study program data elements are also contained in the field. Field 526 is generally used for formal curriculum-based study or reading programs.

534 Original version note

Not used by NMA in Koha. Used by the Library and Archives of Canada.

535 Location of Originals/Duplicates Note

Not used by NMA in Koha. Used to record the name and address of the repository which controls the originals or duplicates of the materials described, if the repository is different from where the materials are held.

536 Funding Information

Not used by NMA in Koha. Note which includes numbers associated with funded projects.

538 System Details Note

Used for recording system requirements and mode of access notes for direct and remote access computer serials and videorecordings. CONSER Standard Record does not require a 538 note for direct access serials unless it is necessary to indicate the type of operating system or make and model of computer for which the the resource was designed.

539 Fixed-Length Data Elements of Reproduction

Not used by NMA in Koha. OCLC note field. Paired with the 533 and encodes in OCLC the fixed field information that is described in the 533.
In OCLC used instead of 533 subfield 7. See Bibliographic Formats and Standards for more information.

546 Language Note

CONSER Standard Record provides that if the main content is in more than one language use an 041 and only use $a. If the language information is about translations, summaries, table of contents, or accompanying material language differences, record it in a 546, paired with the 041 field and the fixed field Lang code.

$a Language Note. e.g. $a Text in English and German
$b Information code or alphabet. Name of the script or code used. Not used if it is embedded in the subfield a information e.g. $b Hebrew Alphabet

547 Former Title Complexity Note

Not used by NMA in Koha. Note is used only when 247's exist in a record. Is used when the 247 relationships are too complex to be understood just by the use of the 247. These are only used in older serial records using latest entry cataloging or current integrating resource records, but never in successive entry serial records.

6xx Subject headings

Koha gives enormous flexibility; at least the 650 should be completed

Only the differences in Subject Fields usage for Serials (as compared to Koha "books") are in the use of the subfield v and x for Periodicals.

$v - Form subdivision: Form subdivisions indicate what something is as opposed to what it is about e.g.   $v Periodicals
$x - General subdivision: This subfield is used when the title is about periodicals, such as Ulrich's e.g.   $x Periodicals

7XX - Added entries, general

Koha use in Serials is not mandatory. Usually only for editors or those responsible for issuing the serial.

700 Added Entry--Personal Editor
710 Added Entry--Corporate Editor
711 Added Entry--Meeting Name

should all be checked against "Authorities", but

720 Added Entry--Uncontrolled Name is free text

700 Added Entry--Personal Name

Indicator 1 - Type of Personal Name Entry. Values: 0=Forename, 1=Surname, 3=Family Name
Indicator 2 - Type of Added Entry. Values: blank=No information provided, 2=Analytical

$a Personal Name. Note: is an authority in Koha

710 Added Entry--Corporate Name

If a conference name is subordinate to a corporate body it is entered as a 710.

Indicator 1 - Type of Corporate Entry. Values: 0=Inverted Name, 1=Jurisdiction Name, 2=Name in Direct Order
Indicator 2 - Type of Added Entry. Values: blank=No information provided, 2=Analytical

$a Corporate Body. Note: is an authority in Koha

Information on additional subfields can be found at field 110 or Marc 21 Format for Bibliographic Data.

711 Added Entry--Meeting Name

If a conference name is subordinate to a corporate body it is entered as a 710.

Indicator 1 - Type of Meeting Name Entry. Values: 0=Inverted Name, 1=Jurisdiction Name, 2=Name in Direct Order
Indicator 2 - Type of Added Entry. Values: blank=No information provided, 2=Analytical

$a Meeting Name. Note: is an authority in Koha

Information on subfields can be found at field 111 or Marc 21 Format for Bibliographic Data.

720 Added Entry--Uncontrolled Name

Added entry in which the name is not controlled in an authority file or list. It is also used for names that have not been formulated according to cataloging rules. Names may be of any type (e.g., personal, corporate, meeting). Used when one of the other access fields (e.g., 1XX (Headings) or 7XX (Added Entries)) cannot be used because the level of control and/or structure of the name does not meet the requirements of the other access fields. Field 720 should not be used for uncontrolled names intended to provide subject access. In that case, field 653 (Index Term-Uncontrolled) is preferred.

Indicator 1 - Type of Meeting Name Entry. Values: blank=Not specified, 1=Personal, 2=Other
Indicator 2 - blank [not used.]

$a Name, $e Relator. Note: is NOT an authority in Koha

Title Added Entries

Use as additional title access points. Use a 730 when the added entry title appears in another bibliographic record or the name authority file. If the title does not appear in either, use a 740. In a 730, use the main entry form from the other record. Linking entries do not replace added entries. See AACR2. CONSER Standard Record practice gives preference to linking entries and does not require added entries that would duplicate linking entries, except for translations and language editions. See CONSER Documentation for more information.

730 Added Entry - Uniform Title

If a title does not exist in another bibliographic record, or have an authority record, a 740 could be used,however, NMA does not support this practice in Koha.

Indicator 1 - Non-filing characters. Number of character positions that represent articles (the, die, la) and should be ignored during indexing. Values are 0-9 Indicator 2 - Type of Added Entry. Values: blank=No information provided, 2=Analytical

$a Uniform Title. Title and qualifiers are all entered in $a.
$h Media qualifier. Do not use.

Information on additional subfields can be found at Marc 21 Format for Bibliographic Data.