Everglades Online: MARC fields

Records in LTQF will not have call numbers [remove 090/050 fields]; records in LTFI will have either SuDoc or LC call numbers. We will use the SuDoc number if one is available; if not, we will assign an LC call number.

The QF record will be whatever format is appropriate for the hard copy--monograph or serial--and the 006 & 007 fields will bring out the electronic aspect of the item.

These fields may need to be included when cataloging technical reports.

New Decisions and Info: Feb. 2005

1. We will add hotlinks to the records for print in FI.

2. If we double code in 852 field, we will still make series statement in 533 and 830 only for the Everglades online collection. [This is when "feol" is used in the 856 field. In the (so far) rare cases when "rte" is in the 856, we will make series statements in 533 & 830 for both Everglades online collection and Reclaiming the Everglades. (Not sure if this correct but no reply to email.)]

More on double coding: Lu Ai at FCLA says we cannot use both "mca" and "feol" on one record because both are major project codes. Any given item can only belong to one major project.

3. When FCLA adds the hotlink to the QF record, the first 5XX, 6XX, etc., field moves into last place. The FI record will still be correct and in fact the record as viewed in Catalyst will be correct. You will need to correct the order of each set of fields before uploading to OCLC.

4. Recently not all the items going into this collection are technical reports. Look for an explicit statement that the item is a technical report. In those cases when it is not explicitly stated, skip the special technical report fields below. (May 12, 2005: Gail does not care about HUC codes on Everglades materials that are not technical reports. So we'll quit worrying about them if they're not already in the record.)

Part I, Before digitization:

Cont:	t - for technical report - if there's also a bibliography, then code Cont: bt
DtSt:	e - this is a "detailed date" and allows the first 4 digits of the fixed field Dates to be coded for the year and the 2nd 4 digits to be coded for month and day-e.g., 2000,0615
FORM	(Repro in Notis): s - *QF record only!*
027	Standard Technical Report Number - Example: MPC-386 Example: FOA-89-40265/C-SE
035	Tickler - In QF, delete any unneeded ticklers, such as those beginning (Source) or (NOTISFI)
035	Tickler - In QF, add the tickler for the collection: (dnx)EOL S FI 2003/07/23
035	Tickler - In QF, there may be a "huc" tickler - [see 651 _7 field below] - Example: (snx)huc3090202
037	add the NTIS number - Example: PB86-199791/XAB \|b NTIS Accession Number
037	add the NRBIB number
	If you are adding a long summary note (520) from a QE record, also C&P the 037 which begins NRBIB. Example: NRBIB: BISC-3058 \|b (NPS Natural Resources Bibliography Number)
040	Edit the 040 so that it reads FXG \|c FXG.
043	043::\|a n-us-fl
049	Edit the 049 so that it reads FXGG.
245	In the QF record, add subfield h [electronic resource] - QF record only! - add after title proper (that is, \|a, \|n and \|p) and before the remainder of the title (that is, \|b) and/or statement(s) of responsibility (that is, \|c).
260	The usual practice for publications from NTIS seems to be to include them in this field (rather than in 533/539 fields) as a distributor. The standard form is for this text to follow the place and publisher statement: $a [Springfield, Va. : $b Available from the National Technical Information Service, $c 2003]
513	Type of report and period covered note (R)
	Example: Quarterly technical progress report; \|b Jan.-Apr. 1977. Example: Final report.
520	Abstract
	Include the abstract in both the FI and the QF records. Use 520 with 1st indicator 3; 2nd indicator blank.
	If a related QE record has a good 520, copy and paste it into the FI record before deriving it into QF. (See editing tips below.) If there is no 520 in a QE, check the introductory material in the report to see if there is a paragraph or two which you can use as an abstract.
536	Funding information note
	Different subfields of this field may need to be used depending on the information given on the report
	a text of note
	b contract number
	c grant number
	d undifferentiated number that identifies a project, task or work unit
	e program element number
	f project number
	g task number
	h work unit number
	Example: Sponsored by the Advanced Research Projects Agency through the Office of Naval Research \|b N00014-68-A-0245-0007 \|c ARPA Order No. 2616
	Example: Sponsored by the U.S. Defense Nuclear Agency \|e PE62715H \|f X99QAXV \|g X000 \|h WU08
598	Metadata number -QF record only! [Use macro to add] - This field is no longer needed: May 12, 2005
655	Genre term: 2nd indicator 7.
	Example: 655 _7 \|a Technical report. \|2 marcgt
	QF records only! [Use macro to add]
651	Hydrological Unit Codes: 2nd indicator 7.
	Example: 651: 7: \|a Everglades \|z 3090202 \|2 huc
	We will input huc codes only when we are certain that they are correct and when the item is a technical report.
	[Click here to go to the list of huc codes; Click here to go to the huc map.]
710	Be sure to include a 710 field for South Florida Research Center or South Florida Natural Resources Center if either was involved in the publication.
776	For the OCLC number of the record for the hard copy.
	Example: 776/1:1 : \|c Original \|w (OCoLC)49865737 *QF records only*
852	\|b eol \|b feol - *QF records only*
852	Transfer any other 852s found in the QE record. We started out putting the codes in separate 852 fields but the preference now seems to be to put each code in a separate subfield "b" - *QF records only*
856	Use this text: 856:0 : \|x inzprocess \|z NOT YET AVAILABLE; in process for electronic access. - *QF records only*

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Part II, After digitization:

Once digitization of the material cataloged in QF is complete, FCLA will change the 856 field to the correct URLs. They will also add an additional tickler that is important to keep in the record. Example: 035:00: |a (snx)FCLA url 20040310
[I have emailed them to ask them to stop putting in indicators but, until they stop, we need to remove "00" from 035:00:]

In FI: We must then go in to our FI record and add 530 & 856 fields. [We should set up a macro.]

530:: Also issued online.

856 field copied and pasted from QF record. Note: 2nd indicator "1" (856:41:)

QF: We must also go in to our QF record and add 006, 007, 533, 539, 710 and 830 fields. [We should set up macros for these!]

If the material has been digitized before cataloging, it will have an 035 that looks like this: 035: : |a (IID)FI05050901 This is the file number that we used to input in the 598 field. It will be the same number as the file number in the 856 field. If it is not, we need to look into it.

006 TYP m T/AUD [blank] CF/TYP d GOVT s [Note: we had CF/TYP and GOVT codes wrong for awhile. Corrected Mr. 14, 05]

007 GMD c SMD r O/R [obsolete: dont use] COLOR [see below] DIM n Sound [leave blank]
COLOR b= black & white; c = multicolored; g = gray scale; m=mixed.

Starting May 12, 2005 the staff of the Digital Collections Center is going to write one of 4 terms on the file folder holding the digitized item: 1) B/W for black & white; 2) color; 3) GS for gray scale; or 4) mixed.

533:40: Electronic reproduction. |b [Florida] : |c State University System of Florida, PALMM Project, |d YEAR*. |f (Everglades online collection) |n Mode of access: World Wide Web. |n System requirements: Internet connectivity; Web browser software; Adobe Acrobat Reader to view and print PDF files. |n Electronically reproduced by Florida International University from a technical report held in the Green Library at Florida International University, Miami.

If the item is not a technical report but is a government document, the 533 |n will read: |n Electronically reproduced by Florida International University from a document held in the Green Library at Florida International University, Miami.

If the item is not a technical report and not a government document, the 533 |n will read: |n Electronically reproduced by Florida International University from material held in the Green Library at Florida International University, Miami.

*533 subfield |d and 539 subfield |b indicate the YEAR [ex. 2005] in which the reproduction was made.

710 2_ |a PALMM (Project)

830 _0 Everglades online collection.

Reminder: After the QF record has been uploaded to OCLC, the "Project code" 035 tickler in the QF record is edited so that it changes from S to C. [The S meant selected; the C means complete.]

Remember to delete:
035 beginning
   (Source)
   (NOTISFI)
   (FMFIU)
   Also remove any indicators in 035 fields.
050
090
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Editing tips for C&P large 520 fields:

Open QF session
Open another session with QE record on screen
Highlight and copy the first line only of the 1st 520 in the QE record
Paste it into the QF record and hit enter until it says DONE.
Go back to the QE record and highlight and copy the remainder of the 520.
Go back to the QF record
Open CLARR and click on the <> button
CLARR will ask which Notis session it is supposed to be working on--select the session with the QF record (A if you have opened the QF session first)
Then CLARR will tell you to click on the field you want to edit. Click on the piece of the 520 that is there. Then CLARR will open a box with that text and you can paste the remainder of your text into the CLARR box. You will probably have to edit odd spacing.
When done, click on the OK button in CLARR.
Repeat this same procedure for each 520 that you need to transfer.