Everglades Online: MARC fields (Revised: Feb. 28, 2007)

Call numbers:
Records for the hardcopies of documents being returned to GovDocs Dept. after digitization should have either a SuDoc number, a Florida docs number or a local docs number. Never add a SuDoc number to a record already having a SuDoc number. If a US document record lacks a SuDoc number, we can figure out the code ourselves or consult with Sherry Mosley as needed. However, if we enter a locally assigned SuDoc number into an 086 field, an x should always be appended at the end. Example: I 19.76:75-434x.

In bibliographic records, the SuDoc number goes in 086 0_; a Florida document code goes in 086 __ with subfield 2 "fldocs" following subfield a (Example: 086 __ $a AD.B 2:R 32/ex.summ. $2 fldocs); and a local document number goes in 099 _9 (Example: 099 _9 $a D 600.002/2:H 68 1970)

When the document is digitized, the government document number will be retained in the bib record for the electronic reproduction.

For the hardcopies of materials going to either the general collection or Special Collections, we will assign an LC call number as usual.

Records for the electronic reproductions of these materials will have class numbers only in an 090 field of the bib records. If we do not own the material that was digitized (thus, no hardcopy record) and if there's no call number easily available on OCLC, don't spend time assigning a class number. [Our previous policy was to have no call number; thus, there will be many records without class numbers.]

Choice of Format:
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.

New Decisions and Info: Feb. 2005

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

2. If we double code for both feol and eol in the 852 field, we will still make series statement in 533 and 830 only for the Everglades online collection.

3. More on double coding: Lu Ai at FCLA says we cannot use both "mca" and "feol" nor can we use both "feol" and "rte" on one record because both are major project codes. Any given item can only belong to one major project.

4. When FCLA adds the hotlink to the QF record, the first 5XX, 6XX, etc., field moves into last place. If you view the record in Catalyst, it will be correct. But in LTQF, you will need to correct the order of each set of fields--5XX, 6XX, 7XX, 8XX--before uploading to OCLC.

5. Recently few of the items going into this collection are technical reports. If there is an explicit statement that the item is a technical report, see the unrevised procedure.

Part I, Before digitization:

FORM	(Repro in Notis): s - *QF record only!*
035	In QF, delete any unneeded 035 fields, such as those beginning (Source) or (NOTISFI)
035	In QF, add the 035 for the collection: (dnx)EOL S FI 2003/07/23
035	In QF, delete the 035 for the OCLC number for the hard copy BUT use the data in the 035 to create the 776 field, see below
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).
520	Abstract
	Include the abstract in both the FI and the QF records. Use 520 with 1st indicator 3; 2nd indicator blank.
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*
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
[We need to remember to remove "00" from 035:00:]

In Aleph: We must then go in to our Aleph 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 finish it by adding 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 should 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 Options

General materials owed by FIU
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 material held in the Green Library at Florida International University, Miami.

Government documents on deposit or owned by FIU
If the item 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.

*NOTE: 533 subfield |d and 539 subfield |b indicate the YEAR [example: 2007] in which the reproduction was made.

NOTE ALSO: the 533/539 notes should be the last 2 notes, following the notes describing the original.

Other fields to add:
710 2_ |a PALMM (Project)

830 _0 Everglades online collection.

Remember to delete:
035 beginning
   (Source)
   (NOTISFI)
   (FMFIU)
   (OCoLC) - turn it into 776 field
Also remove any indicators in 035 fields.
Remove 010 for original hardcopy record.
Remove any 019 fields for original hardcopy record.
Remove 050; keep class part of call number only in an 090 field.

Uploading to OCLC:
Once a QF record is complete, the cataloger uses CLARR to upload the QF record to OCLC. Then, using a macro, add the OCLC number to the NOTIS QF record: 035: :(OCoLC)50798571. (See procedure for Uploading from NOTIS to OCLC on main menu of our web page.)

Finally, after the QF record is uploaded to OCLC, the cataloger edits the record in QF so that the "Project code" tickler changes from (DNX)EOL S FI 2003-02-04 to (DNX)EOL C FI 2003-02-04 [The S meant selected; the C means complete--including being added to OCLC.

Note about Statistics:
Getting an OCLC number is when we finally count this as an original cataloging record; when we create "inzprocess" records, that's counted as record creation.