MARC fields for Miami City archives collection records in QF: (Revised)

Part I, When we catalog before digitization (formerly our usual procedure; now rare):

In FI record: it's recommended, but not required, to have both a contents note (505) and a summary (520). If you create one for the QF record, it may as well be in the FI record too. See footnote below for our local "rule interpretation" concerning the use of a seal as the source of information for the publisher.**

In QF record: After deriving the QF record from the FI record in LTRF,

	Delete the 010.
	Watch for 019 fields and delete them from the QF record.
	Cut the 035 for the OCLC number and put it into a 776 field.
	Example: 776/1:1 : \|c (Original) \|w (OCoLC)50336842
	Delete any other 035s that are no longer appropriate for the QF record.
	Edit the 040 so that it reads FXG \|c FXG.
	Edit the 049 so that it reads FXGG.
	Delete 050 or 090 - records in LTQF will not have call numbers.

Then, add the following:

	REPRO - (aka Form in OCLC): s
	T/AUD - (aka, Audn in OCLC): [blank]
	035 - 1) Project group: Example: (DNX)MCA S FI 2003-02-04 [Note: if the FI record has an 035 which begins "(snx)FHP", edit the 035 so that the QF record reads as above]
	035 - 2) FIPS code: Example: (snx)FIPS12086
	245 $h [electronic resource]
	598 10-digit file number from Megan.
	651: 7: Miami-Dade \|z 12086 \|2 ceeus
	776 other physical formats -- Example: 776/1:1 : \|c (Original) \|w (OCoLC)50336827
	852 \|b mca [Note: when asked to double code, we will. However will will still use only one series statement in 533 and 830.]
	856:0 : $x inzprocess $z NOT YET AVAILABLE; in process for electronic access.

Part II, When we catalog after digitization:

Once digitization of the material cataloged in QF is complete, FCLA will change the 856 field with the correct PURLs to the QF record.

FCLA will also add an additional tickler, for example: (SNX)FCLA url 20030221

In FI record: we will add 530 and 856 fields to Notis record. (We will not lock & add to OCLC record.)

	530 Electronic version available on the World Wide Web as part of the Miami metropolitan archive.
	856--We will cut and paste from the QF record and then change the 2nd indicator from 0 to 1.

In QF record: we must add 006, 007, 533, 539, 710 and 830 fields.

006 - TYP m T/AUD [blank] CF/TYP d GOVT s [My interpretation is that--because we are a state institution--this code will always be "s" even when the fixed field code for the original is small L for local or c for multi-local, i.e., regional combinations of jurisdictions below the state level] NOTE: to add the 006 field to a Notis record, go to bottom of screen and key in 006m and hit enter until done.

007 - Five elements. Typically: GMD c SMD r O/R ? COLOR [see below] DIM n SOUND (Note: the O/R ? will remain; SOUND will remain 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) black & white; 2) color; 3) gray scale; or 4) mixed.

We will hope not to use this little sub-procedure any longer but we'll keep it here on the web page for emergencies.
How To Tell Which COLOR Code Is Correct: Click Here

533 If we own the monographic document:

|a Electronic reproduction. |b [Florida] : |c State University System of Florida, PALMM Project, |d 2005. |f (Miami metropolitan archive) |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 document held in the Green Library at Florida International University, Miami.

Note: If the document we've digitized is a photocopy, we will substitue the word "photocopy" for the word "document" in the field above.

533 If we do NOT own the monographic document:

533 If the document is a SERIAL and we own it:

|a Electronic reproduction. |m Vol. 1, no. 2 (Feb. 1899). |b [Florida] : |c State University System of Florida, PALMM Project, |c 2005. |f (Miami metropolitan archive) |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 by Florida International University from a serial held in the Green Library at Florida International University, Miami.

	539 for a monographic record: 539:: \|a s \|b 2005 \|d flu \|e n \|g s
	539 for the serial record above: 539:: \|a u \|b 1899 \|c 1899 \|d flu \|e u \|f u \|g s
	710:2 : PALMM (Project)
	830: 0: Miami metropolitan archive.

Once a QF record is complete, the cataloger uses Connexion to upload the QF record to OCLC and a macro to add the OCLC number to the NOTIS 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)MCA S FI 2003-02-04 to (DNX)MCA C FI 2003-02-04 [The S meant selected; the C means complete--including being added to OCLC. Note: this is when we finally count this as an original cataloging record; when we create "inzprocess" records, that's counted as record creation.]

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**If a publication has no publisher statement but does have a seal, we will transcribe the name without abbreviation as the publisher--e.g. Metropolitan Dade County, Florida. We will not bracket the information but we will add a 500 note--e.g. Publisher from county seal on t.p. [The rules on abbreviations plus 1.4D2 and 1.4A2 were checked.]