Creating an Original Bibliographic Record

CREATING AN ORIGINAL RECORD

POLICY

New bibliographic records are created on Orbis whenever catalog copy is not available in other sources (i.e. LC Resource File or RLIN). Records created directly on Orbis follow system wide standards for formatting of local fields and observe national standards for data content. System wide policy requires that, except in special circumstances, only one bibliographic record is created for all copies of a title.

PROCEDURES:

NOTE: The following procedures assume that a thorough search has determined that there is no record in the Orbis data base for the item in hand and that no copy is available.

1. New records are created by typing the command new [format letter].

Valid formats supported in Orbis are the following:

b = books
s = serials
m = music (including sound recordings)
p = maps
u = manuscripts
f = visual materials
d = computer files

EXAMPLE: new b

2. Press RETURN

3. Orbis responds with a workform which displays only the fixed fields:

________________________________________________________________

LTYL DONE

ORBIS CATALOGING

YL# FMT B RT a BL m DT xx/xx/xx R/DT none STAT nn E/L DCF ? D/S D

SRC d PLACE ??? LANG ??? MOD? T/AUD ? REPRO ? D/CODE ? DT/1 ???? DT/2 ????

CONT ???? ILLUS ???? GOVT ? BIOG ? FEST ? CONF ? FICT ? INDX ? ME/B ?

_________________________________________________________________________

(Example 1: Books Format)

Note that the fixed field D/S [Display/Suppress, located at end of first line] is Orbis defined and not MARC defined.

The purpose of this fixed field is to control display of the record in the public catalog merged headings view. The Orbis system default value is D. Since this field has not yet been defined for Yale, do not change this value.

For a comparison of the RLIN/Orbis fixed field arrangements, see Appendix I.

4. Be sure to replace the word DONE on the request line by overtyping the word SAME

5. Edit the fixed fields as appropriate (NOTE: the full Orbis tag table is available upon request from the Library Systems Office). Replace fill character ? with a space, not delete, when value is blank.

6. Variable fields are entered in a continuous string using the following conventions:

a. Each variable field number is separated from its data by two colons (For indicator default values in book format, see (7.) below)

b. When non-default indicator values are required, they are placed between the two colons

c. Each variable field must end with the Orbis field mark [press CTRL and F4]

NOTE: Orbis reformats all fields into numerical order, except within variable field groups 5xx - 8xx. The order of fields within these groups is determined by order of input and can be changed by the cataloger.

7. The book format in Orbis automatically generates the following default indicator values:

100:10: Personal name : single surname

600:10:

700:10:

800:1 :

110:20: Corporate body : entered directly

610:20:

710:20:

810:2 :

111:20: Conference heading : entered directly

611:20:

711:20:

811:2 :

240:10: Titles : entered directly [first word is NOT an article]

245:10:

440: 0:

630:00:

730:00:

740:01:

830: 0:

260:0 : Place of publication : publisher is present

650: 0: Library of Congress subjects

651: 0:

8. Specific Notis Conventions:

FIXED FIELD 007

See Appendix IV for a detailed discussion of the fixed field 007.

PROCEDURE:

Tab to the end of characters;

Type 007 followed by code for type of material, e.g. 007h for microform;

press RETURN;

a blank 007 will be provided with appropriate subfields.

FIELD 010

The Library of Congress Card Number follows strict input standards: there must be at least thirteen characters (a space is counted as a character).

1 blank character indicated in examples as

3 characters for any letter prefixes OR 3 additional blank characters if there is no prefix

2 characters for the year

6 characters for the card number

NOTE: Use zeros between the year and the card number when necessary to create a total of 8 numerals

1 blank character

If there is additional data (a suffix and/or a revision date) use slash marks to separate this data from the card number.

EXAMPLES: = space

LCCN INPUT AS

83-8346 010:: 83008346

68-83111rev84 010:: 68083111 // r84

68-483111rev84 010:: 68483111 // r84

agr33-4323 010:: agr33004323

NOTE: Library of Congress Card Numbers are transcribed only when using printed copy.

FIELD 020

The ISBN is entered as it appears (X must be capitalized) and without hyphens or spaces

FIELD 022

The ISSN requires a hyphen separating each 4 digits

9. Specific Yale Orbis Conventions:

FIELD 590: Local notes for public catalog display

Each 590 field is either copy specific or location specific. Each note must begin with the primary location code in FULL CAPS followed by a colon and then the text of the note. In some instances, particularly for the collection level notes, the secondary location must also be given.

EXAMPLES: 590::CCL: copy 1 imperfect: p9-13 wanting.

590::DIV: With: The Vicar of Wakefield/Oliver Goldsmith. London: J. Cochrane, 1832.

590::BEIN,YCAL: Copy 2 is "New Directions paperbook, NDP611";"Second printing." (New Directions 220)

590::SML,SLA: Copy imperfect: p.9-13 wanting.

590::MED,HS: Copy impefect: half-title (with series note) wanting.

In general, use field 590 in preference to the Copy Holdings Note.

FIELD 630:04: Area tracings

Orbis area tracings will provide curators with access to newly cataloged items. Area tracings are created for the following curatorial areas

Africana (afr)

East Asia (ea)

Latin America (la)

Southeast Asia (sa)

Slavic and East European (see)

The form of the area tracing is as follows:

[area code] [last two digits of cataloging year] space [month cataloged (01-12)]

Use the codes and definitions that follow when creating tracings for curatorial areas.

Orbis input convention:

Field 630, Indicator values: 04

EXAMPLES:

630:04:ea90 03 (for works published in or on the subject of East Asia, cataloged in March 1990)

630:04:sa89 10 (for works published in or on the subject of Southeast Asia, cataloged in October 1989)

NOTE: Follow spacing conventions carefully to insure retrieval.

TRACING DEFINITION USED FOR

CODE

afr Africana Works published in or on the subject of countries on the continent of Africa or islands of the East Atlantic and Indian Oceans (especially Madagascar and Mauritius).

ea East Asia Works published in or on the subject of East Asia which includes China, Japan, Korea, Macao, Hongkong and Inner Mongolia.

la Latin America Works published in or on the subject of Latin America. This includes all the countries of Central America, South America, the West Indies*, and Mexico, Bermuda and the Falkland Islands. (* West Indies includes the various Caribbean islands (Barbados, Jamaica, etc.), Cuba, as well as the island groupings known as the Greater Antilles, the Lesser Antilles, and the Bahamas.)

sa Southeast Asia Works published in or on the subject of Southeast Asia. Southeast Asia includes the countries: Brunei, Burma, Cambodia, Indonesia, Laos, Malaysia, New Guinea, Philippines, Sarawak, Singapore, Thailand, North and South Vietnam.

see Slavic and Works published in or on the

East European subject of this area, including the countries of Albania, Bulgaria, Czechoslovakia, Finland, Hungary, Mongolia, Poland, Romania, U.S.S.R. and its Republics, and Yugoslavia and its Republics.

FIELD 927: RLIN tape

Specifications for uploading Orbis records to RLIN are in the process of being developed. In order to insure that locally created records appear on future tapes, the word tape must be entered in local field 927 for this purpose. All new and derived bibliographic records created on Orbis must have this field.

Create field 927 in the following form:

927::tape

FIELD 940: Orbis Location Code for keyword searching

New bibliographic records created on Orbis and first copies in different YUL locations added to Orbis require a location code in field 940 based upon the Orbis location tables. SML locations are excluded from field 940. Yale has defined local MARC field 940 for this data in order to provide location-based searching in Orbis. No other data may be placed in this field. Do NOT use field 940 when creating records on RLIN.

PROCEDURE:

1. Enter tag 940, then 2 colons, then the location codes (no indicator values are required)

EXAMPLE:

940::CCL BAC,REF Entry Form

940/1: : |a CCL BAC,REF Display Form

2. Data in field 940 uses the same location code information as given on the Copy Holdings Record.

SML locations are excluded from field 940.

(SEE BELOW FOR EXCEPTION).

3. Each unique primary/secondary location code must be represented in field 940.

4. Each unique location code is separated from the preceding one by a single space.

5. Field 940 location codes may be given in either full caps or in lower case letters.

EXCEPTION:

The ONLY location code permitted for SML is the following:

refcol

Use "refcol" for the following five Orbis locations:

sml,ref

sml,bib

sml,sub

sml,catr

sml,micr

FIELD 949: Local processing notes (no OPAC display)

Local notes for library staff use are placed in field 949, in preference to the Copy Holdings Note. Processing notes include a record of transfers, call number changes, etc. Since local processing notes may be copy specific, each 949 field must begin with the appropriate Orbis location code for the copy (or copies). The Cataloging Identification Code (as appropriate) and the date on which the note is made should appear at the end.

NOTE: Whenever data is placed in field 949, the copy holdings record is also updated by placing 949 at the beginning of the appropriate copy holdings statement NOTES field(s).

EXAMPLES:

949::CLA: trans. from SML;sml,rom 2/91

949::BEIN: copy 4 recl. from Za D721 960Bb; sml,rbk 11/90

Copy Holdings Record display:

001 1L CLA

NOTES 949

001 1T BEIN

NOTES 949

10. When all data have been entered, press RETURN key to redisplay the record. Any system detected errors will be noted by one of the following messages:

ERRORS IN FIXED FIELDS

To correct: check the Orbis tag table, available upon request from the Library Systems Office, for the correct codes; overtype the error with the correct code; press RETURN.

ERRORS IN VARIABLE FIELDS

To correct: messages are positioned immediately preceding the affected field. Delete or correct error(s); press RETURN.

ERRORS IN FIXED AND VARIABLE FIELDS

To correct: follow procedures outlined above.

ERRORS IN BRIGHT FIELDS

To correct: check each highlighted field for errors; correct each field; press RETURN.

If no errors are system detected, review the record carefully, press RETURN to enter the record. You must see the message:

RECORD AAAXXXX CREATED

before continuing to another function/task.

For all Orbis bibliographic records which are built upon a

provisional acquisitions record, the message will read:

RECORD AAAXXXX UPDATED

As a final check, type long over HLDG and press RETURN to make sure there are no spacing irregularities.

See the section under the heading "Editing Spaces" in the command summary in Appendix I.