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05. Different situations on the main level of authority records

Different situations on main level of authority records

To define what needs to happen with the "exceptional" fields, we will describe the different situations that can occur during online cataloguing in a CBS MARC 21 database. So, next situations are described from the perspective of a cataloger working in a CBS MARC 21 database environment. Important to mention too is that only the main level of authority records is involved.

Different situations

-    Adding a new record to a CBS MARC 21 database by using a template
-    Editing, i.e. updating an existing record in a CBS MARC 21 database
-    Remote Copy (“Transfer record”), i.e. copy a record that was searched in WorldCat, by using CCWeb
-    Remote Derive (“Derive record”), i.e. derive a record that was searched in WorldCat, by using CCWeb
-    Local Derive a record that was searched in a CBS MARC 21 database, i.e. making a copy of a record in the CBS MARC 21 database

This documentation is about these situations only.
 

Adding a new record by using a create record form

Adding a new record in this context means adding a new record to a CBS MARC 21 database by using a template, i.e. a create record form. So, you add a new record to the database. The “exceptional” fields must be part of the create record forms or templates, at least the PICA+ codes of fields must be present; subfields are not necessary. This implies that the “automatic actions” will not happen when a cataloger in CCWeb uses empty screens.
 

(CBS) MARC 21 field PICA+ field Description M21 subfield PICA+
subfield
Description R / NR Automatic action during retrieval of create record form
(M)003 004C Control Number Identifier       NR

Generating the MARC organization code for the agency derived from library profile.

In WorldCat too, field (M)003 contains the MARC organization code.

NB At the moment (March 2020), only the OCLC library symbol is possible.

      n/a    $a Control number identifier NR  
(M)035  015Z System Control Number       R n/a
      Ind. 1 $S(1) First indicator    
      Ind. 2 $S(2) Second indicator    
      $a $a System control number NR  
      $z $z Canceled/invalid control number R  
      $6 $T/$U Linkage  NR  
      $8 $X Field link and sequence number R  
(M)040 016E Cataloguing Source       NR  
      Ind. 1 $S(1) First indicator    
      Ind. 2 $S(2) Second indicator    
      $a $a Original cataloging agency NR

The OCLC library symbol for agency is generated.

NB In the MARC 21 documentation (LoC), the MARC organization code is mentioned.

      $b $b Language of cataloging NR  
      $c $c Transcribing agency NR

The OCLC library symbol for agency is generated.

NB In the MARC 21 documentation (LoC), the MARC organization code is mentioned.

      $d $d Modifying agency R n/a
      $e $e Description conventions R  
      $f $f Subject heading/thesaurus conventions NR  
      $6 $T/$U Linkage NR  
      $8 $X Field link and sequence number R  
(M)042 016G Authentication Code       NR n/a
      $a $a Authentication code R  
0614 003O Record control number of the linked record in remote database, e.g. OCN in WorldCat          n/a
      $a $a Remote source Id (e.g. OCoLC) NR  
      $0 $0 Record control number NR  
0615 003P Control number of the linked record in remote database that is superseded by another number, e.g. superseded OCN in WorldCat         n/a
      $a $a Remote source id (e.g. OCoLC) NR  
      $0 $0 Record control number NR  

 

Editing or updating an existing record in CBS MARC 21 database

General remark
Editing or updating of an existing record by a cataloger is of course still possible, after the "automatic actions" during the retrieval of the update screen. The fields and subfields that are not edited or updated automatically, remain the same unless a cataloger changes them (manually).
 

(CBS) MARC 21 field PICA+ field Description M21 subfield PICA+
subfield
Description R / NR Automatic action during retrieval of update screen
(M)003 004C Control Number Identifier       NR

n/a

      n/a    $a Control number Identifier NR  
(M)035  015Z System Control Number       R n/a
      Ind. 1 $S(1) First indicator    
      Ind. 2 $S(2) Second indicator    
      $a $a System control number NR  
      $z $z Canceled/invalid control number R  
      $6 $T/$U Linkage  NR  
      $8 $X Field link and sequence number R  
(M)040 016E Cataloguing Source       NR  
      Ind. 1 $S(1) First indicator    
      Ind. 2 $S(2) Second indicator    
      $a $a Original cataloging agency NR

 

      $b $b Language of cataloging NR  
      $c $c Transcribing agency NR

 

      $d $d Modifying agency R

The OCLC library symbol of the agency is generated, unless the last subfield $d with the same value is already present.

NB In the MARC 21 documentation (LoC), the MARC organization code is mentioned.
 

      $e $e Description conventions R  
      $f $f Subject heading/thesaurus conventions NR  
      $6 $T/$U Linkage NR  
      $8 $X Field link and sequence number R  
(M)042 016G Authentication Code       NR n/a
      $a $a Authentication code R  
0614 003O Record control number of the linked record in remote database, e.g. OCN in WorldCat          n/a
      $a $a Remote source id (e.g. OCoLC) NR  
      $0 $0 Record control number NR  
0615 003P Control number of the linked record in remote database that is superseded by another number, e.g. superseded OCN in WorldCat         n/a
      $a $a Remote source id (e.g. OCoLC) NR  
      $0 $0 Record control number NR  

 

Remote copy (“Transfer record”)

“Remote copy” means that you copy a record from another database, like WorldCat, into a CBS MARC 21 database. The purpose of “remote copy” is that you use the WorldCat data as the basis for making a new record in the CBS MARC 21 database that is the same as the WorldCat record.
Editing or updating of the “remote copied” record by a cataloger is of course still possible, after the automatic actions during the remote copy action and the retrieval of the form. The fields and subfields that are not edited by the cataloger, or updated, replaced or removed automatically, remain the same.
 

(CBS) MARC 21 field PICA+ field Description M21 subfield PICA+
subfield
Description R / NR Automatic action during remote copy and retrieval of form
(M)003 004C Control Number Identifier       NR

Replace the existing value and generate the MARC organization code for the agency.

In WorldCat too, field (M)003 contains the MARC organization code.

NB At the moment (March 2020), only the OCLC library symbol is possible.

      n/a    $a Control number identifier NR  
(M)035  015Z System Control Number       R Copy
      Ind. 1 $S(1) First indicator    
      Ind. 2 $S(2) Second indicator    
      $a $a System control number NR  
      $z $z Canceled/invalid control number R  
      $6 $T/$U Linkage  NR  
      $8 $X Field link and sequence number R  
(M)040 016E Cataloguing Source       NR  
      Ind. 1 $S(1) First indicator   Copy
      Ind. 2 $S(2) Second indicator   Copy
      $a $a Original cataloging agency NR

Copy

      $b $b Language of cataloging NR Copy
      $c $c Transcribing agency NR

Copy

      $d $d Modifying agency R

The OCLC library symbol of the agency is generated, unless the last subfield $d with the same value is already present.

NB In the MARC 21 documentation (LoC), the MARC organization code is mentioned.

      $e $e Description conventions R Copy
      $f $f Subject heading/thesaurus conventions NR Copy
      $6 $T/$U Linkage NR Copy
      $8 $X Field link and sequence number R Copy
(M)042 016G Authentication Code       NR Remove
      $a $a Authentication code R  
0614 003O Record control number of the linked record in remote database, e.g. OCN in WorldCat          Copy
      $a $a Remote source id (e.g. OCoLC) NR  
      $0 $0 Record control number NR  
0615 003P Control number of the linked record in remote database that is superseded by another number, e.g. superseded OCN in WorldCat         Copy
      $a $a Remote source id (e.g. OCoLC) NR  
      $0 $0 Record control number NR  

 

Remote derive

“Remote derive” means that you derive a record from another database, like WorldCat, and that you use the data in a CBS MARC 21 database. The purpose is that you use the WorldCat data as the basis for making a new record that is different from the data in e.g. WorldCat.
Editing or updating of the “remote derived” record by a cataloger is of course still possible, after the "automatic actions" during the remote derive action and the retrieval of the form. The fields and subfields that are not edited manually, or updated, replaced, copied or removed automatically, remain the same.
 

(CBS) MARC 21 field PICA+ field Description M21 subfield PICA+
subfield
Description R / NR Automatic action during remote derive and retrieval of form
(M)000 002L Leader       NR For more information about the import of MARC 21 data and about the different subfields of the Leader, see: (under construction)
      $b $b Record status NR Replace the existing value and generate value "n", meaning "new".
(M)003 004C Control Number Identifier       NR

Replace the existing value and generate the MARC organization code for the agency.

In WorldCat too, field (M)003 contains the MARC organization code.

NB At the moment (March 2020), only the OCLC library symbol is possible.

      n/a    $a Control number identifier NR  
(M)035  015Z System Control Number       R Remove
      Ind. 1 $S(1) First indicator    
      Ind. 2 $S(2) Second indicator    
      $a $a System control number NR  
      $z $z Canceled/invalid control number R  
      $6 $T/$U Linkage  NR  
      $8 $X Field link and sequence number R  
(M)040 016E Cataloguing Source       NR  
      Ind. 1 $S(1) First indicator   Copy
      Ind. 2 $S(2) Second indicator   Copy
      $a $a Original cataloging agency NR

Replace the existing value and generate the OCLC library symbol of the agency.

NB In the MARC 21 documentation (LoC), the MARC organization code is mentioned.

      $b $b Language of cataloging NR Copy
      $c $c Transcribing agency NR

Replace the existing value and generate the OCLC library symbol of the agency.

NB In the MARC 21 documentation (LoC), the MARC organization code is mentioned.

      $d $d Modifying agency R

Remove

      $e $e Description conventions R Copy
      $f $f Subject heading/thesaurus conventions NR Copy
      $6 $T/$U Linkage NR Copy
      $8 $X Field link and sequence number R Copy
(M)042 016G Authentication Code       NR Remove
      $a $a Authentication code R  
0614 003O Record control number of the linked record in remote database, e.g. OCN in WorldCat          Remove
      $a $a Remote source id (e.g. OCoLC) NR  
      $0 $0 Record control number NR  
0615 003P Control number of the linked record in remote database that is superseded by another number, e.g. superseded OCN in WorldCat         Remove
      $a $a Remote source id (e.g. OCoLC) NR  
      $0 $0 Record control number NR  

 

Local Derive

“Local derive” means that you derive a record from the CBS MARC 21 database, i.e. the database in which you catalog. “Local derive” is the “local” variant of “remote derive”. The purpose is that you use the data as the basis for making a new record that is different from the existing record in CBS M21 database.
Editing or updating of the “local derived” record by a cataloger is of course still possible, after the “automatic actions” during the local derive action and during the retrieval of the form. The fields and subfields that are not edited by the cataloger (manually), or updated, replaced, copied or removed automatically, remain the same.
 

(CBS) MARC 21 field PICA+ field Description M21 subfield PICA+
subfield
Description R / NR Automatic action during local derive and retrieval of form
(M)000 002L Leader       NR For more information about the import of MARC 21 data and about the different subfields of the Leader, see: (under construction)
      $b $b Record status NR Replace the existing value and generate value "n", meaning "new".
(M)003 004C Control Number Identifier       NR

Replace the existing value and generate the MARC organization code for the agency.

In WorldCat too, field (M)003 contains the MARC organization code.

NB At the moment (March 2020), only the OCLC library symbol is possible.

      n/a    $a Control number identifier NR  
(M)035  015Z System Control Number       R Remove
      Ind. 1 $S(1) First indicator    
      Ind. 2 $S(2) Second indicator    
      $a $a System control number NR  
      $z $z Canceled/invalid control number R  
      $6 $T/$U Linkage  NR  
      $8 $X Field link and sequence number R  
(M)040 016E Cataloguing Source       NR  
      Ind. 1 $S(1) First indicator   Copy
      Ind. 2 $S(2) Second indicator   Copy
      $a $a Original cataloging agency NR

Replace the existing value and generate the OCLC library symbol of the agency.

NB In the MARC 21 documentation (LoC), the MARC organization code is mentioned.

      $b $b Language of cataloging NR Copy
      $c $c Transcribing agency NR

Replace the existing value and generate the OCLC library symbol of the agency.

NB In the MARC 21 documentation (LoC), the MARC organization code is mentioned.

      $d $d Modifying agency R

Remove

      $e $e Description conventions R Copy
      $f $f Subject heading/thesaurus conventions NR Copy
      $6 $T/$U Linkage NR Copy
      $8 $X Field link and sequence number R Copy
(M)042 016G Authentication Code       NR Remove
      $a $a Authentication code R  
0614 003O Record control number of the linked record in remote database, e.g. OCN in WorldCat          Remove
      $a $a Remote source id (e.g. OCoLC) NR  
      $0 $0 Record control number NR  
0615 003P Control number of the linked record in remote database that is superseded by another number, e.g. superseded OCN in WorldCat         Remove
      $a $a Remote source id (e.g. OCoLC) NR  
      $0 $0 Record control number NR