Table of Contents | Instruction Level | Example level
Inputting from a blank workform
To display a blank workform for inputting a new bibliographic record, following the LTCU transaction code type new, a blank space, and the format letter from the table below. Each bibliographic format has a different blank workform:
Step-by-step instructions for inputting new bibliographic records.
Minimal fixed field values for preliminary records:
Leave the default code in the other fixed fields.
Special guidelines for typing certain variable fields:
The tag for the 007 physical description fixed field is typed initially as a variable field, but results in the display of a set of fixed field labels. To display the appropriate physical description fixed field labels, type the tag "007" immediately followed by a code for the type of material. Do not type any data following the 007 tag and code.
The USMARC format defines the following structure for an LC control number in the 010 field:
Prefix: three blanks, or one-character prefix and two blanks, or two- character prefix and one blank, or three-character prefix. NOTE: if there is no prefix (i.e., the prefix is blank), four (4) blanks must be typed before the year (one of the blanks is "eaten" by the |a subfield code that is generated by the NOTIS programs). For example: (# = blank in these examples)
Year: in most cases, this is the last two digits of the year of cataloging (e.g., "88" for "1988")
Sequential number: six-digit number, assigned sequentially for each year; if there are fewer than six digits in the sequential number portion, type one or more zeroes (0) before the sequential number (after the year) to make six digits (e.g., "88123" is typed as "010:: 88000123 ")
Blank: the twelfth character position in the 010 field should contain a blank
Type the following if found on LC copy: Alphabetic identifiers: some LC control numbers contain an alphabetic identifier following the sequential number and blank; type a slash and the alphabetic identifier in uppercase letter(s) (e.g., "010:: 64012345 /AC ")
Revision information: some LC control numbers contain a revision date following the sequential number and blank. If there is also an alphabetic identifier, type another slash and the revision information (e.g., "010:: 64012345 /AC/r86 "). If there is no alphabetic identifier following the sequential number and blank, type two slashes and the revision information (e.g., "010:: 87000012 //r88 ")
Blank: The NOTIS programs require that each subfield in the 010 field end with a blank.
The above format applies to the LC control number in both the 010 |a subfield and the 010 |z subfield.
NOTE: When typing additional subfields in the 010 field, type two blank spaces at the end of the previous subfield (one of the blanks is "eaten" by the |z subfield code). For example (# = blank in this example):
010::####85003625##|z####85003666#
015 field
If a national bibliography number appears in an 015 field in a bibliographic record already on NOTIS, leave the 015 field in the record. However, if a national bibliography appears on manual copy, the 015 field does not have to be typed in the record being created.
017 field
If a copyright registration number appears in an 017 field in a bibliographic record already on NOTIS, leave the 017 field in the record. However, if a copyright registration number appears on manual copy, the 017 field does not have to be typed in the record.
020 field
Type the ISBN in the 020 field without any internal hyphens or spaces. For example: "0-88364-038-9" is typed as: 020::0883640389
If the ISBN ends with the letter "x", type the "X" in uppercase. If the ISBN contains only 9 digits, add a zero (0) before the 9 digits to make 10 digits when typing the ISBN in the 020 field.
The system validates the number typed in the 020 |a subfield. If the number in the 020 |a subfield is determined to be incorrect (i.e., the error message "ERROR IN NEXT FIELD, VAL" displays), change the subfield code to |z (invalid ISBN).
022 field
Type the ISSN in the 022 field, with the hyphen. For example: 022::8765-6542
If the ISSN ends with the letter "x", type the "X" in uppercase.
037 field
If a stock number appears in an 037 field in a bibliographic record already on NOTIS, leave the 037 field in the record. However, if a stock number appears on manual copy, the 037 field does not have to be typed in the record being created.
050 field
All LC classification numbers on LC resource records should be input or retained in an 050 field. If an LC classification number from other sources appears in an 050 field in a bibliographic record already on NOTIS, leave the 050 field in the record. However, if an LC classification number from other sources appears on manual copy, the 050 field does not have to be typed in the record being created.
055 field
If a Canadian call number appears in an 055 field in a bibliographic record already on NOTIS, leave the 055 field in the record. However, if a Canadian call number appears on manual copy, the 055 field does not have to be typed in the record being created.
074 field
All GPO item numbers on LC resource records should be input or retained in an 074 field.
082 field
All Dewey classification numbers on LC resource records should be input or retained in an 082 field. If a Dewey classification number from other sources appears in a 082 field in a bibliographic record already on NOTIS, leave the 082 field in the record. However, if a Dewey classification number from other sources appears on manual copy, the 082 field does not have to be typed in the record being created.
086 field
All Superintendent of Documents classification numbers on LC resource records should be input or retained in an 086 field.
088 field
If a report number appears in an 088 field in a bibliographic record already on NOTIS, leave the 088 field in the record. However, if a report number appears on manual copy, the 088 field does not have to be typed in the record being created.
246 field
Since Format Integration, field 246 is used in all formats for alternative access to titles. Use a 246 field when access is needed for a subtitle, spine title, or an appreviation makes access problematic.
The field can be used with specific subfields, or preceeded by a |i containing text explaining the origin of the alternate title. Examples
263 field
Delete any 263 date of publication (CIP) field that appears in the bibliographic record.
300 field
Do not use angle brackets in the 300 field in the bibliographic record for incomplete multi-volume works. If the title is held by more than one location, the holdings may not be the same for all locations. The volume numbers and dates for incomplete multi-volume works are recorded in the volume holdings record for each location.
520 field
A 520 summary note field is generally not used on books records; it is often used on records for films and other audio-visual materials (exception: opera videos). The 520 field should be input or retained if it is considered helpful to the user.
590 field
590 fields were formerly used to record local information specific to one location or copy. They are currently used for rare locations only. All other local notes should be entered in other fields. Local Notes in NOTIS
6XX fields
When a 6xx subject added entry subfield ends with an open date followed by a hyphen, type two blank spaces following the hyphen if the subfield is followed by an |x, |y, or |z subfield. One of the blank spaces is "eaten" by the delimiter-subfield code from the next subfield, and the other blank space allows for easier reading of the subject heading in the online catalog display. Note that the extra spaces do not need to be input when there is no subfield following, or when the subfield following is not an |x, |y, or |z subfield.
Type all LC subject headings (6xx fields with second indicator "0") on LC resource records. Add local subject headings (6xx fields with second indicator "4") only in those circumstances where LCSH does not include an appropriate subject heading. Add an LC subject heading for a related heading, if possible (e.g., add an LC subject heading for a language family when adding a local subject heading for a specific language). Delete (or do not type) non-LC and non-local subject headings (6xx fields with second indicator "1", "2", "5", or "6").
653 field
Delete or omit a 653 field containing a United Kingdom subject heading.
856 field
URLs containing spacing underscores and spacing tildes cannot be input directly into NOTIS (they are not included in the USMARC character set). When a URL containing these characters needs to be included in an 856 field, substitute instead the following character strings:
886 field
Delete (or do not type) an 886 field containing foreign MARC information.
943 field [obsolete]
The 943 was formerly used to record copy-specific reproduction information. The MHLD field 843 is now used for that purpose.
Table of Contents | Instruction Level | Example level
Rev. 2/4/98 dih