CHARACTERISTICS OF BISON BIBLIOGRAPHIC, AUTHORITY, AND HOLDINGS RECORDS
1. Bibliographic
1.1. Bibliographic records and associated records are identified by a
system-assigned control number consisting of three alphas followed
by four numerics. To date, bibliographic records have control
numbers beginning with the letters A, C, D, and E.
1.2. Bibliographic records are in one of 5 processing units:
GL HL LL ML PL
1.3. Different bibliographic records which describe the same entity can
exist in multiple processing units.
035 values can be identical.
Example: CHC1515 and CHC1516
035 values can be different.
Example: AAD7130 and EAH3596
One version can lack an 035 field.
Example: EBT8032 lacks an 035; EBV5124 contains an 035.
1.4. Different bibliographic records can be brought together
through fields other than the 035.
020 ISBN or 022 ISSN
Example: EBT8032 and EBV5124
010 LC card number
Example: AAD7130 and EAH3596
1.5. Different bibliographic records which describe the same
bibliographic entity can have minor differences.
Examples: ABR8266 and EAD9488
or they can contain substantive differences.
Example: CIG5603 and EAL3025
1.6. Records are in NOTIS (all references to NOTIS can also be assumed
to be references to Ameritech) MARC as of NOTIS LMS Release 6.41.
Format integration has been implemented.
1.7. Fixed fields
1.7.1. There has been no systematic effort to provide missing values
in records which were added as part of the initial load in
1990.
Example: ABC3843 lacks country code and various content
designations.
1.7.2. The D/S field has been used to control public display (D) or
suppression from public view (S); the presence of an "S" in
D/S is not dependent on a record status of "X" (record marked for
physical deletion) as displayed in the holdings record
Example of suppressed record not marked for deletion: CHF2312
1.7.3. It has been local policy to maximize the use of a single
record for holdings in multiple formats. In such instances
records with fixed fields appropriate for print have been
used.
Example: CHC0723
An exception to this policy has been when a non-print format
is part of a microform collection.
Example of record for microform: CGC8370
Example of print record for the same title: AAY0737
1.7.4. There has not be a consistent use of 007 fixed field data for
non-print formats.
Example of record with 007 field for microfiche: EDH6824
Example of record without the appropriate 007 fields: EDG7542
1.7.5. There has also been insconsistent use of 006 fixed field data
for indicating additional material characteristics.
Example of record with 006 field: EDS6882
1.8. Variable fields
1.8.1. Records have originated from multiple sources.
1.8.2. Records can contain multiple 035 fields.
1.8.3. Records can contain 035 field data with no local relevance.
1.8.4. Source of records
OCLC records added through NOTIS loader in 1990 and later--
035 field contains OCLC record number (OCoLC)ocm and
immediately thereafter the eight digit number.
Example: CHF6418
RLIN records added through NOTIS loader in 1990 and later--
035 field contains RLIN record number (CStRLIN)NYBand
variable letter followed by variable length record number.
Example: ADF0311
OCLC records added through the GTO--
035 field contains (OCoLC)ocm and immediately thereafter
the eight digit number.
Example: EDS5621
RLIN records added through the GTO--
035 field contains RLIN record number (CStRLIN)NYBand
variable letter followed by variable length record number.
Example: EBK6878
Derived from local LC resource file--
035 contains unique portion of four character NOTIS
processing unit and the record number (LR)NOTIS record
number from which the record was derived.
Example: ECP2560
Derived from local GPO file--
Multiple 035 fields containing 1) GPO-assigned sequential
number gp space followed by variable length number, 2)
(OCoLC)ocm and immediately thereafter the eight digit
number, or, depending on the date when the record
was derived, only (OCoLC) and the eight digit
number, and 3) unique portion of four character NOTIS
processing unit and the record number (GP)NOTIS record
number from which the derived record was created.
Examples: ECT5621 (record with ocm); ECY1594 (record
without ocm)
Derived from a pre-existing record in the production region
of NOTIS--
035 field contains the unique portion of four character
NOTIS processing unit code and the record number
(GL)NOTIS record number from which the derived record
was created.
Example: ECA7465
Derived from a pre-existing record associated with a
different processing unit--
040 content reflects OCLC sybmol of the original
processing unit.
Example: EDU8102
Entered directly into NOTIS.
No 035 field
Example: ECB8345
1.8.5. Data in bibliographic records which may be invalid,
out-of-date or incorrect and should not be used.
Call number fields (050, 060, 090, 086, 099, 070, 072, 096)
may not reflect local practice
Call number field may reflect practice of a different
processing unit if record was derived from a pre-exisiting
record
Example: EDU8102
Location information (OCLC 049 or RLIN 950)
Holdings information (OCLC 049, OCLC 852 or RLIN
950)
1.8.6. Obsolete fields, indicators, and subfields
There has been no systematic effort to remove obsolete
fields, indicators, or subfields.
Examples: EAH3587 indicators in 260 field
ABF0846 indicators in 700 field
1.8.7. Records lacking manadatory 245 field
The following records are know to lack the NOTIS manadatory
245 field. They contain a 924 instead of the 245.
EAM1760, EAM4065, EAM4408
1.8.8. More than one subject heading scheme has been used.
LCSH coded 0 in the second indicator.
MeSH coded 2 in the second indicator.
Local coded 4 in the second indicator.
NASA coded 7 in the second indicator.
Juvenile coded 1 in the second indicator.
It is also possible that other types have been exported
from OCLC.
1.8.9. Local uses of fields
A 730 field has been used for internal control purposes,
e.g., "nocopy" to allow for retrieving with a single search
all titles in the backlog forwhich there is no catalog
copy available or "web resource" to allow for identifying
all web sites represented in the catalog.
An 035 field has been used by HL for a variety of internal
control purposes. These include HSLCO; HSLCTS CAT
Example: CHF3817
Appropriate HL records contain a 690 "History of
Medicine Collection."
Example: CAB5021
As appropriate, HL records contain 690 fields for the
subject heading "Quotations."
Example: ACC7140
A very large number of PL records contain one or more local
fields. 700 fields containing "auxilium." 500 or 590 fields
beginning "Paperbound" or "bound in." 500 or 590 fields
"Dust jacket blurbs," "Rear cover blurbs," "Blurbs by,"
or "Blurb by."
Examples: EAY8894 EAD5840
Records for all processing units can contain 590 fields
containing local information, e.g., copy number of limited
copy run.
Example: EAA6319
1.8.10. Fields for accessing Internet resources
For Internet resources the URL was initially provided in
in the 538 field as well as in the 856 field. Subsequent
practice was to use only the 856.
2. Copies
2.1. The NOTIS copy holdings record provides the cataloging status of
the bibliographic record. The full range of codes as defined
by NOTIS has been used. The only relationship between the
cataloging status value and whether the record is marked for
display in the OPAC or is suppressed is in the use of status x.
The use of "x" should always result in the use of "S" in the
D/S fixed field. The converse of that is not true since all
suppressed records are not candidates for deletion.
NOTIS codes= a on order, not received or cataloged
b received and in cataloging backlog
c not to be cataloged
d cataloged separately with the use of
this code generating a pubic message;
Health Sciences has used "c" instead
of "d" for this purpose (Example: AAA9426)
e manually cataloged (may not have been
used)
f cataloged temporarily with a brief
record, cataloging copy found
g cataloged temporarily with a brief record,
cataloging copy not found
h cataloging completed (the most common code)
x not held (record is marked for deletion)
2.2. The AD (action date) field has been used to drive the expired
action report.
2.3. Record level, as opposed to copy level, notes have been added to
NOTES field which precedes the listing of copies.
2.3.1. These notes can explain why a record has been marked for
deletion.
2.3.2. Can be information used to explain other action which has
been taken with the record.
2.3.3. Can be information which was loaded as part of the
original database load in 1990 or is information
added later both categories of which are of no value.
2.3.4. Information added to aid in processing; information needs
to be retained or captured.
Examples: CHC8422 and ADC2136
2.4. Copy holdings records contain numbered lines to which copy
information can be added.
2.4.1. The copy status code explains the status of the copy; the
system defaults to 0 for a monograph and to 2 for a
serial; local use of codes 2 and 3 differ from the way in
which NOTIS defines the codes.
0 single volume (copy has not been received or has
been withdrawn)
1 single volume, complete (item received)
2 multivolume work received currently (used for any
multi-part work, monographic or serial, which is
received on an ongoing basis; could be received as a
depository item or as a gift with no associated
order/payment/receipt record, or could come as part
of an ongoing order)
3 multivolume work not received currently (used for the
same type of material as status "2" when the copy is
not received on a current basis
2.4.2. A code to indicate the classification type for the copy
2.4.2.1. Class types which have been used
A no classification since item has not been
received or the copy statement has never been
used
B National Library of Medicine (NLM)
I copy is in process; there is no call number
or call number substitute.
L Library of Congress (LC)
S SuDocs (has also been used for Canadian
documents classification)
T local class schemes and local schemes (has
been used for a local scheme used in the
Poetry/Rare Books Collection, local
classification in the Law Library, and New
York State documents classification; this
class code has also been used when it has
been considered necessary to collocate a
collection, e.g., Hartman Collection,
material available through a particular
electronic product, e.g., in ABI Inform,
or format such as by Electronic Journal means
of a call number substitute).
T an additional use as been for the Dickinson
Classification for music scores. Prior to
2000 it was the practice of the Music
Library to use all characters called for in
the classification scheme, but several of
these characters could not be indexed by
NOTIS. In 2000 the following corrective
measures were taken: substituting (flat) for
flat symbol; substituting (natural) for the
natural symbol; substituting "no." and the
appropriate number or /appropriate number for
numbers expressed as superscripts;
substituting forward slashes for brackets.
U used for call number substitutes or to
explain where there is no call number
Example: EAY9400
Y Accession type numbers or microform numbers
in the Music Library
Example: EAJ2259
Y Accession type numbers in the Health Sciences
Library
Example: EBJ0143
Z no call number; copy has been "turned off" so
as not to display in the public mode
Examples: AAZ9976 copy is turned off since
it has been withdrawn; bib record is not
suppressed since there are still one or
more active copies ABA9345 all copies have
been withdrawn and the copy statements
turned off; the bib record is suppressed
from public view but the record is not
marked for deletion
2.4.2.2. Class types which are not to be used
C Alternative NLM
D, E, F, Dewey and two alternate codes for Dewey
M Two alternate codes for LC
O Alternate other classification scheme
R Alternate code for SuDocs
X Drives a message "No call number Ask for
shelf location" Although the code was to be
restricted to an undetermined number of
records which loaded with the code and may
still have it, there are additional instances
when the code was used: with Health Sciences
and Law records for non-displaying office
copies
2.4.3. Locally-established location codes entered in subfield
a are intended to accomplish several purposes. Although all
codes on the list are valid, there may be some for which
there are no associated records.
2.4.3.1. To identify the location of an item via a
meaningful code, e.g., "lo" for Lockwood Library,
"la,p" for Law Library periodical, or "sedm" for
a government document microform located in the
Science and Engineering Library.
2.4.3.2. To promote clarity as to the location of material
and to facilitate the generation of lists of
holdings in specific locations and by having
unique codes for all major areas of the
Libraries' collections.
2.4.3.3. To allow for circulation policies unique to a
location code .
2.4.3.4. To satisfy a NOTIS system requirement that there
is a location code if there was ever an MHLD
or item linked to the copy statement a series of
codes were created:
gl,del hl,del ll,del mu,del pl,del
Example: ABA8313
2.4.4. Location codes have been supplemented by the use of data
entered as subfield k (list of established wording
exists). Variations will also exist since the field is
free text. Although information in a subfield k displays
to the public as if it is part of the call number, it is
not indexed as part of the number.
2.4.5. Call numbers are subdivided into a leading subfield b
followed by up to 4 subfield c.
2.4.5.1. Call numbers can also be subdivided by semicolons.
Example: EAG7093
2.4.5.2. Call numbers can contain textual data.
Example: CAF0485
2.4.6. The final element of the copy statement string can be a
subfield v which is used to inform staff how a volume of
the title should be labeled; this information does not
display to the public.
Example: EAZ7572
2.4.7. Multiple copy statements on a copy holdings record can be
identical or there can be a wide range of variations.
Examples:
EBT2976 multiple copy statements with
same location and call number
ACX1752 mutiple copy statements with same
location and call number plus a copy statement
which has been turned off
ADC2136 multiple copy statements all with
different locations and call numbers. Some of
the copy statements also contain subfield k
information
EAY9400 examples of records which contain textual
substitutes for call numbers
CHC0723 contains copy statements for different
formats
2.4.8. The notes area which follows each copy statement has been
used for a variety of purposes.
2.4.8.1. Information on creation and maintenance of linked
MHLD gives initials and date of staff member who
created the MHLD and in many instances the
initials and date of the staff member who
made the most recent changes to the MHLD.
Example: ADC2136
2.4.8.2. Codes which drive a controlled display in the
public mode (some of the codes may be out-of-date
or may never have been used).
ci:bd Current Issues in Lockwood Bus./Govt Doc
Reference (GL)
ci:cd Current Issues at Circulation Desk
(all processing units)
ci:dp Current Issues on Display (ML)
ci:jl Current Issues in Current Journals (HL)
ci:ll Current Issues in Loose-Leaf Room (LL)
ci:ls Current Issues in Library Studies Periodicals
(GL)
ci:mi Current Issues Retained until Microform Received
(all processing units)
ci:mn Current Issues at Microforms & Newspapers Desk
ci:pr Current Issues arranged by title in Current Periodicals
ci:re Current Issues on Reserve (all processing units)
ci:rf Current Issues in Reference (all processing units)
cr Currently Received (all processing units)
msg This copy is missing (all processing units)
sc Subscription cancelled (all processing
units)
se Search individual Author/Title for
items in this series (all processing
units)
svf Superseded Volumes in Law Storage for five
years (LL)
svs Superseded Volumes in Law Storage (LL)
tm Shelved as Topographic Map (GL)
tpo Ask for Assistance in SCI/ENG Map Room or
SCI/ENG Reference (GL)
2.4.8.3. Free text messages for display in the OPAC have
been generated by preceeding the text with "um="
Examples: ECV1500 and EAZ4063.
2.4.8.4. A highly significant use of the "um=" convention
has been for bound-withs. The text "For
circulation status enter k=[the BISON record
number] has been used following "um=" in order
to direct the user of the catalog from a record
for which there is no linked item record to the
record which does have the linked item record
and the circulation status.
2.4.8.5. Processing instructions which do not display
to the public have also been entered in the notes
area.
Example: ADC2136
2.4.8.6. The notes area has also been used for soft
order linkages (the order is associated with
a record other than record which covers the
specific item).
Example: EAT6733
2.4.8.7. The code "msg" which results in a public
message of "This copy is missing" has been
used in the copy note area when there is no
linked item record.
2.4.8.8. Free text status notes which do not display
have also be added to this area. Examples are
"hldg" to indicate that holdings have been added
and "sws" used as a note to staff that the copy
is for a set or serial issued within a series.
2.4.9. Blank or deleted copy statements or copy statements
which have been turned off can occur as the first copy or
as intervening copies.
Examples: ABA8313 and AAC9474
2.5. Information copy statements have been added by some processing
units.
Example: EAT4081
2.6. Dummy holdings records have been created for database repair
purposes. Such records have a record level note which begins
with "this is a dummy holdings record...." Records identified
with this note are EAS9796 (ML); EAT5664 (ML); CAU3625 (GL);
EAS1966 (ML); ADN7614 (GL); EAW6244 (ML).
2.6.1. There are additional dummy records which are not retrievable
by record number. Records identified with this note are ABB3385
and EAM3270 (for this record number there is an ML record and a
dummy GL record. It is impossible to retrieve the holdings
screen for ECL1734. Other know records for which the holdings
screen cannot be retrieved are EDM4012, EDM4177, EDM4186, EDZ0314,
EDZ0315, EDZ0317, EDZ0318, EDZ0319, EDZ0331, ECH5148.
2.6.2. One record know to be corrupted is EAG3549. Record EDV8692 does
not contain a 245; the STAT is "D" and cannot be changed.
2.6.3. These ML records cannot be edited. EBY0774, EBY0779, ECK3591,
ECM4017, ECR6213, ECS3880, ECS7498, ECS7542, ECS7551, ECT0162,
ECT3953.
3. Holdings
3.1. NOTIS implemented the MARC format for holdings by establishing
the MHLD record. The MHLD provides a means for recording
holdings for multipart works regardless of the format of the
bibliographic record.
3.2. The MHLD has fixed fields,
3.2.1. With one exception providing values is optional
E/L (encoding level) Unlike other fixed fields, completing
this one is mandatory. All BISON records should have
a value of "4."
Example: CHD1520-001
R/STAT (receipt status) "4" for titles received currently;
"5" for titles which are not received currently or
for titles which have pocket parts, supplements,
replacement volumes, or looseleaf releases; "7"
for titles not retained
Examples: CHF1488-001 ECN1446-001
MTHD (method of receipt) Locally "u" (unknown) has been
used for titles which were added to BISON prior to
the implementation of the MHLD and which are not
received currently; for all other titles, including
titles which are recieved currently, the appropriate
method of receipt has been used (p=purchased;
g=gift; d=depository; e=exchange).
G/RTN (general retention decision) "8" if all holdings are
retatined; "6" if latest edition only retained.
There have also been infrequent uses of "2" and "5."
S/RTN (special retention decision) Law (ll) has used
this field whenever "6" has been used in G/RTN;
see ECX6385. For HSL (hl) usage, see CHF4015.
CMPLT (completeness) values of "0"-"4" have been used.
LEND (ILL lending policy) values of "a," "b," "u," and "?"
have been used.
REPOL (ILL reproduction policy) values of "a," "b," "u,"
and "?" have been used.
LAN (language used in piece designators) the appropriate
language code has been used.
3.2.2. MHLDs were generated through a conversion program when
NOTIS introduced the record.
Optional fixed field information may not have been
completed in all records.
Example: CHD1520-001
3.2.3. MHLDs are created on an ongoing basis.
3.2.4. An optional fixed field line (007 field) can be added for
a copy held in a format other than paper.
Example: CHC0723-003
007 fields have not been completed for all copies held in
a format other than print.
Example: ABA0657-004
3.3. There are several variable length fixed fields defined for the
MHLD. Local practice has been to follow the 866-868 fields, as
suggested by NOTIS. Some other NOTIS institutions have used 85x
fields.
3.3.1. The 866 field is used for holdings data for the
basic bibliographic unit.
Example: EBQ0445-001
3.3.2. The 867 field is used for holdings of supplements. Inasmuch
as the 867 field generates a public label of SUPPLEMENTS,
no form of the word "supplement" is used in conjunction with the
867 field.
Example: ECC4942-001
3.3.3. The 868 field is used for collective indexes. Inasmuch as
the 868 field generates a public label of INDEXES, no form
of the word "index" is used in conjunction with the 868
field.
Example: EDJ5964-001
3.3.4. Free text notes can be added to the 866, 867, or 868.
If preceded by a "z" these notes display to the public.
Example:
If preceded by an "x" these notes do not display to the
public.
Example:
3.3.5. As local practice the following additions have been made to
the 866, 867, and 868 fields between the subfield "8 0"
and the subfield "a" when the MHLD record is created
online. MHLDs created through the conversion program lack
this additional information.
866 |x B
867 |x S
868 |x I
3.3.6. The 852 field can provide the a title under which
holdings are shelved when the title does not agree with
title in the bibliographic record.
Example: CHC7934
3.3.7. NOTIS has also defined the 899 field which can be used for
recording basic holdings, supplements, and collective
indexes in a single field. It has not been local policy to
use this field.
3.4. Holdings are recorded according to level 4 of the ANSI standard
for serial holdings.
3.4.1. Holdings can go to the issue level.
Example: AAB3345-001
3.4.2. Holdings statements are balanced, e.g., same elements are
present on either side of the dash.
Examples: CHF9814-001 CHD5483-001
3.4.3. Punctuation is used.
: to separate levels of enumeration
( ) to enclose dates
, to indicate a gap in holdings
; to indicate that is not a gap in the way the pieces
were issued or to indicate a change in the way in which
pieces are designated by the publisher
Example: CHF9814-001 illustrates all of the above
= to indicate parallel numbering
3.4.4. An equals sign (=) has also been used to relate series
numbering to secondary numbering, e.g., a serial or
monographic set is issued as numbers of a series and
the call number is based on the series.
Examples: ABB5447 EBU5488
3.4.5. Holdings can be entirely textual.
Example: ECL2426-001
3.4.6. There can be a message in lieu of holdings.
Example: CHB9321-002
4. Item records
4.1. There are two type of NOTIS item records: linked and unlinked.
4.2. Linked item records
4.2.1. Linked item records are linked to a copy holdings
statement and are identified by the BISON record number,
the copy statement number associated with that BISON
record, and the item number associated with that copy
statement.
Example: AAG9323-001-0001
4.2.2. For each copy of a single volume work there should be
no more than one linked item record.
Example: AAG9323-001-0001
Multiple copies of a single volume should have one linked
record per copy.
Examples: ACW0899-001-0001 ACW0899-002-0001
ACW0899-003-0001
4.2.3. The temporary location field in linked item records has
been used to indicate where an item is located
temporarily. Codes used as official locations in a copy
holdings statement can also be used as a temporary
location.
A location which was in the copy holdings statement is
placed in the temporary location field automatically if
the location code in the copy holdings statement is
changed while a linked copy is charged to a patron.
4.2.4. There is a field for the barcode which is associated with
the item record.
Example: AAG9323-001-0001
4.2.5. There can be multiple barcodes associated with a single
item record
Example: ACZ9262-001-0001
This example also illustrates a situation which exists
with an undetermined number of records. Unlike most item
records which contain multiple barcodes, the first listed
barcode in ACZ9262-001-0001 is not the one in use. The
second barcode is the one contained on the physical item.
4.2.6. A linked item record does not require a barcode.
Example: EAB2950-001-0001
Some item records without barcodes have been created for
multi-volume works in the History of Medicine Collection.
Example:
4.2.7. The field for loan code defaults to "norm." No other
values for that field have been used locally.
Example: AAG9323-001-0001
4.2.8. The field "PIECES" has been used to indicate the number of
physical items associated with the item (number of pieces
as used in conjunction with this field is not to be
confused with multiple volumes of which each has their
own item records). Multiple volumes can include loose
charts or plates which are included with the item.
Example: ECU4334-001-0001
4.2.9. Review flags for both circulation and cataloging can be
set.
4.2.10. An action date can be entered which generates an expired
action report after the date has been passed.
4.2.11. There are several status codes which can be used.
A active copy
I inactive cop (used in conjunction with item
subrecords)
W withdrawn (the proper procedure has been to change
the status to "W" only if the piece with that barcode
is in hand and is being withdrawn from a collection)
O orphaned (local procedures have not called for using
this code)
D deleted (local procedures have called for using this
code only if the item record was created in error
and the piece is in hand and has never been released
from a technical services area).
4.2.12. Linked item records can have a sub status when a sub
record has been created. The temporary location field can
be used in the sub record while it was not used in the
original record.
A active copy
I inactive cop (used in conjunction with item
subrecords)
Example: AAR0950-001-0001
4.2.13. The free text NOTE area has been used by technical
services and circulation areas.
Examples: (Circulation)
ABU4670-002-0001 (Technical Services)
4.2.14. Copies of multi-part works require separate item records for
each physical piece, all linked to a single copy statement.
Example: ABB9477-001-0001 ABB9477-001-0002
ABB9477-001-0003
Example: CHC2706-001-0029
4.2.15. Mutliple copies of multi-part works require separate copy
statements and item records for each physical piece linked to
the appropriate copy statement.
Example: ABA2702-001-0001 ABA2702-001-002
ABA2702-002-0001 ABA2702-002-002
4.2.16. The numbering of linked item records for multi-part works
is driven by the sequence in which the item records
were created. Any correlation between the numbering of
the item records and the bibliographic numbering of the
physical pieces is only coincidental.
Example: ABC0724-0010-0001 - ABC0724-001-0012
4.2.17. Linked item records for multi-part works differ from
those for single volume works because item records for
multi-part works contain information in the ENUM/CHRON
field and in some instances also the MIDSPINE field.
Examples: ABB9477-001-0001 (use of ENUM/CHRON)
CHC2706-001-0029 (use of ENUM/CHRON and
MIDSPINE)
4.2.18. In Geac the UGL circulation area linked barcodes to
manual charge cards when the actual items were missing.
These records transferred to NOTIS. Explanatory notes
were added to the NOTIS item records.
Example: ABX0392-001-0001
4.3. Unlinked item records
4.3.1. Unlinked item records are not linked to a copy
holdings statement and are identified by a NOTIS
numbering scheme unique to unlinked item records.
Example: AZ20028-001-0001
4.3.2. Unlinked item records are created to allow for the
circulation of an item which has never been linked.
4.3.3. Unlinked item records are created for non-library
material which is placed in a reserve collection.
Example: AZ08549-001-0001
4.3.4. Unlinked item records have used in the circulation
of material borrowed via ILL.
Example: AZ05148-001-0001
4.3.5. When an unlinked item record is discharged it is
routed for relinking to a copy holdings record.
The item record then becomes a linked item record
and is assigned a record number based on the copy
holdings record and copy statement to which it is
relinked.
4.3.6. Unlinked item records have been created for
training purposes.
Examples: AZ01006-001-0001 AZ01011-001-0001
These and other records of this type were deleted
in April 2000.
4.3.7. The status of some unlinked item records has been
changed to a W (withdrawn) if the item record was
created for material which is not be linked (e.g.,
unbound issues of government documents periodicals).
Example:
4.3.8. Unlinked item records which appear to be valid
have been created without a barcode.
4.3.9. The status of unlinked item records created
without a barcode and, therefore, never charged,
has been changed to a D (deleted).
4.3.10. Some unlinked item records have been created for
the purpose of indicating that an item is lost
and that a patron has been billed with the
circulation transaction blocking the relinking
of the unlinked item record.
Example: AZ20028-001-0001
4.3.11. Unlinked item records can contain information in
the notes field
Example: AZ20028-001-0001
5. Authority records
5.1. Authority records are identified by a system-assigned control
number consisting of three alphas followed by four numerics. To date,
authority records have control numbers beginning with the
letter B.
5.2 There are two types of NOTIS authority records: provisional and
full.
5.3. Provisional authority records
5.3.1. Provisional authority records can be identified
by the E/L fixed field value of "o"
Example: BBT7334
The H/ESTAB fixed field, which provides a value of
"c" was not used for coding authority records as
provisional.
5.3.2. Provisional authority records were provided by BNA
as part of the authority control processing which
they performed prior to the initial loading of the
database. These records were created by BNA when
an LC record could not be found. The form of the
heading used in the records was taken from our
bibliographic record.
Example: BBT7334
5.3.3. Some provisional authority records were provided
in error, (the form of the heading in the bibliographic
record is incorrect, BNA failed to catch the error
and change it as part of their manual review, and
a provisional heading was created using the
incorrect form from the bibliographic record); some
are not needed (an authority record was provided
for a periodical title when the title is not used
in any field other than a 24x field).
5.3.4. More than one provisional authority for the same
heading may have been provided.
Example: BDL3311 and BBV7718
5.3.5. Provisional authority records contain incomplete
fixed field data with question marks replacing
appropriate values in some fields.
Example: BBT7334
5.3.6. Provisional authority records contain incomplete
fixed field data with most of them containing only
BNA-supplied data as the LC control number ("nLN"
followed by a BNA-supplied number) and the heading
in the form which it was found in the
bibliographic record.
Example: BBT7334
5.4. Full authority records
5.4.1. Full authority records can be identified by the
fixed field value of "n" (record contains necessary
authority data) or "r" (record created from an
existing authority record).
Example: BGY2769
5.4.2. Full authority records contain completed fixed
fields for heading use: NAME SUBJ SER
values: a (heading is appropriate for use, but has
not yet been used in this capacity)
b (heading is not to be used in this
capacity)
c (heading has been used in this capacity)
Examples: BGY2769 BAQ1963 BGU1399
5.4.3. Full authority records can include fields which
create cross references and references to earlier
and/or later forms.
Examples: BAQ1963 (cross references)
BHK7658 (cross references and earlier form)
5.4.4. Full authority records can contain a source data
field (670 field).
Example: BDU6500
5.4.5. There can be non-public notes (667 field) which
have been added locally.
Example: BGW2947
5.4.6. When a full authority record has been modified
locally, date and staff member's initials have been
added in 690 field. This practice was subsequently
dropped except for series authority records.
Example: BDQ5690
5.4.7. The 690 field has also been used to record local
information.
Example: BGM9927
5.5. There can be multiple full authority records for same entity.
BAS2077 is an LC name authority record; BHB5606 is the same
authority record modified locally to reflect practice peculiar
to one local technical services operation. Additional
modifications to authority records have occured when a
subfield c has been added to indicate the particular role a
person can play. BGP5460 includes as a subfield c "vocalist."
BGW2947, BGH9507, and BGH9508 are examples of this. All three of
these authority records carry the same LC control number which
is valid only for BGW2947.
5.6. Authority records are created by the processing unit which adds
the first record in which the heading appears. For a number of
years the policy was that an authority record continued to be
associated with that processing unit as long as the heading
appeared only is in bibliographic records for that processing
unit. And once the heading had been used by a second processing unit
the association of the authority record was changed to GL. That
policy was dropped. Authority records can now remain associated
with any processing unit.
Example: BHB5606
5.7. Authorized staff can "claim" an authority record from another
processing and change the association to GL while all uses of
the heading may be with records belonging to the non-GL
processing unit.
Example: BAJ0144
5.8. Some headings lack authority records.
Example: Pariani, Laura, 1951- (ECS4428 and ECW4401)
5.9. All uses of MeSH lack full authority records.
Example: The heading Hypersensitivity has a provisional
authority record (BAB5215).
5.10. An undetermined number of authority records have been
marked for deletion by changing the second character in the
STAT fixed field to an uppercase "D." These records are then
retrievable by record number only.
5.11. Authority records can exist without any associated
bibliographic records.
Example: BDM1238
5.12. Authority history records are used to explain complex
situations associated with one or more headings.
Example: BAR4813
6. Addendum
6.1. Location codes
6.2. Subfield k
John Edens
Document date May 17, 2001