NAME: Definition of separate subfields in field 536 (Funding Information Note) for program element, project, task, and work unit numbers
SOURCE: CENDI (Commerce, Energy, NASA, Defense, and Interior Departments Cataloging Committee)
SUMMARY: This proposal suggests defining four new elements: subfield $e (Program element), subfield $f (Project number), subfield $g (Task number), subfield $h (Work unit number); and redefining subfield $d for undifferentiated numbers.
KEYWORDS: Field 536 (Funding Information Note) (Bibliographic); Funding Information Note; Program element number; Project number; Subfield $d (536 Bibliographic); Subfield $e (536 Bibliographic); Subfield $f (536 Bibliographic); Subfield $g (536 Bibliographic); Subfield $h (536 Bibliographic); Task number; Work unit number
RELATED: Pre-1980 MARBI proposal, January 1979.
5/1/97 - Forwarded to USMARC Advisory Group for discussion at the June 1997 MARBI meetings.
6/28/97 - Results of USMARC Advisory Group discussion - Approved. Participants preferred naming 536$d "Undifferentiated number", rather than approving the option to make it obsolete.
8/21/97 - Result of final LC review - Approved.
PROPOSAL NO. 97-12: Definition of separate subfields in field 536 (Funding Information Note) 1. BACKGROUND For several years CENDI, a group of government agencies including the Departments of Commerce, Energy, Defense, Interior, NASA, and related agencies, have been working on a mapping between the database structure that they currently use and the USMARC Format for Bibliographic Data. In most cases the data elements currently defined in the USMARC format were sufficient. This proposal covers a group of CENDI data elements for funding information numbers for which no USMARC equivalents exists. 2. DISCUSSION Agencies within the CENDI group create or distribute a variety of documents. A majority of these are technical reports which include special bibliographic data. The special bibliographic data relating to funding often involve numbers associated with programs, projects, contracts, etc. These may be assigned by various divisions within an agency or by private firms working with an agency. Access to a document through one of these numbers is generally required within a CENDI agency's automated system for purposes of follow-up and contract monitoring. Field 536 (Funding Information Note) was originally defined in 1979 as part of a proposal to accommodate technical reports. The importance of numbers in technical reports was demonstrated by the variety of MARC data elements containing numbers that were part of that proposal. Field 536 was defined to accommodate contract and grant numbers and information relating to the sponsoring or funding agency. At the time of initial investigation of the requirements for this field, sample documents indicated that besides contract and grant numbers, other funding related numbers may be present on technical reports. A "catch-all" subfield $d was defined for project, task, and work unit numbers. Existing field 536: 536 Funding Information Note Indicators First Undefined Second Undefined Subfield Codes $a Text of note $b Contract number $c Grant number $d Project, task, work unit number $6 Linkage The Defense Technical Information Center (DTIC) is one of the primary suppliers of technical reports for the Defense community. Their internal database includes separate data elements that allow them to differentiate between project, task, work unit, and program element numbers. This differentiation has been valuable since many technical reports represent one part (that is, one work unit), of a larger project or contract that may involve several independent contractors. In mapping to MARC, DTIC would prefer not to lump the separate, identifiable, and easily retrievable numbers in its database into a single MARC subfield in field 536. They have requested the definition of additional subfields to provide separate data elements for program element, project, task, and work unit numbers. These new data elements form part of their proposed mapping to USMARC. The definition of specific subfields for these numbers would also require a change to subfield $d to generalize its use or make it obsolete. Although field 536 is important to the technical report community it is not widely used in the bibliographic description of traditional library materials (that is, trade publications) where the recording of funding information is not required. The impact of changes to field 536 should be relatively minor in existing USMARC systems. There should be little or no impact on the majority of existing USMARC records in which field 536 is very unlikely to occur. Examples of numbers: Agency Program Element Project Task Work Unit Air Force 601101F ILIR 5H WUAFGLILIR5H01 Army 61102A 1D161102B710 00 WU425 Navy 62711N F11121 RF11121806 WUNR004105 DNA PE62715H X99QAXV X000 WU08 3. PROPOSED CHANGES The following is presented for consideration: - In the USMARC Bibliographic Format, change name of subfield $d in field 536 to "Undifferentiate number" Optionally: Make field 536 subfield $d obsolete. - In the USMARC Bibliographic Format, define a new subfield $e (Program element number) in field 536 for program element numbers. Subfield $e would be repeatable. - In the USMARC Bibliographic Format, define a new subfield $f (Project number) in field 536 for program element numbers. Subfield $f would be repeatable. - In the USMARC Bibliographic Format, define a new subfield $g (Task number) in field 536 for task numbers. Subfield $g would be repeatable. - In the USMARC Bibliographic Format, define a new subfield $h (Work unit numbers) in field 536 for work unit numbers. Subfield $h would be repeatable.