PROPOSAL NO.: 2002-06R

DATE: May 8, 2002
REVISED:

NAME: Changes in Field 008 in the MARC 21 Holdings Format

SOURCE: College Center for Library Automation (CCLA)

SUMMARY: This paper proposes adding additional codes to field 008/07 to identify additional methods of acquisition. The paper also proposes to rename field 008/08 to "Expected End Date."

KEYWORDS: Field 008/07 (HD); Field 008/08 (HD)

RELATED: 2002-06 (Jan. 2002)

STATUS/COMMENTS:

12/18/01 - Made available to the MARC 21 community for discussion.

01/21/01 - Results of the MARC Advisory Committee discussion - Rejected.
Participants felt that a careful analysis should be done to consider synchronization between the proposed 008 codes and the NCIP standard. Participants also felt that the proposed name change of field 008/08 would eliminate its application to multipart monographs and should thus be revised to reflect both serials and monographs. A revised proposal will be prepared for the 2002 annual meeting.

08/07/01 - Results of LC/NLC review - Agreed with the MARBI decisions.

05/08/02 - Revision made available to the MARC 21 community for discussion.

06/17/02 - Results of the MARC Advisory Committee discussion - Approved.


PROPOSAL NO. 2002-06R: Changes in Field 008 in the MARC 21 Holdings Format

1. INTRODUCTION

Field 008 in the holdings format contains fixed length coded information. Position coding in this field relates to how an item is acquired, the lending policy for an item and an expected date for cancellation. The 70 Florida Community College libraries share a union database of bibliographic, holdings, item, serial and acquisition records. The database is maintained by the College Center for Library Automation (CCLA) that produces reports from the database for the libraries to use and for state agency use. The libraries are required to use the holdings format; however the use of the serials and acquisitions modules is at their discretion. Additional coding in the holdings record presents CCLA with the opportunity to provide a wider range of reports for utilization by the libraries for management and reporting of their titles and holdings.

Other institutions that currently maintain separate databases to track acquisitions of titles in cooperative arrangements would benefit from the additional coding as they could report on these titles utilizing reporting tools used in their ILS system rather than maintaining a separate database for these titles.

Patrons and ILL librarians would benefit from the additional coding for lending practices of a library's holdings for its titles. CCLA would like the lending policy to be machine generated message and display on the holding screen.

2. DISCUSSION

This is a revision of Proposal No. 2002-06 based on the discussion that was held at the January 2002 MARC Advisory Committee meeting.

2.1 Field 008/07 (Method of Acquisition)
The community college libraries are acquiring materials, especially electronic resources through cooperative endeavors. The cooperative effort may be through a statewide purchase of resources for which the library expends no funds of its own or it may be through a consortia membership for which the library expends some funds of its own. For most items acquired cooperatively, the colleges only wish to catalog and create a holdings record for the items. In order to track the acquisition method for these items a separate database must be created; or, the serials or acquisitions module must be employed. These types of acquisitions are becoming increasingly common and are being tracked in separate spreadsheets or databases outside of the ILS system. If additional coding for other types of acquisition methods was added to position 07 of the 008 field reports could be generated from the holdings record to identify those titles acquired through external funding agencies. CCLA envisions the use of Field 541 (Immediate source of acquisition) to note a specific source of acquisition. (Note that field 037 Source of acquisition would be a more appropriate field, but it is only available in the bibliographic format.)

In the MARBI discussion of the previous paper, it was suggested that the wording be broadened for code "s" for "Governmental cooperative," since it does not have to be government but just a cooperative. The current proposal suggests the use of code "n" for "non-library purchase."

2.2. Field 008/20 (Lending policy)
The community college libraries are interested in having a machine-generated display from the 008/20 to communicate a library's lending policy on materials. Currently the only options available in the holdings standard are will or will not lend. Libraries that subscribe to an electronic database, book, etc. create just a holdings record linked to the bibliographic record for the title. Many electronic resources prohibit sharing the electronic text file but do allow the loaning of a hard copy of the text to which the subscriber has access. Other restrictions on lending practice are contained in field 845 (Restriction on access note). The libraries would like to add coding to this position in order to further identify the lending policy and to create an intelligible note for display. The use of this code would be for ILL and/or users to determine whether a hard copy of an article could be transmitted or otherwise copied.

The previous discussion of the proposal 2002-06 suggested that the proposed Z39.50 Holdings schema and NCIP be reviewed for any potential conflicts of coding.

The Z39.50 Holdings Schema (Version 1.3 March 2002) and draft 14 (12/07/2001) of the NISO Circulation Information Protocol standard were reviewed for the impact on those standards if the additional coding proposed in this paper were adopted. The Z39.50 schema would need to be modified to include the proposed additional coding in its "ServiceInfo" set; currently codes available are based on the MARC codes for will lend or will not lend. The proposed additional coding would have no impact on the NISO Circulation Information Protocol.

2.3. Renaming 008/08 from "Intent to Cancel" to "Expected acquisition end date."
CCLA and the community college libraries would like to use this position to enter the date a subscription is to end or the expected end date that a multi-volume work is expected to be published. The character position is currently defined as follows:

08-11 Intent to cancel date
Four characters indicate an intent to cancel, the effective date of a cancellation, or the date of the last expected part of a multipart or serial item (Leader/06: Type of record, code y) that is received on a continuing basis by the reporting organization.

Since the definition already allows for the date of the last expected part, changing the name of the character position would not be a change in meaning, but the name would more accurately represent its use. This date would be used for monitoring and reporting out those items that need to be reviewed and/or renewed. This position is important for those items that are not entered into a system's acquisition or serials module.

The previous paper proposed changing the name of the field to "Subscription end date" but since this applied primarily to serials, it was felt that a term that could be used for multi-part monographs would be more appropriate. Thus, the current proposal suggests "Expected acquisition end date."

3. PROPOSED CHANGES

The following is presented for consideration:

3.1 In field 008/07 (Method of Acquisition) of the MARC 21 holdings format add the following codes:

m - Membership
The item is acquired as a part of an organizational membership.

c - Cooperative or consortial purchase
The item is acquired through a cooperative purchase and the library has expended its own funds.

n Non-library purchase
The item is acquired on behalf of the library by an external agency and the library has not expended its own funds.

3.2 In field 008/20 (Lending policy) of the MARC 21 holdings format add the following codes:

c - Will lend hard copy only

l - Limited lending policy
Use of this code requires a mandatory field 845 (Terms Governing Use and Reproduction Note).

3.3 Rename field 008/08 from "Intent to cancel date" to "Expected Acquisition End Date."


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