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Before you begin, check your Defaults for your Add Title Wizard.
Here are listed the the fields that should be included in a provisional record. Note: only add those fields and subfields that are available for the piece you are describing. If there is no subtitle, edition statement, series, etc. you do not need to add those elements.
Fixed field elements:
ENC_LVL: provisional records are always 7
DATE1: the publication year found on your piece. If no year is found use uuuu (4 u’s). If you have a multipart set, type the date of the first piece.
DATE2: if you have a multipart set that is incomplete type 9999 here. If you have a multipart set that is complete, type the last date of publication. If you have a single item, leave this blank
LANG: if the item is in English, leave this as eng. For other languages, change the code if you know it. If you don’t know the code, leave this as eng.
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Spanish : spa |
Italian : ita |
Chinese : chi |
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French : fre |
Portuguese : por |
Japanese : jpn |
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German : ger |
Mayan : myn |
Latin : lat |
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Russian : rus |
Czech : cze |
Ancient Greek : grc |
Bibliographic fields:
020 : no indicators : type the ISBN with no spaces
100 : first indicator 1, second blank : Type the AUTHOR’s name in inverted order. If you know the authorized form, please use that form. This is a personal name.
Note: It is easiest to copy and paste from the authority record for all author fields.
-or-
110 : first indicator 2, second blank : type the CORPORATE AUTHOR here. If the responsibility is a corporation instead of a personal author, use field 110 instead of the 100.
-or-
111 : first indicator 2, second blank : type the CONFERENCE NAME here. If you know that the authorship responsibility is a conference instead of a personal author, use field 111.
NOTE: You can only have one 1xx field: either 100, 110, or 111. If there is no main author, do not fill in any 1xx field. Go directly to the 245.
Examples of 1xx:
245 : first indicator 1 or 0 (see note), second indicator the number
of nonfiling characters/digits in the TITLE : type the main title
in the first position.
NOTE on indicators: The choice of the first indicator is not important -- your
choice will not affect anything, as long as it is a valid number for this field,
either 1 or 0. If you want to be correct, use 1st indicator 1 if there
is also a 1xx field on the record. Use 1st indicator 0 if there is no
1xx field.
The choice of the 2nd indicator is VERY important -- it will effect whether
the title can be searched or not. If there is a leading article (such as: a,
an, the, der, die, das, el, la, los, las, le, l', les, il, lo, [Portuguese:
o, a, os, as, um, uma] etc.), count the number of characters in the article
plus the space following for the second indicator value. Example: for The,
the indicator would be 4.
NOTE on the 245: use the title page to transcribe the title information, not the cover unless there is no title page. The other parts of the 245 are listed below:
GMD: if the material is non-book, after the title proper, type a space subfield h < |h> followed by the appropriate general material designator in square brackets. Most common examples are:
Subtitle information: after the title proper, on the same line, type a space colon and subfield b < :|b> followed by the subtitle. Do not capitalize the first word, unless it is a proper name or a German noun. This subfield b does not repeat. If there is more than one subtitle, just separate it with another space colon space.
Statement of responsibility: after the subtitle (or after the title proper when there is no subtitle), add the author information found on the title page by typing a space slash subfield c < /|c> and the statement of responsibility just as it appears on the title page. Transcribe the author’s name just as it appears including any words such as "by" "von" "edited with an introduction" etc. Do not include any affiliations associated with the author such as his place of work (University of Timbuctoo).
Notes on Punctuation: If your title begins with marks of punctuation,
such as a quotation mark, you can usually ignore the punctuation. If the title
begins with a quotation mark and then an article, it is correct to count the
punctuation as a space to skip along with the article. So a title beginning
"The case of wine" would have an indicator of 5. However, the system is very
forgiving of punctuation, so if you used a second indicator of 4, it would
still index correctly.
Marks of omission, or the three dots (...) in a title: Do NOT transcribe these
dots. Use dash dash (--) instead. Do not put a space between the dashes and
the adjoining word. Jack and Jill ran ... would become Jack and Jill ran--
and ... Jill ran up the hill would become --Jill ran up the hill.
Marks of omission and indicators: When you have a title that begins with the
mark of omission (...), you must count the dash dash (--) as two spaces to
skip. The system does not consider dashes as punctuation and will index on
the dash unless you tell it to skip it by using the correct indicator. --Jill
ran up the hill would need to have a second indicator of 2.
Examples of 245:
250: no indicators : type any EDITION STATEMENT here. "1st ed." "1. Aufl." "new revised ed."
260: no indicators : type the PUBLICATION information here. In the first position type the Place as it appears on the piece. Transcribe from the language it appears in, do not translate into English. Then type space colon subfield b < :|b> followed by the Publisher. Type a comma after the name of the publisher followed by subfield c <,|c> and then the Date of publication.
NOTE: You can use publication information found anywhere on your piece.
If there is no place of publication listed anywhere that you can find,
enclose the notation S.l (capital S. small l.) in square brackets <[S.l]
:|b>
If you cannot find any publisher listed, enclose the notation s.n. (small
s. small n.) in square brackets <[s.n.],|c>
If you can’t find a date you can guess at one, if you have a good idea,
and put your guess in square brackets <[1999?]>. If you really
have no clue, use the notation n.d. in square brackets <[n.d.]>.
If you are missing two adjoining elements, use only one set of brackets to enclose
the information:
Examples of 260:
440: first indicator blank, second indicator reflects the number of
nonfiling characters: Record the SERIES statement in authorized form.
If there is a leading article, either skip it and use second indicator 0 --
or -- include it and make the second indicator the number of spaces to skip
before the first indexed word of the series.
The 440 field is for traced series.
NOTE: You need to transcribe the series as it appears on the series title page, if there is one, or wherever it appears if there is no separate series title page (do not use CIP information). If this form is identical to the authorized form, it can be input in the 440. If your form differs from the authorized form, you will have to use two fields for the series, the 490:1 : for the form on your piece and the 830: 0: for the authorized form. See Series Verification for more information.
490:0 : This is for untraced series
490:1 : This is for series as it appears on the piece, but has a different authorized form. Use with 830
830: 0: This is the authorized form of the series used in conjuction with field 490 first indicator 1.
800:1 : This is for an author/title, usually an analysed bookset.
490:1 : International political economy
830: 0: International political economy series.
490:1 : Studies on the Chinese economy
830: 0: Studies on the Chinese economy (Houndmills, Basingstoke, England)
Upon completing the record, check the Bibliographic Display Helper (or the raised Title bar) to check the record display.
prepared by Zora Breeding
breedingz@library.vanderbilt.edu
Last updated 04/28/2005; mew