Contents

Introduction

This document is intended to clarify local MARC21 field usage at UCL, especially 59x and 9xx fields which have been defined for particular purposes. This will include historical uses which may still appear on the catalogue. Obsolete fields are marked with a dagger † and should not be added to records, but should not necessarily be deleted as they might still hold useful data. Each field has a statement clarifying whether it can be deleted or not; if in doubt do not delete data.

This is of course not intended to be a comprehensive list of all fields which should or should not be used, but is meant to provide a register of locally defined fields and fields used in a local way, including fields to be used only by selected libraries within UCL. Some more common fields used by consortia which appear in downloaded records may be added to later to clarify whether or not they can be safely deleted, especially if they cause errors.

Local Notes

509 (Statistical note) †

Formerly used by IOE for statistical purposes. Contains a dated code in $a. Now replaced by the 909 (q.v.). Can be deleted.

521 (Target Audience Note)

A standard MARC21 field. Not to be used at UCL except for IOE records or unless there is an extremely strong case to do so for a specific record. Can be deleted if not fulfilling one of the preceding criteria.

583 (Action Note)

Due to Alma index issues, do not create this field directly in the Metadata Editor! Instead, add a 995 field, with the same coding etc. Data can be added in a 995 field and a job will copy the data to a 583 field.

A standard MARC21 field. UCL uses it to follow the proposed Jisc NBK system for recording retention data as part of national retention tagging efforts; these records will have "NBK-R" in subfield $$a. The field is also used to record local UCL decisions to either review ("UCL-REVIEW " in subfield $$a) or dispose of material ("UCL-DISPOSAL" in subfield $$a).

For new UCL Flagship records- i.e. new books ordered via the SCDBK budget- the 583 field should be filled out as follows, with the elements in <angle brackets> changed as appropriate:

583 __ $$a NBK-R $$c <YYYYMM for 50 years' time> $$5 UkLUC $$x <subject code>

The list of codes for $$x is as follows:

• archaeology
• hebrewandjewish
• ioe
• neurology
• pharmacy
• poetrystore
• rnid
• scandinavian
• ssees

E.g., for a book for the Poetry Store collection added in March 2021, this would be:

583 __ $$a NBK-R $$c 207103 $$5 UkLUC $$x poetrystore

There is a bookmarklet available to make adding this field easier for UCL Flagship records: Update 583 Bookmarklet.

To flag UCL Teaching & Research records for review- i.e. T&R records identified as part of 2021 categorisation exercise. To be checked against Compare before disposal from Open Shelf/Wickford Store- the 583 field should be filled out as follows, with the elements in <angle brackets> changed as appropriate, using the table below.

583 __ $$a UCL-REVIEW $$c <YYYYMM for XX years’ time> $$5 UkLUC $$j <site code> $$x <subject code>

To flag UCL Teaching & Research records for disposal- i.e. T&R records that can be disposed of from Wickford when retention period expires without any further checks- the 583 field should be filled out as follows, with the elements in <angle brackets> changed as appropriate, using the table below.

583 __ $$a UCL-DISPOSAL $$c <YYYYMM for XX years’ time> $$5 UkLUC $$j <site code> $$x <subject code>

Below is a table of site codes and subject codes. Although some subject codes are shared, consult this list instead of the Flagship list). Codes are by Garside collections so, e.g. Crime Science is included in Law. Review periods are to be determined:

The full definition of subfields:

$a retention statement

$c review date, in yyyymm, or yyyy

$5 library’s international MARC code

$j site of action: may be useful for recording remote storage

$l status: the condition of the retained item

$x non-public note: may be useful for recording which of multiple copies are to be retained.

$z public note: may be useful for recording the date on which the retention statement was applied to the item, how many of multiple copies are to be retained, or which part of the item is referred to in the $l

$3 material specified: where the retention statement only applies to a part of eg a multi-part item

Do not delete.

590 (Local Note)

A standard MARC21 field, as part of the 59X range of MARC Local Notes fields. It carries a range of data related to specific copies of printed copies held by UCL, especially for special collections, as well as UCL-specific data for ebooks. A list of uses here to follow. Some of these uses could be better transferred to other fields. Do not delete.

595 (Local note: UCLQ record) †

Formerly used for noting UCL Aleph records when they were imported into our Qatar site’s catalogue on the Georgetown U’s catalogue, in case they would be useful for matching at a future point. Use now discontinued. Can be deleted.

597 (Local note: former classmark)

Used by Special Collections to record former classmarks which are useful for historical collection analysis. Do not delete.

598 (Local note: linked records) †

Formerly automatically generated to help with the display of linked Aleph records on our discovery system. Use now discontinued. Do not delete.

599 (Local note: new acquisitions) †

Automatically generated (date of creation of record?) to help with the display of new acquisitions. Use now discontinued? Can be deleted?

Local Subjects

653 (Index Term-Uncontrolled)

For indexing thesis abbreviations where Primo will not index, e.g. "Ph.D." as "Phd". Could in principle be used for other similar purposes.

690 (LET subject) †

For IOE local LET subjects. A standard field as part of the 69X range of Local Subject Access Fields. No longer added. Do not delete.

691 (CR subject) †

For IOE local CR subjects. A standard field as part of the 69X range of Local Subject Access Fields. No longer added. Do not delete.

699 (Thesis indexing)

A local UCL field for marking a record as a UCL thesis that should be included in the UCL Theses facet of the public Explore service as well as providing a form of the degree abbreviation without punctuation or spacing so that Primo can index it. The field is not displayed publically. UCL Theses currently comprise any records with the call number "UCL THESES STORE" or in the IOE/THSES Location.

All data goes in subfield $$a. The tag "ucltheses" should be followed by the simple version of the abbreviation as found in a corresponding 502 field (typically in brackets) but with any full-stops or spaces removed, e.g.

502 __ $$a Thesis (Ph.D.)--University College London, 2023.

699 __ $$a ucltheses phd

Capitalisation is not significant.

Do not delete.

Other Local Fields

097 ()

909 (Statistical note)

Used for statistical purposes. Contains a date code in $a. Replaced the 509. The codes can be searched on Alma using Internal Note in an Advanced Search. Do not delete.

926 (IOE item data) †

Used in the migration of IOE data from Symphony to Alma. This is still useful for classifying and subject-indexing material which has been moved to a running number sequence. Can be deleted.

949 (Order data for Alma import)

This field is used in records to be imported into Alma with an order created on import. 

It contains two subfields:

$s Price. This can be entered with or without the decimal point. Do not include a currency symbol: the currency is specified elsewhere.

$u Fund code

995 (Action Note copy)

Due to Alma index issues, create a 995 field instead of a 583 field, using the same coding, replicated below! A job will copy the data to a 583 field. Contact t.meehan@ucl.ac.uk if there is a need to create multiple fields in one record.

See the 583 field for full usage notes, subfield definitions, and links, including to any bookmarklet.

Do not delete.

998 (IOE former accession number) †

Used in the migration of IOE data from Symphony to Alma. Can be deleted, but see also 998 (Holdings data for Alma import).

998 (Holdings data for Alma import) †

$b Alma Library

$c Alma Location

$h Call Number

Do not delete.

999 (Holdings and Items data for Alma import)

Subfields generally follow the standard MARC21 Holdings 852 where possible. Where such subfields are reserved but unlikely to be used these are in square brackets. Those in bold are item specific (rather than holdings). Note the distinction between item notes ($r$s$t$v$w) and holdings notes ($x$z). $o and $y are currently undefined. They may be filled for a future use case. If this field is not sufficient for a future purpose- e.g. one requiring a large amount of enumeration or temporary data- it might be necessary to define another field for the purpose.

$a Institution code (i.e. UkLUC)

$b Alma Library

$c Alma Location

$d [Former shelving location]

$e Item Barcode

$f Item Policy

$g Call Number Type

$h Call Number

$i -$m [As for Shelving designation section of MARC21 Holdings 852]

$n Item Call Number (aka Second Call Number / Aleph 2nd Location)

$o -

$p [Piece designation]

$q [Piece physical condition]

$r Item Internal Note 1 {e.g. TNA Call Number}

$s Item Internal Note 2 {e.g. Additional Note}

$t Item Internal Note 3

$u [Uniform Resource Identifier]

$v Item Public Note {e.g. Alternative Barcode}

$w Item Fulfillment Note

$x Nonpublic note

$y -

$z Public note

$b Alma Library (Holdings)

$c Alma Location (Holdings)

$h Call Number (Holdings)

$t Call Number Type (Holdings)

$a Barcode (Item)

$p Item policy: needs to be a code, e.g. 01 for Reference (Item)

$n TNA Call Number (Item: Internal Note 1)

$r Alternative barcode (Item: Public Note)

$i Additional Note (for Internal Note 2)

$b Barcode

$p Item policy

$n TNA Call Number (for Internal Note 1)

$c Alternative barcode (for Public Note)

$i Additional Note (for Internal Note 2)

Do not delete.

To be added

X00 fields

086: for storing a Garside classmark if necessary

087: for storing a former classmark during reclassification jobs

More details of the 097 (both ebook EBA and special collections usage)

971: Libertas classmark (delete)

901?