MARC fields for Miami City archives collection records in QF:
Part I, When we catalog before digitization (formerly our usual
procedure; now rare):
In FI record: it's recommended, but not required, to have both a contents note (505) and a summary (520). If you create one for the QF record, it may as well be in the FI record too. See footnote below for our local "rule interpretation" concerning the use of a seal as the source of information for the publisher.**
In QF record: After deriving the QF record from the FI record in LTRF,
|Delete the 010.
|Watch for 019 fields and delete them from the QF record.
| Cut the 035 for the OCLC number and put it into a 776 field.
| Example: 776/1:1 : |c (Original) |w (OCoLC)50336842
|Delete any other 035s that are no longer appropriate for the QF record.
|Edit the 040 so that it reads FXG |c FXG.
|Edit the 049 so that it reads FXGG.
| Delete 050 or 090 - records in LTQF will not have call numbers.
Then, add the following:
|REPRO - (aka Form in OCLC): s
| T/AUD - (aka, Audn in OCLC): [blank]
| 035 - 1) Project group: Example: (DNX)MCA S FI 2003-02-04 [Note: if the FI record has an 035 which begins "(snx)FHP", edit the 035 so that the QF record reads as above]
| 035 - 2) FIPS code: Example: (snx)FIPS12086
| 245 $h [electronic resource]
| 598 10-digit file number from Megan.
| 651: 7: Miami-Dade |z 12086 |2 ceeus
| 776 other physical formats -- Example: 776/1:1 : |c (Original) |w (OCoLC)50336827
| 852 |b mca [Note: when asked
to double code, we will. However will will still use only one series statement
in 533 and 830.]
| 856:0 : $x inzprocess $z NOT YET AVAILABLE; in process for electronic access.
Part II, When we catalog after digitization:
Once digitization of the material cataloged in QF is complete, FCLA will change the 856 field with the correct PURLs to the QF record.
FCLA will also add an additional tickler, for example: (SNX)FCLA url 20030221
In FI record: we will add 530 and 856 fields to Notis record. (We will not lock &
add to OCLC record.)
In QF record: we must add 006, 007, 533, 539, 710 and 830 fields.
|530 Electronic version available on the World Wide Web as part of the Miami metropolitan archive.|
|856--We will cut and paste from the QF record and then
change the 2nd indicator from 0 to 1.|
|a Electronic reproduction. |b [Florida] : |c State University System of Florida, PALMM Project, |d 2005. |f (Miami metropolitan archive) |n Mode of access: World Wide Web. |n System requirements: Internet connectivity; Web browser software; Adobe Acrobat Reader to view and print PDF files. |n Electronically reproduced by Florida International University from a document held in the Green Library at Florida International University, Miami.
|006 - TYP m T/AUD [blank] CF/TYP d GOVT s [My interpretation is that--because we are a state institution--this code will always be "s" even when the fixed field code for the original is small L for local or c for multi-local, i.e., regional combinations of jurisdictions below the state level] NOTE: to add the 006 field to a Notis record, go to bottom of screen and key in 006m and hit enter until done.
|007 - Five elements. Typically: GMD c SMD r O/R ? COLOR [see below] DIM n SOUND
(Note: the O/R ? will remain; SOUND will remain blank)
COLOR b= black & white; c = multicolored; g = gray scale; m=mixed.
May 12, 2005 the staff of the Digital Collections Center is going to write one
of 4 terms on the file folder holding the digitized item: 1) black &
white; 2) color; 3) gray scale; or 4) mixed.
We will hope not to use this little sub-procedure any longer but we'll keep
it here on the web page for emergencies.
How To Tell Which COLOR Code Is Correct: Click Here
|533 If we own the monographic document:
Note: If the document we've digitized is a photocopy, we will substitue the word
"photocopy" for the word "document" in the field above.
|a Electronic reproduction. |b [Florida] : |c State University System of Florida, PALMM Project, |d 2005. |f (Miami metropolitan archive) |n Mode of access: World Wide Web. |n System requirements: Internet connectivity; Web browser software; Adobe Acrobat Reader to view and print PDF files. |n Electronically reproduced by Florida International University from a document held at the City Clerk's Office, City of Miami.
|533 If we do NOT own the monographic document:
|a Electronic reproduction. |m Vol. 1, no. 2 (Feb. 1899). |b [Florida] : |c State University System of Florida, PALMM Project, |c
2005. |f (Miami
metropolitan archive) |n Mode of access: World Wide Web. |n System requirements: Internet connectivity; Web browser software; Adobe Acrobat Reader to view and print PDF files. |n Electronically reproduced by by Florida International University from a serial held in the Green Library at Florida International University, Miami.
|533 If the document is a SERIAL and we own it:
|539 for a monographic record: 539:: |a s |b 2005 |d flu |e n |g s
|539 for the serial record above: 539:: |a u |b 1899 |c 1899 |d flu |e u |f u |g s
|710:2 : PALMM (Project)
|830: 0: Miami metropolitan archive.
Once a QF record is complete, the cataloger uses Connexion to upload the QF record to OCLC
and a macro to add the OCLC number to the NOTIS record: 035: :(OCoLC)50798571.
(See procedure for Uploading from NOTIS to OCLC on main menu of our web page.)
Finally, after the QF record is uploaded to OCLC, the cataloger edits the record
in QF so that the "Project code" tickler changes from (DNX)MCA S FI 2003-02-04 to (DNX)MCA C FI 2003-02-04 [The S meant selected; the C means complete--including
being added to OCLC. Note: this is when we finally count this as an
original cataloging record; when we create "inzprocess" records, that's counted
as record creation.]
**If a publication has no publisher statement but does have a seal, we will transcribe the name without abbreviation as the publisher--e.g. Metropolitan Dade County, Florida. We will not bracket the information but we will add a 500 note--e.g. Publisher from county seal on t.p. [The rules on abbreviations plus 1.4D2 and 1.4A2 were checked.]