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MARC fields

Learn how to use MARC fields for a title in OLIB.

►Searches > Titles

There is more information about how OLIB handles the import and export of MARC tags.

Menu item Details of MARC21 fields can be viewed at - Library of Congress MARC21 standards

Title (245) and MARC Leader fields can be entered more explicitly in MARC format using the MARC Details sheet in the Titles General layout.

This is part of the same layout for normal data entry and is a separate sheet for the entry of MARC data elements. This method of data entry allows you to control the order of the subfields and where punctuation is included. It is particularly useful for multi-part works.

The following table includes the full list of tag 245 data elements, together with details of which field in the OLIB Titles table they are imported to/stored in, and their default values during an export if they are not set explicitly in the database:

MARC 245 data elements and OLIB Fields

MARC Data Element Field / Attribute Name Titles Table Column

Size (alpha -numeric unless otherwise stated)

Def./ Valid Values (key)

Def./ Valid Values (text) or Notes

245 Ind 1 Title Added Entry mxxi_addentry_ind1 1 0 No added entry
        1 Added entry
245 Ind 2 Non File Chars non_file_chars 1 0-9  
245 $a Title title 700    
245 $b Subtitle (Remainder of Title on the MARC 245 Details tab) subtitle 1569    
245 $c Statement of Responsibility stmnt_resbty 2000    
245 $f Inclusive Dates (MARC) inclusive_dates 50    
245 $g Bulk Dates (MARC) mxxi_245g_bulkdates 50    
245 $h Medium (MARC) mxxi_245h_medium 50    
245 $k Form (MARC) mxxi_245k_form 50    
245 $n Number of Part 1 (MARC) mxxi_245n_ptno1 100    
245 $n Number of Part 2 (MARC) mxxi_245n_ptno2 100    
245 $n Number of Part 3 (MARC) mxxi_245n_ptno3 100    
245 $p Name of Part 1 (MARC) mxxi_245p_ptname1 100    
245 $p Name of Part 2 (MARC) mxxi_245p_ptname2 100    
245 $p Name of Part 3 (MARC) mxxi_245p_ptname3 100    
245 $s Version (MARC) mxxi_245s_version 50    
  Subfield Sequencing/Punctuation (MARC) mxxi_245subf_seq 200   $a
  Subfield Title Display mxxi_245subf_display 4000    

Underlined values in the Def./Valid Values column are the default value for that field.

More MARC tags information is available regarding export and import.

Create a record using explicit MARC data entry

  1. Go to the Titles domain and select the General layout.
  2. Click the MARC Details tab and switch to modify mode.
  3. Enter the fields as shown in the table below:

 Note: in MARC detailed sequencing and punctuation hover over data entry fields to display the MARC subfield tag.

Field Description
Title Added Entry Controls the value exported in 245 Indicator 1 specifying whether or not the title is an added entry.
Title  Title – 245$a – repeated from the main sheet of the layout.
First Part Number  Number of the 1st part.
First Part Name Name (title) of the 1st part.
Second Part Number Number of the 2nd part.
Second Part Name Name (title) of the 2nd part.
Medium Medium – 245$h – a free text field which does not relate to OLIB Media sub-type.
Form Form – 245$k
Inclusive Dates Inclusive dates – 245$f – dates between which all the contents of the item were created.
Bulk Dates Bulk dates – 245$g – dates between which the bulk of the contents of the item were created.
Version Version – 245$s.
Remainder of Title   Sub-title – 245$b - repeated from the main sheet of the layout.
Statement of Responsibility Statement of responsibility – 245$c.

Use Title as main entry

By default OLIB treats the first entered author surname as the main entry and generates the verbal extension in Copies from this. For some material this is not appropriate, e.g. reports, directories, yearbooks and so on, therefore it is possible to flag the title as the main entry and any names associated with the catalogue record are treated as added entries. Once a title record is flagged in this way, the Copies verbal extension is generated from the first three characters of the Title. The relevant fields are also set accordingly if the record is exported in MARC format.

Flag the title as the main entry:

  1. Go to the MARC Details page.
  2. Set the Use Title As Main Entry field to Yes.

Example MARC21 details shown in OLIB with Title as main entry:

LDR. /0       99999nam a2299999 u 4500
001. /1        34967
005. /1        20120809152138.0
008. /1         s1995

020. /1         $a0904757994
035. /1         $a34967
082. 4 /1     $aQR 361.7$220
245.10 /1   $aDirectory of grant-making trusts 1995
250. /1         $a14th ed.
260. /1         $aKent :$bCAF,$c1995.

690.# /1      $aCharities
690.# /2      $aFinancing
690.# /3      $aDirectories

710.00 /1   $aCharities Aid Foundation
852. /1         $a$cWLIB$fAvailable$jCHA$pC28378$t1

952. /1         $00$9C41196$AWALES$cWLIB$CWLIBWALES$d1996-05-23$iAvailable$IA$jCHA$pC28378$t1$xAvailable$XAVL$y$YRESL


Formatting instructions and generated data

As you enter details and tab / move to another field, OLIB automatically inserts values into Formatting instructions and generated data. This enables you to control the order of the subfields and the punctuation that is included between one subfield and the next.

Subfield Sequencing / Punctuation
As you add data to the various fields in the above table, the field codes, punctuation, etc. are added automatically to this field in the order that you enter the data in accordance with the known AACR2 and MARC rules. The data in each subfield is substituted by the corresponding subfield letter surrounded by angle brackets (<a>, <b>, etc.), and the appropriate subfield markers and punctuation are inserted between the subfields.

Subfield Title Display
The title as it would appear in OLIB is displayed in this field.

Subfields for 245 Export
The title as it would be exported in a MARC21 record is included in this field. This is only populated while you are creating the record.

Making changes
If you are happy to accept the default order and punctuation that OLIB assigns, you need do nothing. However, if you wish to change the order of the subfields and/or the punctuation between one subfield and the next, you should edit the Subfield Sequencing / Punctuation field accordingly. Whenever you change the contents of this field and click or tab away, the contents of the Subfield Title Display and Subfields for 245 Export fields are updated automatically, so that you can see the effects of your changes immediately.

Leader data

These fields are for entering data that goes into the Leader, tag 006, tag 007 and/or tag 008 when a title record is exported in MARC format. These fields allow for defining the separate data elements in the MARC Leader, and Fixed Length Fields allow for entering an 006, 007 and/or 008 tag, if these tags need to be different from the standard tags for the media type/sub-type.

When creating a new title record, the Leader’s 05 = Record Status field defaults to New, and the following fields default in from the equivalent fields for the Media Type and Media Sub-type that you have specified:

06 = Type of Record

07 = Bibliographic Level

19 = Multipart Resource Record Level

Set these and the other Leader fields accordingly for the title being catalogued.

Fixed Length Fields

If an 006, 007 and/or 008 tag is also required that is different to the standard tags that will be generated for the Media Type and Media Sub-type that you have selected, click New in Fixed Length Fields. This displays the Fixed Length Fields screen with the Tag field defaulting to 007 – Physical Description Fixed Field (R). Set this field to the required value to enter either an 006 tag, an 007 tag or an 008 tag. (Note that you can only enter one 008 tag per title.)

When this field is changed, OLIB redraws the entire screen to display fields that are relevant to the selected tag. Set a specific data element by choosing from the options in the various combo lists, or by typing directly into the field where this is allowed.

Category of Material: the contents of these tags vary enormously depending on the tag and category of material combination you have specified. So you will find that, when you change this field, OLIB redraws the screen again to display the fields that are relevant to that category of material for that tag. The values in the various drop down lists also change so that they only list valid values for the tag and category of material combination.

Field Data: whenever you select or change a field, you will also see that this field is refreshed to include the value you selected in the appropriate position in the tag, so that you can check as you go along that the tag is being generated correctly.

Online Manual: the URL in this field displays the precise section in the Library of Congress online MARC manual. You can read the explanations for the various data elements and values for the tag and category of material combination that you have specified - ie the url changes depending on the Tag you are working with.

Once you have completed the tag, click Save and Close to return to the title screen. The new tag is displayed in Fixed Length Fields exactly as it will be exported to a MARC record.

Cataloguing source

In Cataloguing Source, the following fields are to process tag 040 correctly for the MARC21 import and export processes.

$a Original Cataloguing Agency     Original Agency
$b Language  Language
$c Transcribing Agency     Transcribing Agency
$d Modifying Agency   Modifying Agencies
$e Description Conventions Description Conventions


Both $d and $e are repeatable subfields and require use of the TAB key to add and remove data.

To input a new value:

  1. Enter a new modifying agency in the input field.
  2. Press the TAB key. OLIB displays the data in the field immediately to the right of the data input.
  3. Repeat for additional data. This is appended to whatever is there already.

To remove a value:

  1. In Modifying Agencies, enter ‘-’ immediately followed by the modifying agency.
  2. Press the TAB key. The field immediately to the right is cleared of that value.

Description Conventions are added and removed using the same mechanism.

Details of MARC21 fields can be viewed at - Library of Congress MARC21 standards


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