Field

Description

Field Group Tag or Default MARC Tag

Data in Field Entered by

Limits

Examples, Recommendations, Observations, or Codes

AUTHOR

The authorized form of an author’s name.

A

Organization

CU uses 110, 110,111,700,710,711 from bib record if available.  Indexed in author and keyword

Maximum 10,000 characters

Example:

Institute of Electrical and Electronics Engineers

NOTES 

Notes which display to the public.  

B

Organization

Maximum 10,000 characters

Notes which display to the public.

• Specialized system requirements, such as Adobe Acrobat reader, pop-ups must be enabled.
• Versioning issues, such as requires IE 6.0
• Information that would go in an open note in the bib record.

TICKER LOG

Information for e-mail reminders.  Standard fields:

• Name
• Event Date
• Fixed Field Date
• Sent To:
• Subject
• Header

C

System generated based on “Tickler Event List Rules.”

Maximum 10,000 characters

CU will use Tickler Event List to record trial end dates, to send renewal reminders, contract review reminders, etc.  The log is simply a system-generated history of contacts.

DATABASE TITLE

The authorized form of the resource.

Title should be followed by a type designation in square brackets.

T

Organization. 

Will use the MARC 245 field value if bib record exists for this resource. 

Maximum 49 characters.

Use the cataloging format: capitalize initial word and proper nouns only.

North American women’s letters and diaries.

RPM online [

LC SUBJECT

Subject matter comprised by electronic publications

D

Organization.

CU will NOT  use this field.

Maximum 10,000 characters.

DESCRIPTION

Description of resource.

Display to the public.

E

Organization

Maximum 10,000 characters.

Recommendation:

User descriptive phrases such as full text, images, audio, etc. in the first sentence. Take data from vendor’s website.  Edit as needed to include only factual information.  Edit out promotional hype. Pull from bib records as appropriate.  May be modified or augmented at various stages in the workflow.  For example, entered during trial phase, modified when license is executed.

PUBLIC NOTE

Note field displayed to the public that shows information about the availability of full text.

F

Pulls title from the bib record and adds the database title from the linked resource records.

Maximum 10,000 characters.

1) For packages that can link directly to the browse journal title level use:

Full text in PackageName 

2) For packages that are unable to link directly to the browse journal title level (Examples include Factiva, Business and Company Resource Center, Predicasts PROMT, and Lexis Nexis) use:

Search for full text in PackageName.

3)     For packages that can link directly to the browse journal title level but have partial full text use:

Search for full text in PackageName.

COVERAGE

General description of the publication period covered for all journals in a collection or citations in a database.

H

Organization

Taken from descriptions or contracts.

Maximum 10,000 characters.

Observations:

• Important for resource records because we won’t have checkin records. 
• Valuable for primary source materials.
• Might want to develop standardized language.

INCIDENT LOG

Log of incidents related to resource that necessitate follow-up action.  Information should include:

• Incident
• Date/Time
• Reported by
• Reported To
• Follow-up action

I

Organization

Maximum 10,000 characters.

CU plans to record access problems, down time.  May be useful for recording license violations.

RESOURCE ADVISORY

Description of planned or unplanned resource availability or an advisory about the need for a password.  Can insert multiple “K” fields into a record. 

K

Organization

CU will display in Web OPAC.  Message appears in the resource record and any softlinked records.

Downtime or other service problems:

• System will be down for maintenance from 3:00 am until 6:00 am on Sunday, October 10, 2004.
• Vendor is experiencing server problems.

For passworded resources:

·       Available in library only; username and password restricted to library personnel only.  Please ask for assistance at a reference desk.

Insert separate K fields for each type of use.

Insert html code to have resource advisories display in red:

<font color="FT0000" >Text of the message. </font>

USAGE STATISTICS

URL for statistics file that indicates how often the resource is accessed.

L

Organization.

CU will use.

Maximum 10,000 characters

URL, login, and password or some other instructions.

View/edit with 202 authorization only.

ADMINISTRATION

Details on how to connect to the resource provider’s administration module.

M

Organization.

CU will use. 

Maximum 10,000 characters

URL, login, and password or some other instructions.

View/edit with 202 authorization only.

RESOURCE TYPE

Identifies the type of resource.  Multi-value field.

V

Organization.

CU will use.  Index in KEYWORD.

Match ARL e-metrics to pull data for annual reports?

Maximum 10,000 characters.

• CITATION DATABASE
• AGGREGATED DATABASE
• E-JOURNAL
• E-JOURNAL PACKAGE
• E-REFERENCE SOURCES
• E-BOOKS
• MEMBERSHIP
• FREE W/PRINT
• GATEWAY
• PUBLISHER PACKAGE

GENERAL SUBJECT

Identifies local subject headings  Multi-value field.

Q

Organization.

CU will use.

Multi-value variable length field. 

Used to generate subject lists (similar to to subject pull-downs in Find Articles & More.)

Consult list of local subjects and b\e very generous in assigning local subject headings.

PASSWORD

Originally ACCESS INFORMATION

Use for the login and password when required.

J

Organization

Maximum 10,000 characters.

Login:  xxyyzz

Password:  UCO679

USER SUPPORT

Use for the name of the bibliographer as appropriate.  Define role.

G

Organization

Maximum 10,000 characters.

Jennifer Parker, training

ADDITIONAL CONTACT

Use for other contacts within the Libraries, e. g. for technical support.  Define role.

O

Organization

Maximum 10,000 characters.

Heather Wicht, technical support

LOCAL CONTACT

Use for the name of the local contact as defined by the license

R

Organization

Maximum 10,000 characters.

John Smith

INTERNAL NOTES

Use for information that doesn’t fit in elsewhere.

N

Organization

Maximum 10,000 characters.

Vendor notes:  Vendor = jstor   ( Use when no order code for vendor. )

Revision status:  Resource record revised 2-16-2006, lh, mj

Cataloging status.

Coverage load status.

License notes:  No license on file.  Possibly held by CARL.

TRIAL INFORMATION

Use for notes about trial. 

U

Organization

Maximum 10,000 characters.

Display to the public.  Include the trial start and end dates. 

RESOURCE ID

Provider and database codes needed for coverage loads.

P

Organization

Maximum 10,000 characters.

EBSCO:ASP

RESOURCE URL

Use for the URL in the current Find Articles and More which includes a re-direct for the ICR survey. 

Y

Organization

Use the URL located in the 856 field.

Maximum 10,000 characters.

URL includes http://libnet.colorado.edu/survey/survey.cfm?res= plus the complete URL.  Notify serials cataloging if the redirect shown above is not included in the 856 field.

RESOURCE MANAGEMENT TICKLER

Use for advance e-mail notifications of various types.  Record should include:

• Tickler name
• Date to be sent.
• Recipients
• Header/footer as appropriate

Z

Organization

Maximum 10,000 characters.

Cancellation Window—30 days—Yem and Linda

Trial expiration—7 days—Yem and bibliographer

Offer deadline—14 days—Yem and bibliographer (Header should say “Action Required.)

Renewal—30 days—Linda.  (Not needed for automatic renewals.

OTHER TITLE

Use for alternate titles.

Title should be followed by a type designation in square brackets.

X

Organization

Will use the MARC 730  field value if bib record exists for this resource. 

Maximum 10,000 characters.

Use the cataloging format: capitalize initial word and proper nouns only.

ProQuest dissertations & theses

RIPM online

PRICING & PAYMENT

Use for details about price sharing arrangements in complex multi-campus, consortial, or multibibliographer purchases.

S

Organization

Maximum 10,000 characters.

Examples: 

for 9/05-8/06 subscription, pay as follows: $21,264 cinsu; $4000 ColoSpgs; $2000 Auraria; $1000 HSC, $500 Law

UCCS and Auraria participate in CU-B GWLA membership for pricing.  (Use this exact sentence.)

MARC Records

Use for the availability and status of MARC records (batch loaded set or selected titles). 

W

Organization

Maximum 10,000 characters. 

Example:

Database name change noted.  MARC records are loaded periodically as the database gets updated.   Record loading instructions are at cataloging SharePoint <http://libshare/catpractice/default.aspx> under Batch Loads. jcw 3/07.