Expert Advisory Group on Access to Electronic Resources


Bibliographic Standards for the ScienceDirect Pilot


The ScienceDirect pilot project will involve loading bibliographic and holdings data to the ANBD for each of the titles in the ScienceDirect collection. This document contains a draft proposal for the data format to be adopted in the bibliographic records and holdings statements to be loaded to the ANBD.

Bibliographic Data Format

Based on analysis of the sample OCLC records provided, only minimal changes and additions should be made to the ScienceDirect records. These OCLC records generally meet Libraries Australia standards for bibliographic description, with data elements to support proper identification and access to each title in the set.

Deletion of data

The generic file conversion program used for loading data to Libraries Australia will delete the fields listed below. These fields represent data elements that are not relevant to the ANBD because they contain ‘local’ data (ie. local to supplying system), or they are not supported in the AMICUS database (eg. non-roman script, foreign MARC fields).

For each record delete the following subfields/fields:

Subfield *$6, *012, 035, 051, *066, 76X $w, 77X $w, 78X $w, 850, 870, 871, 872, 873, *880, *886, XX9, X9X, 9XX.

* It is unlikely that these data elements will occur in OCLC records for the Science Direct collection.

Addition of data

It is recommended that only minimal additions are needed to record the provenance of each record, and to uniquely identify the aggregated collection for future extraction or manipulation of data, and to ensure that all mandatory data elements are included in each record. For each record:

1. If not present, add the 040 tag, including subfields $a and $b:

040 $aOCoLC$beng

2. Add field 830 (series added entry uniform title):

830 $aScienceDirect Electronic Journal Collection

3. Check for and add a GMD in subfield $h if one does not already exist:

245 $aJournal title$h[electronic resource]

If the text of the existing GMD in subfield $h is ‘computer file’, replace it with ‘electronic resource’:

245 $aJournal title$h[computer file]

change to,

245 $aJournal title$h[electronic resource]

4. Check for and add field 506 (Restrictions on Access Note) if it does not already exist:

506 $a Restricted to subscribing institutions.

If 506 tag is present, replace existing text with the text above.

5. Add field 710 (Corporate Name Added Entry) with text ‘Elsevier’:

710 2 $aElsevier Science (Firm)

Changes to data

The following changes are required to ensure that the records pass through Libraries Australia load programs and contain valid MARC21 data.

For each record:

  1. If 040 subfield $a exceeds 20 characters in length it must be deleted and replaced by a subfield $a containing OCLC NUC: 040$aOCoLC
  2. If 040 tag is present, add subfield $d to the 040 tag: 040$aNNN$dOCoLC
  3. If 040 tag is present, add subfield $b to the 040 tag: 040$beng
  4. In Leader/17 convert ‘I, K, M, J, or L’ to ‘blank’
  5. In Leader/22 convert any value to ‘0’
  6. Replace all existing data in field 856 with the following:
    856 $uhttp://www.sciencedirect.com/science/journal/
    Check for field 022 (ISSN). If present, copy the ISSN (without hyphen or spaces) into the last segment of the URL:
    856$uhttp://www.sciencedirect.com/science/journal/01607383
    If there is no field 022, leave the 856 URL stem as written, and also copy the record to a separate file.

This change to field 856 is to facilitate the most direct link from a local system to the ScienceDirect collection. This conversion may not be completely successful due to insufficient data within the record, and may not be suitable for all electronic journal collections.

Holdings statements on ANBD

The main purpose of the holdings statements on the ANBD is to locate the resources and to indicate availability for document delivery. An additional function is to provide MARC records, which are suitable for export (as a set) from Libraries Australia to the local systems of libraries that hold the collection.

Holdings data format

1. The holdings statement is displayed online in Libraries Australia in field 850, and exported in field 984 of the MARC record.

2. Each library will be able to nominate its preferred holdings statement to be applied to the ScienceDirect records on the ANBD. The use of one of the following generic holdings statements to indicate availability for document delivery is recommended:

850 $aQGU $cOnline access. Not available for document delivery.

850 $aNMQU $cOnline access. Available for document delivery.

850 $aWU $cOnline access. Available for document delivery - restrictions apply.

3. Each holdings statement will also indicate the coverage of the electronic version:

850 $eVol. 12- $g1996-

4. Each library should also be able to:

  1. Apply their preferred holdings statements to a defined subset of records within the ScienceDirect collection, and
  2. To similarly apply their Local System Numbers to the ScienceDirect records

The Nprefers to support these additional actions via programming. Solutions will be supplied pending further investigation.

Libraries Australia
National Library of Australia
21 June 2000