Contributing bibliographic records via RIS

For general information on the Record Import Service (RIS) including information for new users, RIS specifications, file upload methods and reports, please refer to the RIS main page.

There are 2 bibliographic record formats available through RIS:

Bibliographic – full MARC format

This file format may be used to:

  • Add or modify bibliographic records
  • Add or modify bibliographic records with holdings

The bibliographic data sent in this format must be in MARC 21 (based on the current version of MARC 21 Format for Bibliographic Data) with the holdings in the 984 field as defined in format for holdings data.

The fields in Table 1 (below) must be included in records as they support the Libraries Australia duplicate matching process and conform to the minimum record standard.

Additional fields may be included, however no institution-specific data is acceptable except in the institution specific fields: 856 (i.e. URL field, where subfield $x contains a NUC symbol after string ISD5:), 035 and 984 (i.e. no other 9xx tags or $5 subfields in tags).

Table 1: Mandatory fields for records in bibliographic – full MARC format RIS files.

MARC field/character position Description
Leader/05 Record status
Leader/06 Type of record
Leader/07 Bibliographic level
008 Date and country of publication code
035 RIS contributor’s local system number
035 may contain an OCLC number (refer to note 3 below)
040 RIS contributor’s NUC symbol
984 RIS contributor’s holdings data. Must comply with the format for holdings data.
other MARC fields as per our minimum record standard

Important notes:

  1. The control number in the 001 field (if included) must be the ANBD number.
  2. The control numbers reported in 035 will be assumed to be local control numbers, and will be stored in the record on Libraries Australia in the 850 $b subfield and output from Libraries Australia in the 035 field.
  3. If OCLC numbers are provided, they must be formatted according to the standard conventions i.e. the OCLC library symbol “OCoLC” in parenthesis before the number e.g. 035 ##$a(OCoLC)814782
    If not they will be treated like a local system number and used as such for matching purposes.
  4. Deleted status records must include either a 001 or 010 field as the primary matching element.

Non roman script

If non-Roman scripts are being contributed, they must be in the form of linked 880 fields. Non-Roman scripts can be contributed in two character encoding schemes, MARC8 and Unicode.

When contributing MARC8 records the language codes must be supplied in MARC21 fields 066 and in the linked 880 fields. For more information please refer to the following MARC21 documentation:

When contributing Unicode records language codes are not required. However libraries are required to contact Libraries Australia if they wish to supply non-Roman script records in Unicode so that testing can be done prior to implementing routine uploads.

For additional information on non-Roman script cataloguing and data exchange within Libraries Australia please refer to the Library of Congress standards (see: www.loc.gov/catdir/cpso/roman.html). Please also refer to the following sections of the Cataloguing Client Manual:

  • 4.3.3.7: Non-Roman scripts specific information for details on how to create records in non-Roman scripts in the ANBD, and,
  • Appendix 8 for Unicode fonts, keyboard layouts and Imput Method Editors for a range of Windows operating systems.

Bibliographic – non MARC format

To support DB/Text users who wish to use the new RDA elements, the following labels have been established in the DB/Text format to facilitate conversion to MARC21.

‘Place of Publication’ MARC 264$a
‘Publisher data’ MARC 264$b
‘Date of Publication’ MARC 264$c
‘Content type’ MARC 336$a
‘Media Type’ MARC 337$a
‘Carrier Type’ MARC 338$a

Libraries Australia accepts non MARC records for loading into the ANBD. It is very easy for DB/Text users to extract records from their library catalogues in an approved format.

DB/Text customers should contact the Help Desk if they wish to supply an Inmagic DB/Text file for processing.

Once you are ready to send a batch of data, you will need to design a DB/Text form (see Maxus Australia website below) that will enable you to produce a suitable file. Libraries Australia expects the records to look like this:

Sample DB/Text records:

Title Ad hoc Benthic Indicator Group : results of initial planning meeting
‘Publication Place’ Paris
Publisher Unesco
‘Publication Date’ 2000
‘Physical Description’ ii, 65 p.
Subject Benthos
;Water quality
;Water pollution
;Indicators
‘Call no’ J 574.5 ADH
‘Local system number’ 059783
‘Type of material’ Book
$
Title Paterson Range, Western Australia [cartographic material]
Scale Scale 1:250 000
Edition 2nd ed.
‘Publication Place’ Canberra
Publisher Australian Govt. Pub. Service
‘Publication Date’ 1980-1982
Name
;Chin, R. J.
;Hickman, A. H.
;Towner, R. R.
;Geological Survey of Western Australia
‘Physical Description’ 1 booklet, 1 map
Subject Geology
Geographic Paterson Range (W.A.)
;Western Australia
Notes
;Published for: Geological Survey of W.A.
Series Australia 1:250,000 geological series
‘Call no’ HELD (MAP)
‘Type of Material’ Map
$

For more information about preparing Inmagic DB/Text files for export, see the Maxus Australia website at http://web.maxus.net.au/tip200407.htm