Required data elements for bibliographic records
The required data elements are a list of fields that will replace the minimum record standard on Libraries Australia. The required data elements include core elements from Record Description and Access (RDA) and those that are used by the match and merge tool used by the software to support Libraries Australia.
Records created using RDA are required to have all of these data elements with the exception of the 264 field. A 260 field may be used in an RDA record.
Records created using the Anglo American Cataloguing Rules 2nd edition (AACR2) are required to include these data elements with two exceptions:
1. A General Material Designation (GMD) from the List 2 under section 1.1C1 in AACR2 may be used instead of the fields containing content and carrier types 336 and 338; and,
2. Publication details may be put in either the 260 or 264 field.
In the standard Required Data Elements there are additional options required for: electronic and microform records. These have been listed separately.
Additional fields are also required in records for: serial items, notated music items; cartographic items; dissertations; rare items; visual items; and, non-Latin script records. These additions are listed in individual tables.
There are additional fields for holdings work and these have been listed on our page for adding holdings via the Record Import Service (RIS).
In all tables the rows that have been highlighted in blue are those that are used by the match and merge tool. As most records are added via RIS the new standard has been described in terms of what is required in records send to be imported into Libraries Australia. This standard is also required in records created using the Libraries Australia Cataloguing Client.
If a data element is ‘Mandatory if applicable and readily ascertainable’ then the data element must be added to the bibliographic record if it is appropriate for the item being described and capable of being determined from the item. If a subfield is ‘mandatory’ then it must be present the MARC field.
Table1 lists the fields that are the required data elements for all record types
Table 1 All record types (pdf, 180KB)
Table 1 All record types
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| LEADER | LEADER | Mandatory | ||
| 06 | Type of record | Mandatory | ||
| 07 | Bibliographic level | Mandatory | ||
| 17 | Encoding level | Mandatory | ||
| 18 | Descriptive cataloguing form | Mandatory | ||
| 001 via RIS | ANBD NUMBER via RIS | Mandatory if applicable and readily ascertainable | ||
| 008- | FIXED-LENGTH DATA ELEMENTS | Mandatory | ||
| 008- | All material types | Mandatory | ||
| 06 | Type of date/Publication status | Mandatory | ||
| 07-10 | Date1 | Mandatory | Date of production or Date of publication | 2.7.6 or 2.8.6 |
| 15-17 | Place of publication, production, or execution | Mandatory | Place of Publication | 2.8.2 |
| 35-37 | Language | Mandatory | Language of Expression | 6.11 |
| 010 | LIBRARY OF CONGRESS CONTROL NUMBER | Mandatory if applicable and readily ascertainable | ||
| $a | LC control number | Mandatory if applicable and readily ascertainable | ||
| 020 | INTERNATIONAL STANDARD BOOK NUMBER | Mandatory if applicable and readily ascertainable | ||
| $a | International Standard Book Number | Mandatory if applicable and readily ascertainable | Identifier for the Manifestation | 2.15 |
| 022 | INTERNATIONAL STANDARD SERIALNUMBER | Mandatory if applicable and readily ascertainable | ||
| $a | International Standard Serial Number | Mandatory if applicable and readily ascertainable | Identifier for the Manifestation | 2.15 |
| 024 | OTHER STANDARD IDENTIFIER | Mandatory if applicable and readily ascertainable | ||
| $a | Standard number or code | Mandatory if applicable and readily ascertainable | Identifier for the Manifestation | 2.15 |
| 2 | Source of number or code | Mandatory if applicable and readily ascertainable | ||
| 028 | PUBLISHER NUMBER | Mandatory if applicable and readily ascertainable | ||
| $a | Publisher number | Mandatory if applicable and readily ascertainable | Identifier for the Manifestation | 2.15 |
| 035 | OCLC CONTROL NUMBER via RIS | Mandatory if the record has been sourced from OCLC | ||
| $a | OCLC control number | Mandatory if the record has been sourced from OCLC | ||
| 035 | LOCAL SYSTEM CONTROL NUMBER via RIS | Mandatory if applicable and readily ascertainable | ||
| $a | Local System control number | Mandatory if applicable and readily ascertainable | Identifier for the manifestation | 2.19 |
| 040 | CATALOGING SOURCE | Mandatory | ||
| $a | Original cataloguing agency | Mandatory | ||
| $e | Description conventions | Mandatory | ||
| 042 | AUTHENTICATIONCODE | Mandatory if applicable and readily ascertainable | ||
| $a | Authentication code | Mandatory if applicable and readily ascertainable | ||
| 100 | MAIN ENTRY PERSONAL NAME | Mandatory if applicable and readily ascertainable | Basic Instructions on Recording Creators | 19.2.1 |
| $a | Personal name | Mandatory | Identifying persons; Identifying families | 9;10 |
| Other subfields as necessary | Mandatory if applicable and readily ascertainable | |||
| 110 | MAIN ENTRY CORPORATE NAME | Mandatory if applicable and readily ascertainable | Basic Instructions on Recording Creators | 19.2.1 |
| $a | Corporate name or jurisdiction name as entry element | Mandatory | Identifying corporate bodies | 11 |
| Other subfields as necessary | Mandatory if applicable and readily ascertainable | |||
| 111 | MAIN ENTRY MEETING NAME | Mandatory if applicable and readily ascertainable | Basic Instructions on Recording Creators | 19.2.1 |
| $a | Meeting name or jurisdiction name as entry element | Mandatory | Identifying corporate bodies; Identifying events | 11 |
| Other subfields as necessary | Mandatory if applicable and readily ascertainable | |||
| 130 | MAIN ENTRY UNIFORM TITLE | Mandatory if applicable and readily ascertainable | General Guidelines on Recording Primary relationships | 17 |
| $a | Uniform title | Mandatory | ||
| Other subfields as necessary | Mandatory if applicable and readily ascertainable | |||
| 245 | TITLE STATEMENT | Mandatory | Title | 2.3 |
| $a | Title | Mandatory | Title proper | 2.3.2 |
| $c | Statement of responsibility, etc. | Mandatory if applicable and readily ascertainable | Statement of responsibility | 2.4 |
| 250 | EDITION STATEMENT | Mandatory if applicable and readily ascertainable | ||
| $a | Edition statement | Mandatory | Edition statement | 2.5 |
| 260 or 264 | PUBLICATION, DISTRIBUTION, ETC. (IMPRINT) | Mandatory | Publication | 2.8 |
| $a | Place of publication, distribution, etc. | Mandatory if applicable and readily ascertainable | Place of Publication | 2.8.2 |
| $b | Name of publisher, distributor, etc. | Mandatory if applicable and readily ascertainable | Publisher’s Name | 2.8.4 |
| $c | Date of publication, distribution, etc. | Mandatory | Date of Publication | 2.8.6 |
| 300 | PHYSICAL DESCRIPTION | Mandatory | Extent | 3.4 |
| $a | Extent | Mandatory | Extent | 3.4 |
| $b | Other physical details | Mandatory if applicable and readily ascertainable | Describing content | 7 |
| $c | Dimensions | Mandatory | Dimensions | 3.5 |
| 336 | CONTENT TYPE | Mandatory | ||
| $a | Content type term | Mandatory if applicable and readily ascertainable | Content Type | 6.9 |
| $b | Content type code | Mandatory if applicable and readily ascertainable | ||
| 2 | Source | Mandatory | ||
| 338 | CARRIER TYPE | Mandatory | ||
| $a | Carrier type term | Mandatory if applicable and readily ascertainable | Carrier Type | 3.3 |
| $b | Carrier type code | Mandatory if applicable and readily ascertainable | ||
| 2 | Source | Mandatory | ||
| 490 | SERIES STATEMENT | Mandatory if applicable and readily ascertainable | ||
| $a | Series statement | Mandatory | Series statement | 2.12 |
| $v | Volume/sequential designation | Mandatory if applicable and readily ascertainable | Numbering within series | 2.12.9 |
| 984 via RIS | LIBRARIES AUSTRALIA HOLDINGS via RIS | Mandatory | ||
| $a | NUC | Mandatory | ||
| $c | Holding statement or note | Mandatory |
Table 2 shows the additional field required for serial items.
Table 2 Serial items
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 362 | DATES OF PUBLICATION AND/OR SEQUENTIAL DESIGNATION | Mandatory if applicable and readily ascertainable | Chronological Designation of First Issue or Part of Sequence | 2.6.3 |
| $a | Dates of publication and/or sequential designation | Mandatory |
Tables 3, 4 and 5 list the additional field options required for electronic versions. There are three options: add a 007 field; add a code in the 008; or, add a note in the 533 field. All of these can be used to indicate that the item is an electronic resource. Each option can be used either individually or in combination. The end result is that records can be sorted into the electronic and non-electronic versions and be matched appropriately.
Table 3 Electronic versions option 1.
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 007 | PHYSICAL DESCRIPTION FIXED FIELD | Mandatory if applicable and readily ascertainable | ||
| 007- | Electronic resource | Mandatory if applicable and readily ascertainable | ||
| 00 | Category of material | Mandatory | Media Type | 3.2 |
| 01 | Specific material designation | Mandatory | Carrier Type | 3.3 |
Table 4 Electronic versions option 2.
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 008- | Books | Mandatory if applicable and readily ascertainable | ||
| 23 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Computer files | Mandatory if applicable and readily ascertainable | ||
| 23 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Maps | Mandatory if applicable and readily ascertainable | ||
| 29 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Music | Mandatory if applicable and readily ascertainable | ||
| 23 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Continuing resources | Mandatory if applicable and readily ascertainable | ||
| 23 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Visual materials | Mandatory if applicable and readily ascertainable | ||
| 29 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Mixed materials | Mandatory if applicable and readily ascertainable | ||
| 23 | Form of item | Mandatory | Media Type | 3.2 |
Table 5 Electronic versions option 3.
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 533 | REPRODUCTION NOTE | Mandatory if applicable and readily ascertainable | Related Manifestation | 27.1 |
| $a | Type of reproduction | Mandatory |
Tables 6, 7 and 8 list the additional field options required for microform items. Again there are three options: add a 007 field; add a code in the 008; or, add a note in the 533 field. All can be used to indicate that the item is a microform. Each option can be used either individually or in combination. The end result is that records can be sorted into the microforms and non- microform and be matched appropriately.
Table 6 Microforms option 1
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 007- | Microform | Mandatory if applicable and readily ascertainable | ||
| 00 | Category of material | Mandatory | Media Type | 3.2 |
| 01 | Specific material designation | Mandatory | Carrier Type | 3.3 |
Table 7 Microforms option 2
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 008- | Books | Mandatory if applicable and readily ascertainable | ||
| 23 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Maps | Mandatory if applicable and readily ascertainable | ||
| 29 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Music | Mandatory if applicable and readily ascertainable | ||
| 23 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Continuing resources | Mandatory if applicable and readily ascertainable | ||
| 23 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Visual materials | Mandatory if applicable and readily ascertainable | ||
| 29 | Form of item | Mandatory | Media Type | 3.2 |
| 008- | Mixed materials | Mandatory if applicable and readily ascertainable | ||
| 23 | Form of item | Mandatory | Media Type | 3.2 |
Table 8 Microforms option 3
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 533 | REPRODUCTION NOTE | Mandatory if applicable and readily ascertainable | Related Manifestation | 27.1 |
| $a | Type of reproduction | Mandatory |
Table 9 shows the additional field required for notated music items.
Table 9 Notated music items
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 254 | MUSICAL PRESENTATION STATEMENT | Mandatory if applicable and readily ascertainable | ||
| $a | Musical presentation statement | Mandatory | Format of notated music | 7.20.1.3 |
Table 10 shows the additional field required for cartographic items.
Table 10 Cartographic items
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 255 | CARTOGRAPHIC MATHEMATICAL DATA | Mandatory if applicable and readily ascertainable | ||
| $a | Statement of scale | Mandatory | Scale of cartographic content | 7.25.1 |
Table 11 shows the additional field required for dissertations.
Table 11 Dissertations
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 502 | DISSERTATION NOTE | Mandatory if applicable and readily ascertainable | ||
| $a | Dissertation note | Mandatory | Dissertation or Thesis Information | 7.9 |
Table 12 shows the additional field required for rare items.
Table 12 Rare items
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 510 | CITATION/REFERENCES NOTE | Mandatory if applicable and readily ascertainable | ||
| $a | Name of source | Mandatory | Manuscripts and Manuscript Groups | 6.2.2.7 |
Table 13 shows the additional code required for visual items.
Table 13 Visual items
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 008- | Visual materials | Mandatory if applicable and readily ascertainable | ||
| 33 | Type of visual material | Mandatory |
Table 14 shows the additional fields required for records that include a non-Latin script.
Table 14 Records with non-Latin script
| MARC field and subfield | Field and subfield name in Bibliographic records | Required data element | RDA element | RDA reference |
| 880 linked to the 245 | ALTERNATE GRAPHIC REPRESENTATION | Mandatory if applicable and readily ascertainable | Language and Script | 0.11.2 |
| 6 | Linkage | Mandatory | ||
| Subfields matching those in the 245 | Mandatory if applicable and readily ascertainable |
