Required data elements

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, 140KB)

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 Content Type 6.9
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