Required data elements for bibliographic records in Libraries Australia

Required data elements

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 Resource 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. 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

  2. Publication details may be put in either the 260 or 264 field.

Additional required fields

Additional fields are also required in records for:

  • serial items

  • electronic versions

  • microforms

  • notated music items

  • cartographic items

  • dissertations

  • rare items

  • visual items

  • records with non-Latin script.

Fields for holdings 

There are additional fields for holdings work. See:

List of required data elements and additional required fields

The following tables list required data elements and additional required fields for bibliographic records contributed to Libraries Australia.

Rows in bold are those used by the match and merge tool. As most records are added via the Data Contribution Service (RIS), the new standard has been described in terms of what is required in records sent 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’, it must be present the MARC field.

Required data elements: all record types

Table: Required data elements for 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

AUTHENTICATION CODE

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

 

 

240

UNIFORM TITLE

Mandatory if applicable and readily ascertainable

Preferred Title for the Work

6.2.2

$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

 

 

Additional required fields: serial items

Table: Additional fields required for 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

 

 

Additional required fields: electronic versions

The following tables list the additional field options required for electronic versions.

There are three options:

  • add a 007 field
  • add a code in the 008 field
  • 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: Electronic versions: add a 007 field

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: Electronic versions: add a code in the 008 field

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: Electronic versions: add a note in the 533 field

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

 

 

 

Additional required fields: microform items

The following tables list the additional field options required for microform items

There are three options:

  • add a 007 field
  • add a code in the 008 field
  • add a note in the 533 field.

All of these 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: Microform items: add a 007 field

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: Mircoform items: add a code in the 008 field

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: Mircoform items: add a note in the 533 field

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

 

 

Additional required fields: notated music items

Table: Additional fields required for 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

Additional required fields: cartographic items

 

Table: Additional fields required for 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

Additional required fields: dissertations

Table: Additional fields required for 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

Additional required fields: rare items 

 

Table: Additional fields required for 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

Additional required fields: visual items

 

Table: Additional fields required for 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

 

 

Additional required fields: records with non-Latin script

Table: Additional fields required for serial items

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