इंटरनेट मानक Disclosure to Promote the Right To Information Whereas the Parliament of India has set out to provide a practical regime of right to information for citizens to secure access to information under the control of public authorities, in order to promote transparency and accountability in the working of every public authority, and whereas the attached publication of the Bureau of Indian Standards is of particular interest to the public, particularly disadvantaged communities and those engaged in the pursuit of education and knowledge, the attached public safety standard is made available to promote the timely dissemination of this information in an accurate manner to the public. “जान1 का अ+धकार, जी1 का अ+धकार” “प0रा1 को छोड न’ 5 तरफ” Mazdoor Kisan Shakti Sangathan Jawaharlal Nehru “The Right to Information, The Right to Live” “Step Out From the Old to the New” IS 11370 (2008): Guide for Data Elements and Record Format for Computer Based Bibliographical Data Bases for Bibliographic Description of Different Kinds of Documents [MSD 5: Documentation and Information] “!ान $ एक न’ भारत का +नम-ण” Satyanarayan Gangaram Pitroda ““IInnvveenntt aa NNeeww IInnddiiaa UUssiinngg KKnnoowwlleeddggee”” “!ान एक ऐसा खजाना > जो कभी च0राया नहB जा सकता हहहहै””ै” Bhartṛhari—Nītiśatakam “Knowledge is such a treasure which cannot be stolen” IS 11370:2008 Indian Standard GUIDE FOR DATA ELEMENTS AND RECORD FORMAT FOR COMPUTER BASED BIBLIOGRAPHICAL DATA BASES FOR BIBLIOGRAPHIC DESCRIPTION OF DIFFERENT KINDS OF DOCUMENTS ( First Revision) ICS 35.240.30 @ BIS 2008 BUREAU OF INDIAN STANDARDS MANAK BHAVAN, 9 BAHADUR SHAH ZAFAR MARG NEW DELHI 110002 May 2008 Price Group 11 Documentation and Information Sectional Committee, MSD 5 $ FOREWORD ThisIndian Standard (First Revision) was adopted byBureau ofIndian Standards, after the dratl finalized bythe Documentation and Information Sectional Committee hadbeen approved by Management and Systems Division Council. Thisstandard wasfirstpublished in 1985forcreating computer basedbibliographic datarecords ofdifferent print documents available within thevarious Indian libraries. Keepinginviewtheglobal changes inbibliographic formatssuchasAACR2,ISBD,1S02709 (Format ofInforma- tionExchange), various MARCS,etc.anditsstructure duetoexponential growth ofe-resources, this change isan endeavour towards thedemand ofthetwenty-first century’smachine-readable cataloging (MARC) system. Bibliographic description ofadocument isacollection ofinformation, which isintended toprovide aunique and unambiguous reference, such as,will enable alibrarian toidentify andretrieve thedocument, oranintending user toorder itfromthepublisher orother sources. Suchbibliographic descriptions incomputer readable form consti- tuterecordsinbibliographical databases.Thesebibliographic records facilitaterapid communication andexchange ofinformation onscientific, technical socialscience andotherkinds ofdocuments. Itisdesirable that appropriate mechanisms be developed andutilized forthe convenient control ofbibliographic records. The,provision inthe guide for bibliographic description ofdifferent kinds of documents helps in such control of bibliographic records andfacilitates theprocessing oftherecords forlibrary anddocumentation purposes andthe exchangeofthisinformation between different libraries,documentation andinformation centres. Itensurescofiis- tencies, uniformity andcompatibility inthecreation, exchange andutilization ofthebibliographic databases. Bibliographic databases could beused specifically for SDI/alert services, preparation of select bibliographies on specificsubjects,preparation ofnational bibliography, unioncatalogues, etc,andfortheexchange ofbibliographic information among national andinternational agencies. Inthepreparation ofthis standard considerable assistancehasbeen taken from the following publications: . IS 14873: 2000/ISO 2709:1996 Information anddocumentation — Format for information exchange. MARC21 Specifications for Record Structure, Character Sets, and Exchange Media. WebVersion, January 2000.Network Development andMARC Standard OffIce,Library ofCongress. htiv://wm.loc.~ov/marc/svecifications/spechome.html MARC21 Concise Format forBibliographic Data.2003 Concise Edition. NetsvorkDevelopment andMARC Standard OffIce,Library ofCongress. httu://www.loc.Rov/marc/biblioaaDhic/ecbdhdme.html UNIMARC Manual. 4th Update 2002. Universal Bibliographic Control and International MARC Core Programme. —Munchen: KGSaur, 1994.hti://www.ifla. ordV I/3/t)1996-Ihmimarc.htm ISBD(G) : General International Standard for Bibliographic Description — Revised cd.; prepared by the ISBDReview Committee WorkingGroupsetup bytheIFLACommittee onCataloguing.- Miinchen: K GSaur, 1992. IFLA,ISBD(CM): International StandardBibliographicDescription forCartographic MaterialsRecommended bytheISBD Review Committee. Approved bytheStanding Committees ofthe IFLA Section onCata- loging and the IFLA Section of Geography and Map Libraries. -Revised edition. – Munchen :KG Saur, 1987. IFLA, ISBD(S): International Standard Bibliographic Description for Serials. Recommended by the ISBD ReviewCommittee.Approved bytheStandingCommittees oftheIFLASection onCataloging andthe IFLA Section on Serial Publications. Rev.edition. — Mtinchen: KGSaur, 1988. IFLA,ISBD(NBM): International StandardBibliographicDescription forNon-Book Materials.Recommended bythe ISBD Review Committee. Approved bythe Standing Committee ofthe IFLA Section onCata- loging Rev.edition. — Munchen :KGSaur, 1987. (Continued on third cover) ,,, IllE!!l .r IS 11370:2008 Indian Standard GUIDEFOR DATAELEMENTSAND RECORD FORMAT FOR COMPUTER BASEDBIBLIOGRAPHICALDATA BASESFOR BIBLIOGRAPHIDCESCRIPTIONOF DIFFERENTKINDSOFDOCUMENTS (First Revision) 1SCOPE different data elements or expand the different codes used. 1.1 This standard specifies the requirements for a computer readable record format which will hold any 2DEFINITIONS/TERMINOLOGY type of bibliographic record and data elements for 2.1 For the purpose of this standard the following bibliographic description of different kinds of documents, such as; definitions shall apply (Italicized terms within definitions are terms for which definitions are also a) Books — Textual materiaI thatismonographic provided). innature. b) Continuing Resources — Textual items with 2.1.1 Base Address of Data — A data element in the leaderwhich specifiesthefirstoctetofthefirstvariable arecurring pattern ofpublication, forexample periodicals, newspapers, yearbooks. fieldintherecord andisequal tothesumofthelengths of the leader and the directory, including the field NOTE — Prior to 2002, continuing resources were terminator atthe end of the directory. referred to as serials. c) Electronic Resources — Used for computer 2.1.2 Bibliographic Level — A data element in the leader of bibliographic records which provides software, numeric data, computer-oriented multimedia, online systems orservices.Other additional information about the characteristics and classes of electronic resources are coded for components of the record, and is used inconjunction theirmost significant aspect. Material maybe with the type of record data element of the leader. monographic or serial in nature. 2.1.3 Bibliographic Record — A collection of data d) Maps — All types of cartographic materials, elements describing or identifying one or more units including sheet maps and globes in printed, treated asone logical entity. manuscript, electronic, and microform. 2.1.4 Blank (SP) — ASCII character 20(hex) (it is e) Music — Printed and manuscript notated graphically represented as ~ or #), which is used in music. indicators and data elements containing coded values f) Sound Recordings — Non-musical sound (and occurs in data content). Generally, blank stands recordings, and musical sound recordings. for “undefined”, but in some instances it has been @ Visual materials — Projected media, two- assigned ameaning. ASCII name is space. dimensional graphics, three-dimensional artifacts or naturally occurring objects, and 2.1.5 Character—A member ofasetofelements used kits. Used for archival visual materials when for organization, control, orrepresentation of data. In format or medium isbeing emphasized. MARC acharacter maybe encoded usingoneormore h) Mixed Materials — Primarily archival and than one octet, depending on the character set. All manuscript collections of amixture offorms ASCII characters are encoded using one octet in the ofmaterial. Material maybe monographic or ASCII encoding and the Unicode UTF-8 encoding, serial in nature. thusacharacter isequivalent inlength toanoctetwhen anelement’s values arerestricted toASCII. 1.2 This standard gives an illustrative list of data elements to be used in a bibliographic record. The 2.1.6 Content Designation — The codes and format ofabibliographic record istaken toconstitute conventionsestablished explicitlybyMARCtoidentify a logical record without any regard to the physical and further characterize the data elements within a record on arecording medium. It does not define the record and to support the manipulation of that data. 1 _.___—~— —. —.. —.—.-. —— —...’.. .- —.- .— IS11370:2008 2.1.7ControlField—A variable field containing 2.1.20Fixed Field — Ajleld whose length does not information useful or required for the processing of vary. The term is occasionally used to refer to variable the record. Control fields are assigned tags beginning control fields, especially those that contain coded data with two zeroes. Control fields with fixed length data such as fields 007 or 008. elements are restricted to ASCII graphics. 2.1.21 Identifier Length — See 2.1.37. 2.1.8 Control Nutnber — An ASCII graphic character 2.1.22 Indicator — A data element associated with a string uniquely associated with a record by the data field that supplies additional information about organization transmitting the record and located in a the field. An indicator may be any ASCII lowercase specific variable field. alphabetic, numeric, or blank. Indicators are not used 2.1.9 Data Element — A defined unit of information. in control fields. 2.1.10 Data Element Identljier-A one-character code 2.1.23 Indicator Count — Adata element inthe leader used to identify individual data elements within a which contains the number positions reserved for l variable field. The data element may be any ASCII indicators in each variable data jield. The indicator lowercase alphabetic, numeric, or graphic symbol count is always set to 2 in MARC records. except blank. 2.1.24 Leader — A fixed field that occurs at the 2.1.11 Data Field — A variable field containing beginning of each record and provides information for bibliographic or other data. Data fields are assigned the processing of the record. tags beginning with characters other than two zeroes. 2.1.25 Length — A measure of the size of a data Data fields contain data in any MARC21 character set element, field, or record and isexpressed in number of unless a field-specific restriction applies. octets. 2.1.12 Delimiter — ASCII control character lF(hex) 2.1.26 Logical Record Length — A data element in (it is graphically represented as * or $), which is the leader which contains the length of the entire combined with a data element identifier to make up record, including itself and the record terminator. the subfield code which precedes each individual data element within a variable field. The ASCII name for 2.1.27 Octet — A string of 8 bits. In some cases (for the delimiter is unit separator (US). example, ASCII) each octet represents acharactec in other cases (for example, Unicode) multiple octets may 2.1.13 Directory — An index to the location of the represent acharacter. variable fields (control and data) within a record. The directory consists of entries. 2.1.28 Record — See 2.1.3. 2.1.14 Encoding Level — A data element in the leader 2.1.29 Record Label — See 2.1.24. of authority, bibliographic, classification, and holdings 2.1.30 Record Length — See 2.1.26. records which provides information about the fullness of the information and/or content designation in the 2.1.31 Record Status — A data element in the leader record. which indicates the relation of the record to afile (for example, new, updated, etc.). 2.1.15 Entry — Afield within the directory which gives the tag, length and starting character position of a 2.1.32 Record Terminator (RT) — ASCII control variable field. character 1D(hex) (it is graphically represented as RT or \), which is used as the final character of a record, 2.1.16 Entry Map — Adata element inthe leader which following the jield terminator of the last data jield. specifies the structure of the entries in the directory. ASCII name for the record terminator is ‘group Always set to 4500 in MARC records. separator (GS)’. 2.1.17 Field — A defined character string that may 2.1.33 Space — See 2.1.4. contain one or more data elements. 2.1.34 Starting Character Position — The position, 2.1.18 Field Terminator (FT) — ASCII control relative to the base address of data, of the first octet of character 1E(hex) (it is graphically represented as FT the first character in the variable field referenced by or ‘), which isused to terminate the directory and each the entry. The first character of the firstjield following variablefield within arecord. ASCII name for the field the directory is numbered O. terminator is record separator (RS). 2.1.35 Status — See 2.1.31. 2.1.19 Fill Character — ASCII graphical vertical bar (I)[7C(hex)], which fills a required character position 2.1.36 Subfield Code — The two-character andhas themeaning ‘noattempt has been made tocode’. combination of adelimiter followed by adata element 2 IS 11370:2008 identifier. Subfield codes are not used in controljields. subdivided into sub-elements contained in subfields introduced by subfield identifier. An indicator 2.1.37 Subfield Code Length — A data element in the associated with data field supplies further information leader which contains the sum of the lengths of the about the data element contained in it. delimiter and the data element ident+er used in the record. Always set to 2 in MARC records. 4 GENERAL RECORD STRUCTURE 2.1.3T8ag— A three character string used to identify 4.1 The general structure of a bibliographic record is or label an associated variable jleld. The tag may shown in Fig. 1.A more detailed structure is shown consist ofASCII numeric characters (decimal integers schematically in Annex A. O-9)and/or ASCII alphabetic characters (uppercase or lowercase, but not both). Each record begins with aleader (see Fig. 2and Fig. 3), which is a fixed field containing information for the 2.1.3T9ype of Record — A data element in the leader processing of the record. Following the leader is the that with bibliographic level, specifies the directory, which is an index to the location of the characteristics and defines the components of the variable fields (control and data) within the record. The record. fields following the directory are all variable fields. The first variable field is the control number field (that 2.1.40 Variable Control Field — See 2.1.7, is, Fixed fields 001, 003, 005, 006, 007, 008), which 2.1.4V1ariab[e Data Field — See 2.1.11, contains an ASCII graphic character string uniquely associated with the record by the organization 2,1.42 Variable Field — A field whose length is transmitting the record. Following the control number determined for each occurrence by the length of data field are the rest of the control fields, which contain comprising that occurrence. There are two types of variable fields controi fiek4s and da~a jk/ds. information useful or required for the processing of the record. Following the control fields are data fields, 3 RECORD FORMAT AND DATA ELEMENTS which contain general data. A fieid terminator (lT), ASCII control character 1E(hex), is used to terminate 3.1Aguide for bibliographic description of documents the directory and each variable field within the record. in computer based bibliographic data bases should A record terminator (RT), ASCII control character provide the layout of the bibliographic record format lD(hex), is used as the final character of the record, and a specification of the data elements forming the following the field terminator of the last data field. bibliographic description, Annex A gives the layout of the record format, Annex B gives illustrative data 4.2 Leader elements together with the corresponding tags, indicators, and subfield identifiers. An illustrative The leader isthe first field in the record and has afixed length of 24 characters (position O-23), Leader allows example is given in Annex C. only ASCII graphic characters. The structure of the 24 3.1.A1 bibliographic record includes a bibliographic characters leader is shown in Fig. 4. The numbers description of the document in question, some form of indicate the character positions occupied by each part classillcation and/or indexing applied to the subject of the leader. content of the document, an abstract or summary or 4.2.R1ecord Length (Character Position 00-04) annotation and other information. Itcontains afive ASCII numeric character string equal 3.1.2 Bibliographic record refers tothe structure within to the length of the entire record, including itself and which the bibliographic description is stored in the record terminator. The five-character numeric string computer readable form. It has three distinct parts: a fixed length leader, number of directories based on is right justified with zero fill, if necessary. The maximum length of the record is 99999 octets. available fields, and variable data fields associated with the directory. 4.2.2 Record Status (Character Position 05) 3.1.A3 piece of specific information forming part of It contains a single ASCII graphic character, which the bibliographic description and having a specific describes the relation of the record to afile, such as; functional relationship with the content of the a) a– Increase in encoding level document to which the record refers. Data elements are separately identified within the bibliographic record The encoding level (Leader/1 7) of the record so that each element can, if desired, be independently has been changed to ahigher encoding level. assessed and manipulated by acomputer programme. b) c – Corrected or revised 3.1.4 The data elements are contained indifferent fields A change other than in the encoding level identified by tags (field tags). Data elements are further code has been made to the record. 3 .>,1’ IS 11370:2008 c) d–Deleted computer-oriented multimedia, online d) n–New systems or services. For these classes of materials, if there is a significant aspect that e) p – Increase in encoding level from pre- causes it to fall into another Leader/06 publication category, the code for that significant aspect The cataloging level of apre-publication record has isusedinstead ofcodem(forexample, vector changed because of the availability of the published data that is cartographic is not coded as item. numeric but cartographic). Other classes of electronic resources arecoded for their most 4.2.3 Type of Record (Character Position 06) significant aspect (for example, language It contains a single ASCII graphic character, which material, graphic, cartographic material, specifies the characteristic of the record and defines sound, music, moving image). In case of the components of it, such as; doubt orifthe most significant aspectcannot bedetermined, consider the item acomputer a) a– Language material file. Includes printed, microform, and electronic language material, m) o– Kit b) c– Notated music Contains amixture of components from two or more types of items, none of which is the Includes microform and electronic notated predominant constituent of the kit. music. n) p- Mixed material c) d– Manuscript notated music Indicates that there are significant materials Includes microform manuscript music. itttwoor more forms that are usually related d) e– Cartographic material by virtue of their having been accumulated Includes maps, atlases, globes, digital maps, byoraboutapersonorbody.Includesarchival and other cartographic items. fends and manuscript collections of mixed formsofmaterials, suchastext,photographs, e) f– Manuscript cartographic material andsound recordings, Includes microform manuscript maps. P) r – Three-dimensional artifact or naturally f) g–Projected medium occurring object Examples include: motion pictures, video Includes man-made objects, such asmodels, recordings (including digital video), dioramas, games, puzzles, simulations, filmstrips, slides, transparencies, or material sculptures and other three-dimensional art specifically designed for projection. works and their reproductions, exhibits, g) i–Nonmusical sound recording machines, clothing, toys, and stitchery, and Examples include: speech. naturally occurring objects, such as microscope specimens and other specimens h) j –Musical sound recording mounted for viewing. Examplesinclude:phonodiscs, compactdiscs, orcassette tapes. q) t– Manuscript language material j) k–Two-dimensional nonprojectable graphic 4.2.4 Bibliographic Level (Character Position 07) Examples include: activity cards, charts, It contains an ASCII graphic character, which also collages, computer graphics, drawings, provides information about the components and duplication masters, flash cards, paintings, characteristics of the record, such as; photonegatives, photoprints, pictures, photo a) a– Monographic component part CDs,postcards, posters, prints, spiritmasters, study prints, technical drawings, A monographic bibliographic unit that is photomechanical reproductions, and physically attached toorcontained inanother reproductions of any of these. unit such that the retrieval of the component part is dependent on the identification and k) m– Computer file location of the host item or container. The Includes the following classes of electronic record contains fields that describe the resources: computer software (including component partanddatathatidentifythehost, programmed, games, fonts), numeric data, field 773 (Host item entry). 4 IS 11370:2008 b) b– Serial component part languages and Unicode is the only option provides A serial bibliographic unit that is physically proper solution for the multilingual encodkg of the various documents. Thus, a — should always be attached toorcontained inanother serialunit such that the retrieval of the component part implemented asacharacter encoding scheme. isdependentonthephysicalidentification and 4.2.7 indicator Count (Character Position 10) location of the host item or container. The record contains fields that describe the ItisanASCIInumeric character specifying thenumber component partanddatathatidentifythehost, ofindicatorsoccurring ineachvariabledatafield.Here, field 773 (Host item entry). itsvalue will be always 2. c) c– Collection 4.2.8 Subjleld Code Length (Character Position 11) Amade-up multipart groupofitemsthatwere Itcontains oneASCII numeric character indicates the not originally published, distributed, or sumofthelengths ofthedelimiter andthedataelement produced together.Therecord describes units identifier used in the record for identifying the defined by common provenance or subfields. This character position always represents 2 administrative convenience for which the asasubfield code length. record isintended asthemostcomprehensive 4,2,9Base Address ofData (Character Positions 12-16) inthe system. FiveASCII numeric characters thatdescribes the first d) d– Subunit characterpositionofthefirstvariablefieldintherecord. Apart of acollection, especially an archival It isequal to the sum of the lengths of the leader and unit described collectively elsewhere in the the directory, including the field terminator attheend system. The record contains fields that of the directory. The number isright justify with zero describe the subunit and data that identify the fill, ifnecessary. host item entry (field 773). 4.2.10 Implementation Defined (Character Position e) i– Integrating resource 17-19) A bibliographic resource that is added to or The character positions 17-19 contains only ASCII changed by means of updates that do not graphic characters information for encoding level, remain discrete and are integrated into the whole. Examples include: Updating loose- descriptive cataloging form, and linked record requirement. Any position not defined contains a leaf and updating web sites. blank. f) m– Monograph/Item 4.2.10.1 Character position 17 (encoding level) An item either complete in one part (monograph) or intended to be completed in a) #- Full level afinitenumber ofseparateparts(multivolume Themostcomplete MARC levelcreatedfrom monograph). information derived from aninspection ofthe physical item. @ s– Serial An item issued in successive parts bearing b) 1– Full level, material not examined numerical or chronological designations and The information used in creating the record intended to be continued indefinitely (for is derived from an extent description of the example, serials, journals, series, itemwithoutreinspection ofthephysicalitem. newspapers). This Code is used primarily in the retrospective conversion of records when all 4.2.5 Type of Control (Character Position 08) of the information on the extant description ItalsocontainsanASCII graphic character, which also istranscribed. Certaincontrolfieldcodingand provides information about the components and other dataelements arebased onlyonexplicit characteristics oftherecord, such asa–for archivalor information inthe description. blank space— for no specific type. c) 2–Less-than-full level,materialnotexamined 4.2.6 Character Coding Scheme (Character Position The information used in creating the record 09) is derived from an extent description of the It contains acode that identifies the character coding itemwithout reinspection ofthephysicalitem. scheme used in a record, such as blank space – for Thiscodeisusedprimarily intheretrospective MARC-8 or a – for UCS/Unicode. But in Indian conversion of records when all of the libraries, where documents are available in different descriptive access points butonly aspecified 5