IS 11370: Guide for Data Elements and Record Format for Computer Based Bibliographical Data Bases for Bibliographic Description of Different Kinds of Documents

2008·2.7 MB·English

by  Bureau of Indian Standards

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.

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_.___—~—
—. —.. —.—.-. —— —...’.. .- —.- .—
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
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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.
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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).
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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

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