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DATE: May 27, 2016
NAME: Designating Matching Information in the MARC 21 Bibliographic and Authority Formats
SOURCE: German National Library
SUMMARY: This paper proposes a way that information about matching two records can be expressed in the MARC Bibliographic and Authority formats.
KEYWORDS: Matching information (AD, BD), Field 885 (AD, BD)
05/27/16 – Made available to the MARC community for discussion.
06/26/16 – Results of MARC Advisory Committee discussion: Approved, with the following amendments: 1) Subfield $a (Matching Information) will be defined as "A term, code or identifier, identifying the matching process which processed the records. A subprocess may be added."; 2) Subfield $c (Confidence value) will be defined as "Describes the confidence of the matching process assigned by the institution"; 3) Subfield $d will be defined as "Generation date", the definition of which will be based on the wording used to define $d (Generation date) in field 883 (Machine-generated Metadata Provenance); 4) Subfield $x (Nonpublic Note) (R) and $z (Public Note) (R) will be added.
08/10/16 - Results of MARC Steering Group review - Agreed with the MAC decision.
When four large authority files used in German speaking countries were merged into one "Integrated Authority File" ("Gemeinsame Normdatei" or "GND") in 2012, MARC 21 was chosen as the format for cataloging, with some additions and modifications, based on cataloging traditions in German speaking countries. On the level of the exchange format, librarians have encountered the use of several local fields and subfields. After three years of consolidation, these elements were evaluated to determine their potential appeal as part of the MARC 21 communication standard. The German National Library presented a series of discussion papers during the meetings of the MARC Advisory Committee in January 2016. Based on the valuable discussion, this proposal has been written and is now presented to the MARC Advisory Committee.
When batch data is imported into the GND, a matching routine is called. The incoming records are matched against the existing records. When, based on specific criteria, a possible match is found, a new field is added to the incoming record to assist the catalogers in checking whether the match is a valid one. The field contains:
Catalogers can search for all incoming records based on the information, work through the list of matching candidates, and resolve the issues.
The field is a temporary field, i.e. after the issue has been checked and resolved, usually either the field is deleted (in case of a non-match), or the record as a whole is deleted (in case of a match). Based on different needs, the field may be kept for future references.
Up to now, the information is kept in a Pica field; non-standardized flat textual lists are created. Being able to exchange the information in MARC Authority records would be beneficial, and would improve workflows between GND partners and the DNB.
During the discussion in the meeting of the MARC Advisory Committee in January 2016 it was noted that if a new field were defined, then it should be made repeatable to allow for the possibility of multi-matches. It would also be useful to define this field in both the Authority and Bibliographic formats as a means of recording matching information. The field number originally discussed ("887") is already used in the Bibliographic format, so field number "885" is preferred. Furthermore, if the field were extended to the Bibliographic format, then subfield $w (Record control number) should be added to its specification in this context. Subfield $5 (Institution to which field applies) could also be added to indicate that a match only relates to a specific institution.
To accommodate the information, a new field is proposed now as follows:
Field number: 885 - Matching Information (R)
Definition: The field contains information about results of a matching process, to assist catalogers in checking whether a possible match between two records is a valid one.
First Indicator: # - Undefined
Second Indicator: # - Undefined
$a - Matching process and portion (NR)
A string identifying the matching process that processed the records. A portion of the process may be added.
$b - Status of matching and its checking (NR)
Information about the status of the matching, which may be given in coded form, e.g.:
"M" - Match (records are to be merged)
"P" - Possible Match (matching candidate, to be resolved)
"N" - New (not a match, new record is to be kept)
Different and/or additional codes may be used.
$c - Confidence value (NR)
Describes the confidence of the matching process. The subfield contains a floating point value between 0 and 1. Either a comma or a point may be used as a decimal marker. 0 means no confidence and 1 means full confidence.
$d - Note (NR)
A free text note, e. g. remarks or follow-up instructions provided by a cataloger.
$w - Record control number (R)
Record control number or standard number of the possibly matching record
$0 - Authority record control number or standard number (R)
Authority record control number or standard number of the possibly matching record. See description of this subfield in Appendix A: Control Subfields.
$2 - Source (NR)
Source of the record control number in subfield $w or the authority record control number or standard number in subfield $0
$5 - Institution to which field applies (NR)
See description of this subfield in Appendix A: Control Subfields.
Existing record (abbreviated):
024 7# $ahttp://d-nb.info/gnd/123158621$2uri
035 ## $a(DE-588)123158621
040 ## $aDE-384$9r:DE-384$bger$d0180
100 1# $aGedult von Jungenfeld, Edmund$d1652-1727
400 1# $aJungenfeld, Edmund Gedult -von-$d1652-1727
400 1# $aGedult von Jungenfeld, Johann Edmund$d1652-1727
400 1# $aJungenfeld, Johann Edmund Gedult -von-$d1652-1727
Incoming record (abbreviated), with matching information in field 885:
024 7# $ahttp://d-nb.info/gnd/1051216958$2uri
035 ## $a(DE-588)1051216958
040 ## $aDE-929$9r:DE-605$bger$d9999
100 1# $aGedult von Jungenfeld, Johann Edmund$d1652-1727
375 ## $a1$2iso5218
400 1# $aGedult von Jungenfeld, Johann Edmund Freiherr$d1652-1727
885 ## $aGNDIMPTP$bP$c69.231$0(DE-588)123158621$0(DE-101)123158621$2gnd$5DE-101
Impact would be on MADSRDF. A special property could be added, perhaps to AdminMetadata.
In the MARC 21 Bibliographic and in the MARC Authority format, define field 885 as follows:
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