NAME: Merger of the 27X fields in the Community Information Format
SOURCE: Library of Congress; OCLC Internet Resources Project
SUMMARY: This proposal calls for merging fields 271 (Additional Address) and field 275 (Address Associated with Title) with field 270 (Primary Address) in the USMARC Format for Community Information to align it with field 270 in the USMARC Format for Bibliographic Data. It also proposes adding a new subfield $v (Hours), to record the hours a contact at the address in available, subfield $z (Public note), to record supplementary address information in the Community Information format, and defining the first indicator for address level information in field 270 in the USMARC Bibliographic and Community Information formats.
KEYWORDS: Additional Address; Address Associated with Title; Field 270 (Primary Address); Field 271 (Additional Address); Field 275 (Address Associated with Title); Level of Address; Hours; Primary Address; Public note; Subfield $v (270 Bibliographic/Community Information); Subfield $z (270 Bibliographic/Community Information)
RELATED: DP49 (June 1991); DP54 (Jan. 1992); 93-4 (Jan. 1993); DP69 (June 1993); DP78 (June 1994); 94-9 (June 1994)
12/2/94 - Forwarded to the USMARC Advisory Group for discussion at the February 1995 MARBI meetings.
2/6/95 - Results of USMARC Advisory Group discussion - Proposal discussed. Consultation with the PLA Community Information Section is needed. The following revisions were recommended:
1. Consider defining the 1st indicator to show relationship of address to the record as a whole. Values should indicate relationship to an individual/agency (1XX) or program/event (245).
2. Consider moving the indicator for level to the 2nd indicator position with value # (No information provided), 1 (Primary), 2 (Secondary), and 3 (Mailing).
3. Use subfield $v for hours rather than subfield $r. NOTE: Subfield $r was defined for field 270 in USMARC bibliographic.
2/16/95 - Results of final LC review - Agreed with MARBI decisions.
12/01/95 - Forwarded revised proposal to the USMARC Advisory Group for discussion at the January 1996 MARBI meetings.
1/21/96 - Results of USMARC Advisory Group discussion -
Second indicator added in field 270 for type of address with the following values:
# No type specified
0 Mailing address
8 Other (information recorded in $i)
Fields 271 and 275 were deleted, rather than made obsolete. The PLA community information representative said that they would convert existing 271 and 275 fields.
2/15/96 - Results of final LC review - Agreed with the MARBI decisions.
PROPOSAL NO. 95-4: Merger of the 27X fields 1. BACKGROUND As the result of several discussion papers and Proposal No. 94-9 (Changes to the USMARC Bibliographic Format to Accommodate Online Systems and Services), a field was added to the USMARC Bibliographic format in 1994 to accommodate addresses. Field 270 was chosen to carry over the usage of the 27X field group in the USMARC Format for Community Information. One of the decisions made in regard to the 27X fields in the Bibliographic format was that the encoding of address information could be simplified and that only one field is needed. Field 270 was defined more broadly in the Bibliographic format than it is in the Community Information format (CIF). Although field 270 is not repeatable in the CIF, multiple occurrences of field 270 are used in the bibliographic format to record all addresses related to an item. Information regarding the type of address is recorded in subfield $i, a technique already defined in the CIF. No level or relationship information is currently provided for in field 270 as it is currently defined in the Bibliographic format. This proposal is the result of a MARBI recommendation that the treatment of address information in the in the CIF and the USMARC Format for Bibliographic Information be aligned. The proposal includes modifications to the USMARC Format for Community Information to eliminate the redundancy between fields 270, 271, and 275 by making fields 271 and 275 obsolete. The obsolescence of field 275 would also simplify the CIF format by making it no longer necessary to identify the relationship of address information to data in either the 1XX fields or field 245. It also proposes the definition of the first indicator in field 270 to allow for the encoding of address level information. The definition of this indicator would apply to both the USMARC bibliographic and community information formats. 2. DISCUSSION The USMARC Format for Community Information has been used as a provisional format since it was first published in 1992. By design it carried over many of the variable fields defined in the USMARC Bibliographic format. In the current provisional format, three fields in the 27X block are defined for encoding address information. Level of address information is explicit in two of these, fields 270 and 271, but not specified in field 275. Address relationship information is explicit in all three. Field 270 is defined for a primary address associated with the name of a person, corporate body, or meeting recorded in the 1XX (Main Entry Heading) field. Field 271 is comparable to field 270 except that it is defined for additional (secondary) addresses that are not recorded in field 270. (NOTE: Field 270, as currently defined in the CIF, is not repeatable, thus all but the first primary address must be recorded in field 271.) The use of field 271 is limited to addresses associated with the community information recorded in the 1XX field, although comments from CIF users and examples they have supplied show that indicating the level of an address could be useful for addresses related to field 245 information as well. Field 275 is defined for an address associated with an event, program, or service named in field 245. Elimination of Redundancies The proposal to expand the CIF address data elements to the USMARC bibliographic format gave MARBI the opportunity to reconsider the design and use of the 27X fields. After evaluating the function of each address field in community information records, it was decided that one repeatable address field would work adequately. Although for bibliographic records, like community information records, the need to differentiate addresses exists, the differentiation could be handled adequately with information recorded in subfield $i (Type of address). In the CIF, subfield $i was designed specifically for this kind of information. Several large-scale projects to build community information databases (e.g., a Maryland state-wide project) have found subfield $i to be adequate. Although February 1995 MARBI discussion suggested that an indicator might be defined to differentiate address type, doing so would introduce a new redundancy in the 27X fields since subfield $i is already defined for this information. For that reason, the definition of an indicator for type of address information was not included in this version of the proposal. (NOTE: The limitation of values possible for indicator positions (only ten values (#, 0-8) are available) would have presented a problem in the long term anyway. CIF users would be forced to return to subfield $i or a newly-defined subfield. Of the ten available indicator values, two (values 7 and 8) are usually reserved for special use. Value 7 is usually used to refer to coding in subfield $2 and value 8 is usually used to suppress display constants). Address Relationship Information It has not been possible to justify the need to relate address information to data in the 1XX and 245 fields, either implicitly or explicitly. Statements made at the February MARBI meeting suggested that a need might exist for relating an address to the entity named in a 1XX or 245 field, but not a single example to support this need has surfaced despite several requests to the CIF user community for real examples. All the examples provided have shown CIF records containing a 1XX field lacking a 245 field, or vice versa. Thus, the circumstance that there might be confusion between the relationship of an address in a 27X field to the 1XX or 245 field seems remote, if not impossible. If examples are ever found, they will certainly represent a small percentage of all CIF records, in which case the need to relate the address could easily be handled in subfield $i. Address Level Information All versions of this proposal have suggested eliminating field 271 (Additional Address) and field 275 (Address Associated with Title) in the CIF in favor of a single variable field for addresses, with differentiation being provided by information in subfield $i. During past discussion it was suggested that an indication of level information somewhere other than in a subfield might be needed. This has been substantiated by indications that some CIF implementations currently control the identification of addresses based on data at the tag level. At least one library system vendor has indicated that it would not be easy to isolate primary addresses if data in subfield $i were the only source of that information. Responses from the Public Library Association, Community Information Section have reiterated support for some kind of address level flag as well. Doing so in an indicator position was preferred over using text in subfield $i. The definition of a first indicator to indicate level of address should satisfy all the needs presently met by the multiple 27X fields in the CIF. Values could be defined for primary and additional (secondary) addresses. Since the first indicator is not current defined in the USMARC bibliographic format or the CIF, blank could be retained as a valid value (with the definition "No level specified") for cases when format users have not or do not wish to indicate the level of an address. The currently-defined field 270 in the community information format would map to the new field 270 with 1st indicator value 1 (Primary address). Field 271 would map to field 270 with 1st indicator value 2 (Additional (Secondary) address). Field 275 would also map to field 270 with 1st indicator value 1. With the definition of the first indicator for level information, the name of the field could be shortened to simply "Address". Conclusion The advantage of defining a single field for addresses is that it would eliminate multiple fields which contain the same data. For library systems and format users, an indicator should work as well as having multiple field tags for address level information, in fact, setting the indicator should make more sense than trying to figure out which 27X field to use. The relationships between address information and the 1XX/245 fields in community information records would be implicit unless some special information was needed. In this case, subfield $i would be used (e.g., to indicate that an address is a mailing address, not a street address). Attachment A provides page 1 of the description for field 270 as it would be modified by this proposal. 3. PROPOSED CHANGE The following is presented for consideration: * Change the name of field 270 in the USMARC Bibliographic and Community Information formats from "Primary Address" to "Address". In the CIF, expand its scope to cover all address information relating to an individual, organization, program, service, event, etc. described by the USMARC record. * Make field 270 in the USMARC Format for Community Information repeatable. * Define the 1st Indicator position in field 270 in the USMARC Bibliographic and Community Information formats as "Level" with three (3) values possible: # No level specified 1 Primary 2 Additional (Secondary) * Define two new subfields in field 270 in the Community Information format to align it with field 270 in the Bibliographic format. $v Hours (R) $z Public note (R) * Make field 271 (Additional Address) and field 275 (Address Associated with Title) in the USMARC Format for Community Information obsolete. (Or, delete the fields from the provisional format?) ATTACHMENT A 270 [Primary] Address ([N]R) Indicators < First Level> < # No level specified > < 1 Primary > < 2 Additional (Secondary) > Second Undefined # Undefined Subfield Codes $a Address (R) $b City (NR) $c State or province (NR) $d Country (NR) $e Postal code (NR) $f Title preceding attention name (NR) $g Attention name (NR) $h Title following attention name (NR) $i Type of address (NR) $j Specialized telephone number (R) $k Telephone number (R) $l FAX number (R) $m Electronic mail address (R) $n TDD or TTY number (R) $p Contact person (R) $q Title of contact person (R) < $v Hours (R) > < $z Public note (R) > $4 Relator code (R) $6 Linkage (NR) _________________________________________________________________ FIELD DEFINITION AND SCOPE This field contains the address (as well as electronic access data, such as telephone, fax, TTY, etc. numbers) associated with entity described in the record. The field may be repeated for additional addresses, e.g., when the mailing address is different from the physical location. The relationship with the item is inidcated by a code in subfield $4. _________________________________________________________________ GUIDELINES FOR APPLYING CONTENT DESIGNATORS * INDICATORS First Indicator - Level The first indicator position contains a vlaue that specifies the level of the address. This indicator is used to distinguist primary and additional (secondary) addresses. # - No level specified Value # (blank) indicates that the level of the address could be determined but is not specified. 270 ##$aJohn Hopkins University$a5457 Twin Knolls Road$bColumbia$cMD$e21045$k997-8045 1 - Primary Value 1 indicates that the information relates to a primary address. 270 1#$aSt. Louis County Government Center, Room 212$bClayton$cMO$e63143$k878-0238$pMarilyn Saunders 2 - Additional (Secondary) Value 2 indicates that the information relates to an additional or secondary address. 270 2#$a1 East 90th St.$bNew York$cNY$e10021 * SUBFIELD CODES $a - Address Subfield $a contains all address information (except the attention information which is recorded in subfields $f-$h) preceding the name of the city. The subfield can also contain information that no address information is available. The subfield is repeatable if information needs to print on another line for mailing labels, display, etc. 110 2$$aAssociation of Maryland Tennis Officials. 270 1#$a6 Manor Court$bBaltimore$cMD$e21210$k377-2860 270 0#$aPrichard Building, 9th St. and 6th Ave., Suite 524$bHuntington$cWV$e25701$k523-2827 270 1#$ac/o St. Luke's Church, 308 W. 46th St.$bNew York$cNY 270 0#$aNo address given/sin direcci¢n 270 2#$aJohn Hopkins University$a5457 Twin Knolls Road$bColumbia$cMD$e21045$k997-8045 $b - City Subfield $b contains the name of the city. 270 1#$a622 Central Avenue$bTowson$cMD$e21204 270 1#$a2150 300 W, Suite #16$bSalt Lake City$cMD$e84115 $c - State or province Subfield $c contains state or province information. For states in the United States, the two-character U.S. Postal Service abbreviation is preferred. 270 1#$aP.O. Box 8344$bSalt Lake City$cUT$e84108 270 0#$a1430 S. Boulder$bTulsa$cOK$e74119$k583-7171 $d - Country Subfield $d contains country information. For the United States, the abbreviation U.S. is used. 270 1#$gGeorge Smith$hDirector$a8899 South Lobo St.$bVancouver$cBC$dCanada$eV2N 1Z5$j800-543-1234$k604-947-1255$l604-947-0505$mGSMITHBC $e - Postal code Subfield $e contains a number that identifies the postal delivery area. For the United States, the subfield contains a five- or nine-digit zip code number. 270 1#$aUniversity of Alaska, 707 A St.$bAnchorage$cAK$e99501$k901-279-4523 $f - Title preceding attention name Subfield $f contains the title associated with the attention name (e.g., General, Dr., Reverend) when the title precedes the name. $g - Attention name Subfield $g contains an attention name, e.g., the name of a person when an item is to be sent to the attention of a particular person. 270 0#$gKathy Koch$a6172 Devon Drive$bColumbia$cMD$e21045$k596-1011 270 0#$gExecutive Officer$a3701 Old Court Road, Suite 20$bBaltimore$cMD$e21208$k486-5515 $h - Title following attention name Subfield $h contains the title associated with the attention name (e.g., M.D.) when the title follows the name of the person. See the example under the description of subfield $d. $i - Type of address Subfield $i contains one or more words denoting the kind of address found in the field, e.g., Mailing. Subfield $i is the first subfield in the field, unless subfield $6 is present. 270 0#$iMailing:$gc/o M. Ballweg$a87 Woodward Ave., Staten Island$cNY$e10314$k1-718-761-5679 [The society has no physical location.] 270 1#$iOffice:$a325 Spring St.$bNew York$cNY$e10013 271 2#$iCenter:$a179 Varick St.$bNew York$cNY $j - Specialized telephone number Subfield $j contains an important service number, as opposed to an administrative telephone number that is recorded in subfield $k. Examples of specialized telephone numbers include hotline numbers, WATS 800 numbers, emergency numbers, etc. If more than one specialized telephone number is associated with the primary address, each number is given in a separate subfield $j. Hotline numbers precede any other specialized telephone numbers. 270 1#$aP.O. Box 50007$bPasadena$cCA$e91115$j213 681-2626 (24 hour hotline) 270 1#$a2500 Route 60 East$bOna$cWV$e25545$j743-5500 (Emergency Dispatch Line)$k743-3262 270 1#$a666 Broadway$bNew York$cNY$e10012$j1-800-221-4602$k212-460-9330$pDonna M. Rosenthal $k - Telephone number Subfield $k contains a regular telephone number associated with the primary address and/or the public information contact person at that address. It can also contain information that no telephone number is available. If more than one telephone number is associated with the primary address and/or public information contact person, each number is given in a separate subfield $k. 270 0#$a4844 Broadway$bNew York$cNY$k1-212-569-5050 270 1#$a100 Longridge Court$bTimonium$cMD$e21093$k252-9326$k252-1318$pJohn or Sally Tullis 270 0#$a8950 Route 108, Gorman Plaza, Suite 116$bColumbia$cMD$e21045$j997-CASA (hotline)$k997-0304 270 1#$a5470 Beaverkill Road$aFlorence Bain Center$bColumbia$cMD$k964-0415 EVE $k461-0275 DAY 270 1#$aP.O. Box 74$aStaten Island$cNY$kno phone/sin telefono 270 0#$k522-7116$n523-3494 (TTY) [The association has no physical location.] $l - Fax number Subfield $l contains the fax number associated with the primary address. If more than one fax number is associated with the primary address, each number is given in a separate subfield $l. See the example under the description of subfield $d. $m - Electronic mail address Subfield $m contains an electronic number address associated with the primary address. If more than one electronic mail address is associated with the primary address, each number is given in a separate subfield $m. See the example under the description of subfield $d. $n - TDD or TTY number Subfield $n contains a TDD or a TTY number associated with the primary address. If there is both a TDD number and a TTY number (and/or more than one of each) associated with the primary address, each number is given in a separate subfield $n. 270 1#$aLittle Patuxent Parkway$bColumbia$cMD$k992-4800$n992-4822 (TDD) $p - Contact person Subfield $p contains the name of the public information contact person at the primary address. If more than one contact person is associated with the primary address, each name is given in a separate subfield $p. If the name of the public information contact person is the same name as the attention name found in subfield $g, the information is not repeated in this subfield. 270 2#$aP.O. Box 223$bBroken Arrow$cOK$e74013$pSgt. Kathy Hibner $q - Title of contact person Subfield $q contains the title of the public information contact person. 270 1#$aHannah More Academy Center, 12035 Reisterstown Rd.$bReisterstown$cMD$e21136$k887-1139$pIan J. Forrest$qBureau Chief $v - Hours Subfield $v contains information as to the days and hours the person or organization named in field 270 is available. 270 1#$aDevereux Youth Camp, 456 Lake Isle Rd.$bParksburg$cVA$e22995$k520-555-1234$pMargaret Ivan$vM-F, 7:00 AM-6:00 PM$zJune thru August only $z - Public note Subfield $z contains general information pertaining to the name and address in field 270. This information is appropriate for display to the public. 270 1#$aDevereux Youth Camp, 456 Lake Isle Rd.$bParksburg$cVA$e22995$k520-555-1234$pMargaret Ivan$rM-F, 7:00 AM-6:00 PM$zJune thru August only $6 - Linkage Subfield $6 contains data that link pairs of fields that are alternate graphic representations of each other. The subfield contains the tag number of an associated field and an occurrence number. Subfield $6 is always the first subfield in the field. A complete description of subfield $6 and guidelines for applying it are provided in the 880 Alternate Graphic Representation section. INPUT CONVENTIONS Punctuation The subfields do not end with a mark of punctuation unless an abbreviation, initial/letter, or other data that ends with a mark of punctuation is present. Input Order of Regular Telephone Numbers If the primary address has a regular telephone number and a public information contact person at that address has a different telephone number, the telephone number associated with the primary address follows the address information (subfields $i,$a-$h); the telephone number associated with the public information contact person follows the name of the public information contact person with whom it is associated (subfield $p) (and the public information contact person's title (subfield $q), if present). If the telephone number of the primary address and the contact person is the same, the telephone number follows the address information. 270 1#$a1500 Greenmount Ave.$bBaltimore$cMD$e21202$k361-4669$pDonna Green$k361-4669$pShirley Price$k361-4674