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DATE: December 12, 2018
REVISED:
NAME: Coding Externally Hosted Online Publications in the MARC 21 Holdings Format
SOURCE: British Library
SUMMARY:This discussion paper recommends the addition of a code to Holdings Format 008/06 (Receipt or acquisition status) which represents online publications made accessible via a third party platform.
KEYWORDS: Field 008/06 (HD); Receipt or acquisition status (HD); Field 008/07 (HD); Method of acquisition (HD); Field 008/12 (HD); General retention policy (HD); Externally hosted online publications (HD)
RELATED: 2015-05
STATUS/COMMENTS:
12/12/18 – Made available to the MARC community for discussion.
01/26/19 – Results of MARC Advisory Committee discussion: MAC expressed understanding of the desire to code externally hosted online content separately from that which is received and owned directly by a holding institution. The paper will return as a proposal with consideration given to the legacy implications of making a change to the Holdings format 008/06. The proposal will also address the question of whether one or more codes are required to denote externally hosted online content; it may be that separate codes are necessary to flag access via a third party platform which is pending, current, or no longer provided. In addition, the proposal will provide examples of the bibliographic records linked to holdings for externally hosted online content in order to provide a broader context for the change.
MARC supports the receipt and acquisition of online publications by the provision of positionally defined data elements in the Holdings format. However, there is currently no means of coding such publications which are accessed via a third party platform discreetly from those which are hosted internally. The availability of externally hosted online publications can be subject to termination, for example when a publisher ceases trading or when an e-journal ceases publication. In this respect, continuity of access is less predictable than when online publications are hosted internally by a library or other information service. The ability to code externally hosted online publications distinctively, using a positionally defined data element would be useful from the perspective of future holdings management.
The British Library’s audit, inventory and management information requirements for e-journals now encompass the following three criteria: method of acquisition, retention policy and whether a publication is hosted internally or by a third party. It is already possible to satisfy the first two of these criteria using existing MARC coding in positionally defined data elements.
Field 008/07 (Method of acquisition) in the Holdings format defines the following coded values:
c - Cooperative or consortial purchase
d - Deposit
e - Exchange
f - Free
g - Gift
l - Legal deposit
m - Membership
n - Non-library purchase
p - Purchase
q - Lease
u - Unknown
z - Other method of acquisition
Distinctions can be made between online publications that are deposited, purchased, leased or made freely available by open access.
Field 008/12 (General retention policy) in the Holdings format defines the following coded values:
0 - Unknown
1 - Other general retention policy
2 - Retained except as replaced by updates
3 - Sample issue retained
4 - Retained until replaced by microform
5 - Retained until replaced by cumulation, replacement volume, or revision
6 - Retained for a limited period
7 - Not retained
8 - Permanently retained
Distinctions can be made between online publications that are intended for permanent or temporary retention.
Field 008/06 (Receipt or acquisition status) in the Holdings format defines the following coded values:
0 - Unknown
1 - Other receipt or acquisition status
2 - Received and complete or ceased
3 - On order
4 - Currently received
5 - Not currently received
Distinctions can be made between online publications which are currently on order, received, complete or not received. However, while the codes “2” (Received and complete or ceased) and “4” (Currently received) may be used reliably in the context of online publications which are being ingested into a library repository, the same cannot be said for publications which are being accessed via a third party, for example a publisher’s website. If a publishing firm closes, then its online presence may become insecure. If an e-journal ceases, then its publisher may choose not to host it on an on-going basis. Under these circumstances, being able to code such third party accessed material discreetly would be useful from the perspective of inventory control. If a library has specified its retention policy for an online publication as 008/12 “8” (Permanently retained), then the presence of a code designating external access in 008/06 could then trigger a request for that publication to be ingested as part of the library’s own repository before it is rendered inaccessible.
In MARC Proposal No. 2015-05 the British Library recommended that the concept of leasing be included in Holdings format field 008/07 by the definition of a new code “q” (Lease) and this change was accepted by the MARC Advisory Committee. However, the proposal also noted the following: “Purchasing models for e-books and e-journals are changing quickly; over the longer term it may be necessary to define multiple codes in order to distinguish between various types of lease.” This may still be the case, but analysis since that time has also indicated that it would be useful to define a new 008/06 code which can be applied in combination with 008/07 codes for leased and other methods of online acquisition. This paper recommends that an 008/06 code with value “6” and label “External access” be defined in the Holdings format with the following definition: “Online content which is being accessed via a third party platform, e.g. through a publisher’s website.”
The following examples model holdings records for online content which is accessed via a third party platform. The proposed new 008/06 code “6” is highlighted in bold.
Example 1: Leased online serial accessed via publisher hosted platform.
LDR 00000nu^^a22^^^^^un^45000
001 011736958
004 012431907
005 20180520113503.0
008 0405016q^^^^8|||||||||^^^|040501
866 0 $a Volume 1:Issue 1(2003)-
Example 2: Purchased online monograph accessed via publisher hosted platform.
LDR 00000nu^^a22nnnnnun^45000
001 018126868
004 017952792
005 20170411111159.0
008 1704116p^^^^8|||||||||^^^|000000
856 40 $u http://dx.doi.org/10.1515/9783110280616 $y DeGruyter ebook
The mapping for this element would need to be worked out when holdings data is more fully mapped into BIBFRAME.
5.1. Is the utility of defining a new code in Holdings format 008/06 which represents externally accessed online publications sufficiently demonstrated by the paper?
5.2. Can the format changes recommended by the paper accommodate the requirement?
5.3. Are there other format solutions which would better accommodate the requirement?
5.4. Are there any other potential issues that should be taken into account?
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