PROPOSAL NO.: 2002-06

DATE: December 18, 2001

NAME: Changes in Field 008 in the MARC 21 Holdings Format

SOURCE: Florida College Center for Library Automation

SUMMARY: This paper proposes adding codes to field 008/07 to identify additional methods of acquisition and field 008/07 to identify other lending policies. The paper also proposes to rename field 008/08 to "Subscription End Date."

KEYWORDS: Field 008/07 (HD); Field 008/08 (HD); Field 008/20: Receipt or acquisition status (HD); Intent to cancel date (HD); Lending policy (HD)



12/18/01 - Made available to the MARC 21 community for discussion.

01/21/02 - Results of the MARC Advisory Committee discussion - Rejected. Participants felt that a careful analysis should be done to consider synchronization between the proposed 008 codes and the NCIP standard. Participants also felt that the proposed name change of field 008/08 would eliminate its application to multipart monographs and should thus be revised to reflect both serials and monographs. A revised proposal will be prepared for the 2002 annual meeting.

03/20/02 - Results of LC/NLC review - Agreed with the MARBI decisions.

PROPOSAL NO. 2002-06: Definition of Additional Codes in Field 008/07 and 008/20 and Renaming of 008/08


Field 008 in the holdings format contains fixed length coded information. Position coding in this field relates to how an item is acquired, the lending policy for an item and an intended date for cancellation. The 68 Florida Community College libraries share a union database of bibliographic, holdings, item, serial and acquisition records. The database is maintained by the College Center for Library Automation (CCLA) which also produces reports from the database for the libraries as well as for statewide reporting. The libraries are required to use the holdings format while the use of the serials or acquisitions module is at their discretion. If additional coding were present in the holdings record, CCLA would be able to provide a wider range of reports that could be utilized by the libraries for acquisition and subscription management and reporting.

Other institutions that currently maintain separate databases to track consortia or cooperative title purchases would benefit from the additional coding as they could report on these titles utilizing their current reporting tools. Patrons and ILL librarians would benefit from the additional coding for the lending practice of particular titles by seeing the lending policy from the holding screen.


2.1. Field 008/07 (Method of Acquisition)

The community college libraries are acquiring materials, especially electronic resources through cooperative endeavors. The cooperative effort may be through a statewide purchase of resources for which the library expends no funds of its own or it may be through a consortia membership for which the library expends some funds of its own. For most items acquired cooperatively, the colleges only wish to catalog and create a holdings record for the items. In order to track the acquisition method for these items a separate database must be created; or, the serials or acquisitions module must be employed. These types of acquisitions are becoming increasingly common and are being tracked in separate spreadsheets or databases outside of the ILS system. It would be easier if additional coding were added to this position of the 008 field to include other types of acquisition methods so reporting out could be done from the holdings record. CCLA envisions using the 541 field (Immediate source of acquisition) to further note the specific source of acquisition. (Note that field 037 Source of acquisition would be a more appropriate field, but it is only available in the bibliographic format.)

2.2. Field 008/20 (Lending policy)

The community college libraries are interested in having a display generated from the 008/20 that would communicate a library's lending policy on materials. Currently the only options are will or will not lend. Libraries may subscribe to an electronic database; a holdings record is created linked to the bibliographic record for the title. Many of the electronic databases prohibit sharing the electronic text file but do allow the loaning of a hard copy of the text to which the subscriber has access. Other restrictions on lending practice are contained in field 845 (Restriction on access note). The libraries would like to add coding to this position in order to further identify the lending policy and to create an intelligible note for display. The use of this code would be for ILL and/or users to determine whether a hard copy of an article could be transmitted or otherwise copied.

2.3. Renaming 008/08 from "Intent to Cancel" to "Subscription end date."

CCLA and the community college libraries would like to use this position to enter the date a subscription is to end. The character position is currently defined as follows:

08-11 Intent to cancel date
Four characters indicate an intent to cancel, the effective date of a cancellation, or the date of the last expected part of a multipart or serial item (Leader/06,k Type of record, code y) that is received on a continuing basis by the reporting organization.
Since the definition already allows for the date of the last expected part, this would not be a change in meaning, but the name of the character position would more accurately represent its use. This date would be used for monitoring and reporting out those items that need to be reviewed and/or renewed. This position is important for those items that are not entered into a system's acquisition or serials module.


The following is presented for consideration:

3.1. In field 008/07 (Method of Acquisition) of the MARC 21 holdings format add the following codes:

m - Membership
The item is acquired as a part of an organizational membership.

c - Cooperative or consortia acquisition
The item is acquired as part of a cooperative purchase when the library is expending its own funds.

s - Governmental cooperative
The item is acquired on behalf of the library by a governmental agency and the library is not expending its own funds.

3.2. In field 008/20 (Lending policy) of the MARC 21 holdings format add the following codes:

c - Will lend hard copy only

l - Limited lending policy
Use of this code requires a mandatory field 845 (Terms Governing Use and Reproduction Note).

3.3. Rename field 008/08 from "Intent to cancel date" to "Subscription End Date."

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