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marc.html.wml
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## $Id$
## This file is part of the CERN Document Server Software (CDSware).
## Copyright (C) 2002 CERN.
##
## The CDSware is free software; you can redistribute it and/or
## modify it under the terms of the GNU General Public License as
## published by the Free Software Foundation; either version 2 of the
## License, or (at your option) any later version.
##
## The CDSware is distributed in the hope that it will be useful, but
## WITHOUT ANY WARRANTY; without even the implied warranty of
## MERCHANTABILITY or FITNESS FOR A PARTICULAR PURPOSE. See the GNU
## General Public License for more details.
##
## You should have received a copy of the GNU General Public License
## along with CDSware; if not, write to the Free Software Foundation, Inc.,
## 59 Temple Place, Suite 330, Boston, MA 02111-1307, USA.
#include "cdspage.wml" \
title="HOWTO MARC Your Bibliographic Data" \
navbar_name="admin" \
navtrail_previous_links="<a class=navtrail href=<WEBURL>/admin/>Admin Area</a> > <a class=navtrail href=<WEBURL>/admin/howto/>Admin HOWTOs</a>" \
navbar_select="howto_marc"
<h2>Why to MARC at all?</h2>
<p>All the bibliographic data in the CDSware system are
internally represented in the <a
href="http://www.itsmarc.com/crs/bib0001.htm">MARC 21</a> format.
There are several good reasons for this:
<ul>
<li>MARC format is <em>the</em> standard in the library world. It is
well established and has been used since 1960s.
<li>MARC is flexible enough to represent any metadata structure you
may need now or in the future. Therefore, CDSware can adapt to your
needs without altering its internal data structure.
<li>MARC technology, albeit developed in the punch card times
(1960s!), can be well combined with recent technologies like XML. In
fact, whenever bibliographic metadata are to be worked with externally
in a file format, CDSware uses recently standardized <a
href="http://www.loc.gov/standards/marcxml/">MARC XML</a> format
provided by the Library of Congress.
</ul>
<h2>Choosing MARC representation of your metadata</h2>
<p>Basically, you are in one of the following three situations:
<ol>
<li><p>You do not care much about internal MARC metadata structure as
far as you can work with "more meaningful" metadata concepts like
<em>author</em>, <em>abstract</em>, <em>title</em>, etc. In this case
we simply recommend you to stick to CDSware defaults that preset for
you the most commonly used metadata fields (in alphabetical order;
non-exhaustive list):
<blockquote>
<pre>
METADATA CONCEPT PROPOSED MARC 21 REPRESENTATION
------------------------ -------------------------------
Abstract 520 $a
Author, first 100 $a
Author(s), additional 700 $a
Collection identifier 980 $a
Email 8560 $f
Imprint 260 $a,b,c; 300 $a
Keywords 6531 $a
Language 041 $a
OAI identifier 909CO $o
Publication info 909C4 $* [many subfields]
References 999C5 $* [many subfields]
Primary report number 037 $a [unique throughout the system!]
Additional report number(s) 088 $a
Series 490 $a,v
Subject 65017 $a
Title 245 $a
URL (e.g. to fulltext) 8564 $u, $z
</pre>
</blockquote>
<p>The advantage of using these CDSware defaults is that you can use
pre-defined configurations of <a href="../bibconvert/">BibConvert</a>,
<a href="../bibformat/">BibFormat</a>, and <a
href="../bibindex/">BibIndex</a>.
<li><p>You do not care much about internal MARC metadata structure, so
you are using CDSware defaults, but you need to introduce a new
metadata concept. For example, you would like to store also the
document shelf number, and you want to make it separately searchable.
In this case you are free to choose any MARC tag of your own, for
example <code>963 $6</code>. After that you would configure CDSware
as follows:
<ul>
<li>configure <a href="../bibindex/">BibIndex</a> to create a new
logical field called <em>document shelf</em> and associate it with
<code>963 $6</code> physical MARC tag;
<li>run <a href="../bibindex/">BibIndex</a> to create word tables for
the new searchable index;
<li>configure <a href="../websubmit/">WebSubmit</a> to let the
submission interface know of the existence of the new field;
<li>configure <a href="../websearch/">WebSearch</a> to introduce the
new searchable field into collections of your choice;
<li>configure <a href="../bibformat/">BibFormat</a> to include
document shelf information in the record display on search results
pages.
</ul>
<p>which should give you the functionality you need.
<li><p>You have some constraints on the MARC level, for example you
would like to use MARC markup scheme of your own. You are free to
define your own scheme and even invert the meaning of our default
configurations. For each field you would simply follow the
above-mentioned configuration procedure.
<p>However, when designing your own MARC scheme, you need to think of
two CDSware-related restrictions:
<ul>
<li>There should be no clash in the meaning of the same MARC tag in
two different collections. For example, the tag <code>100</code>
should not mean <em>first author</em> in the Preprints collection and
<em>title</em> in the Videotapes collection. The MARC tags are
considered to be chosen globally, in a collection-independent way.
This means that we cannot have several collections reusing the same
MARC code for their own different purposes. (This should never happen
in well designed database system anyway, but if you have a merge of
various databases coming from various groups of users, and if you do
not have the liberty to remap their MARC tags, this may be a problem.)
<li>Also, our database design assumes that the order of repetitive
subfields inside the same field instance does not matter. For
example, let us consider the tag <code>100</code> with the value
<code>$a Foo $a Bar $a Baz</code>. Then, the question "what is the
second <code>$a</code> of the tag <code>100</code>?" is invalid within
the CDSware MARC paradigm. The CDSware would store a tag like that,
but not the order of repetitive subfields themselves. In our MARC
paradigm, we prefer to code that information either (i) into different
subfields within the same field instance (<code>100 $a Foo $b Bar $c
Baz</code>), or (ii) into the same subfield but inside several field
instances (<code>100 $a Foo</code>; <code>100 $a Bar</code>; <code>100
$a Baz</code>), according to what is more appropriate. (We think that
to rely on the order of repetitive subfields inside the same field
instance is a suspicious database design.)
</ul>
<p>These two restrictions were introduced in order to keep CDSware
bibliographic tables both simple and fast. As explained above, we
believe that any good database design will avoid these techniques
anyway.
</ol>
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