| Field | Description | Required | Format |
| 001 | OCLC Control Number | Required | All - Automatically populated when importing from OCLC |
| 003 | Control Number Identifier | Required | All - Automatically populated when importing from OCLC |
| 006 | Additional Material Characteristics | Required | Records containing multiple formats |
| 007 | Physical Description Fixed Field | Required | Non-textual materials |
| 020 | ISBN | Required | All |
| 022 | ISSN | Required | Serials |
| 024 | Other Standard Identifier | Required | All, if applicable |
| 028 | Publisher/Distributor Number | Required | All, if applicable |
| 035 | OCLC System Control Number | Required | All - Automatically populated when importing from OCLC |
| 040 | Cataloging Source | Required | All - Automatically populated when importing from OCLC |
| 041 | Language Code | Depends | All (see notes below) |
Fixed Field
Desc - Descriptive Cataloging Form
The fixed field contains coded data related to the resource. SWAN will still accept copy cataloging created under either RDA or AACR2 standards, but records must adhere to ISBD (International Standard Bibliographic Description) punctuation. As such, the only accepted values for this field are "a" or "i".
Note that the fixed field also includes SWAN's custom search facet to distinguish fictional from nonfictional materials. Enter the appropriate value for printed books, government documents, audiobooks on CD or cassette, preloaded audio players, and microform/microfiche. For more information: Fiction/Nonfiction Facet.
001/003 - Control Number/Control Number Identifier
In the SWAN database, OCLC numbers are stored in the 001 field. Records imported from OCLC via MARC Listener or batchloading should have this field automatically applied with the proper prefix. OCLC number prefixes are assigned according to the number of digits.
The 003 field identifies the domain of the 001 control number. If the 001 contains an OCLC number, the 003 field should read "OCoLC" identifying it as such.
Records cataloged since SWAN migrated to SirsiDynix Symphony should all contain OCLC number pairings of 001/003 fields including the proper OCLC prefix. Records cataloged prior to this migration in 2015 may lack the on/ocn/ocm prefix and/or the 003 field. Records inherited through other migrations or obtained through vendors in the past may also lack these fields or contain other types of control numbers. SWAN is planning a cleanup of this data in the future. Meanwhile, cataloging libraries may feel free to overlay records lacking an OCLC number or a prefix so this is up to date.
OCLC assigns a unique number to each bibliographic record. You cannot change the control number, therefore, never use the Duplicate Title wizard to duplicate a full record. Two records cannot have the same OCLC number.
006 - Additional Material Characteristics
It contains coded data related to additional material characteristics.
Required for CD MP3, Playaway, and Computer Software records.
007 - Physical Description Fixed Field
It contains coded data related to the physical characteristics of the resource. It may refer to the resource as a whole, to parts of the resource (accompanying material), or to additional physical characteristics applicable to the resource.
The physical characteristics are often related to information in other parts of the MARC record, including field 300, fields 33x and 34x, and some of the 5xx note fields.
Records with multiple types of materials "weighted equally" may require more than one 007. Blu-Ray/DVD combo packs always require two 007 fields.
Always verify that OCLC records for audiobooks, vinyl, CD, DVD, Blu-Ray, combo packs, video games, CD MP3, Toys and Games, and Playaway have the appropriate 007 tags before exporting them into WorkFlows.
020 - ISBN
SWAN strongly encourages use of subfield |q to distinguish between formats and parts of multi-part sets. Match subfield |q qualifiers on 10 & 13 digit pairs.
Do not include ISBNs for materials that would require a new record such as large print and ebook versions of a standard-print item. However, bookset ISBNs on individual volumes may be retained in a |z.
Invalid ISBNs
Invalid ISBNs (subfield |z) should only be used in select cases. We will attempt to cover those cases here.
- An item's printed ISBN generates a check digit error or has an incorrect number of digits. These can be retained as invalid ISBNs.
- A kit or book set record may contain ISBNs for each volume or component stored as invalid ISBNs. Invalid ISBNs of this type must contain a subfield |q identifier.
- A record for a single volume of a multi-volume set may contain the set's ISBN stored as invalid. Invalid ISBNs of this type must contain a subfield |q identifier.
- Kits -- whether published or library-created -- that contain books that are also available individually should use invalid ISBNs as well.
- Braille -- if an ISBN has been reused for a braille material, add the |z to prevent acquisitions processes from attaching regular items to Braille records.
Invalid ISBNs can be used for searching but will not be considered when matching and loading bibliographic records through MARC Listener or Symphony reports. A good rule of thumb is to think of the most common likely use of an ISBN, which is its use on a record for a single book. If you think incoming records (acquisitions, cataloging import, etc.) should attach to the record you are looking at, then leave the ISBN as is. If incoming records should not match to the record you are looking at, use the |z.
Example 1: You are creating a record for a book club bag containing 10 copies of a particular book and want to include the ISBN. In this case, you don't want items for other libraries' copies of the book to attach to your book club record. Therefore, you should use the |z to mark your ISBN as invalid.
Example 2: You are creating a record for a boxed set of 5 books in a particular series. Each book has its own ISBN. In this case, you don't want items for other libraries' copies of single books from the series to attach to your bookset record. Therefore, you should use the |z to mark the book-level ISBNs as invalid.
022 - ISSN
International Standard Serial Number (ISSN) is a unique identification number assigned to serials publications. Aside from their standard usage, cancelled ISSNs (subfield |z) should follow the same guidelines as invalid ISBNs. See the section above.
024 - Other Standard Identifier
Number or code published on an item which cannot be accommodated in another field. Commonly seen on DVDs, Blu-rays, video games, computer software, etc., it has a first indicator that needs to be entered according to the following numeric values:
0 - International Standard Recording Code
1 - Universal Product Code (enter this numeric value in the first indicator for DVDs, Blu-rays, video games, etc.)
2 - International Standard Music Number
3 - International Article Number
4 - Serial Item and Contribution Identifier
SWAN strongly encourages use of subfield |q to distinguish between formats and parts of multi-part sets.
Cancelled and invalid standard identifiers (subfield |z) should follow the same guidelines as invalid ISBNs. See the section above.
028 - Publisher or Distributor Number
Formatted number used for sound recordings, printed music, other music-related materials, and video recordings. SWAN strongly encourages use of subfield |q to distinguish between formats and parts of multi-part sets.
035 - OCLC System Control Number
In the SWAN database, OCLC System Control Numbers are stored in an 035 field. Records imported from OCLC via MARC Listener or batchloading should have this field automatically applied.
While the 001/003 fields may have similar information in different formats, an 035 field containing the OCLC number is required. The absence of this field prevents many of the catalog maintenance tools we utilize from working properly.
041 - Language Code
It is a required tag for DVDs, Blu-Rays, and Combo Packs. For books, it is required when the language code in the fixed field is not sufficient to convey full information. It includes records for multilingual materials, translations, and items where the medium of communication is a sign language.
Subfields in the language code field are repeatable. So, for example, if an item is in English, but has subtitles in Spanish and French, record the 041 tag as follows:
041 1_ eng|jspa|jfre
First indicator:
0 = Item is not a translation/does not include a translation
1 = Item is or includes a translation
Commonly used subfields:
- |a - Language code of text/sound track
- |d - Language code of sung or spoken text
- |h - Language code of original
- |j - Language code of subtitles
- |m - Language code of original accompanying materials
- |p - Language code of captions
- |r - Language code of accessible visual language (non-textual)
- |t - Language code of accompanying transcripts for audiovisual materials