Best Practice for MARC21 Coding of Local Collection Names at Harvard

Best Practice

The Metadata Standards Working Group recommends use of MARC21 field 710 for local collection names, with the use of the appropriate 3-character Harvard local code in a subfield 5.

Discussion

Finding a home for local collection names has been notoriously difficult for some time.  There is no perfect spot in MARC21 coding for this information.  The 830 (Series Added Entry--Uniform Title) field might seem to be a good choice, but it should not be used without a paired series statement (490) or general note (500), and is intended for controlled titles.  Field 710 (Added Entry--Corporate Name) seems to be illogical since it is a field for corporate names. There are perhaps more sensible local fields (897 (Local Series Added Entry--Corporate Name) or even 899 (Local Series Added Entry--Uniform Title)), but these local fields are vulnerable to loss in future data conversions. 

Given that there is no perfect place for this information in MARC21 bibliographic records, MSWG prefers the use of 710 largely because of its predominant use in the broader cooperative cataloging community. As we move into an increasingly cooperative and intertwined cataloging environment, MSWG continues to make recommendations that bring us in line with community practice. 

MSWG recognizes that different units at Harvard have preferred either the 710 or the 830.   For those units with a history of using the 830, there are two possible alternatives.

Alternatives

Remediation

For those units with a history of using the 830, converting this information into a 710 is possible in a batch process in Alma.  Some units may wish to do this to bring their information in line with the broader metadata universe. 

Retention

For those units wishing to retain information in the 830, MSWG does recommend that care be taken to ensure that all records associated with a local collection name have the same coding.

Please note: all local collection names should be used with a $5 and a local Harvard three-character code to prevent the information from being exported to OCLC and to protect the field from possible overlay. While not strictly required for unique materials (e.g., manuscripts and archival collections), units may choose to use the $5 for these materials as well. 

Examples

MARC21 710

710 2_ $$a Julio Mario Santo Domingo Collection. $$5 hou

Conversion from 830 to 710

Simple conversion

830 0 $$a Harvard College Library Assyrian Collection. $$5 wid

to

710 2_ $$a Harvard College Library Assyrian Collection. $$5 wid

Conversions with subfields

830 0 $$a Pre-Kangzhan and Kangzhan Period Preservation Project ; $$v microform no. 95-0041:02. $$5 yen

Converts to

710 2_ $$a Pre-Kangzhan and Kangzhan Period Preservation Project, $$n microform no. 95-0041:02. $$5 yen

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