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Bibliographic Metadata Specifications

HathiTrust requires bibliographic records sufficient to:

  • Identify and collate records that each describe items exemplifying the same manifestation (e.g., show all records for a particular edition of a specific title).
  • Identify and track records to their contributor.
  • Facilitate record updates.
  • Make an initial rights determination about each volume. Details about the information that is used to bibliographically determine rights attributes is available here: http://www.hathitrust.org/bib_rights_determination.

Records submitted should:

  • be as complete as possible
  • be valid per the MARC21 format
  • in MARCXML format
  • in utf8 encoding
  • include OCLC number
  • each describe a single item using a single 955 field with that item's description (one bibliographic record per item; multi-volume works should have the same record repeated for each volume)

Records missing the following MARC fields or data elements will result in error or warning (see Metadata Submission Guide for a key to error messages):

  • LDR
  • 008
  • OCLC number
  • Local system record number
  • 245$a (or 245$k, when applicable)
  • Item identifier (barcode or other identifier)

The following conditions result in warning alerts and, as they have potentially significant impacts for resource discovery and access, should be addressed whenever possible:

  • 008 values that are not 40 characters
  • missing OCLC numbers
  • multiple 245s

Please supply an explanation when you are unable to address these conditions.

Records should adhere to the following standards (MARC 21 Minimal Level Requirements are bolded):

Data Element

MARC

Required

Strongly Preferred

Specifications

MARC Leader

LDR

X

 

Must include 24 characters, not repeatable.

Bibliographic Format

 

LDR/06

 

X

 

Value should be recognized Record type value from MARC Format for Bibliographic Data

LDR/07

Value should be recognized Bibliographic level value from MARC Format for Bibliographic Data

Contributor’s local system record number

001

(or contributor-identified location)

X

 

If local system numbers are not in MARC 001, please specify location in coversheet; not repeatable

Contributor’s MARC org code

003

 

X

Value should be one of recognized codes from the MARC Code List for Organizations: http://www.loc.gov/marc/organizations/

Date and time of latest transaction

005

 

X

 

Additional material characteristics

006

 

X

 

Physical description

007

 

X

 

Fixed-length data elements

008

X

 

Should include 40 characters and be encoded as a control field; not repeatable

Type of date/Publication status

 

008/06

 

X

 

Publication start date

008/07-10

 

Publication end date (if applicable)

008/11-14

 

Publication place

008/15-17

 

Material type descriptions

(as specified per material type)

008/18-34

 

Language

008/35-37

Value should be one of recognized codes from the MARC Code List for Languages: http://www.loc.gov/marc/languages/

LCCN

010

 

X

 

ISBN

020

 

X

 

ISSN

022

 

X

 

OCLC #

035 $a

(or contributor-identified location)

 

X

Must be the master record number, not the institution record number. Please specify prefixes used in coversheet. If OCLC numbers are not in 035$a,  please specify location used in coversheet.

Canceled/invalid local system number

035 $z

 

X

When contributors migrate to a new ILS and then submit updated records to HathiTrust, they should retain their legacy system number and provide this in an 035$z, formatted as follows: (<MARC Org Code for the institution>)<prefix naming the legacy system><legacy system number>.

Cataloging source

040 $c

 

X

Value should be from recognized codes from the MARC Code List for Organizations: http://www.loc.gov/marc/organizations/

Language

041

 

X

Use for resources that include multiple languages. Value should be from recognized codes from the MARC Code List for Languages: http://www.loc.gov/marc/languages/

Call/Classification number(s)

050

 

X

Include at least one classification number from an established classification system recognized in the MARC 21 Format for Bibliographic Data, if nothing but a local call number is included please include documentation of the structure of the 09X fields and input conventions in your coversheet.

060

082

086

09X

Main entry (NR)

1XX $a

 

X

 

Uniform title (NR)

240 $a

 

X

 

Title statement (NR)

245 $ak

X

 

Should not be repeated

Edition statement (NR)

250

 

X

 

Publication statement

260 $abc

 

X

 

Physical description

300 $a

 

X

 

Series statement (if applicable)

490

 

X

 

Added entries (if applicable)

70X-75X

 

X

 

Series Added Entry – Uniform title (if applicable)

830

 

X

 

Item description

Local item identifier (e.g., barcode) or ARK identifier (Internet Archive content)

955 $b

(or contributor-identified location)

X

 

Local item identifiers must be less than 32 characters and alpha characters must be case-insensitive.

The ARK identifier will used as the local item identifier for volumes downloaded from the Internet Archive.

Not repeatable.

Internet Archive identifier

955 $q

(or contributor-identified location)

X

 

If applicable - required for volumes downloaded from the Internet Archive.

If not in the 955$q, please specify location in the coversheet.

Not repeatable.

Enumeration and chronology

955 $v

(or contributor-identified location)

X

 

When applicable, where available. Enumeration/chronology information (date in particular) is required for rights determination of serial volumes.

Preferred that enumeration and chronology statements are <200 characters.

Not repeatable.​

If not in the 955$v, please specify location in the coversheet.