UF Libraries Metadata Unit Task Instructions: Derive ER

Starting Point 

Action 

Details 

Edit 

Derive 

Choose “New Worldcat Record” 

Pop-up 

Click “Yes” 

Choose “Yes” when a pop-up window appears with a message: “Transfer fixed field values to new record?” 

Type 

Change/verify 

“a” for most materials;  

for “maps” use “e” or “f”; “e” for “cartographic material”; “f’ for “manuscript cartographic material”, (usually we don’t need to change the ones for maps)  

Desc 

Change/verify 

i 

ELvL 

Change  

7 

Form 

Change 

o 

Srce 

Change 

d 

Ctry 

Change 

“flu” for UF’s Electronic Thesis and Dissertation (ETD) 

otherwise use the original location  

006, 007 

Create New 

Using text string;  

use 007 color string for all materials 

034 

Apply only to Maps: Delete blank row or the row with insufficient info and Create a new row using the macro; if 034 is populated with “a”, leave it as it is.  

Use Macro: Tools --> Macros -->Manage --> Generate034 -->Run 

Note: 034 and 255 should hold the same value. 034 is for computer manipulation and 255 is for display. OCLC requires both of them, or neither of them. The above Macro creates 034 based on 255 values. When deriving Electronic Records, values from the fields lower than 100 may not be fully carried over to the derived record. 

If no 255, leave 034 blank.

040 

Insert language/verify 

Usually add “eng” after “ǂb”, 

Add “ǂe pn” after “ǂe rda”

All ER derived for UFDC, 040 should be:

                FUG $b eng $e rda $e pn $c FUG

a.      Original cataloging agency

b.     Language of cataloging

c.      Agency that input record

d.     No longer valid

e.      Ruleset(s) used to describe record

100 

Delete the period, if any; add “author” if it looks like the only possible role; if not sure, skip adding the role.  

100,110, 111 and 130 should not appear together in one record, if they do, please check the instruction at the very end of this document.  

If it is controlled (linked), click on “100”; press Ctrl + F11 to uncontrol it. 

If the field ends with a period, delete the period unless it is a period after an initial. 

Add “[comma][space]ǂe author[period]” 

(Example:  Smith, John, ǂe author.)  

If ǂd ends with a hyphen (e.g., ǂd 1950-), only add “[space]ǂe author[period]” 

(Example:  Smith, John, ǂd 1954- ǂe author.) 

If ǂd exists, make sure it is preceded with a comma (It should be handled by the cataloger already in most cases.) 

If the field was controlled, click in the field, press F11 to re-control it. 

110/111 

If no value in ǂe 

Add “[comma][space]ǂe issuing body[period]”,  

If the field is controlled, press Ctrl + F11 to uncontrol it before making any edits. When the edits are done, press F11 to re-control it. 

245 

Delete period 

If no ǂc after title— 

Delete [period] at the end of title if any 

260 (if exists) 

Change to 264 

always use second indicator“1”; if second indicator comes blank, add “1” 

Add “Gainesville, Florida” For anything that UF has digitized, or paid to have digitized (or received a grant to pay for digitization) in a 264 field

264 (if exists) 

Change 

Change the second indicator to “1”; 

if second indicator comes blank, add “1” 

Add “Gainesville, Florida” For anything that UF has digitized, or paid to have digitized (or received a grant to pay for digitization) in a 264 field

300 

If available, add, delete and modify 

Add “1 online resource” at the beginning of the line and put existing values of subfield a (the first set of information) for print materials in parentheses.  If any info about the CDs or disc, remove the info, just keep "1 online resource". 

keep ǂb, the punctuation before ǂb and the value, delete the values that start with “ǂc”.; delete period at end of ǂa if there 

336,337,338 

Replace or Add 

Most of the time: delete the unwanted fields, by right click the mouse, chose “Delete Field”   then using text string, at the top of the page then create new ones 

500 

Delete and change 

Delete 500 “Typescript.” and “Manuscript copy.” from the field 

506 

Add 

Using text string 

588 

Add ONLY for Serial records

Using text string (based on Provider Neutral E-Resource MARC Record Guide) 

776 0 8 

Create New and Link 

Using text string, copy the Print OCLC # (only the number) to the field and then right click mouse to use “Insert from Cited Record”,  

add at the beginning “ǂi Print version: ǂa [space]” 

EditValidate 

Click to check errors 

Adjust as needed. If errors happen when converting 260 to 264, please check the LOC pages to figure out the fix as demonstrated in the video. If need more help, reach out to Xiaoli.  DerivingElectronicRecords.mp4 

https://www.loc.gov/marc/bibliographic/bd260.html 

https://www.loc.gov/marc/bibliographic/bd264.html 

Action 

Convert to New Electronic Records 

Action--> Holdings →  Update Holdings (F8) 

Spreadsheet 

Add New Electronic Record No. 

Copy and Paste to “Electronic Records” column 

Print/Microfilm Records 

Pull out Print/Microfilm Records using the OCLC numbers 

Copy the OCLC numbers from the Electronic Records 

Print/Microfilm 776 0 8 

Create New 776 0 8 and Link 

Using text string, copy Electronic OCLC # to link using   “Insert from Cited Record”, Add “ǂa” in front of inserted title, and add at the beginning  

“ǂi Online version: ǂa[space] ” 

Print/Microfilm Records 

Action 

Save the change 

Replace Record and Update Holding (Alt + F11)