1996 January 31
To: OCLC CJK System Users
Subject: OCLC CJK Statistical Report& WINE Record Editing Guide
With my pleasure, I am sending you the 1995 4th Quarter OCLC CJK Statistical Report. In this report, you will find a substantial increase in the Japanese database since the last report. It is a result of tapeloading of a total of 282,980 WINE (Waseda University Information Network) records into the OCLC Online Union Catalog (OLUC) in December 1995.
Those WINE records were machine-converted from the Japan MARC format into the USMARC format. They are identified with the Waseda University Library's OCLC institution symbol (LWU) appearing in 040 subfield a and c. The records, however, need to be further enhanced manually to become the cataloging sources in the OLUC. Therefore, I have attached below a practical WINE record editing guide ,or the CJK catalogers and technical processing staff who would process the WINE records.
WINE Record Editing Guide
OCLC CJK Plus system users are encouraged to enhance any matching WINE records with a fuller bibliographic information that is relevant to the record for the OCLC users outside Japan.
All WINE records are constructed with the prescribed punctuations defined in the international standard bibliographic description (ISBD) except in the xx field. The WINE record is encoded with "M" in the fixed field encoding lev 1, that is, tapeloaded, member-input minimal level record. The CJK users having Fullmode authorization or higher can lock/replace the WINE record for their enhancement work.
OCLC users are expected to respect the existing record originally input by the OCLC member institution. The users of the matching record is NOT to delete or change the existing data in the record permanently unless they are obvious mistakes or redundancy. OCLC users may suppress the existing data locally if the data are undesirable or unneeded to the user's local application.
Please do the following work on the WINE record. Several sample records are attached for your reference at the end.
1) Verify and adjust the choice of the main entry, if necessary. (1xx) All WINE records are cataloged with a title as main entry based on the Japan MARC/UNIMARC bibliographic record structure.
2) Add the following data to the WINE record.
a. LC-type and/or DDC call number
b. LC subject heading(s)
c. 300 subfield b, by transforming notes on illustrative matters, if any, from 500 field(s)
3) Verify and adjust the numbering value and/or the statement in subfield n, p, and/or v of the applicable title field(s). The converted data in arabic numerals in the WINE record may be a substitute to the actual vernacular data on the cataloged item.
4) Verify and adjust the word division in the romanized field, if necessary. (for example, 260 subfield b)
5) Verify and adjust the tag(s), the indicator(s), and the form of heading(s), if necessary. (1xx, 4xx, 6xx, 7xx, and 8xx) Japan MARC format does not use the indicators at all.
6) Supply the linking romanized field if necessary (for example 250, 5xx); It is so desirable for users to add a fully romanized 505 linking field as to make the keyword search in the content notes effective. However, if the vernacular field is extensively long, users may enter an appropriate notation as such >Detailed contents in vernacular field only> in the romanized linking field to maintain the record integrity.
7) Retain the Japan MARC related data fields (may suppress them locally):
a) 035 (Japan MARC record control number) field.
b) 653 (Japan MARC subject headings) field(s).
c) 886 (Japan MARC classification data) field(s).
8) Pay attentions to the following miscellaneous edting points:
a) Use "Showa" calendar date, if applicable.
b) Verify and adjust the Japanese character form, if necessary.
c) Verify and adjust "kansh-o" to the title in 245 field,
if necessary, and use 246 field to add an extra access point.
d) WINE record is created for every single physical unit even for
a multiple-volume set publication. Users may create a set record,
if no matching record is found in the OLUC.
9) Report any duplicating master records as you did before. Some of WINE records may still duplicate even after the tapeload record duplicate elimination was exercised. OCLC users are encouraged to do a comparative review of those duplicates and send a record merge request to the Batchloading and Quality Control Section.
Users may experience a different search result due to the search key based on the different word division. Users are expected to perform effective and thorough searches to avoid to create duplicating records.
Should you have any concerns or questions about the statistical report and other CJK user support services, please feel free to contact Shirley Hyatt, Manager, Product Services Department. She is organizing a new management team for the OCLC CJK Program. You may reach her at 1-800-848-5878 ex. 4389 or via internet at shirley_hyatt@oclc.org.
Sincerely yours,
Hisako Kotaka
Manager, CJK TECHPRO Section
Technical Processing Department
OCLC Services
Attachment:
cc: Mr. Gary Houk
Ms. Shirley Hyatt
Ms. Cynthia Whitacre
Mr. Andrew H. Wang
File