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MARC Record Exceptions Explained
FAQ overview
- How do I avoid getting an exception list when I upload files?
- Missing leader information
- Bad format specified in leader
- No standard numbers on record
- Invalid length LCCN number
- Invalid length ISBN number
- Invalid ISBN number
- Invalid length ISSN number
- Invalid UPC number
- Missing publisher information
- Missing publication/copyright date information
- Missing description information
- Too many ISBNs on record
- Too many matches in Iowa Locator
How do I avoid getting an exception list when I upload files?
Most exceptions can be eliminated by avoiding original cataloging, purchasing high quality MARC records from a MARC record supplier, and exporting the MARC records correctly from a local library automation system.
Missing leader information
The MARC record leader is the first 24 characters of a MARC record that describes how to process the record. This information is provided by a library automation system or from a MARC record supplier. It is never entered manually. If this information is missing, or contains invalid non-alphanumeric characters, it may be a textual representation of the item instead of a valid MARC record. Solution: Only submit true MARC records from a vendor, a MARC record supplier or created from a template inside a library automation system.
Bad format specified in leader
Character position 6 or 7 in the leader field indicates the type of MARC record. The following is a list of valid characters and the representative formats:- Language material
- Notated music
- Manuscript notated music
- Cartographic material
- Manuscript cartographic material
- Projected medium
- Nonmusical sound recording
- Musical sound recording
- Two-dimensional non-projectable graphic
- Computer file
- Kit
- Mixed material
- Three-dimensional artifact or naturally occurring object
If the character is not one of the listed above, the MARC record will be flagged as having an invalid leader record. The primary cause of this problem is due to non-cataloguing/non-MARC aware software, i.e., inventory control software, creating invalid records when converting the record from their native format to MARC.
No standard numbers on record
Each MARC record must contain at least one standard number. This aids in matching the submitted record against holdings currently in the Locator, and helps eliminate duplicate listings for the same title and format. The following is a list of standard numbers that are being checked for and the respective MARC tag and subfield they are found.- ISBN - MARC Tag 020/Subfield a and MARC Tag 024/First Indicator Value = 3/Subfield a
- LCCN - MARC Tag 010/Subfield a
- OCLC Accession Number - MARC Tag 035/Subfield a
- ISSN - MARC Tag 022/Subfield a
- UPC - MARC Tag 024/Subfield a/First indicator Value = 1
- Publisher Number - MARC Tag 028/Subfield a and b
The primary cause of no standard numbers on a MARC record is due to incomplete cataloguing due to brief records or 'on the fly' records in a library's catalog. Cataloguing records for non-book formats provided by many book publishers and book distributors are also incomplete, and do not provide at least the UPC or publisher number for that item.
Invalid length LCCN number
The LCCN in MARC tag 010 subfield a, must contain an 8 digit (pre-year 2000) or 10 digit (post year 2000) number representing the control number assigned by the Library of Congress.Invalid length ISBN number
The ISBN in MARC tag 020, subfield a, must contain a 10 digit or a 13 digit number (newer format) containing the numerals 0-9 and the characters x or X. It doesn’t matter whether hyphens are included or not. 13 digit ISBNs are also known as EAN-13, which many MARC record vendors place MARC tag 024, first indicator value of 3 or 1, and the ISBN-13 or EAN-13 in subfield a. As 13 digit ISBNs become fully implemented by January 1, 2007, most 13 digit ISBNs will be placed in MARC tag 020, subfield a. The characters x or X are not valid digits for a 13 digit ISBN.
Invalid ISBN number
The ISBN has failed the checksum operation. The last digit in an ISBN is a checksum which is a digit that is the product of a series of mathematical operations on the first digits that verify that the other digits are correctly entered into a system. The most common cause for this exception is transposed digits in the ISBN number on manually catalouged records.
Invalid length ISSN number
The ISSN in MARC tag 022 subfield a, must contain 8 digits, typically entered as a four digit number, a hyphen, followed by a four digit number. The ISSN can be entered with or without the separating hyphen.
Invalid UPC number
The UPC, or Universal Product Code, in MARC tag 024, first indicator value = 1, subfield a, must contain 12 digits. Also, due to some MARC record vendor cataloguing practices, 14 digit numbers with leading two zeros will be considered a valid UPC number.
Missing publisher information
MARC tag 260 subfields a and b are missing. MARC tag 260 must contain the location of the publisher in subfield a and the publisher name in subfield b.
Missing publication/copyright date information
MARC tag 260 subfield c is missing. MARC tag 260 subfield c must contain the date of publication or the copyright date.
Missing description information
MARC tag 300 is missing. MARC tag 300 contains the physical description information about the item, for example, extent, dimensions and other physical descriptions.
Too many ISBNs on record
There is more than one subfield a in MARC tag 020 or there are more than two 020 MARC tags on the record. Frequently records provided by book distributors will contain ISBN numbers for all of the formats available for that title, including hard back, paperback, sound recording, movie, etc. Any extraneous ISBNs that do not describe the item that is held by the library should be deleted from the record, before submitting.
Too many matches in Iowa Locator
More than one title is found in the Iowa Locator that matches the standard numbers (ISBN, ISSN, LCCN, OCLC#, UPC) found on the submitted MARC record. The submitted MARC record did pass all the established minimal MARC guidelines, but manual assistance is needed to match the submitted MARC record to the correct Iowa Locator title.
ILA/ACRL Support Staff Workshop