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Support - EBSCO Help


Q. What fields are included in machine-generated MARC records?

Machine-generated records are brief and consist of the following fields:

001 003 007 008 035 040 042 222 245 500 530 650 773 856

The 245 field is the full title (as found in the EBSCO title database) placed in the $a subfield.

Q. With what "standards" do EBSCO's MARC records comply?

EBSCO's records comply with MARC21 standards. For more information on this format and associated field definitions, please refer to:

In addition, records comply with MARC record guidelines for journals in aggregator databases drafted by the PCC (Program for Cooperative Cataloging) Task Group.

Q. Does EBSCO export all fields from the original MARC record?

No. In order to minimize confusion, EBSCO automatically omits a number of fields pertaining only to print titles from our MARC records. Below is a list of all fields that are included in EBSCO’s MARC records if they are available on the original record:

008 010 035* 050 060 070 074 080 086 100 110 111 222* 245 246 250 260 310 362 400 410 411 440 500 501 502 504 505 506 507 508 511 513 514 515 516 518 520 521 522 524 525 534 535 536 538 540 541 544 545 546 547 550 551 555 556 561 562 565 567 580 581 583 584 585 586 600 610 611 630 650 651 652 653 654 655 656 657 658 700 710 711 720 730 780 785 800 810 811 830

* Included as an option.

Q. How are EBSCO’s MARC records corrected and changed?

EBSCO relies on CONSER members to correct records (e.g., fixing typographical errors or updating publisher information) and submit them through normal channels. EBSCO subscribes to the CONSER data from the Library of Congress, and regularly updates the files on our computers. By re-matching and reloading the records each month, any changes made by CONSER members are automatically applied to the EBSCO record sets.

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Q. How often are MARC records distributed?

Files are updated and distributed to customers each month.

Q. Does EBSCO provide title lists in file formats other than MARC?

Yes. Customers who subscribe to Full Text Finder® can download a complete title list of their selected holdings through EBSCOadmin Holdings Management using the Download feature.

Q. How does a customer obtain the updated MARC files?

Once a customer has signed up for HLM with MARC Updates, the files are made available monthly, and placed on an FTP server. Customers receive an e-mail notification when files are ready for retrieval.

Q. How are the EBSCO MARC record files named?

If you have chosen to receive a complete file of MARC Records each month, the file name will look like this:


Where: CUSTID is the customer's HLM account number
            yyyymmdd are the year, month, and day the file was created.

If your institution receives updates only, then you may be sent up to three MARC files each month (one for each transaction type). The format for these file names are:

EBZ-CUSTID-yyyymmdd-add.marc - (added records)
EBZ-CUSTID-yyyymmdd-chg.marc - (changed records)
EBZ-CUSTID-yyyymmdd-del.marc - (deleted records)

In addition to the MARC files, you will receive a Microsoft® Excel spreadsheet detailing the changes to your account.

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Q. We have chosen to receive our EBSCO MARC Records as Updates Only but do not always receive three MARC files. Why?

The Updates Only option puts added records in one file, changed records in another, and deleted records in a third file. Not every run, however, will have records in each of these categories. Files are created only when records of that transaction type exist.

For example, you will only receive a deleted records file if you have any MARC records for titles which need to be completely removed from your catalog (because you no longer have any access to the titles). If you retain access to a title through another resources, this is considered a “change” and not a “delete”, as other instances of the title remain in your MARC records file.

Q. A new title was added to one of our databases/packages. However, the corresponding record was not found in our MARC Records "adds" file. Why not?

Your institution has chosen to separate your EBSCO MARC Records into three separate files: Adds, Deletes, and Changes. The information contained in each of your MARC Records files is based on your institution’s individual holdings. While the title was added to a new database/package, it was already part of your collection, either as an individual e-journal or within another database or package. This means that your institution has already been receiving a MARC record for the title. Therefore, the record you are looking for is in your "Changes" file, and reflects the new addition of the 773 and 856 fields.

Q. Why does EBSCO include a uniform title in the MARC records?

If your institution loads the EBSCO MARC records as separate records, two titles will appear in the library catalog when a user performs a search for that title. However, if your library catalog has been set up to show the uniform title (where one exists), the EBSCO title automatically includes (Online) at the end, thus helping the end user differentiate between the online and print versions of the title.

The uniform title option is available to all HLM with MARC Updates customers.

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Q. Why does EBSCO include all 035 fields in the MARC records?

The 035 field contains control numbers for a given record and identifies the organization or service to which this control number applies. Libraries commonly use the 035 field when loading MARC records into a catalog to verify if the record already exists. All EBSCO records include a 035 field which identifies the EBSCO control number. As an option, the library can elect to include all 035 fields that were on the original CONSER record - including the OCLC control number.

When a library elects to have only one record in the catalog for a given title, the EBSCO record needs to be matched to existing records so that the 856 field from the EBSCO record can be added to the existing record. By including all 035 fields, the OCLC number will be included in the EBSCO record. The OCLC number can then be used as a match point for appending the electronic holdings information onto an existing record.

Note: Libraries who use separate (from print) records for online versions of a title should not choose to include all 035 fields; only the EBSCO 035 field should be included. On occasion, the loading software will automatically try to use the 035 field to match and update records. As a result, EBSCO records may overwrite existing print records if all 035 fields are included.

Q. What does a CONSER-derived EBSCO MARC record look like?

Below is an EBSCO MARC record derived from CONSER data: 

Leader: 02000cas 22004092a 4500 001 ebs583e 003 EBZ 006 m d |||||| 007 cr|unu|||||||| 008 790226c19799999dcubr1p 0 a0eng d 022 $y0190-2946 035 $a(EBZ)ebs583e 040 $aEBZ 042 $alc-m 050 4$aLB2301 130 0 $aAcademe (Washington, D.C. : 1979 : Online) 245 00$aAcademe$h[electronic resource] :$bbulletin of the AAUP. 260 $aWashington, D.C. : $bAmerican Association of University Professors,$cc1979- 310 $aBimonthly,$b1981- 362 0 $aVol. 65, no. 1 (Feb. 1979)- 500 $aTitle from cover. 515 $aIssue for Jan./Feb. 1984 not published. 610 20$aAmerican Association of University Professors$xPeriodicals. 650 0$aCollege teachers$zUnited States$xPeriodicals. 710 2 $aAmerican Association of University Professors. 773 0 $tAcademic Search FullTEXT Premier 773 0 $tProfessional Development Collection 776 1 $tAcademe (Washington, D.C. : 1979)$x0190-2946 $wocm04688683 $w 79642918 780 00$tAAUP bulletin$x0001-026X$w(DLC) 91651538$w(OCoLC)1846776 780 05$tAcademe (Washington, D.C. : 1967)$g1979$x0001-3749 $w(DLC)sn 78000508$w(OCoLC)1460599 856 40$3Full text available: 2002 -. $zAvailable in Academic Search FullTEXT Premier. $u 856 40$3Full text available: 2002 -. $zAvailable in Professional Development Collection. $u

Q. What does a machine generated EBSCO MARC record look like?

Below is an example of a machine-generated EBSCO MARC record: 

Leader: 00850cas 22002172 4500 001 ebs88822e 003 EBZ 006 m d |||||| 007 cr|unu|||||||| 008 030502c 9999xx uu p 0 0eng d 022 $y1537-260X 035 $a(EBZ)ebs88822e 040 $aEBZ 042 $anoncon-m 130 0 $aAcademy of Management Learning and Education (Online) 245 00$aAcademy of Management Learning and Education$h[electronic resource]. 773 0 $tBusiness Source Elite 773 0 $tBusiness Source Premier 856 40$3Full text available: 2002 -. $zAvailable in Business Source Elite. $u 856 40$3Full text available: 2002 -. $zAvailable in Business Source Premier. $u

Q. How does EBSCO handle MARC records if no matching CONSER record is found?

In cases where the CONSER record is not found, our systems automatically create a Machine Generated Record (MGR) with very brief information that conforms to the guidelines set forth by the PCC (Program for Cooperative Cataloging, Library of Congress)Task Group.

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Why does the number of records in my MARC file not match the number of updates in my Excel spreadsheet?

The number of records in your MARC file reflects the number of unique titles in your collection. The Excel spreadsheet that is sent to you each month gives you a breakdown of changes, adds, and deletes for those records. For example, if a unique title was removed from one package, that’s a delete. Then if it was added to another package, that’s an add--two changes for one title. So the spreadsheet may consistently present a higher number than the number of records in your MARC file.

Are OCLC numbers included in MARC records?

The original OCLC number is retained in the 035 field of our MARC records. In cases where the record has been derived from the CONSER record of the print journal, there will be at least two 035 fields; one for the EBSCO control number for the record and the other for the original OCLC control number.

Do EBSCO custom MARC records include a Uniform Title field?

Uniform Title fields can be added to our custom MARC records by special request.

The Uniform Title, which is added to the 130 (or 240 field if fields 100, 110 or 111 already exist) is essentially the main title with "(Online)" added. This is useful for OPACs that have special Uniform Title handling as it is a good indicator to the end user that the given resource is an online resource.

EBSCO customers who would like to receive custom MARC files with Uniform Titles included are invited to contact Technical Support.

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See also:

How are EBSCO's MARC records altered to meet the guidelines specified in the MARC-21 standard?