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Machine-Readable Accessions (MARA) Guidelines for Contribution to the National Union Catalogue

5. Reporting procedures

A library can report its entire file, including monographs, continuing resources, audiovisual materials, maps, etc. The type and scope of the bibliographic records that are reported by a library are mutually agreed on by the reporting library and the Union Catalogue. This is an open agreement that can be modified at any time (e.g., a library may initially report only current monographs, and subsequently decide to report retrospective monographs and/or continuing resources). To modify a reporting arrangement, the reporting library must notify Library and Archives Canada.

5.1 Record selection

The selection of records for ongoing reporting should be based on:

  • Records added or new to the file since the last report was generated;
  • Records and/or holdings statements corrected or revised since the last report was generated;
  • Records deleted from the file since the last report was generated.

NOTE: Libraries are asked to omit, if possible, records created for the sole purpose of managing circulation and interlibrary loans. If it is not possible to omit these records before sending the MARC file, libraries should alert the Union Catalogue to the presence of these records in their file.

Complete records must be submitted, with the appropriate record status indicated. Record status appears in the leader, character position 5. This element is mandatory.

5.1.1 New records

New records must be coded "n" in the leader, character position 5. During ongoing reporting, all records not previously sent should be coded as new records.

5.1.2 Changed records

Changed records may be coded either "c" or "n" in the leader, character position 5. Changes to records already sent are defined as the addition and deletion of location information and changes in holdings. A record matching one previously loaded into AMICUS will match on its MARA control number (i.e., MARC tag 001), and changes will be made to the tag 850 (holdings statements). Bibliographic changes will not be transferred to the AMICUS record.

5.1.3 Delete records and withdrawals

If a bibliographic item is withdrawn from the collection of the reporting institution, a delete record should be sent.

For all deleted records, leader, character position 5, must be set to "d". Delete records generated for records defined as retrospective should not be sent until the retrospective file has been loaded.

If a library is unable to send deletes via MARA, it can use the Update Locations on AMICUS Web service to delete the appropriate holding in AMICUS. For more information on the Update Locations feature of AMICUS, please contact the Union Catalogue.

5.2 Procedures for ongoing reporting

5.2.1 Schedule

When testing is completed, the MARA participant is ready to send reports on an ongoing basis. A reporting schedule will be determined in consultation with the Union Catalogue. It is suggested that large libraries send reports at least quarterly. Smaller libraries may prefer annual reporting. The Union Catalogue monitors MARA reporting, and must be notified when a library wishes to change its agreed-upon reporting schedule.

5.2.2 Changes to library automation system

If a contributing MARA library upgrades or changes its library automation system, then the library must notify the Union Catalogue, and submit a new test file for verification. No records from said library will be loaded during the verification of their test file. If necessary, the library's conversion will be modified to accommodate the MARC record export format of their new library automation system. Only when such modifications are completed, and tested, will the conversion and loading of the reporting library's records resume.

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