LOCAL VALIDATION DATA

Local Validation Data is MARC validation information that is entered by the cataloger. There are two common uses for Local Data.

The first is when the library has cataloging practices which conflict (or conflicted in the past) with the current MARC standards. In this case, each record may contain a data element which produces a validation error. One way to remove this validation error is to enter the offending data element into the Local Validation table and set its message group to 'Valid'. (Another way to do this is to use the Cancelled Message feature).

The second common use for Local Data is when the library wants to be alerted to a cataloging practice which is not being flagged by the current standards. In this case, the record may pass validation, but contains a data element or value which the cataloger needs to check. The simplest way to create such an alert, is to add the data element as Local Data, and set its message group to 'Library-Defined'.

SETS

We use the term 'Set' to refer to any group of decisions that you have saved. You can create more than one Local Validation set; or to put it another way, you can create multiple local validation databases. Sets are useful if you frequently work on files from different sources, or files of different types of records, and would like to configure the program accordingly.

The default Local Validation set is called 'DEFAULT' and is empty. You cannot make changes to the default set (i.e. it must always be empty).

CREATING A NEW SET

To use the Local Validation feature you must first create a new set: Select 'Create new set' from the 'File' menu, then enter a name for your set (eg. 'My Validation Data'), and click 'Save'.

This new set will become the current set and you can now add MARC data elements to it using the Data Entry Form.

DATA GRID VIEW

The Data Grid view (which is the default) presents all Local Data that you have entered as a table. In this view you can perform several actions.

The currently active set appears in BLUE at the top of the screen, followed by the list of the data elements that you have added. If you have created more than one set, you can switch from one set to another by clicking on the down arrow (which will open a list of all of your saved sets).

DATA ENTRY FORM

To enter data into the local validation table, click on the Data Entry button next to the current setname at the top. The steps to complete the form and add a local validation item are as follows:

MARC TAG

Enter the MARC tag (enter any tag between 000 and 999). The Tag field is the only required field on the form.

MARC FORMAT

Select Bibliographic, Authority, or Community Information. Or, select any sub-type (Books, Computers files, etc.) for Bibliographic format records.

DATA TYPE

Select one of Tag, Indicator 1, Indicator 2, or Subfield. If you have entered a fixed field (like 008) in the MARC TAG box, the DATA TYPE will instead provide a menu of all of the fixed field values (according to the MARC FORMAT selected above).

DATA VALUE

Enter the 'Data Value' that the program should look for. In the current version of the program, the data value must be a one-byte code for a printable ASCII character (0..9, a..z, or a blank space). Because of this limitation, you may not add an entry for a multi-byte fixed field element (like the Language Code). This shortcoming should be addressed in a later version.

NOTE: Athough an uppercase code (A..Z) can be entered here, it can only be flagged as 'Valid'. For example, you can add 000/22 = 'A' to your local table and set the Message Group to 'Valid', but you could not set the Message Group to 'Library-Defined' because the value ('A') is uppercase. This is a program limitation.

MESSAGE GROUP

Choose one of the available message groups. Remember that if you select 'Valid', the data will be ignored; selecting any of the other message groups will cause the records containing the data specigied to be flagged.

NOTES:

Each message group has its own color code when running in Record-By-Record mode. Also note that Non-repeatability (NR) cannot be specified for a specific record type within the MARC Bibliographic format. If, for example, you create an entry that says that tag 260 is Non-Repeatable for Serials, the program will pop-up an advisory message, and change the Record Type to 'All Bib Types'. The reason for this limitation is to follow the logic and strcuture of MARC21.

MESSAGE

Enter a message to explain why the data has been flagged. You can enter up to 254 characters in this box.

When you are finished, click the Add button to save your local message. When you are finished entering local data, click the Done button to save your changes and exit.

ENABLE/DISABLE A MESSAGE

To enable or disable a message, scroll down through the list looking for the message that you want to change, and when you find it, enter 'Y' or 'N' as appropriate.

DELETE A MESSAGE

To permanently delete a message from your Local Data table, select the message in Grid mode and then press <Ctrl><Delete> (hold down the <Ctrl> key then press the <Delete> Key). The program will prompt you to delete the message.

CHANGE A MESSAGE

The message field is the only field (other than enable/disable) that can be edited. Simply click on the message in Grid mode that you want to change and begin typing.

When you are finished making changes to your local data, click the Done button to save your changes and exit.

If you neede to edit other fields, delete the message and re-add it.

HOW LOCAL DATA IS IMPLEMENTED

If the same MARC data element is present in more than one validation table, the last table consulted will have precedence. In MARC REPORT, the program always consults the Local Data table last, after all the MARC standards have been applied.

Thus, if a data element is considered invalid or obsolete according to the LC tables, but valid according to the Local Data table, the end result will be that the data element is validated.

On the other hand, if a data element is considered valid by LC, but is flagged by the Local Data table, the end result is an alert message similar to the messages that occur when invalid MARC data is found.

TMQ has implemented this design so that the cataloger is able to modify the way that MARC Report validates records without needing to modify current MARC standards.