ADVANCE Error Messages

Sometimes before you can file a record in ADVANCE, you must correct some tagging and coding errors. Here are the most common:

1. Missing 040
   If the record does not contain an 040, add subfield d with NNU.
   
   
2. Invalid encoding level Select "L" for Leader, and change the value in Encoding level (line 5) to blank (for new cataloging) or 1 (for recon). Then file.
   
   
3. Invalid indicators Most 1XXs and 7XXs should have a numerical value in the first indicator, but a blank (B) for the second indicator. However,
   
   • 740s are usually 0B
   • 240s have to be changed to 10 (delete initial article if present)
   • 630s should be changed to 00 (delete initial article if present)
   • 440 indicator 2 should be the number of non-filing characters in the title, including a space before first significant word (e.g., a title beginning with "The" will have 4 non-filing characters, while a title beginning with "A" will have 2)
     
     
4. No longer valid fields and subfields Many fields, and some sub-fields, should be deleted completely. These include:
   • 051
   • 1XX subfield e (ed., comp., tr., etc.)
   • 241
   • 350
   • 6XX subfield x Addresses, essays, lectures
   • 7XX subfield e (ed., comp., tr. etc.)
   • 910
   • 950
   • 980
   • 997
     
     
5. Fill characters in 008 Fields in the 008 may have a fill character ( | ) instead of the correct value. These must be filled in before the record can be filed.
   1. Date entered on file
      supplied by ADVANCE
   2. Type of date code
      usually s, for single publication date; or t for publication date and copyright date. Occasionally m for multiple dates, and n for unknown date or q for questionable date.
   3. Date 1
      if single date, publication date
   4. Date
      blank if single date, Date 2 is for copyright date, or second of two multiple dates.
   5. Place of publication
      Consult librarian or MARC code list for countries in BTECH. The most common ones are nyu for New York, enk for London or anywhere in England, cau for California, mau for Massachusetts, etc.
   6. Illustrations
      a if book is illustrated, blank if not illustrated. Some types of illustrations have special codes and the code(s) should match the 300 subfield b (e.g. maps = b, ports. = c, plans = e, plates = f)
   7. Target audience
      blank (unless book for juvenile readers)
   8. Form of item
      a if item is a microform, b if it is a microfiche, r if it is a photocopy, blank in all other cases
   9. Nature of contents
      b if item contains bibliographies, blank in almost all other cases (usually matches subject headings or notes)
   10. Government publication
       f if federal or national government publication, s for state, provincial, government publication, l for local, u if unknown if it is a government publication and blank if it is *not* a government publication
   11. Conference publication
       1 if it is a conference publication, 0 if it is not a conference publication.
   12. Festschrift
       1 if item is a festschrift, 0 if item is not. A festschrift is a collection of essays issued in honor of an eminent person, usually on the occasion of an anniversary celebration.
   13. Index
       1 if item has an index, 0 if it does not
   14. Literary form
       1 if item is fiction, 0 if it is not; or since late 1998, may be more closely described, e.g. f for novels, j for short stories, p for poetry
   15. Biography
       a for an autobiography, b for an individual biography, c for a collective biography, d if item contains significant biographical information, and blank if item has no biographical material
   16. Language
       3-letter code representing language of item, to be found in the MARC code list for languages in BTECH. The most common ones are eng for English, fre for French, ger for German, spa for Spanish, jpn for Japanese, etc.
   17. Modified record
       blank
   18. Cataloging source
       blank if Library of Congress, d if another library, and u if unknown