Admins: ebrary MARC records: RDA cataloging standards

Pursuant to the Library of Congress implementation of RDA cataloging standards March 31, 2013 and per our communication earlier in March, we remind you that beginning October 24, 2013, ProQuest ebrary started to provide RDA records for newly added titles.

It is important to note that there will be a mix of formats: RDA for newly loaded titles and AACR2 for MARCs loaded before October 2013.

We have taken the opportunity of this change to follow the Program for Cooperative Cataloging’s Provider-Neutral (PN) guidelines, which can be found here.

Highlighted below is a list of key fields are affected by the change to RDA/PN  to help you prepare for this change.

Further below is a link to a file of sample ebrary RDA/PN records you can use to conduct a test load.

If you have any questions about this change and how it impacts you, the ProQuest ebrary team at will be happy to assist you.

Tag Note/Example
000/18 Leader byte  18 set to ‘i’ for ISBD punctuation
010 LCCN for the print version moved from 010 to 776 $w
020 Each eISBN will be recorded in a separate 020 $a and pISBNs will be recorded in 020 $z and repeated in 776 $z
040 $erda  and $epn added, for example, $aCaPaEBR$beng$erda$epn$cCaPaEBR
1xx & 7xx $e for relator term added, when available
245$h Replaced by 336/337/338
260 Replaced by 264 with second indicator 1 used for place, name, and date of publication
264 For example, 264  \1 $aAmsterdam :$bJohn Benjamins Publishing Company,$c[2013]
300 Describes the ebook, for example: 

300 $a1 online resource (130 pages) :$billustrations

336 336  $atext$2rdacontent
337 337  $acomputer$2rdamedia
338 338  $aonline resource$2rdacarrier
533 Replaced by 590
588 Describes the source of description, for example: 

588 $a Description based on print version record.

588 $a Description based on online resource; title from PDF title page (ebrary, viewed May 26, 2013).

590 590   $aElectronic reproduction. Palo Alto, Calif. : ebrary, 2013. Available via World Wide Web. Access may be limited to ebrary affiliated libraries.
655 655  0$aElectronic books.
710 710   ebrary, Inc.  replaced by 797
776 Print version described in 776
797 797 2\ $aebrary.


Here’s another way of viewing the changes (click to enlarge)


Here is a sample set of RDA records (.mrc file) and their equivalent in AACR2 format.


Useful RDA resources:


ADMINS: ebrary’s MARC records are not “Authority Records”, but they’re based on Authority Records

“Authority Records” are different from the bibliographic MARC records that describe titles. They are records that document the “official” way to represent names or subjects for creating searchable headings. The Library of Congress maintains authority records, and those headings are used in the subject and main entry headings of our MARC records.

So in summary, ebrary MARC records are not authority records, but we use authorized headings from Library of Congress authority records in our MARC records.

Admins: ebrary’s MARC records format

MARC (MAchine Record Cataloging) is machine code that can be interpreted by Online Public Access Catalogs (OPACs).  If your library uses a catalog, we highly recommend you integrate and maintain your ebrary MARC records to provide maximum visibility of your ebrary titles for your patrons.

ebrary’s MARC records use MARC21 with MARC8 (based on ISO 2022) encoding. The records are delivered in .mrc format.  To view them, you need a program that reads .mrc files.  We recommend MarcEdit, which is a free, downloadable program.  See below for more info.

ebrary does not provide other formats (for example: UTF-8, UKMARC, text output). However, if your OPAC only supports text uploads, you can use MarcEdit to translate ebrary’s MARC records to .csv format (comma separated values).

MarcEdit allows you to view, translate, and split MARC records. Click to download MarcEdit. We recommend using the most recent version (v5.8 or newer).

Admins: Content additions and removals

The titles provided by ebrary frequently evolve and adjust as new ebooks become available from publishers.

  • Ebrary is constantly on the lookout for relevant new titles to add
  • Ebrary removes titles when:
    • Publisher loses rights to  title
    • A title goes out of print
    • Publisher changes the title access model.  For example, make them available only as perpetual-access, not via subscription
Access to your ebrary titles
  • If a title is added to one of your subscription collections, or if you purchase it as perpetual access, it is immediately searchable and accessible on your ebrary site
  • If a title is removed from one of your subscription collections, the title will be immediately inaccessible on your ebrary site
    • If a patron tries to use a bookmarked link to it and they’re not signed in to their ebrary account, they’ll get a “Document not found” error
    • If the patron is signed in, they’ll be shown a preview-only copy of the title (which means they can view a few pages, then are given an alert and cannot view additional pages)
  • Once you’ve purchased a title as perpetual access, you retain access to it in perpetuity.

You are notified of additions and removals via the MARC records page

  • When a title is added to your site, its MARC record is immediately available to you. To make an ebrary title discoverable via your library catalog, you’ll most likely want to load its MARC record into your catalog
  • If a title is removed from your ebrary site, you should immediately remove its MARC record from your catalog to prevent user confusion
  • ebrary auto-updates your ebrary MARC records page once a month on about the 20th of the month. To ensure you get all the recent changes reflected on your ebrary MARC records page, you need to click the “Update MARC Data” button

Admins: MARC records and PDA

The key feature of PDA is being able to provide a broader set of titles for your patrons – without having to purchase all those titles up front. With the PDA model, no distinction is made to your patrons about whether you’ve already purchased the title – they just know it’s a title you’ve made available to them.

You can restrict the set of titles you decide to make available in your PDA collections as narrowly as you’d like – you’ll want to be sure your active PDA collections only contain titles you’re happy to have purchased should they encounter sufficient usage.

For your PDA collections to be useful, it is important that they be discoverable.

We provide you with a MARC record for every title in your PDA collection as soon as you make that PDA profile active.  That way, you can load those MARC records into your catalog so the titles in your PDA collection will be discoverable through your catalog.  (Your PDA-discoverable titles are also shown in your Holdings report under the profile’s collection.)

When a PDA-discoverable title is triggered for purchase, we don’t send a new MARC record for it – the assumption is that you had uploaded the title into your catalog when we initially sent the MARC record for it.  (Once purchased, the title will be in the “All Perpetual” collection in your Holdings report, not the profile’s collection.)

If a title becomes no longer available as PDA discoverable, we provide you with a MARC-delete record for it, and you should remove the title from your catalog.  A title becomes no longer available as PDA discoverable if:

  • You manually remove the title from your PDA collections
  • The publisher makes the title ineligible for PDA
  • The PDA collection the title is in is disabled (which makes all the titles in that collection no longer available).  Causes for this:
    • You manually pause a PDA profile by unchecking it’s “PDA” and “Loan” boxes
    • You manually delete a PDA collection
    • The associated Fund Code runs out of funds or you pause it
  • Your PDA account runs out of funds (which makes all of your PDA-discoverable titles no longer available)

To distinguish your PDA discoverable MARC records from MARC records in a subscription collection (for example, Academic Complete):

  • Assign a Fund Code to each of your PDA profiles
  • MARC records for titles in subscription collections don’t have a 981 field
  • MARC records for titles in a PDA profile with a fund code have a 981 field with the fund code specified, for example:
    • =981  \\$bPsyGroup