Official State of Iowa Website
Agencies A-Z
Programs & Services

MARC Record Feedback Error Information

Error in Leader

The leader is the first 24 characters of a record. Each position has assigned meaning, but much of the information in the leader is for computer use. Locator processing checks each position and issues error messages for five elements:

  • record status
  • record type
  • bib level
  • indicator count
  • subfield count

Fixing these errors:

When using MARC record creation or editing programs, ensure that any leader data elements that require input are correctly filled in.

When purchasing MARC records, ensure that the vendor is supplying all the necessary leader data elements.

Minimal MARC Errors

In addition to the checks listed above, Locator processing also checks each record for field 100 Main entry – Personal name (primary author),  field 245 Title Statement, and field 250 Edition Statement. If one of these is missing the error will read “Minimal MARC error”.

Fixing these errors

When using MARC record creation or editing programs, ensure that fields 100, 245, and 250 (or the equivalent) are correctly filled in.
When purchasing MARC records, ensure that each MARC record contains fields 100, 245 and 250 (or the equivalent) and that the data is accurate.

Error in Directory

  • MARC length error

  • Incorrect entry map

  • MARC encoding error

  • MARC structure error

These four errors are related to the directory which immediately follows the leader and usually means the MARC record has been corrupted during a conversion, or it is simple file corruption.  MARC encoding and structure errors occur when the record is exported in a format other than US-MARC or MARC21.

Fixing Directory Errors:

If most or all of the records have this error, there was most likely a problem that occurred during the export and upload process. Re-export the records from your local system and re-upload the new file.

Ensure that the records are exported in US-MARC or MARC21 format.

Error in field 300

Locator processing looks for data in any subfields of field 300 (Physical description) and uses this data, in conjunction with a standard number, when searching existing records in the Locator looking for a match.

Fixing these errors:

When using MARC record creation or editing programs, ensure that field 300 any subfields are correctly filled in.
When purchasing MARC records, ensure that the vendor is supplying field 300 any subfields, and that the data is accurate.

Error in field 008

The 008 field is referred to as Fixed-Length Data Elements, or Fixed Field Codes. Its 40 characters contain important information, but in abbreviated form. Locator processing uses information found here to match records when loading records into the Locator and adding holdings to existing records.

Fixing these errors:

When using MARC record creation or editing programs, ensure that any Fixed-Length data elements that require input are correctly filled in. In some programs, data for field 008 is pulled from other fields. Ensure that field 260, subfield c (Date of publication) is present and correct.
When purchasing MARC records, ensure that the vendor is supplying all the necessary Fixed-Length Data Elements data elements.

 

Field 008 pages from Cataloging with AACR2 & MARC21

Field 008 instructions and worksheets in PDF

 

Error in field 260

Locator processing looks for data in subfield a and b (place of publication and name of publisher), and subfield c (date of publication) and uses this data, in conjunction with a standard number, when searching existing records in the Locator looking for a match.

Fixing these errors:

When using MARC record creation or editing programs, ensure that field 260 subfields a, b, and c are correctly filled in.
When purchasing MARC records, ensure that the vendor is supplying field 260 subfields a, b, and c and that the data is accurate.

Error in Standard Number

Each MARC record must contain at least one standard number. Locator processing uses the standard number to match the submitted record against records currently in the Locator, and helps eliminate duplicate listings for the same title and format. Locator processing checks for these standard numbers in these fields:

  • ISBN  Field 020/Subfield a
  • LCCN - Field 010/Subfield a
  • OCLC Accession Number - Field 035/Subfield a
  • ISSN - Field 022/Subfield a
  • UPC - Field 024/Subfield a/First indicator 1

The primary cause of no standard numbers on a MARC record is incomplete or minimal cataloguing for entering “fast adds” records or “on the fly” records in a library's catalog.

SILO Processing

*The record is only required to have _a_ standard number (010,020,022,024,035).

*File processing continues to add standard numbers to the record as it finds them. The
match / merge will iterate over each standard number until it finds a matching record in
the Locator.

*Match / merge searches the standard numbers in this order (if the numbers
exist): OCLC Number (035), LCCN, ISBN, UPC, ISSN, ISMN, EAN  (0243)

*SILO currently accepts OCLC numbers in the following forms; all spaces are removed before
processing:

ocmNNNNNNNN   - 'ocm' followed by exactly 8 digits
ocnNNNNNNNNN  - 'ocn' followed by exactly 9 digits onNNNNNNNNNN  - 'on' followed by 10
digits or more (OCoLC)N[1-9] - '(OCoLC)' followed by 1 to 9 digits
 

Fixing these errors:

If possible, exclude “fast adds” or “on the fly” records from the export.
When using MARC record creation or editing programs, ensure that any standard number data elements are correctly filled in.
When purchasing MARC records, ensure that the vendor is supplying at least one standard number.

Records that appear to be online resource items - Form of Item Explained

    • Online resources are excluded from the Locator database and will no longer appear in search results.  MARC records for eBooks, such as those from OverDrive, are cataloged as online resources.
    • Some records for eBooks may still be found in the Locator, but they are improperly cataloged as print material.  If you find a bib record in the Locator for an eBook, please report it using the "Report Record" button in SILO ILL.
    • Bib records for electronic resources, such as materials on physical media, and direct electronic resources, such as Playaways, are retained in the Locator.
    • SILO processing of this type of MARC record has changed a few times over the years.  Several years ago SILO processing excluded all electronic resources from the Locator.  Later, SILO processing included them again, because some libraries were willing to loan Playaways and other electronic media.
    • Due to changes in cataloging rules, eBooks are now cataloged as a newer Form Of Item called an online resource.  This makes it easier to exclude materials that are only available with an account over the Internet such as eBooks from OverDrive.
    • The online resource record titles are listed on the email reports that daily file processing sends out. This is an example of how the title is flagged as appearing to be an online resource record:
      • "Record will not be processed - appears to be an online resource - One of the Boys [electronic resource]. by Magariel, Daniel"


The definitions SILO Processing is following for online resource, direct electronic resource, and electronic resource are available on the Library of Congress website.  The definitions are part of field 008, character position 23, and use the codes o, q, and s.

o - Online
The resource is accessed by means of hardware and software connections to a communications network. If a distinction between types of electronic resources is not necessary, code s can be used as a generic code for any form of electronic resource.
q - Direct electronic
Storage on a directly accessible tangible recording medium, e.g. disc, tape, playaway device, flashdrive, portable hard drive, etc. If a distinction between types of electronic resources is not necessary, code s can be used as a generic code for any form of electronic resource.
r - Regular print reproduction
Eye-readable print, such as a photocopy.
s - Electronic
Intended for manipulation by a computer. The item may reside in a carrier accessed either directly or remotely, in some cases requiring the use of peripheral devices attached to the computer (e.g., a CD-ROM player). This code is not used for items that do not require the use of a computer (e.g., music compact discs, videodiscs). This code can be used as a generic code for any form of electronic resource.
 
Codes o and q may be used if there is a need to separately identify online and direct electronic resources.