2 Purpose

By recording materials in the Registry, institutions are signaling the intent to preserve and maintain the accessibility of the described materials over an extended timeframe. This implies that materials are digitized, complying with established standards and best practices, and that they are stored in professionally managed systems. When registered, materials should already be digitized, or be in an active queue for digitization. A use copy (a network-accessible, but not necessarily free, copy) of any material registered must be available on-line to the general public. Where digitally reformatted materials are concerned, reproductions should be of meaningful bibliographic entities.

These guidelines detail which MARC 21 elements should be used to describe materials that an institution intends to digitize, either from existing paper- and/or microfilm-based materials (“intent to digitize”), as well as born digital materials, and to endorse the standards by which the registered objects have been digitized. The guidelines support Registry-required elements and where best to enter that data using MARC 21.

The guidelines also provide information about whether a specific item has already been digitized, and if so, whether the digitization has been done at an adequate level such that another digital copy is not required, what institution is responsible for the digitization, and what materials are available.

3 Implementation Guidelines

The MARC record should have a description of the born digital object or a digital reproduction. It should reference detailed holdings when appropriate. The metadata may be derived either from inspection of the physical material, microform, or the digital object itself. One bibliographic record could represent all versions of an item, but it is recommended that a separate record be created for each manifestation when physical formats and system requirements differ from the original form of an item/object.

Since use of the guidelines is necessary to promote future development and extension of the Registry, we encourage all institutions with access to local systems and/or utilities to use the Registry elements and MARC 21 as described in this document and in the two DLF papers. The guidelines were produced under the aegis of the DLF Digital Registry Working Group.

The following MARC 21 fields may be used to record DLF Registry information as described in the guidelines:

· 007/11 for source of a digital file

· 007/13 for access and/or preservation elements

· 042 for identification of DLF Registry materials

· 506 for access restrictions

· 533 for reproduction notes

· 534 for original production notes

· 538 for system information

· 583 for preservation/reproduction actions and/or links

· 856 for additional electronic resources

4 When to Use the Registry

The following table describes the type of item available--1) Master Only 2) Use Copy Only 3) Master/Use Copy 4) No Master/No Use Copy--and whether to include that type of item in the Registry or not:

Type of Item	Inclusion in the Registry
Master only	Yes, if you indicate that you are willing to allow an access surrogate to be created.
Use copy only	No, a bibliographic record may not be within the subset that represents the Registry, but may be in OCLC WorldCat.
Master/Use copy	Yes, may reside in the Registry.
No Master/No Use copy	No, may not reside in the Registry.

5 How Does This Fit in With What Your Institution is Doing or Intends to Do?

There may already be digitization projects at your institution or you may be planning to digitize materials in the future. You may already require or have accessible the technical and preservation information standards used to digitize materials. The registry and use of standard metadata can be used as verification of your digitization or intent to digitize methodology, that you conform to standards and best practices, provide consistency when describing digital or queued materials, and commit to maintain and preserve digitized materials for the long term.

Whether you add new bibliographic records for digitized materials or update existing records for print materials with intent to digitize information, searching and contributing to the Registry may help determine what to or what not to digitize for your or any other institution.

6 Contribution to the Registry (via OCLC WorldCat)

There are several options for contribution to the Registry:

Adding records for materials not in WorldCat
- Online input
- Online import – may import a file of up to 100 records in OCLC Connexion
- Offline batch import – may batch a file of records

Updating existing records in WorldCat
- Online input – incorporate registry information into current workflow
- Online import – not available for updating
- Offline batch – not ready, available in the late 2004

7 Access to Registry Records

OCLC availability and access to Registry records: When Registry records are available, they may be searched in OCLC FirstSearch WorldCat database with the label “ac”. A typical search would be “ac=dlr”. Access through OCLC Connexion will be available at a later date.

8 Digital Registry Elements

This table is a summary of MARC 21 elements to be used to satisfy Digital Registry elements.

Digital Registry Elements	MARC 21 Field/Subfield or Use of Elements	Notes
Bibliographic Description Reproductions should be described following bibliographic conventions used in contemporary cataloging utilities, such as OCLC WorldCat and integrated library systems.		Follow standard practices when creating new bibliographic records or modifying existing records, depending on the system/utility used.
Registry Identifier This element satisfies the following Digital Registry requirements. [2] Access. Intended for trained staff looking to see if a known item has been archived. Indicates that this item is in the Digital Registry. Visibility as entity. Ability to access only registered materials in searching and harvesting.	042 Authentication Code (NR)	dlr - Digital Library Registry. To be used as a “digital registry dingbat” or Registry Identifier for searching, sorting and/or display purposes.[3]
Master/Use Copy Identifies at a high level a description of the technical standards used for the master or use copy. To be included in the Registry, the object must be available for use. Master/Use Copy (cont.)	007 Computer File (R) /11 Antecedent/Source 007 Computer File (R) /11 Antecedent/Source (cont.)	Gives information about the source of a digital file important to the creation, use and management of digitally reformatted materials. As 007 is repeatable, multiple 007s may be used to identify the master and/or use copy.
		a – File reproduced from original. Indicates that the content has been created by digitization of the original item.
		b – File reproduced from microform. Indicates that the content has been created by scanning from microform.
		c – File reproduced from computer file. Indicates that the file has been created or copied from an existing file, such processing an existing file with OCR software.
		d – File reproduced from an intermediate (not microform). Indicates that the content has been created by reformatting / digitizing from an intermediate other than microform.
		m – Mixed. Indicates that the images have been created from mixed sources (portions scanned form original item, portions scanned from microfilm, etc.).
		n – Not applicable. Indicates that this file was created other than those created during a reformatting process
		u – Unknown. Indicates that the antecedent or source of this reformatted computer file is not known.
	007 Computer File (R) /13 Reformatting Quality	In the context of the Digital Registry, the following 007/13 codes may be used to identify access or preservation elements in conjunction with fields 533, 583, and/or 856. As 007 is repeatable, multiple 007s may be used to identify the master and/or use copy.
		a – Access. Indicates the computer file is of a quality that will support current, electronic access to the original item (reference use), but is not sufficient to serve as a preservation copy. Used for the “Use” copy.
		p – Preservation. Indicates the computer file was created via reformatting to help preserve the original item. The capture and storage techniques associated with preservation files ensure high-quality, long-term computer files that warrant long-term protection. Used for the “Master” copy.
Precise Holdings For multi-volume and continuing works such as journals, a description should be recorded in standard holdings notation of the precise issues and volumes being archived. As OCLC does not use MARC21 Format for Holdings Data, fields 533, 534, 583 and/or 856 may be used in combination to record holdings information. Master or use copy. Precise Holdings (cont.)	533 Reproduction Note (R)	Holdings information may be recorded here. May also be used in conjunction with field 856 $3 pointer to external “detailed holdings”.
	$a Type of reproduction.	$a - Contains the introductory phrase which identifies the type of reproduction being described.
	$m Dates and/or sequential designation of issues reproduced (R)	$m - Contains the sequential designation and/or dates of publication of the original issues that have been reproduced, such as Vol. 1, no. 1 (Apr. 1983)-v. 1, no. 3 (June 1983)
	$n Note about reproduction (R)	$n - Extent of item. Contains a note pertaining to the reproduction, such as $n issues for 1854-1856 on reel with: Journal of the American Temperance Union and the New York prohibitionist, v. 21, no. 7 (July 1857)-v. 24 (1860).
	$3 Materials specified (NR)	$3 - Contains information that indicates the part of the described material to which the field applies.
	534 Original Version Note (R)	Contains information that describes the original production of a work. The reproduction is described in the main portion of the bibliographic records. Details relevant to the original are given in field 534 when they differ from the information describing the reproduction. Recommendation: when describing the reproduction, preferred usage is field 533 field over field 534 with the body of the record describing the original.
	583 Action Note (R)	A copy-specific field that contains information about processing, reference, and preservation actions.[4] For those using the field to record digitization and preservation activities, a standardized list of actions, Preservation & Digitization Actions: Terminology for MARC 21 Field 583, is being drafted. A link to an LC URL is forthcoming. Record actions such as “will digitize” and “text markup” – with 583 $a and $i used in combination. Terminologies used in examples are from the draft document.
Precise Holdings (cont.)	1^st indicator # no information provided 0 Private 1 Not private NOTE: Use of these indicators while approved by MARBI have not yet officially been announced by the Library of Congress. When published (October 2004), it may be six to nine months before implementation.	1^st indicator # - Indicates that no information has been provided for whether or not preservation and digitization information is intended to be public or private. 1^st indicator 0 – Indicates that preservation and digitization information is intended to be private. 1^st indicator 1 – Indicates that preservation and digitization information is intended to be public.
	$a Action (NR)	$a - Standardized terminology descriptive of the action. Use $a for actions intended or completed; thus "transformed digitally" or "will digitize".
	$i Method of action (R)	$i - Refers to the means or technique by which an action was performed. Use $i for more specific information about both intended and completed actions, e.g., "OCR" or "textmarkup”. This subfield should not be time dependent
	$u Uniform Resource Identifier (R)	$u - Contains the Uniform Resource Identifier (URI) which provides electronic access data in a standard syntax.
	$z Public Note (R)	$z – Contains a note pertaining to an action on an item that is displayed to the public.
	$2 Source of term (NR)	$2 - pda Contains a MARC code that identifies the source of the term used to record the action information. The source of the MARC code is MARC Code Lists for Relators, Sources, Description Conventions. If different sources are recorded, separate fields should be used.
	$3 Materials specified (NR)	$3 - The part of the described materials to which the field applies.
	$5 Institution to which field applies (NR)	$5 - Contains the MARC code of the institution or organization that holds the copy to which the data in the field applies. Sources for codes are the MARC Code List for Organizations and Symbols and Interlibrary Loan Policies in Canada.
Precise Holdings (cont.)	856 Electronic Location and Access (R)	May use as a link to detailed holdings information at the institution level. May be used in conjunction with field 533 subfields $m and $n.
	$u Uniform Resource Identifier (R)	$u - Contains the Uniform Resource Identifier (URI) which provides electronic access data in a standard syntax.
	$z Public note (R)	$z - Contains a note relating to the electronic location of the source identified in the field written in a form intended for public display. A textual representation of the “extent” of the use copy of an e-serial.
	$3 Materials specified (NR)	$3 - Contains a note relating to the electronic location of the source identified in the field. Recommend subfield $3 include the phrase: “Detailed holdings:”
Information about Use Copy Description of the terms and conditions for access to the use copy.	506 Restrictions on Access (R)	Use field 506 for terms and conditions for restriction imposed on access to the described materials. Alternatively, an additional 856 field may be used to indicate the URL/URN which provides a direct link between bibliographic records and addressable electronic files containing current information concerning restrictions imposed on access, use and/or reproduction of materials described in the record.
	$u Uniform Resource Identifier (R)	$u - The Uniform Resource Identifier (URI), for example a URL or URN that provides electronic access data in a standard syntax.[5]
	$3 Materials specified (NR)	$3 - Contains a note relating to the electronic location of the source identified in the field. Indicate use copy.
Description of the repository practices being followed in the storage and maintenance of the use copy. Description of the technical standards used in creating the use copy. Note: if use and master copy are the same, the information should be repeated.	538 System Details Note (R)	Contains system information about an item: mode of access. For migration/emulation—planned preservation activity.
	$a System details note (NR)	$a - Contains system information about an item. Recommend subfield $a include the phrase “Use copy.”
	$u Uniform Resource Identifier (R)	$u - Contains the Uniform Resource Identifier (URI) which provides electronic access data in a standard syntax.
Persistent link to the use copy.	856 Electronic Location and Access (R)	Use field 856 indicators 40 where applicable.
	1^st indicator 4 HTTP	1st indicator 4 - Indicates that access to the electronic resource is through the Hypertext Transfer Protocol.
	2^nd indicator 0 Resource	2nd indicator 0 - Indicates that the electronic location in field 856 is for the same resource described by the record as a whole.
	$u Uniform Resource Identifier (R)	$u - Contains the Uniform Resource Identifier (URI) which provides electronic access data in a standard syntax.
	$3 Materials specified (NR)	$3 - Contains information that specifies the part of the bibliographic item to which the field applies. Indicate use copy.
Information about Master Copy Accessibility of the master copy (who can access it and under what terms and conditions)[6].	506 Restrictions on Access (R)	Use field 506[7] for terms and conditions for restriction imposed on access to the described materials. Alternatively, an additional 856 field may be used to indicate the URL/URN which provides a direct link between bibliographic records and addressable electronic files containing current information concerning restrictions imposed on access, use and/or reproduction of materials described in the records.
	$u Uniform Resource Identifier (R)	$u - Contains the Uniform Resource Identifier (URI) which provides electronic access data in a standard syntax.
	$3 Materials specified (NR)	$3 - Contains a note relating to the electronic location of the source identified in the field. Indicate master copy.
Description of the repository practices being followed in the storage and maintenance of the master copy. Description of the technical standards used in creating the master copy. Note: if use and master copy are the same, the information should be repeated.	538 System Details Note (R)	Contains system information about an item: mode of access. May be used to indicate migration / emulation—planned preservation activity.
	$a System details note (NR)	$a - Contains system information about an item. Recommend subfield $a include the phrase “Master copy.”
	$u Uniform Resource Identifier (R)	$u - Contains the Uniform Resource Identifier (URI) which provides electronic access data in a standard syntax.
Statement of Intent to Digitize. In order to avoid unnecessary duplicate conversions, libraries are encouraged to record their intent to digitize an object as soon as the definite decision to do so is made. The statement should include the projected date of completion.	583 Action Note (R)	Copy-specific field that contains information about processing, reference, and preservation actions. For those using the field to record digitization and preservation activities, a standardized list of actions, Preservation & Digitization Actions: Terminology for MARC 21 Field 583, is being drafted. A link to an LC URL is forthcoming. Record actions such as “will digitize” and “text markup” – with 583 $a and $i used in combination. Terminologies used in examples are from the draft document.
	1^st indicator # no information provided 0 Private 1 Not private NOTE: Use of these indicators while approved by MARBI have not yet officially been announced by the Library of Congress. When published (October 2004), it may be six to nine months before implementation.	1^st indicator # - Indicates that no information has been provided for whether or not preservation and digitization information is intended to be public or private. 1^st indicator 0 – Indicates that preservation and digitization information is intended to be private. 1^st indicator 1 – Indicates that preservation and digitization information is intended to be public.
	$a Action (NR)	$a - Standardized terminology descriptive of the action. Use $a for actions intended or completed; thus "transformed digitally" or "will digitize".
	$i Method of action (R)	$i - Refers to the means or technique by which an action was performed. Use $i for more specific information about both intended and completed actions, e.g., "OCR" or "microfilm copy”. This subfield should not be time dependent.
	$u Uniform Resource Identifier (R)	$u - Contains the Uniform Resource Identifier (URI) which provides electronic access data in a standard syntax.
Statement of Intent to Digitize (cont.)	$z Public note (R)	$z – Contains a note pertaining to an action on an item that is displayed to the public.
	$2 Source of term (NR)	$2 – pda Contains a MARC code that identifies the source of the term used to record the action information. The source of the MARC code is MARC Code Lists for Relators, Sources, Description Conventions. If different sources are recorded, separated fields should be used.
	$3 Materials specified (NR)	$3 - The part of the described materials to which the field applies.
	$5 Institution to which field applies (NR)	$5 - Contains the MARC code of the institution or organization that holds the copy to which the data in the field applies. Sources for codes are the MARC Code List for Organizations and Symbols and Interlibrary Loan Policies in Canada.
Persistent Identifier If the persistent identifier for the master copy is not actionable (i.e., some form of hyperlink recorded), there may be other mechanisms for identifying the master copy. It is incumbent on the owner to be able to identify the master copy from the information in the Digital Registry record.	856 Electronic Location and Access (R)	Manually add or update field 856 with URL of digitized object.
	$3 Materials specified (NR)	$3 - The part of the described materials to which the field applies. Indicate master copy.

9 Sample Records

Records in this section are produced in this text for example purposes only. They are not actual records.

9.1 Example 1: DLF Registry: Intent to Digitize

Old record not upgraded to AACR2 throughout.

LDR	01159cas 2200349 450
001	390305
005	19910409120000.0
007	c:r an --- a\|aap
008	851114d18791913mdumr p s 0 0engdd
040	__\|a NIC\|c NIC
042	__\|a dlr
245	00\|a American chemical journal \|h [electronic resource].
260	__\|a Baltimore\|b [s.n.]
300	__\|a 50 v.\|b ill., plates, diagrs., tables.\|c 22-24 cm.
310	__\|a Monthly,\|b 1899-1913
321	__\|a Irregular,\|b 1879-1898
362	0_\|a v. 1-50; Apr. 1879-Dec. 1913.
533	__ \|a Electronic reproduction. \|m Vol. 1-50 (Apr. 1879-Dec. 1913) \|b Ithaca, N.Y. : \|c Cornell University, \|d 2002.
538	__ \|a Master and use copy.
555	__\|a Vols. 1-10, 1879-88. 1 v.; Vols. 11-20, 1889-98. 1 v.; Vols. 21-50, 1899-1913. 1 v.
570	__\|a Editors: 1879-1913, Ira Remsen (with C.A. Rouiller, 1911-13)
583	__ \|a Will transform digitally \|c 20041103 \|i text markup \|z Queued for digitization, Nov. 4, 2003 \|2 pda \|5 NIC
650	_0\|a Chemistry\|x Periodicals.
700	1_\|a Remsen, Ira,\|d 1846-1927.\|e ed.
700	1_\|a Rouiller, Chas. A. \|q (Charles August), \|d b. 1883 \|e ed.
785	04\|t Journal of the American Chemical Society\|x 0002-7863
856	40\|z http://To_be_determined.

9.2 Example 2: DLF Registry: Intent to Digitize

LDR	00985cas 2200277 450
001	396345
005	19911002120000.0
007	c:r an --- a\|aap
008	851204d18421859enkuu p s 0 0eng d
040	__\|a NIC\|c NIC
042	__ \|a dlr
245	00\|a Chemical gazette \|h [electronic resource] :\|b or, Journal of practical chemistry, in all its applications to pharmacy, arts and manufactures.
246	30 \|a Journal of practical chemistry, in all its applications to pharmacy, arts and manufactures
260	__\|a London :\|b R. and J. E. Taylor [etc.].
300	__\|a 17 v. ;\|c 22 cm.
362	0_\|a v. 1-17; Nov. 1, 1842-Dec. 15, 1859.
533	__ \|a Electronic reproduction. \|m Vol. 1-17; (Nov. 1, 1842-Dec. 15, 1859) \|b Ithaca, N.Y. : \|c Cornell University, \|d 2002.
538	__ \|a Master and use copy.
570	__\|a V. 1: Conducted by William Francis and Henry Croft.
580	__\|a Merged into the Chemical news.
583	__ \|a Will transform digitally \|c 20031106 \|i output from digital file \|z Queued for digitization, Nov. 6, 2003 \|2 pda \|5 NIC
650	_0\|a Chemistry\|x Periodicals.
700	1_\|a Francis, William,\|d 1817-1904,\|e ed.
700	1_\|a Croft, Henry,\|e ed.
785	14\|t Chemical news
856	40\|z http://To be determined.

9.3 Example 3: DLF Registry: Intent to Digitize

LDR	01132cas 2200313 a 450
001	1118394
005	19980420120000.0
007	c:r an ---a\|aap
008	860711d18311865mauwr nes 0 0eng d
040	__\|a NIC\|c NIC
042	__\|a dlr
130	0_\|a Liberator (Boston, Mass.)
245	04\|a The liberator \|h [electronic resource].
260	__\|a Boston, Mass. :\|b William Lloyd Garrison and Isaac Knapp,\|c 1831-1865.
300	__\|a 35 v. :\|b ill. ;\|c 39-64 cm.
310	__\|a Weekly
362	0_\|a Vol. 1, no. 1 (Jan. 1, 1831)-v. 35, no. 52 (Dec. 29, 1865).
500	__\|a Motto: "Our country is the world - our country men are mankind."
500	__\|a Title from caption.
515	__\|a Issues for Jan. 3, 1840-Dec. 29, 1865 also called whole no. 470-1803.
533	__ \|a Electronic reproduction. \|m Vol. 1, no. 1 (Jan. 1, 1831)-v. 35, no. 52 (Dec. 29, 1865) \|b Ithaca, N.Y. : \|c Cornell University, \|d 2002.
538	__ \|a Master and use copy.
570	__\|a Editor: 1831- , W.L. Garrison.
583	__ \|a Reformatted \|i Microfilm \|c 19860711 \|2 stmanf
583	__ \|a Will transform digitally \|c 20031104 \|i OCR \|z Queued for digitization, Nov. 4, 2003 \|2 pda \|5 NIC
655

1 Background