Skip to Search

diagonal spacer


Minimal Record Guideline for Locally Digitized Material 

Draft revisions 8/26/08


Special Collections material has become a prime target of digitization efforts. Not only is much of this material unique and worthy of such treatment, but also, to a large extent, it is inadequately described in library catalogs and in need of the improved visibility afforded through online exposure. Traditionally, collection level records have been created to support access to manuscript and other collections at a macro level. Curators have relied on finding aids to guide users to the items within a collection. With new automated means of record creation at our disposal, creating item level records is no longer a labor-intensive and costly option. As part of the digitization process, it is possible to generate item level records with relative ease.

In those cases where it is determined that item level records are warranted, refer to the instructions below for guidance. Collections most likely to merit such treatment include those where the individual items have stand-alone value and are not dependent on the collection to provide context.

The records may be contributed to OCLC.


The following MARC bibliographic elements are required in minimal level records of locally digitized items. Other fields may be added if needed to bring out specific aspects of a work. Particular PALMM projects may require further access points. The guideline applies to machine generated records produced via the automated harvesting of metadata created through the digitization process.  Corresponding Dublin Core elements are indicated.

Treat item as a reproduction and choose format based on most significant aspect.

Fixed Field (DC:N/A)
Leader and 008 will correspond to the format chosen. Code as appropriate for resource.

  • Use appropriate Bibliographic Level (Leader 07 2nd position) for the item (e.g., d for subunit).
  • Use K for Encoding Level (Leader 17).
  • Use date of original publication for Date 1 (008/07-10).
  • Use s for Form of Item (008/23: Books, Music, Continuing Resources, Mixed Materials; 008/29: Maps, Visual Materials).
  • Use s for Government Publication (008/28) if applicable for original publisher.

  • Add 006 for electronic resource.
  • Add 007 for electronic resource.

035 (DC:N/A)

Include project ticklers to facilitate retrieval of items.

035::(DNX)Part C UF 2001-01-01

040 (DC:N/A)
Including cataloging source.


040::FUG |c FUG

245 (DC:Title)
Use title main entry. Choose title identified on resource or supply title. If the latter, enclose in brackets. Include general material designation.
245:00:[Photograph of Arnie Zane] |h [electronic resource]
245:00:[Transcript of Russell Willis audio tape] |h [electronic resource]

260 (DC:Publisher, Date)
Provide publishing information for the creator of the original item. Enclose cataloger supplied data in brackets. Use date of original publication.
260::[New York, NY] : |b Falk, |c 1900.

For unpublished items, give date or estimated date of creation.


520 (DC:Description)
Include brief summary statement describing the item.
520::Transcript of audio tape recorded December 4,1973.

533 (DC:Format, Source)
Include information about the digital version.
533::|a Electronic reproduction. |b [Florida] : |c State University System of Florida, PALMM Project, |d 2001. |f (Performing Arts Collection) |n Mode of access: World Wide Web. |n System requirements: Internet connectivity; Web browser software. |n Electronically reproduced by the University of Florida from a photographic cabinet card held in the Ringling Collection in the Department of Special and Area Studies Collections at the University of Florida, Gainesville.

6XX (DC:Subject)
Provide subject access points as required by particular PALMM projects.

Additional subject headings may be added, although subject headings are optional for minimal K-level cataloging.

Use 653 as needed to provide subject access to names that are not under authority control.
653::Zane, Arnie.

710 (DC:Relation, Contributor)
Include the following controlled heading as applicable:
710:2 :PALMM (Project)

Add a 710 for the location of the original item.


710:2 :George A. Smathers Libraries. |b Dept. of Special and Area Studies Collections.

773 (DC:Source)

Provide access to host item.


773:0 :|t Ringling Collection |w (OCoLC) 50650490

830 (DC:Source)
Include series information as described in notes (e.g., 533 |f)

830: 0:Performing Arts Collection.
830: 0:Farris Bryant Papers. |p Campaign materials.

852 (DC:Identifier)
Include collection code.
852::|b PART |b Ringling

856 (DC:Identifier?)
Include placeholder for online address.
856:0 :|x inzprocess |z NOT YET AVAILABLE; in process for electronic access.

Indexed: Minimal Record Guideline for Locally Digitized Material
               Minimal Record Guideline for Locally Digitized Material
               Minimal Record Guideline for Locally Digitized Material

Prepared by: Betsy Simpson

University of Florida Home Page