Distribution of Phase I Records Concludes

Written by Joan on August 1, 2012. Posted in News

August 31, 2012

Alert:  Notification Customers, Monthly distribution to resume

This is an important message intended for everyone involved with loading Library of Congress (LC) authority records from MARCIVE Authorities Notification Service into a library automation system.

Weekly Notification is over for now.

With reference to our messages of June 5, July 17 and July 31, 2012, the weekly flood of Resource Description and Access (RDA) replacement authority records from LC appears to be ended for the moment. MARCIVE will now return to normal monthly Notification with the next scheduled update authority files due around September 20.

The possibility of “catch up” files has been mentioned so it is conceivable you could see similar weekly Notification files in the future. However, that appears unlikely for at least the next month or two. If and when MARCIVE receives any specific related information, you will be notified.

For information about the Phase I records that were distributed, please see LC/NACO Authority File Programmatic Changes

Weekly Notification Begins July 31 or August 7

Written by Joan on July 17, 2012. Posted in News

July 17, 2012

Alert:  Notification Customers Will See Weekly Distribution July 31 or August 7.

Distribution of Phase I Resource Description and Access Authority Records.

Library of Congress (LC) has announced that they will begin distribution of Phase I Resource Description and Access (RDA) authority records “no earlier than July 30.”

It is not clear whether we will actually receive a significant number of RDA records in the July 31 files from LC.  If we do, we will begin weekly Authorities Notification Service immediately on that date.  If not, we will begin weekly Notification as soon as significant numbers of RDA records begin to arrive (presumably by the following week on August 7).

LC is saying they expect to distribute no more than 150,000 authority records per week up to a total of approximately 420,000 records.  Therefore we expect the weekly Notification service to last at least three weeks, probably longer.

Normal monthly Notification service for July is already scheduled for this week.  If we receive the usual files from LC on time, you can expect to receive your regular NewMatch files July 18 and your regular Notification files Thursday July 19.

RDA Phase I: Important Message for MARCIVE Authorities Notification Service Customers

Written by Joan on May 31, 2012. Posted in News

June 5, 2012

Alert:  Anticipate Temporary Change of Authorities Notification Service Frequency from Monthly to Weekly Due to Volume of LC RDA Distribution.

Distribution of Phase I Resource Description and Access Authority Records.


The Library of Congress is testing a plan to compare approximately 313,000 authority records to RDA standards. LC has announced they expect to evaluate test results in the second half of June, leading us to speculate that distribution of those records may begin as early as July 2012. LC intends to distribute replacement records through normal channels in weekly batches of up to 160,000 records each. They call this Phase I and say similar numbers of RDA compliant authority records will be distributed in Phase II sometime at the beginning of 2013.


Immediately upon receipt of each Phase I RDA batch from LC, MARCIVE will run your full Notification process.

Weekly distribution during Phase I.

You can expect to receive weekly (instead of the usual monthly) Notification files for some period starting as early as July 2012. We will continue that pattern until full distribution of the Phase I authority records is complete. We will then resume normal monthly distribution.


We understand that these authority records will include additional fields, but not all will have changes to 1XX headings. It may be that the number of changes to bibliographic headings in your catalog is minimal in the Phase I distribution.


Weekly file volume from LC seldom exceeds 10,000 authority records; Phase I files may be 160,000 authority records each.

It is difficult to predict how many records your library can expect. Plan to receive at least as many records in each weekly file as you would expect in a normal monthly file. You could receive two or three times as many records as usual.

Longer file retention on server.

We will retain Phase I weekly Notification files on our FTP server for 45 days instead of the usual 15 days. We hope this gives you additional flexibility in loading the records and reduces the burden this situation may place on some library systems. Load the files in the order in which you receive them.


All MARCIVE Authorities Notification Service customers received an email with the above information from us.

LC has said they will give at least 10 days notice before the first batch of Phase I authority records is released. When MARCIVE receives that notice, we will send another message to alert you that the process will begin soon.


There will be no increase in the cost of your MARCIVE Authorities Notification Service subscription as a result of this increase in frequency and volume. You may want to consider non-MARCIVE costs, such as increased system storage or workflow changes.

As always, please contact your MARCIVE representative if you have any questions.

Countdown to RDA Day One

Written by Joan on April 17, 2012. Posted in News

Resource Description and Access (RDA) Implementation Day One has been set for March 31, 2013 by the Library of Congress (LC) and the Program for Cooperative Cataloging (PCC).

Authority records

The LC/PCC Day One for RDA Authority Records is defined as the point after which all new authority records entering the LC/NACO Authority File must be coded RDA. That date is March 31, 2013.

Bibliographic records

There is no Day One for bibliographic records for the cataloging community at large. However, the Library of Congress will also use the March 31, 2013 date as the point at which all new bibliographic records created by LC will be according to RDA guidelines. PCC BIBCO libraries will also begin using all RDA access points on bibliographic records coded “pcc” (MARC 042 subfield $a). Libraries which are not part of the BIBCO cataloging cooperative may continue to use AACR2 cataloging practices.

Libraries switching to RDA should review their profile options with MARCIVE. If you currently have us remove subfield $e, consider retaining $e to reflect the RDA practice of using relator terms or codes.  Profile requests should be directed to your MARCIVE representative.

Hybrid bibliographic records

Processing of bibliographic headings against the national authority file is independent of RDA and will continue as it has during all transitions to new cataloging practices. Bibliographic headings will be flipped to match the authorized term in the corresponding authority file. As in the past, a bibliographic record constructed by new rules may have a heading that conforms to an earlier practice or a bibliographic record constructed by earlier rules may have a heading that conforms to the current practice. These are called hybrid records and are correct.

Conversion of AACR2 authorities to RDA

LC and PCC are currently discussing the feasibility and process of converting AACR2 authority records to RDA. Until the phases for transition are finalized it is uncertain how the flow of updated authority records to local libraries will be impacted, other than there will be a significant spike in the number of changed records. The steps to be taken to transition to RDA authority records after March 31, 2013 are still being discussed by LC and PCC so MARCIVE cannot give further specifics at this time about how we can help with the data flow. Rest assured, we are monitoring developments and participating in the discussion to join you in voicing your concerns to PCC about the significant strain on resources such a massive conversion could cause if handled without sufficient planning.

MARCIVE service

Some libraries have expressed an interest in global changes to bibliographic records to address a mixture of RDA and AACR2 cataloging. When it is closer to the implementation date, and more field definitions are finalized, MARCIVE will offer a service to handle fields, such as the GMD issue, in a mixture of RDA and AACR2 bibliographic records.

Links to RDA news and resources

RDA implementation announcements


Library of Congress RDA news and resources

Catalogers Learning Workshop (CLW)

MARCIVE is Now an Independent Contributor to NACO

Written by Joan on December 22, 2011. Posted in News

December 22, 2011

As an independent contributor to NACO, MARCIVE, Inc., now has increased opportunities for creating name authority records and supplying them to the LC/NAF.

Through the Name Authority Cooperative Program (NACO) of the Program for Cooperative Cataloging (PCC), participants contribute authority records for names, uniform titles, and series to the Library of Congress Names Authority File (LC/NAF). An individual institution may join this program, or a group of libraries may form a funnel project with a coordinator.

In the past MARCIVE contributed records through the Texas Funnel. In November 2011, LC approved MARCIVE to submit authority records independently.

For more information about the program, see the NACO website. For the list of NACO participants which MARCIVE has now joined, see the List of PCC Liaisons by Institution or Project.

This commitment of corporate resources underscores MARCIVE’s dedication to reducing the cost of cataloging and its contribution to making library’s catalogs consistent and accurate.

New GPO Regulations

Written by Joan on August 3, 2011. Posted in News

August 3, 2011

GPO has recently released the “Legal Requirements & Program Regulations of the Federal Depository Program.”


The Bibliographic Control Section of this document has a requirement to catalog “current tangible receipts.” If you have questions about numbers 12 and 13, contact GPO at [email protected]

If you are a depository library looking to fulfill this requirement, we can provide full cataloging for the documents you select through your GPO item number profile in an automatic way. There are lots of options, and we’d love to discuss them with you. Contact Joan Chapa at [email protected] and at 800-531-7678.

MARCIVE’s 35th Anniversary

Written by Joan on July 28, 2011. Posted in News

Since 1981, library professionals have turned to MARCIVE for efficient, cost-effective solutions to bibliographic problems. Highly regarded by our customers here and abroad, MARCIVE is a trusted name when you need authorities processing, cataloging, government document processing, retrospective conversion, and more.

We have heard a lot of nice comments. “I like that I get a person when I call, not a menu of options.” “You seem to keep your staff a long time. With other companies, it’s always somebody new.” “I like knowing I have the same rep from year to year.” “Jim and Joan are rock stars!” “Thank you for being patient with me while I learn our former employee’s job.” The common thread is our people—you don’t have to re-educate us about your account because we’ve been with you since the beginning.

Robert Fleming 1981 35 years
Cynthia Fleming 1981 35 years
Denise  Thompson 1983 33 years
Fred Rodgers 1985 31 years
Scott Fleming 1988 28 years
Blanche Wissmann 1988 28 years
Joan Chapa 1989 27 years
Kristina Fleming 1989 27 years
Wanda Leasman 1992 24 years
Jim Noël 1993 23 years
Elisa Garza 1993 23 years
Carol Love 1994 22 years
Charles Sliva 1995 21 years
Patricia Harwood 1998 18 years
Charity Fleming 2000 16 years
David Potter 2001 15 years
Mary Mastraccio 2001 15 years
Janet Hash 2004 12 years
Misty Fischer 2005 11 years

As a testament to longevity, here are our staff members who have been with the company over 10 years.ut the people who count the most are you—the fact that you needed our services and liked the way we do business has kept us in business for 35 years. We so appreciate your business!


MARCIVE News Archive

Written by Joan on July 28, 2011. Posted in News

November 8, 2013
Janifer Meldrum to Retire
August 12, 2013
Richard Smith Retires
July 22, 2013
New Jersey Libraries Join Cataloging Record Distribution Project (CRDP)
April 23, 2013
Monthly Notification Resumes
March 6, 2013
Weekly Notification Resumes March 13
February 14, 2013
RDA Phase II Will Begin Soon
January 23, 2013
MARCIVE, Inc., Releases RDA Conversion Service
October 12, 2012
CRDP Extended through FY2013
January 3, 2013
Submit Cataloging Orders by 4:00 PM CT
October 12, 2012
CRDP Extended through FY2013
September 18, 2012

Resumption of Monthly Authorities Notification
August 31, 2012

Distribution of Phase I RDA Records Concludes
August 1, 2012

First Batch of RDA Related Authority Records Distributed
July 17, 2012

Weekly Notification Begins
June 5, 2012

RDA Phase I: Important News for MARCIVE Authorities Notification Service customers
December 22, 2011

MARCIVE is Now an Independent Contributor to NACO
September 28, 2011

2012 MeSH is Now Active
August 3, 2011

New GPO Regulations Have Been Released

Notification Service Customers Receive Genre Replacements

Written by Joan on July 13, 2011. Posted in News

July 14, 2011

Late in May, the Library of Congress distributed new genre authority records and at the same time issued deletions for the now-obsolete LCSH genre (155) authority records they replaced.

• 713 deleted Library of Congress Subject Heading (LCSH) genre authority records and

• 712 new Library of Congress Genre/Form Terms for Library and Archival Materials (LCGFT) authority records. “Film series” has been canceled as a genre term.

For the June Notification, we examined our customers’ history files to determine which LCSH genre authority records should be deleted and which LCGFT genre authority records should be sent as replacements.

If you are a customer of MARCIVE’s Notification Service, you received only delete and replacement records based on your history files. In most cases, this would be some number less than 713 records.

If you have any questions about your profile or the June Notification, please contact Denise Thompson.

More information:

The Library of Congress has made several significant changes in the use and coding of Library of Congress Genre/Form Terms for Library and Archival Materials, or LCGFT. Significant points:

  • The prefix for LCGFT is now “gf” instead of “sh”, which is reserved for Library of Congress Subject Headings (LCSH).
  • Coding has changed.

Previous coding: Authority records

008/11: a (LCSH)

040: $a DLC $b eng $c DLC

Current coding: Authority records

008/11: z (Other)

040: $a DLC $b eng $c DLC $f lcgft

Previous coding: Bibliographic records

655 #0 $a [Term.]

Current coding: Bibliographic records

655 #7 $a [Term.] $2 lcgft

RDA: Now What?

Written by Joan on July 11, 2011. Posted in News

New cataloging rules in the form of RDA (Resource Description and Access) have been a hot topic for a while now. With bated breath, we all awaited the announcement of the results of the test period at ALA Annual 2011.

According to the Library of Congress, RDA will be adopted—with certain conditions and not before January 1, 2013. For more information, see /http://www.loc.gov/bibliographic-future/rda/

Now what do you do? Breathe! It may not be as complicated as you thought.

What does this mean for your library?

  • Most cataloging will be AACR2 until further notice.  A very few libraries or catalogers within a library are beginning to use RDA.
  • You have AACR2 bib records and RDA bibs coexisting in your catalog. Even after RDA implementation, that will be true.
  • You have AACR2 authority records and RDA authorities coexisting in your authority file. That too will continue to be true.

Are you our authorities customer? Here’s how we handle your records.

Matching is, and has always been, based on the profiled authority source (LC, NLM, etc.), not the cataloging rules used in the creation of the bib or authority record.

If you choose to follow LC practice, we will regard Library of Congress as the authority for your authority work. The bibliographic records you send us for processing will be matched to LC authority records and verified or changed to conform to the LC authority record.

  • Bib heading is AACR2. LC authority is AACR2. Bib heading remains AACR2.
  • Bib heading is RDA. LC authority is AACR2. Bib heading changes to AACR2.
  • Bib heading is AACR2. LC authority is RDA. Bib heading changes to RDA.

How can you prepare for the eventual transition? Remember, not before January 2013.

It is important for you to keep your database up-to-date, with current LC headings. The more in tune you are with LC practice, the easier the eventual flip will be.

  • Make sure that your current ILS can handle the new MARC coding associated with RDA, both in bibliographic and authority records. Check load tables and displays. For more information, see http://www.loc.gov/marc/RDAinMARC29.html
  • Review the options you have selected in your Ongoing Authorities Profile:

    Relator terms. Increasingly, RDA bib records have relator terms in subfield $e. If this causes problems in your system, you may request to have subfield $e and $4 stripped from headings/access points.
    Notification Service. Subscribe to Notification Service to keep pace with the most recent LC authority records, so your local bib headings will be updated. If LC globally changes “Bible—O.T.—Genesis” to the RDA form “Bible—Genesis”, Notification Service will supply the changed authority record automatically.
    Missing Link. Make sure you are receiving the Missing Link option if your local system depends on having the former term in the authority record to link and overlay local bib headings.
    Obsolete coding. Almost all authorities customers choose to have MARCIVE update obsolete MARC content designations. If you have elected not to receive this free profile option, consider having it turned on for future Overnight Authorities work.
    Stop non-standard practices. Move away from local decisions toward LC practice. Compliance with current standards will facilitate later mapping to RDA.

Please let us hear from you if you have comments or questions. If you are a current authorities customer, please include your four-character ID code.