NAME: Merger of the 27X fields in the Community Information Format
SOURCE: Library of Congress; OCLC Internet Resources Project
SUMMARY: This proposal calls for merging fields 271 (Additional Address) and field 275 (Address Associated with Title) with field 270 (Primary Address) in the USMARC Format for Community Information to align it with field 270 in the USMARC Format for Bibliographic Data. It also proposes adding a new subfield $v (Hours), to record the hours a contact at the address in available, subfield $z (Public note), to record supplementary address information in the Community Information format, and defining the first indicator for address level information in field 270 in the USMARC Bibliographic and Community Information formats.
KEYWORDS: Additional Address; Address Associated with Title; Field 270 (Primary Address); Field 271 (Additional Address); Field 275 (Address Associated with Title); Level of Address; Hours; Primary Address; Public note; Subfield $v (270 Bibliographic/Community Information); Subfield $z (270 Bibliographic/Community Information)
RELATED: DP49 (June 1991); DP54 (Jan. 1992); 93-4 (Jan. 1993); DP69 (June 1993); DP78 (June 1994); 94-9 (June 1994)
STATUS/COMMENTS:
12/2/94 - Forwarded to the USMARC Advisory Group for discussion at the February 1995 MARBI meetings.
2/6/95 - Results of USMARC Advisory Group discussion - Proposal discussed. Consultation with the PLA Community Information Section is needed. The following revisions were recommended:
1. Consider defining the 1st indicator to show relationship of address to the record as a whole. Values should indicate relationship to an individual/agency (1XX) or program/event (245).
2. Consider moving the indicator for level to the 2nd indicator position with value # (No information provided), 1 (Primary), 2 (Secondary), and 3 (Mailing).
3. Use subfield $v for hours rather than subfield $r. NOTE: Subfield $r was defined for field 270 in USMARC bibliographic.
2/16/95 - Results of final LC review - Agreed with MARBI decisions.
12/01/95 - Forwarded revised proposal to the USMARC Advisory Group for discussion at the January 1996 MARBI meetings.
1/21/96 - Results of USMARC Advisory Group discussion -
Second indicator added in field 270 for type of address with the following values:
# No type specified
0 Mailing address
8 Other (information recorded in $i)
Fields 271 and 275 were deleted, rather than made obsolete. The PLA community information representative said that they would convert existing 271 and 275 fields.
2/15/96 - Results of final LC review - Agreed with the MARBI decisions.
PROPOSAL NO. 95-4: Merger of the 27X fields
1. BACKGROUND
As the result of several discussion papers and Proposal No. 94-9
(Changes to the USMARC Bibliographic Format to Accommodate Online
Systems and Services), a field was added to the USMARC
Bibliographic format in 1994 to accommodate addresses. Field 270
was chosen to carry over the usage of the 27X field group in the
USMARC Format for Community Information. One of the decisions
made in regard to the 27X fields in the Bibliographic format was
that the encoding of address information could be simplified and
that only one field is needed. Field 270 was defined more
broadly in the Bibliographic format than it is in the Community
Information format (CIF). Although field 270 is not repeatable
in the CIF, multiple occurrences of field 270 are used in the
bibliographic format to record all addresses related to an item.
Information regarding the type of address is recorded in subfield
$i, a technique already defined in the CIF. No level or
relationship information is currently provided for in field 270
as it is currently defined in the Bibliographic format.
This proposal is the result of a MARBI recommendation that the
treatment of address information in the in the CIF and the USMARC
Format for Bibliographic Information be aligned. The proposal
includes modifications to the USMARC Format for Community
Information to eliminate the redundancy between fields 270, 271,
and 275 by making fields 271 and 275 obsolete. The obsolescence
of field 275 would also simplify the CIF format by making it no
longer necessary to identify the relationship of address
information to data in either the 1XX fields or field 245. It
also proposes the definition of the first indicator in field 270
to allow for the encoding of address level information. The
definition of this indicator would apply to both the USMARC
bibliographic and community information formats.
2. DISCUSSION
The USMARC Format for Community Information has been used as a
provisional format since it was first published in 1992. By
design it carried over many of the variable fields defined in the
USMARC Bibliographic format. In the current provisional format,
three fields in the 27X block are defined for encoding address
information. Level of address information is explicit in two of
these, fields 270 and 271, but not specified in field 275.
Address relationship information is explicit in all three. Field
270 is defined for a primary address associated with the name of
a person, corporate body, or meeting recorded in the 1XX (Main
Entry Heading) field. Field 271 is comparable to field 270
except that it is defined for additional (secondary) addresses
that are not recorded in field 270. (NOTE: Field 270, as
currently defined in the CIF, is not repeatable, thus all but the
first primary address must be recorded in field 271.) The use of
field 271 is limited to addresses associated with the community
information recorded in the 1XX field, although comments from CIF
users and examples they have supplied show that indicating the
level of an address could be useful for addresses related to
field 245 information as well. Field 275 is defined for an
address associated with an event, program, or service named in
field 245.
Elimination of Redundancies
The proposal to expand the CIF address data elements to the
USMARC bibliographic format gave MARBI the opportunity to
reconsider the design and use of the 27X fields. After
evaluating the function of each address field in community
information records, it was decided that one repeatable address
field would work adequately. Although for bibliographic records,
like community information records, the need to differentiate
addresses exists, the differentiation could be handled adequately
with information recorded in subfield $i (Type of address). In
the CIF, subfield $i was designed specifically for this kind of
information. Several large-scale projects to build community
information databases (e.g., a Maryland state-wide project) have
found subfield $i to be adequate. Although February 1995 MARBI
discussion suggested that an indicator might be defined to
differentiate address type, doing so would introduce a new
redundancy in the 27X fields since subfield $i is already defined
for this information. For that reason, the definition of an
indicator for type of address information was not included in
this version of the proposal. (NOTE: The limitation of values
possible for indicator positions (only ten values (#, 0-8) are
available) would have presented a problem in the long term
anyway. CIF users would be forced to return to subfield $i or a
newly-defined subfield. Of the ten available indicator values,
two (values 7 and 8) are usually reserved for special use. Value
7 is usually used to refer to coding in subfield $2 and value 8
is usually used to suppress display constants).
Address Relationship Information
It has not been possible to justify the need to relate address
information to data in the 1XX and 245 fields, either implicitly
or explicitly. Statements made at the February MARBI meeting
suggested that a need might exist for relating an address to the
entity named in a 1XX or 245 field, but not a single example to
support this need has surfaced despite several requests to the
CIF user community for real examples. All the examples provided
have shown CIF records containing a 1XX field lacking a 245
field, or vice versa. Thus, the circumstance that there might be
confusion between the relationship of an address in a 27X field
to the 1XX or 245 field seems remote, if not impossible. If
examples are ever found, they will certainly represent a small
percentage of all CIF records, in which case the need to relate
the address could easily be handled in subfield $i.
Address Level Information
All versions of this proposal have suggested eliminating field
271 (Additional Address) and field 275 (Address Associated with
Title) in the CIF in favor of a single variable field for
addresses, with differentiation being provided by information in
subfield $i. During past discussion it was suggested that an
indication of level information somewhere other than in a
subfield might be needed. This has been substantiated by
indications that some CIF implementations currently control the
identification of addresses based on data at the tag level. At
least one library system vendor has indicated that it would not
be easy to isolate primary addresses if data in subfield $i were
the only source of that information. Responses from the Public
Library Association, Community Information Section have
reiterated support for some kind of address level flag as well.
Doing so in an indicator position was preferred over using text
in subfield $i.
The definition of a first indicator to indicate level of address
should satisfy all the needs presently met by the multiple 27X
fields in the CIF. Values could be defined for primary and
additional (secondary) addresses. Since the first indicator is
not current defined in the USMARC bibliographic format or the
CIF, blank could be retained as a valid value (with the
definition "No level specified") for cases when format users have
not or do not wish to indicate the level of an address. The
currently-defined field 270 in the community information format
would map to the new field 270 with 1st indicator value 1
(Primary address). Field 271 would map to field 270 with 1st
indicator value 2 (Additional (Secondary) address). Field 275
would also map to field 270 with 1st indicator value 1. With the
definition of the first indicator for level information, the name
of the field could be shortened to simply "Address".
Conclusion
The advantage of defining a single field for addresses is that it
would eliminate multiple fields which contain the same data. For
library systems and format users, an indicator should work as
well as having multiple field tags for address level information,
in fact, setting the indicator should make more sense than trying
to figure out which 27X field to use. The relationships between
address information and the 1XX/245 fields in community
information records would be implicit unless some special
information was needed. In this case, subfield $i would be used
(e.g., to indicate that an address is a mailing address, not a
street address).
Attachment A provides page 1 of the description for field 270 as
it would be modified by this proposal.
3. PROPOSED CHANGE
The following is presented for consideration:
* Change the name of field 270 in the USMARC Bibliographic
and Community Information formats from "Primary Address" to
"Address". In the CIF, expand its scope to cover all
address information relating to an individual,
organization, program, service, event, etc. described by
the USMARC record.
* Make field 270 in the USMARC Format for Community
Information repeatable.
* Define the 1st Indicator position in field 270 in the
USMARC Bibliographic and Community Information formats as
"Level" with three (3) values possible:
# No level specified
1 Primary
2 Additional (Secondary)
* Define two new subfields in field 270 in the Community
Information format to align it with field 270 in the
Bibliographic format.
$v Hours (R)
$z Public note (R)
* Make field 271 (Additional Address) and field 275 (Address
Associated with Title) in the USMARC Format for Community
Information obsolete. (Or, delete the fields from the
provisional format?)
ATTACHMENT A
270 [Primary] Address ([N]R)
Indicators
< First Level>
< # No level specified >
< 1 Primary >
< 2 Additional (Secondary) >
Second Undefined
# Undefined
Subfield Codes
$a Address (R)
$b City (NR)
$c State or province (NR)
$d Country (NR)
$e Postal code (NR)
$f Title preceding attention name (NR)
$g Attention name (NR)
$h Title following attention name (NR)
$i Type of address (NR)
$j Specialized telephone number (R)
$k Telephone number (R)
$l FAX number (R)
$m Electronic mail address (R)
$n TDD or TTY number (R)
$p Contact person (R)
$q Title of contact person (R)
< $v Hours (R) >
< $z Public note (R) >
$4 Relator code (R)
$6 Linkage (NR)
_________________________________________________________________
FIELD DEFINITION AND SCOPE
This field contains the address (as well as electronic
access data, such as telephone, fax, TTY, etc. numbers)
associated with entity described in the record. The field may be
repeated for additional addresses, e.g., when the mailing address
is different from the physical location. The relationship with
the item is inidcated by a code in subfield $4.
_________________________________________________________________
GUIDELINES FOR APPLYING CONTENT DESIGNATORS
* INDICATORS
First Indicator - Level
The first indicator position contains a vlaue that specifies
the level of the address. This indicator is used to
distinguist primary and additional (secondary) addresses.
# - No level specified
Value # (blank) indicates that the level of the address could
be determined but is not specified.
270 ##$aJohn Hopkins University$a5457 Twin Knolls
Road$bColumbia$cMD$e21045$k997-8045
1 - Primary
Value 1 indicates that the information relates to a primary
address.
270 1#$aSt. Louis County Government Center, Room
212$bClayton$cMO$e63143$k878-0238$pMarilyn Saunders
2 - Additional (Secondary)
Value 2 indicates that the information relates to an
additional or secondary address.
270 2#$a1 East 90th St.$bNew York$cNY$e10021
* SUBFIELD CODES
$a - Address
Subfield $a contains all address information (except the
attention information which is recorded in subfields $f-$h)
preceding the name of the city. The subfield can also contain
information that no address information is available. The
subfield is repeatable if information needs to print on
another line for mailing labels, display, etc.
110 2$$aAssociation of Maryland Tennis Officials.
270 1#$a6 Manor Court$bBaltimore$cMD$e21210$k377-2860
270 0#$aPrichard Building, 9th St. and 6th Ave., Suite
524$bHuntington$cWV$e25701$k523-2827
270 1#$ac/o St. Luke's Church, 308 W. 46th St.$bNew York$cNY
270 0#$aNo address given/sin direcci¢n
270 2#$aJohn Hopkins University$a5457 Twin Knolls
Road$bColumbia$cMD$e21045$k997-8045
$b - City
Subfield $b contains the name of the city.
270 1#$a622 Central Avenue$bTowson$cMD$e21204
270 1#$a2150 300 W, Suite #16$bSalt Lake City$cMD$e84115
$c - State or province
Subfield $c contains state or province information. For
states in the United States, the two-character U.S. Postal
Service abbreviation is preferred.
270 1#$aP.O. Box 8344$bSalt Lake City$cUT$e84108
270 0#$a1430 S. Boulder$bTulsa$cOK$e74119$k583-7171
$d - Country
Subfield $d contains country information. For the United
States, the abbreviation U.S. is used.
270 1#$gGeorge Smith$hDirector$a8899 South Lobo
St.$bVancouver$cBC$dCanada$eV2N
1Z5$j800-543-1234$k604-947-1255$l604-947-0505$mGSMITHBC
$e - Postal code
Subfield $e contains a number that identifies the postal
delivery area. For the United States, the subfield contains a
five- or nine-digit zip code number.
270 1#$aUniversity of Alaska, 707 A
St.$bAnchorage$cAK$e99501$k901-279-4523
$f - Title preceding attention name
Subfield $f contains the title associated with the attention
name (e.g., General, Dr., Reverend) when the title precedes
the name.
$g - Attention name
Subfield $g contains an attention name, e.g., the name of a
person when an item is to be sent to the attention of a
particular person.
270 0#$gKathy Koch$a6172 Devon
Drive$bColumbia$cMD$e21045$k596-1011
270 0#$gExecutive Officer$a3701 Old Court Road, Suite
20$bBaltimore$cMD$e21208$k486-5515
$h - Title following attention name
Subfield $h contains the title associated with the attention
name (e.g., M.D.) when the title follows the name of the
person.
See the example under the description of subfield $d.
$i - Type of address
Subfield $i contains one or more words denoting the kind of
address found in the field, e.g., Mailing. Subfield $i is
the first subfield in the field, unless subfield $6 is
present.
270 0#$iMailing:$gc/o M. Ballweg$a87 Woodward Ave., Staten
Island$cNY$e10314$k1-718-761-5679
[The society has no physical location.]
270 1#$iOffice:$a325 Spring St.$bNew York$cNY$e10013
271 2#$iCenter:$a179 Varick St.$bNew York$cNY
$j - Specialized telephone number
Subfield $j contains an important service number, as opposed
to an administrative telephone number that is recorded in
subfield $k. Examples of specialized telephone numbers
include hotline numbers, WATS 800 numbers, emergency numbers,
etc. If more than one specialized telephone number is
associated with the primary address, each number is given in a
separate subfield $j. Hotline numbers precede any other
specialized telephone numbers.
270 1#$aP.O. Box 50007$bPasadena$cCA$e91115$j213 681-2626 (24
hour hotline)
270 1#$a2500 Route 60 East$bOna$cWV$e25545$j743-5500
(Emergency Dispatch Line)$k743-3262
270 1#$a666 Broadway$bNew
York$cNY$e10012$j1-800-221-4602$k212-460-9330$pDonna M.
Rosenthal
$k - Telephone number
Subfield $k contains a regular telephone number associated
with the primary address and/or the public information contact
person at that address. It can also contain information that
no telephone number is available. If more than one telephone
number is associated with the primary address and/or public
information contact person, each number is given in a separate
subfield $k.
270 0#$a4844 Broadway$bNew York$cNY$k1-212-569-5050
270 1#$a100 Longridge
Court$bTimonium$cMD$e21093$k252-9326$k252-1318$pJohn or Sally
Tullis
270 0#$a8950 Route 108, Gorman Plaza, Suite
116$bColumbia$cMD$e21045$j997-CASA
(hotline)$k997-0304
270 1#$a5470 Beaverkill Road$aFlorence Bain
Center$bColumbia$cMD$k964-0415 EVE
$k461-0275 DAY
270 1#$aP.O. Box 74$aStaten Island$cNY$kno phone/sin telefono
270 0#$k522-7116$n523-3494 (TTY)
[The association has no physical location.]
$l - Fax number
Subfield $l contains the fax number associated with the
primary address. If more than one fax number is associated
with the primary address, each number is given in a separate
subfield $l.
See the example under the description of subfield $d.
$m - Electronic mail address
Subfield $m contains an electronic number address associated
with the primary address. If more than one electronic mail
address is associated with the primary address, each number is
given in a separate subfield $m.
See the example under the description of subfield $d.
$n - TDD or TTY number
Subfield $n contains a TDD or a TTY number associated with the
primary address. If there is both a TDD number and a TTY
number (and/or more than one of each) associated with the
primary address, each number is given in a separate subfield
$n.
270 1#$aLittle Patuxent
Parkway$bColumbia$cMD$k992-4800$n992-4822 (TDD)
$p - Contact person
Subfield $p contains the name of the public information
contact person at the primary address. If more than one
contact person is associated with the primary address, each
name is given in a separate subfield $p. If the name of the
public information contact person is the same name as the
attention name found in subfield $g, the information is not
repeated in this subfield.
270 2#$aP.O. Box 223$bBroken Arrow$cOK$e74013$pSgt. Kathy
Hibner
$q - Title of contact person
Subfield $q contains the title of the public information
contact person.
270 1#$aHannah More Academy Center, 12035 Reisterstown
Rd.$bReisterstown$cMD$e21136$k887-1139$pIan J.
Forrest$qBureau Chief
$v - Hours
Subfield $v contains information as to the days and hours the
person or organization named in field 270 is available.
270 1#$aDevereux Youth Camp, 456 Lake Isle
Rd.$bParksburg$cVA$e22995$k520-555-1234$pMargaret Ivan$vM-F,
7:00 AM-6:00 PM$zJune thru August only
$z - Public note
Subfield $z contains general information pertaining to the
name and address in field 270. This information is
appropriate for display to the public.
270 1#$aDevereux Youth Camp, 456 Lake Isle
Rd.$bParksburg$cVA$e22995$k520-555-1234$pMargaret Ivan$rM-F,
7:00 AM-6:00 PM$zJune thru August only
$6 - Linkage
Subfield $6 contains data that link pairs of fields that are
alternate graphic representations of each other. The subfield
contains the tag number of an associated field and an
occurrence number. Subfield $6 is always the first subfield
in the field. A complete description of subfield $6 and
guidelines for applying it are provided in the 880 Alternate
Graphic Representation section.
INPUT CONVENTIONS
Punctuation
The subfields do not end with a mark of punctuation unless an
abbreviation, initial/letter, or other data that ends with a mark
of punctuation is present.
Input Order of Regular Telephone Numbers
If the primary address has a regular telephone number and a
public information contact person at that address has a different
telephone number, the telephone number associated with the
primary address follows the address information (subfields
$i,$a-$h); the telephone number associated with the public
information contact person follows the name of the public
information contact person with whom it is associated (subfield
$p) (and the public information contact person's title (subfield
$q), if present). If the telephone number of the primary address
and the contact person is the same, the telephone number follows
the address information.
270 1#$a1500 Greenmount
Ave.$bBaltimore$cMD$e21202$k361-4669$pDonna
Green$k361-4669$pShirley Price$k361-4674
Library of Congress