Skip to main content

SAE International

WHO Code
400 Commonwealth Drive
Zip/Postal Code
London Stever
RDA Procedures

26 August 2015


SAE requires a four step process.

1) Create records according to SAE's specifications using the proto-marc records created by Matt. This becomes the working file.
2) Obtain OCLC numbers using Connexion and add them to the 035 field of the records in the working file.
3) Transmit completed working file to Matt for final processing and transmission to SAE.
4) Send statistics to Rich so he can create a bill for SAE.

SAE provides spreadsheets for their publications to Matt ( Matt searches and sends proto-records to Pam Cale (

Cataloguer will edit proto-records as directed below.

Electronic versions of earlier print titles were prepared later, but all are catalogued as simultaneous publications, rather than reproductions, i.e., no 533 or 534.

If a PDF does not contain an abstract, and the blurb in the spreadsheet is not adequate, a summary can often be found on the website:

Note in particular copy and paste 505 contents, 520 abstract, and 653 author supplied keywords (if any).

Electronic Record Template

*Automatically supplied field

05 = n
06 = a
07 = m monograph or s serial
08 = blank
09 = blank
17 = blank
18 = 1

001 SLC RSN moved o 035 on export; 090$eeISBN (qv) as 001

00 = m
01-04 = blank
05 = e
06 = o
07-08 = blank
09 = d
10-17 = blank

00 = c
01 = r
02 = blank
03 colour
a = one colour
b = black and white [Assume for automatic supplying; change if wrong[
c = multicoloured
04 = n
05 = blank
06-08 = |
09 = m
10-12 = |
13 = a

06 = s or m for serial
07-10 year>
11-14 = 9999 for active serials
15-17 = mau
blank = no illustrations
a = illustrations
d = charts
e = plans
k = forms
22 = f
23 = o
a = abstracts
b = bibliographical references
28 = blank
29 = 0 or 1 for conference publication
30 = 0
0 = no index
1 = index
32 = blank
33 = 0
34 = blank
35-37 = eng [unless some other language]
38 = blank

*010 $zprintLCCN (print)
*020 $aeISBN$qpdf
*020 $aISBN$qepub
*020 $aISBN$qprc
*020 $zprintISBN$qprint

NB: If lacking, request eISBN from Heather Slater (

*020 $zprint ISBN>
022 $aISSN> (electronic journal)
*024 7 $aDOI>$2doi
*040 $aCaBNVSL$beng$erda$cCaBNVSL$dCaBNVSL
050 4 $aLCC> add "eb" to year
082 04 $aDDC>$2ed.> Do not add if lacking.
*090 $a$bSAE$eISBN> [Deleted on export; $e moved to 001]

*093 $aSAEdate> [Deleted on export]
100 1 $aAuthor> [Check against LC authorities & earlier records done]
111 2 $aConference name> [if conference proceedings]

100/700/110/710 relator terms

After main and added entries, enter following final mark of punctuation $e(s), and one or more RDA terms. Precede and separate $e's with

245 10 $aTitle :$bsubtitle> /$cStatement of responsibility.
246 30 $aDistinctive part of title>.
250 $a>Edition>.
*264 1 $aWarrendale, Pennsylvania (400 Commonwealth Dr., Warrendale PA USA)
:$bSociety of Automotive Engineers,$c20XX>. [008/7-10 same as 264$c]
*300 $a1 online resource (X, X> pages) :$billustrations.
*336 $atext$2rdaontent
*337 $aelectronic$2isbdmedia
*338 $aonline resource$2rdacarrier
*490 1 $aSociety of Automative Engineers. Electronic publications.
490 1 $aSeries title as in item>,$xISSN> ;$v
504 $aIncludes bibliographical references (pages ).
505 0 $aContents>; cut & paste chapter titles from PDF or website,
*506 $aRestricted to subscribers or individual electronic text purchasers.
520 3 $aSbstract/summary/blurb cut and pasted> [If more than 300
words, use first one or two paragraphs only.]
*530 $aAlso available in print.
*538 $aMode of access: World Wide Web.
*588 Title from PDF title page (SAE Web site, viewed date>)

650 0 $aLCSH
653 $aAuthor assigned keyword from end of abstract [one per 653]. If no author assigned keywords, use sector and topic headings at end of abstract, if the concept is not covered by the Library of Congress subject headings.
*655 0 $aElectronic books.
700 1 $aAdded personal entry.
710 2 $aSociety of Automotive Engineers,$epublisher.
710 2 $Added corporate entry.
740 0 $aAdded analytic title entry.
*776 08 $iPrint version:$10 digit ISBN$z13 digit ISBN$w(DLC)LCCN
LCCN has 3 spaces (if not letters), and 0's replacing hyphen to make 8 spaces.
*810 2 $aSociety of Automotive Engineers.$tElectronic publications.
830 0 $aSeries title> ;$vxx. $xISSN [if in item] qualifier not used because of PCC Task Force recommendation]
The URL is generic, and takes one to a page with access to all three formats.
*856 40 $3SAE source page:$uhttp://
990 $aCataloguer's initials>. [Removed on export]

After completing the cataloging of the PDFs, the cataloguer runs the working file through the batch converter to prepare the batch for loading into OCLC. The cataloguer will use the instructions for OCLC Manual Updating to obtain the OCLC numbers to add to the records in the working file, which at the end of the process will be sent to Matt to be sent to the client. NOTE: records are only added to OCLC, if a record for the electronic version of the title does not exist in World Cat.

OCLC Manual Updating Instructions (updated 17 January 2013)

Use OCLC Connexion Client.

Account number: 100-124-074
password: jin

Before importing the records into the save file, you can change the eLvl and
040 to what it should be in MarcEdit (the 049 is J2IA by default)

1. First you need to load the .mrc file into the client. Go to "File", "Import records"

2. Put the file name in the first box (or browse and select it)

3. I always use a local save file (habit, online should be OK as long as you empty it when done)

4. Select a bibliographic save file name (I usually click on local file manager and create one called 'junk' or something that I know is temporary

5. Hit OK, and it will process the records and come back with a screen detailing any problems and the numbers loaded. I NEVER delete the original
file because I need it to send to Matt or Gary.

6. Close the report.

7. Open the local save file by going to "Cataloging", "Search", "Local save file", check to make sure the local file has the right name and hit enter.

8. The local file comes up. Before loading to OCLC, the 040 needs to be changed to 'CaBNVSL ?c J2I ?d J2I' and the 049 changed to J2IA. I do this
using constant data, but you can do it manually or with copy/paste if you don't want to learn another step. To set up constant data, go to
'cataloging', 'create', 'constant data', click ok on books. Type in what you want applied to every record. Fixed fields (encoding level) have to be done
manually. Save the constant data record, give it a name. You can then use it on individual records, or highlight the whole list, then apply the cd record
(edit, constant data, local, apply from list).

9. You also need to change the eLvl to 'I', which can't be done via constant data.

10. I usually take advantage of the spell checking "F7" and validating headings ("shift"-"F5") feature in OCLC to make sure I didn't miss

11. Search each record "F2", make sure it's not already in the database. If not, update holdings "F8" to add the record to the database.

12. Copy the OCLC number into your original record (in Bibliofile, ITS, or MARCEdit) in the 035 (OCoLC)xxx so Matt will have it when he processes
your file.

13. Delete the holdings in OCLC (This symbol doesn't own the item), by going to "Action", "Holdings", "Delete holdings" - Or You can delete
holdings for multiple records by highlighting them all, just like step 14.

14. Go to the next record and repeat. After all are done, you can delete the records in the file by highlighting them all and using the trash can icon.
Most of the actions listed above also have icons if you prefer using them.

Matt puts the records on the SLC server.

Matt sends the URLs to London Stever (

Rich invoices SAE based on Daniel's statistics to Accounts Payable <>


Charged SAE

MARC records original: $11.00 per record
MARC records derved from print records: $7.00 per record
Record processing: $1.50
OCLC load: $1.00


MARC original records: $8.00 per record
Cut and paste 505/520 in derived record $2.00
MARC derived records: $2.00 per record
OCLC load $1.00