Data Format
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Book Note Records

Each Book Record may be followed by one or more Book Note Records that provide further information about the book. The basic form is as follows:

  1. Record Type

    Dn, where n is a single digit in the range 1 to 9, or A to Z (for 10 to 36). In US files these records must be in ascending, contiguous, order of 'n' starting at 1, and the total number should match the value in the Book Record; in UK files n must be a single digit, but is otherwise ignored.

  2. Free Format Note Text

    Each line can contain up to 100 characters and should be broken at a word break. If the text refers to a book then the name should be enclosed in <>; if the text refers to a magazine then the name should be enclosed in {}; if the text refers to a series then the series should be enclosed in double quotes; if the text refers to a film then the film should be enclosed in <{}>; if the text refers to a short story then the short story should be enclosed in double quotes.

    If the text contains multiple sentences, punctuated by periods, then only a single space should follow each period.

    If the text includes the trigraph ^\\ then this designates a line break in the output (and a doubled trigraph will produce a blank line). In US files (only) an embedded "tab" character may also be used to cause a new line and an indent.

    Embedded hyperlinks may be included in the note text (e.g. to point to a magazine website) as discussed below.

There are also a number of special-purpose Book Note Records that are only used in UK files, either to support a feature that was not available in the US format at the time (such as cover artists) or to facilitate data mining. These currently include:

In addition, a prefix of "DQ" is reserved for internal usage (UK only).

Embedding Hyperlinks

Text that is to be linked to a particular URL may be embedded in note text using the format:

[@Hyperlink{|Text}]

where:

In addition, text may be linked to the entry for a particular name in the Author Index using the format:

[%Author Name{|Text}]

where:


Cover Artist Record Layout

These were originally invented because the US files did not support identification of cover artists. This omission was subsequently corrected by extending the Book Records to include a cover artist field, but the use of a separate record has been retained in UK files for clarity and simplicity of use. It has between two and four fields:

  1. Record Type (DC)

  2. Cover Artist Names

    These are in standard internal format. If this field is omitted then it indicates that there is cover art, but the artist is unidentified.

  3. Cover Art Title
  4. Covert Art Title Additional

    If the cover art has a formal title then it can be recorded in these fields in the usual way.

The contents of this record are combined with the preceding An record when translating to the US format. In UK files this record should immediately follow the An record.


Cover Photo Record Layout

These were originally invented because, even when the US files did support identification of cover artists, Locus dictated that photographic covers should be excluded. It has fallen into disuse in recent years, although it is unclear if this is a deliberate change in policy or not. It has between two and four fields:

  1. Record Type (DD)

  2. Cover Artist Names

    These are in standard internal format. If this field is omitted then it indicates that there is cover art, but the artist is unidentified.

  3. Cover Art Title
  4. Covert Art Title Additional

    If the cover art has a formal title then it can be recorded in these fields in the usual way.

The contents of this record are ignored when translating to the US format.


Previous Edition Record Layout

These were created as a way of recording any information given in a book on previous printings of a book (other than the first edition). It has three fields:

  1. Record Type (DE)

  2. Publisher Name

    This is the name/imprint of the publisher as for First Edition Records.

  3. Date

    This is the date specified for the previous edition (in the form YYYYMM).

This record is ignored when translating to the US format.


Alternate Edition Record Layout

This is used when multiple editions appear simultaneously from the same printer's plates. The main entry should contain the most common edition (typically a trade paperback) while this should be used for secondary editions (typically hardcover and/or limited editions). It has up to five fields:

  1. Record Type (DH)

  2. Type of alternate edition

    This specified the type of the alternate edition, and defaults to 'hardcover' if omitted.

  3. ISBN of alternate edition

    If this has the same prefix as the main entry then the prefix (but not the hyphen after the prefix) may be omitted.

  4. Price of alternate edition

    This is in the same format as for Book Records.

  5. Flag

    This is specified as '%' if the edition has been seen, and omitted otherwise. If the edition has been seen the associated text will be generated as "A xxx edition is also available"; if not it will be "A xxx edition was announced but not seen.

This record is translated to a 'Dn' record for the US file.


Pseudonym Record Layout

This was originally invented to record pseudonym usage prior to the adoption of the PSEUD.CVT file. Although now obsolete, it may occur in some older files. It had two fields:

  1. Record Type (DN)

  2. Author Names

    This contained the real name(s) of the author(s) for whom the main author of the book is a pseudonym, in internal format.

First Edition/Description Record Layout

This record provides a formal way of defining the first edition of a book (for data mining and validation purposes) and can also be used to generate a standard, brief, description for the book. It has four fields:

  1. Record Type (DP)

  2. Publisher Name

    This is the name or imprint of the publisher who published the first edition of this book. If there were multiple simultaneous first editions then the publisher names are separated by a ";" and are listed in the order discussed under the discussions of first editions. This field is omitted if the book being described is itself the first edition, or if the original publisher is unknown. If only the country of first publication is known then this may be specified as 'UK', 'USA' or similar.

  3. Date

    This is date when the first edition was published (in the form YYYYMM) plus any details of variant titles or authors for the first edition in the form "YYYY as <title>" or "YYYY as by author" (or combination of the two). Note that this generally only refers to the first edition of the book in its current form - earlier editions with a different text or in a different language are mentioned in the notes text (although there is little consistency on this). This field is omitted if the book being described is itself the first edition, or if the original date is unknown.

  4. First line of the description for the book

    If specified this should start with a lower-case letter (which will be converted to upper case as necessary); if it is omitted then a description is constructed from the book type and classification fields on the Book Record.

This record is translated to a 'D1' record for the US file.


Series/Sequel Record Layout

This record was invented as a formal mechanism for defining the series a book belonged to prior to the invention of a field on the Book Record in the US files for this purpose. It has been retained in UK files for clarity and flexibility, but is little used at present. It has up to 4 fields:

  1. Record Type (DS)

  2. Volume number

    This should hold the volume number in the series in the form nn (or ??? if not known); if the series is unnumbered then the field should be left empty. If the book is just a sequel then the field contains just the letter 'S'.

  3. Series title (if a series entry) or previous book title

    If the current book is a sequel to a previous book then this contains the name of the previous book (in external format); otherwise it should contain the name of the series to which the book belongs. If the series name has already been included as part of the title then a "*" may be entered here to generate a reference to "the series"; if the series has not yet been named then the field should be left empty to generate a reference to "a new series".

  4. Series type

    This is used (for series entries only) to over-ride the keyword 'series' with 'trilogy' or similar. As a special case, if the series name is self-contained then '*' can be entered here to generate 'Volume nn in "name"' rather than "Volume nn in the "name" series'.

This record is translated to a 'Dn' record for the US file along the lines of "Volume nn in the xxx series".