StaffGuide: Cataloging and Acquisitions

Internet Monographs Policies & Procedures

Cataloging Internet Monographs

I. Getting Started

A. Requests might come in several forms:

1. Individual requests on an “Electronic Resources Processing Form.”

2. A spreadsheet or list of titles. An authority record will already be set up for the series. Follow the specific processing instructions recorded there in addition to these procedures.

B. For each title, use the URL to call it up in the browser of your choice (Firefox, IE, etc.). If you have difficulty accessing the site, try again later; if the difficulty continues, tell your supervisor.

C. These procedures incorporate changes in practice from the “Provider-Neutral E-Monograph MARC Record Guide” (http://loc.gov/aba/pcc/bibco/documents/PN-Guide.pdf), which has been endorsed by OCLC. This document encompasses records for “monographic titles that are simultaneously issued in print and online, digital reproductions of print resources, and born-digital resources.” It stipulates that a single bibliographic record should be used to describe all manifestations of an online monograph–provided that the content is essentially the same–and that only fields applying to all manifestations should be included in the record. Even different file formats (HTML, PDF, Word, etc.) are accommodated on the single record, as this information is not specified. Under OCLC’s definition for this policy, e-monograph = online monographic resource = remote access monographic computer file.

II. Finding the Appropriate Record

First search the library catalog by title. This should pull up all records for the title, whether print or electronic. Then follow the appropriate step below.

A. Record for print version. If we already own the print title, we will simply add the electronic information to the existing the library catalog record. Compare the online resource to the the library catalog record carefully to make certain that they truly match (same title, publication information, edition statement, series, etc.). The following are the steps for editing. Note that if we have online access through another provider, some of this information should already be present in the the library catalog record:

1. Change Location to “multi” and add “inter” to the list of locations.

2. Add the e-ISBN if available. (If both the 10-digit and 13-digit forms are known, enter each in a separate 020 field.) Format as follows:

020 ## 0309529263 (electronic bk.)

020 ## 9780309529266 (electronic bk.)

3. Add a series statement for the electronic package, if applicable, in field 830. (As these are locally-created headings, do not give as a 490 1/830 pair.) For example:

830 0 Wiley InterScience electronic books

4. 856 field. Use indicators “4" and “1" (for version of the resource). The proxied URL from the spreadsheet is entered in |u. For example:

856 41 |u http://0-www3.interscience.wiley.com.library.uark.edu/cgibin/homepage/?isbn=3527602720

5. Add the following local subject heading : 655 0 Electronic books

6. Create an item record for the electronic copy according to step IV below. It should be in first position. (Only one record is needed, no matter how many online versions are available.)

7. Add the following local 5xx field: 506  Electronic access limited to current UAF students, faculty and staff

8. You are now finished with this title. See “Statistics” section for counting.

B. Matching [electronic resource] record found. Provided that an existing the library catalog record describes the same resource as the online one (same title, publication information, edition statement, series, etc.), use it. This applies even if the record describes another electronic version of the same resource. Continue cataloging with step III below. If the record does not describe the same resource, give to your supervisor.

C. Brief bib record only or no bib record. Search OCLC for an electronic record using the online ISBN (if available), title, or author/title combination. At this point you will find:

1. One or more electronic resource records. OCLC is currently working to combine multiple electronic records into a single provider-neutral one. This means that the issuing entity and file format (HTML, PDF, Word, etc.) of the item no longer matter, but rather, all online manifestations are to be described with a single record. But until this process has been completed, you may find multiples. If one or more electronic records matches the online resource (same title, publication information, edition statement, series, etc.), choose as the basis for cataloging:

a. The best record in terms of accuracy and completeness.

b. If records are equivalent, the record with the most holdings. Export the record, overlaying any brief bib record with the 949 command “ov=.b________”. Continue cataloging with step III below.

2. No OCLC record for any electronic version. You will need to derive one from the record for the print version. To do this, locate the corresponding print record (same title, publication information, edition statement, series, etc.), then:

a. From the Connexion “Edit” menu, select “Derive” and “New Record.”

b. Choose “yes” to “Transfer fixed field values to new record?” However, Elvl should be coded “I,” and Srce should be “d.”

c. Generally edit the record in OCLC according to step III below.

However, keep in mind that you are creating a new OCLC record, so you should check the record for accuracy and perform authority work for name, title, series, and subject headings.

d. Because you are basing the description on another OCLC record, you will need to include a “Description based on print version record” note (588) and 776 field, covered below.

III. Deriving/Editing the Bibliographic Record

A. Fixed Fields

1. Check that the code in Lang matches the language of the piece.

2. Make certain that Skip (the library catalog only) and the second indicator in field 245 are set to accommodate any initial articles in the title.

3. In the library catalog, enter “inter” for Location and change the 049 to AFUT.

4. Make sure that Bib Level/BLvl is “m” for “monograph.”

5. Mat Type code should be “a” for “language material.”

6. FormItem/Form should be “o” for online electronic.

7. If editing in the library catalog, add a Cat Date and Bcode3 (x) when you are finished editing the record; exporting from OCLC will add these automatically.

B. Variable Fields

1. 006 Field

a. If editing in the library catalog, check and correct the following codes:

     i. TypeCode should be “m” (computer file)

     ii. FileType should be “d” (document)

     If there is no 006 field, add it.

b. If deriving in OCLC, add an 006 field as follows:

i. From the “Edit” menu, select “Field 006,” “Insert,” and “Computer Files.”

ii. Type should be “m”

iii. File should be “d”

2. 007 Field

a. If editing in the library catalog, check and/or correct the following codes:

i. Mat Catg should be “c” (computer file)

ii. Spec Mat should be “r” (remote resource) If there is no 007 field, add it.

b. If deriving in OCLC, add a full 007 field with the following values: |a c |b r |d b black and white c multicolored |e n |f blank |h u |i n |j u |k u |l u

For example:

007 c |b r |d c |e n |h u |i n |j u |k u |l u

3. 010 LCCN If you are deriving in OCLC and the print record included an 010 field, move it to |w of the 776 field instead (see below).

4. 020 ISBN

a. If deriving, record the e-ISBN in field 020 |a as the first ISBN, and record other ISBNs in 020 $z. Also copy the print ISBN (p-ISBN) to field 776 $z (see below). If it is unclear which format the ISBN represents—as often occurs with simultaneously issued versions—then use $z for any ISBN in the e-version record. 020 0309529263 (electronic bk.) 020 9780309529266 (electronic bk.) 020 |z 0309091179 (hardcover) 020 |z 9780309091176 (hardcover)

b. If editing in the library catalog, add the e-ISBN(s) for this electronic version. There may already be e-ISBNs for other versions we have access to. However, delete e-ISBNs that are not applicable.

5. 050/090 Call Number Each electronic book should have its own LC call number, including class stem, Cutter, and date. (An existing the library catalog call number may have work letters such as “eb,” in which case you should remove.) For example:

050 4 HG1615.25 |b .B49 1998

If no LC call number is present, first see if you can copy one from the print record (adjusting the date as needed). If you cannot find a call number, give to your supervisor after you have finished cataloging (or at the point of cataloging if deriving a record).

6. 1xx Main Entry

When deriving an OCLC record, authority work should be completed at the point of cataloging. The main entry should be applicable to all manifestations of the electronic resource.

7. 245 Title and Statement of Responsibility

The 245 must contain the GMD “|h [electronic resource]”. Add this subfield if it is not present. Check to make certain the 245 matches the online title page, and if not, correct it (including second filing indicator). The GMD follows |a (and any subfields |n and/or |p that follow immediately) and precedes |b and/or |c. For example:

245 10 CMOS electronics |h [electronic resource] :|b how it works, how it fails / |c Jaume Segura, Charles F. Hawkins

8. 246 Varying Form of Title

Use this field for recording additional titles (or portions of titles) found in the online resource, or on the Web pages where they are hosted. Note that the latter should be given in a form that excludes specific provider information. For example:

246 1 |i Available from some providers with title: |a CMOS electronics online

9. 250 Edition Statement

This field should only be used for recording statements applicable to all manifestations of the online resource, and not for statements pertaining to specific provider versions. Delete the latter. Note that the 250 must match the edition of the online resource. If not, you cannot use this record (derived or otherwise) for cataloging. Search for the appropriate OCLC record, and as needed, give to your supervisor to resolve.

10. 256 Computer File Characteristics

Do not use this field in OCLC or the library catalog records.

11. 260 Publication Information

This field should only be used for recording a place, publisher, and date applicable to all manifestations of the online resource, and not for statements pertaining to specific provider versions. Often these are print publication details. Record the first-named place, publisher, and date. Note that the 260 must match the online resource in content, if not in form. When it does not match, you cannot use this record (derived or otherwise) for cataloging. Search for the appropriate OCLC record, and as needed, give to your supervisor to resolve.

12. 300 Physical Description

Use “1 online resource” in |a. When deriving from a print record, retain existing pagination (place in parentheses) and any statement about illustrative matter. Exclude the original |c, and examine any |e in the record to make sure it is still applicable; if not, delete. When cataloging from the electronic resource itself, include information about pagination and illustrations if available, and omit |c.5 For example:

300 1 online resource (xix, 345 p.) : |b ill. 300 1 online resource (3 v.) : |b ill.

13. 490 1/830 Series Statement

a. If deriving in OCLC, record only series statements that apply to all known manifestations of the online resource. Often these are series from the original monograph publication. For the library catalog, retain or add applicable e-series statements. For example:

830 0 Gutenberg (e)

In all cases, the heading for the series should be the one for the print version, and not one with the “(Online)” qualifier. Record the ISSN for the electronic version instead of the ISSN for the print version if both are available; otherwise, record the ISSN that appears in the item or the record being cloned. For specific instructions, follow the procedures in “Series Authority Procedures for Copy Cataloging" (see below). If there is a problem with the series, or you cannot find its authority record, give it to your supervisor to resolve after cataloging. (Exception: if deriving a record, this must be done at the point of cataloging.)

b. Add a local series statement for the electronic package, if applicable, in the library catalog. As these are locally-created headings (i.e., the authority record will have note “Local series used to group ...”), use a single 830 field, rather than a 490 1/830 pair. For example:

830 0 Wiley InterScience electronic books

4. 5xx Notes

When deriving an OCLC record, verify all existing notes, but accept those in an the library catalog record unless they are obviously wrong. Follow these additional instructions:

a. Source of Title Note If the description is based on the e-resource itself, add a “Source of title” note (as the first note in the record), along with the provider name and date accessed. For example:

500 Title from title page (NetLibrary, viewed Feb. 27, 2010).

b. 588 “Description Based On Print” Note When deriving from the print record in OCLC, add the following note about the source of the record. It will be accompanied by a 776 field (see below).

588 Description based on print version record.

c. 506 Restrictions on Access Note Enter the following note in the library catalog only:

       506 Electronic access limited to current UAF students, faculty, and staff

d. 530 Additional Physical Forms Note Do not use. Prefer field 776, |i (see below).

e. 533 Reproduction Note Do not use. Note that this is a change in practice.

f. 538 Systems Requirements Note Do not use.6 15. 6xx Subject Headings If there are no subject headings (600, 610, 650, or 651 fields), in the record, give to your supervisor. If you are deriving a record, this will need to be done at the point of cataloging; otherwise, it can wait until you have finished cataloging. Also add the following local subject heading to the the library catalog record: 690 Text (Electronic book) If there is an existing 655 field in the record, you may replace it with the 690 heading.

16. 7xx Added Entries

When deriving an OCLC record, authority work should be completed at the point of cataloging. Include only added entries for persons, corporate bodies, conferences, etc., that are applicable to all manifestations of the electronic resource.

17. 776 Additional Physical Form

Generally add this field to link the e-resource to its corresponding print version. (The “Description based on print format version record” note will also be included in the record.) To create the link, use the OCLC “Insert from Cited Record” command.

a. Go to the line above the point you wish to insert the data.

b. On the “Edit” menu, click “Cut Copy Paste > Insert Blank Field > Below Current Field.”

c. Type tag “776” and enter indicators “08.” d. In the field data cell, enter the OCLC number, with or without the pound sign (#), for the related bibliographic record you want to cite. For example:

776 08 11553638

e. On the “Edit” menu, click “Insert from Cited Record.” The appropriate text will be pasted in the field.

f. Add “|i Print version:” to the beginning of the field. For example:

776 08 |i Print version: |a ACM/IEEE-CS Joint Conference on Digital Libraries (6th : 2006 : Chapel Hill, N.C.). |t Opening information horizons. |d New York : ACM, 2006 |z 1595933549 |w (DLC) 2006297059 |w (OCoLC)769673977

18. 856 Electronic Location and Access

a. When deriving an OCLC record, you will need to add the URL in field 856 with indicators “40” (for “Resource”). Enter only a URL that would be valid for all licensed subscribers (e.g., do not enter a proxy URL). Also do not add institutionspecific notes to |z (e.g., “Click here”). A |3 may be used for provider name, but only in cases where the domain name in the URL is not specific.

b. When editing in the library catalog, add the proxy URL for the resource in hand.

856 40 |uhttp://0-www3.interscience.wiley.com.library.uark.edu/cgibin/homepage/?isbn=3527602720

There may be additional URLs for other providers, but delete any that are not applicable to our holdings.

19. Add a 945 field with your initials.

20. If cataloging in OCLC, add a 949 field and export the record to the library catalog. Overlay the existing record as needed. For example: 949 *recs=b; ov=.b12345678;

IV. Attaching an Item Record

Use default template “e-item,” which will supply the following codes: Itype 43 Location inter Status j Do not enter a barcode number. Only one “inter” item record is needed, even though we might have access through multiple providers.

V. Check the Record in the OPAC

Make sure that URL really functions in the OPAC. From Sierra, simply click on “View” and “Public Display.” (If you are using character-based, you will have to first exit the the library catalog record, saving any changes you made, then search it the OPAC (https://library.uark.edu) by author, title, etc.) Look at the record. There should be a box in the middle labeled “Online Holdings” and a hyperlinked URL or public note. Click the link to be sure it works. If it does not work, or the display looks incorrect, double-check your 856. If you are not sure why there is a problem, ask your supervisor.

VI. Statistics

If you simply add the electronic information to an the library catalog print record, count as a recataloged book (under whatever location is appropriate to the print). Otherwise count as OCLC copy on the Non-Books statistics sheet, category “Internet Resource,” or in the case of a derived record, as an original. Use line “inter” if we paid for the resource; if not, mark as “free.” Do not count a piece, because no physical volume exists.

dek 100430/rev. 100818; ccm rev. 3/13/2015

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