Analyzed Electronic Resources Overview:
“Analyzed” in itssense means that all books in a series are cataloged individually – one bib record for each book. A series may be “classed together,” which means that all the books have the same call number, or a series may be “classed separately,” which means the books are classified by individual subjects and all have different call numbers. Analyzed titles require a series authority record.
During receiving, you may encounter Electronic Analyzed Resources that need to be checked in.
This section of the guide will provide procedures for handling:
Basic Checklist for Checking In Analyzed Electronic Resources:
This provides an overview of checking in Analyzed Electronic Resources. For more in-depth examples/procedures see the AIP Conference Proceedings Check-In guide.
Search for and review the series authority record. (To search for authority records conduct a Title(t) search for the Series (830). The authority records will contain basic information regarding what to add in each exported bibliographic record so that it conforms to our library standards. Resources can belong to more than one Series, so it is necessary to review each Series authority record to find out what information must be added.
Open the check in record for the resource you will be using and compare it to the authority the record—to investigate which Series 830s will be used.
It is often very helpful to open the bibliographic record of the last analyzed title that went through cataloging (found in the check in card). Since this record has been checked in and reviewed, it is good to use it as a template when checking in new titles.
Once you know which Series you are working with: review the check-in card for the next title. This often involves using Public Display to access the publisher’s website and seeing what new volumes have been published online.
If new materials (items that need to be checked-in) are online, click on the link to the resource to ensure that it is active. If active, then copy the publication title and paste it in the Public Note section of the correct check-in box of the check-in card.
Search Sierra for the monographic title. A monographic title should not be found. If a record is found for that title, STOP and consult with eserials Supervisor before proceeding.
Identify the best OCLC record. **Remember you can only use online records for this procedure. To determine if an OCLC is for an electronic resource, examine the Form field, looking for o.
If no suitable OCLC record can be found, return to the check in box of the check in card add the the following note: Could not locate in OCLC (D/I).
Now, the record is readied to be sent to cataloging. If you are sending this directly to cataloging be sure to note that in the local note v995 by writing >> sent to RC (D/I).
To send to cataloging: Print the record using the Email Printer function in Sierra. Forward the emailed record to Rose Cody (firstname.lastname@example.org) with the subject: ANALYZED TITLE:[insert Series Identifier 830 and number you are working on]. . Add a CC recipient eserials.
AIP Conference Proceedings Procedure Guide
The following procedure can be used to check-in the analyzed electronic resource: AIP Conference Proceedings. This guide will provide instructions for checking in AIP Conference online resources. Each conference proceeding serves as an analyzed title within a larger series (AIP Conference proceedings). This is a complex procedure that requires investigating Sierra, the publisher website, OCLC, and Serials Solutions.
Once you locate the title, click the link and review page, making sure it connects and links to the publication.
Note: For AIP many of the titles have been batch loaded. This means that a brief bib will already exist in Sierra when you search for the title. If you encounter a title where the brief bib is loaded, do not continue with the procedure. Checking-in those titles requires a different procedure, in which you overlay an OCLC record. See overlaying batch loaded AIP record section.
In Sierra’s new monographic bib record you must complete the following:
Return to the bib. Now you will delete/modify/add fields to the newly imported bib record from OCLC. Note: If the field already discussed exists in the imported OCLC record, you will need to delete the field and replace it with our field.
Finally, you will add a series of Local Notes to provide information about the title and what you have modified.
With the record readied, you can now send it to cataloging. Print the record using the Email Printer function in Sierra. Forward the emailed record to Rose Cody (email@example.com) with the subject: ANALYZED TITLE: AIP conference proceedings (Online);|vno.[number you are working on]. Add a CC recipient eserials.
Finally, return to the AIP conference proceedings [electronic resource] check-in record. In the check-in box for the title you were working on add a staff note: BIB XPO (D/I). If you are finished checking in items for the session, update the expected dates for the next check-in box.
Save and exit the record(s).
Analyzed Titles under the New Directions for designation include:
Note: These are all quarterly publications.
Adding internet item records is a simple procedure.
Exporting a Bib from OCLC
You have found a Bib Record in OCLC that you want to export to Sierra.
Clean up the Bib record by doing the following:
The Bib has now been exported and readied for the procedure.
Bib Export for OCLC Overlay:
Sometimes batches of brief bibs from vendors will be loaded into our catalog. When this occurs, it may be necessary to overlay more thorough OCLC records onto these brief bibs. This is so that we don't end up with two records for the same title (one brief bib and another, more thorough, OCLC record). If you believe that the overlay procedure needs to be done for a series, consult with eserials for discussion and instruction.
When checking in batches of analyzed electronic resources, instead of sending each individual title to Cataloging, it is easier to use the Create List function to add records to a list then, then notify cataloging that list x needs to be cataloged.
Access the create lists using Function: Create Lists
Select an empty list. Choose one that contains a max record amount roughly equal to the number you will check in.
Select the list >>Search Records. For Review File Name, use the naming convention your initials then the Series you are working on and needs cataloging
For the search range, have the record number correspond to the first title you check in. If you check in b3210008 then the search would read Start: b3210008 and Stop b3210008. >>Search
The search should pull up only that record. Now, you have your create list list started. With each analyzed title you check in, go to the create list window (it should stay open) and select the Add icon.
Run a search for the title you just added (copy and pasting works well).
When the bib comes up >>click on it>>Use Bib
The bib should now be added to your create list file.
Note: To remove a bib added to the create list record, select the bib you wish to remove then the Remove icon.