“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 claiming and receiving, you may encounter Electronic Analyzed Resources that need to be checked in.
This section of the guide will provide procedures for handling:
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 (will be the same as the journal title)). The authority records will contain basic information regarding what to add to each exported bibliographic record so that it conforms to our library standards. In most cases, you will be adding the 506 (access info), 655 (genre=electronic books), 830 (series the title belongs to), and 856 (URL for the resource) fields, and attaching an internet resource item record to the bib.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 (journal) 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 also open the bibliographic record of the last analyzed title that went through cataloging (the title can be found in the most recent check in card that has "arrived" status). 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 have found the check-in card and know which Series you are working with: review the publisher’s website to see which, if any, new volumes have been published online. The link to the landing page on the publisher's website will be in the check-in record notes.
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. Test a link or PDF to one or more of the chapters/articles within the volume.
Copy the publication title and paste it into 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 your Supervisor before proceeding.
Identify the best OCLC record. ***Remember, you should generally 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 staff note: No online record found in OCLC (D/I).
If a good print record exists in OCLC, it can be used as a temporary substitute until a good online record appears in OCLC. If a substantial amount of time passes (i.e. a year) and no online record has appeared, the print record can be sent to Cataloging to complete the process.
If there is neither an online nor a print record in OCLC, it may be desirable to create a brief bib in Sierra, to make the content available until a suitable record appears.
Now, the record is readied to be sent to cataloging. If you are sending it to cataloging be sure to note that in the local note v995 by writing ">> sent to [Authority Control Manager's initials] (D/I)." You can either e-mail the Authority Control Manager or use the Create Lists function to notify cataloging of the new record.
This guide will provide instructions for checking in the analyzed electronic resource: AIP Conference Proceedings. Each conference proceeding serves as an analyzed title within a larger series (AIP Conference Proceedings). NOTE: In March 2021, the decision was made to drop this series from the analyzed titles. However, this guide serves as a good example to illustrate the various steps of the internet analyzed process, which can be applied to any other internet analyzed title. In studying this guide, you will be introduced in detail to the complex procedure that requires investigating Sierra, the publisher website, OCLC, and Serials Solutions.
Once you locate the title, click the title's link and review the page, making sure it connects and links to the publication. It is good to test at least one PDF article/chapter link on the page, to verify that the title has been fully published online and is accessible.
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 same field already exists in the imported OCLC record, but with different information than what we need, you will need to delete the field and replace it with our field.
Also, keep in mind that the links will need to be Athenized before entering them into the 856, which you can accomplish via the OpenAthens StaffGuide.
Finally, you will add a series of Local Notes to provide information about the title and what you have modified. Note that the 993, 994, and 995 fields can be copied and pasted from the most recently catalogued bib, since they are generally the same for each monographic title.
Finally, return to the AIP conference proceedings [electronic resource] check-in record. Check in the box for the title you were working on and 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).
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 [Authority Control Manager's initials] (D/I)." You can either e-mail the Authority Control Manager or use the Create Lists function (see box below) to notify cataloging of the new record.
Analyzed Titles under the "New Directions for..." designation include:
Note: These are all quarterly publications. These are the internet analyzed titles you will check in the most often.
Adding internet item records is a simple procedure.
Occasionally, a new issue of an analyzed title will get published, but a thorough, I-level online record will not appear in OCLC for several weeks or up to a year in some cases. Therefore, it is generally a good idea to create a brief bibliographic record for these monographic titles, to serve as a placeholder for the monographic title and make it available in the catalog until a useable OCLC record does show up. This brief record will contain basic metadata such as author, title, and the fields we normally add to analyzed bibs like series, access restrictions, etc.
Note that oftentimes a thorough print record will appear in OCLC before an online record will. It is also OK to export the print record as a placeholder until an online record can be found. Also, although we would prefer to use an online record, sometimes it is acceptable to use a thorough, high-level print record for cataloging, if a substantial amount of time (i.e. a year or more) passes and there is still no online record. If you do decide to submit a print record for cataloging, please add a note that reads "no online record found in OCLC after a year, print bib xpo and sent to cat" (or something similar) to the 995 local note.
If neither a print nor online record in suitable form appears in OCLC, you can check with the Serials Librarian to have original cataloging done for the title.
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.
Occasionally you will be creating brief bibs for issues of analyzed titles that have been published, but do not yet have a record in OCLC. If you do create a brief bib, you will need to check OCLC again the next time the title comes up for claims to see if a thorough online record has appeared in OCLC (often, there will be one upon the 2nd check). When there is a useable record in OCLC, you will need to overlay it onto the brief bib, which will replace the brief bib with the OCLC record in Sierra. To perform an 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 e-serials for discussion and instruction.
When checking in 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 notify cataloging that list x needs to be cataloged. NOTE: There is a designated list already created that you can add any internet analyzed titles to, which is list 36 "Internet analyzed titles ready for cataloging." However, this guide will contain instructions for creating a new list if you need to or prefer to.
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, then choose Search Records.For Review File Name, you may 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 (or only) title you check in. If you check in b3210008 then the search would read Start: b3210008 and Stop b3210008. Click Search.
The search should pull up only that record. Now, you have your create list list started. This allows you to double-click on the list and open it.For each subsequent analyzed title you checked in and need to add, 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 the bib record number works well).
When the bib comes up, click on it, then select 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.