UCR Electronic Resources Processing Guidelines
N.Douglas & S.Wittenbach
Revised 10/2/2000
For serials, in accord with the Systemwide agreement, use only one bib record for print and online versions. Even if UCR has only the electronic version, use the paper version for the base version of the record, and attach the electronic version information. If there is no print version, use the electronic version record.
For monographs, if the versions are presumed to be identical, add the electronic information to the print record. (This is a local decision and may change in time.) If the bib records available show them to be significantly different, use separate records. If the electronic access is to part of a book, such as bibliography or Table of Contents, indicate that in the 856 |3. The cataloger will add an item record with location=n, status=e, and the appropriate call number phrase.
Databases will more often be cataloged on separate records, which may be coded as monograph or serial, as they tend to be different from the print parent. The Head of Acquisitions may be consulted on the choice.
DISPLAY GUIDELINES
| Loc=n | Internet If paper and online, use multi in the bib; use Internet first (and SRLF last), such as: Internet, Rivera, SRLF |
| Holdings | Arrange checkin records in same order as locations, typically with Internet first, SRLF last |
| Call number | Use a specific term from the limited list begun below. Generally, it will only appear in the checkin or item record, unless UCR has only the electronic version, in which case it will be in the 099 in the bib record. These are not so much for searching as to get a good display in the checkin records and MELVYL, and to keep the print call number from showing in the electronic checkin record: Electronic journal Electronic book Electronic database |
CATALOGING GUIDELINES AND CHECKLIST
General cataloging things to watch for, since you may be overlaying existing copy:
1. Make a printout of the existing record in Scotty (and/or have it up on a Scotty search screen as you work), so you
can be sure to upgrade the record with:| Call number | typically 090, and delete all other call number fields |
| Location | multi, with n first |
| Microform | if it also exists in microform, be sure we don’t lose that info |
| Notes | any special notes not appearing on the OCLC record |
2. OCLC download - export according to OCLC download guidelines, overlaying existing Scotty record.
Before downloading from OCLC, one might want to edit the OCLC record itself, particularly:
correcting the call number
deleting subject headings that are other than LC
deleting 856 fields that do not reflect our mode of access (e.g., OCLC passworded searches, etc.)
| OCLC reminders: | searches: scan title; issn=nnnn-nnnn; OCLC#=#nnnnnnn |
| export=xpo; unedit=ue; to clear the screen for another search=ret | |
| to toggle between insert and overwrite, use insert key on keyboard |
3. Inserting fields in Innopac
| 007 | MARC (y) | 022 | ISN ( i ) | 090 | CALL NO (c) | 5xx | NOTE (n) |
| 776 | LINK (q) | 856 | MARC (y) | 910 | MARC (y) |
4. SCOTTY cataloging checklist
Once the record is downloaded, while editing in Scotty pay particular attention to these fields.
| 03 | bib loc = multi (with n first) |
| 04 | cat date = Return will give you today’s date |
| 06 | format = s for serials, a for mono, databases might be either; NOT type m for computer files (CD-ROM, etc.) (equivalent to OCLC BibLvl) |
| 007 | Code at least |a c and |b r for remote computer files |a c=computer file |b r=remote |
| 022 | Add the ISSN for the electronic serial, if known, in additional 022 field, followed by (online) |
| 090 | our call number; may be 050 if also LC’s call number; retain only one call number |
| 099 | If electronic only, use 099 in bib call number. If in both formats, use 099 in item record or checkin record Electronic journal Electronic book Electronic database |
| 500 | any special notes we added applicable to the work or the entire serial; if only applicable to UCR, use 590 |
| 530 | Additional Physical Form Available Note. List all forms known to be available. Add a 530 note such as: Also issued in microform by University Microfilms. Also available online. |
| 776 | If available in paper and online, add a 776 Additional Physical Form added entry field, although Scotty does not index it and it will just appear as a LINK field. | ||||||||
| 776 1 |tJournal of higher education (Columbus, Ohio : Online)|w(DLC)sn97023033 |w(OCoLC) 36886922 776 1 |cMicrofiche|w(DLC)sn 87022053|wOCoLC)394464 | |||||||||
| 856 4_ | First indicator should be 4 for http resources, second will be 0 or 1. When using indicator value 4, delete |2. For non-http files, verify indicators in the OCLC or Concise MARC formats. 0 = bib reflects electronic version only 1 = bib reflects paper; 856 reflects electronic Subfields: input in this order all that apply: |3 |z |u
|
856 EXAMPLES:
856 41 |3Connect to v.1 (1933)- [Latest 5 years not available online] |zUCR access only |uhttp://www.jstor.org/journals/00129682.html
856 41 |3Connect to online version |zContact reference staff for access |uhttp://purl.access.gpo.gov/GPO/LPS1466
| 910 | Add a field to show who added the electronic information, e.g.: 910 rmf/elec |
5. Checkin and item records
The cataloger creates the checkin record for the electronic version of serials (see Innopac Coding for Electronic Resources). Typically, the checkin record for the electronic versions will show one cumulative holding statement with a beginning coverage date. Multiple URLs may rarely result in multiple checkin records, but the information does appear in the 856 info. For monographs, the cataloger will create an item record for the electronic version.
6. Verify URL
The cataloger will check in the web version of Scotty to be sure that the URL does connect to the resource.
7. Cataloging Statistics. Count each electronic title as a new title, so if you’re cataloging the print title and adding the electronic information, count that as two titles.
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Guidelines from the UC/HOTS Task Force on Electronic Cataloging (TFER) -- (excerpted 2/99 ND)
TFER 856 Electronic Location and Access:
856 fields may be input in any order, but MELVYL will display as |3 |z |u, then remainder alphabetically. [UCR will input as |3 |z |u and others alphabetically.] MELVYL supplies ending punctuation for subfields except |u, so don’t add it while cataloging. [See UCR subfield guidelines.] Subfield |3 is preferable for "materials included," but INNOPAC Webpac does not support it. [As of 2000, this is no longer correct; our UCR Scotty Webpac does support it, so we will now use |3 in the standard manner.] Libraries are free to use LC records without upgrading indicators, but Innovative libraries do need to change |3 to |z for "materials included." [No longer true.] Subfield |2 will be suppressed from display; usually just repeats "http." [UCR will delete when indicator 4 is used.] Use subfields 3 and z extensively to specify materials covered, access restrictions, special software requirements, etc.
Example from webpac Scotty:
| Title | American imago. |
| Publisher | [Baltimore, Md., etc.] : Johns Hopkins University Press [etc.], 1939- |
|----------------------------------------------------------------------------------------------------------------------|
Click on the following to:
Connect to v.52 (1995)- UCR access only
| Loc | Internet Electronic journal | Info from checkin record |
| LIB. HAS | v.52(1995)- | |
| Loc | Rivera BF1400 A1A49 Recent in Current Periodicals; Older in Stacks | |
| LIB. HAS | v. 1(1939)-46(1989),53(1996)-55(1998)- Index: 1-20(1939-63) |
|
| Latest Received: | Spring 2000 57:1 | |
| LOC | CALL # | STATUS |
| Rivera | BF1400.A1 A49 v.1-2 1939-41 | NOT CHCKD OUT |
| Rivera | BF1400.A1 A49 v.3 1942-46 | NOT CHCKD OUT |
| […] |
CLICK HERE to see additional copies/volumes of this item
| Loc | Internet & Rivera |
| Call # | BF1400.A1 A49 |
| Description | v. : ill. ; 23 cm. |
| Frequency | Quarterly. |
| Pub date | Vol. 1 (Nov. 1939)- |
| Notes | … |
Example from telnet Scotty:
| LOCATIONS | Internet & Rivera |
| CALL # | BF1400.A1 A49. |
| E-LINK/URL | Connect to v.52 (1995)- UCR access only http://muse.jhu.edu/journals/american_imago |
| TITLE | American imago. |
| PUBLISHER | [Baltimore, Md., etc.] : Johns Hopkins University Press [etc.],1939- |
1 > Rivera BF1400 A1A49 Recent in Current Periodicals; Older in Stacks
LIB. HAS: v. 1(1939)-46(1989),53(1996)-55(1998)-
Latest received: Spr 2000 57:1
2 > Internet Electronic journal
LIB. HAS: v.52(1995)-
[All info about electronic version from checkin]
MELVYL web version:
1. American imago [Baltimore, Md., etc.] Johns Hopkins University Press [etc.] v. ill. 23 cm.
Related titles: Imago
Language: English
[Long Display]
Online Access:
| Available for: | Materials Included | Access Note | Online Location |
| UCR | Connect to v. 52 (1995)- | UCR access only | Link to Journal |
| CDL | v.52(1995)- | Restricted to UCB,UCD,UCI,UCLA,UCR, UCSB,UCSC,UCSD |
Link to Journal |
Print access:
| Library | Call Number | Periodical Title/Holdings | Other Information |
| UCR | Electronic journal | v.51(1995)- | Currently received |
| Internet | |||
| UCR Rivera |
BF1400 A1A49 Recent in Current Periodicals; older in stacks |
v.1(1939-46(1989), 53(1996)-55(1998)- |
Currently received |
| CDL Internet |
v.52(1995)- | Restricted to UCB,UCD, UCI, UCLA, UCR, UCSB, UCSC, UCSD |
