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E-Resources Cataloging Instructions for Free Internet Resources


In general we will catalog any open access resource that is scholarly in nature and has a record available to download from OCLC. We will also do original cataloging for open access resources that are scholarly in nature and are in some way affiliated with UMass Amherst or the Five Colleges.

Access will be provided through the following discovery tools:

  • Aleph catalog
  • WorldCat Local catalog
  • SFX for e-journals if there is a target available


  • Free internet resources are chosen by selectors and others, who fill out an online “Request for cataloging free internet resources” form:

  • Catherine will check this spreadsheet for new requests on a regular schedule and update the spreadsheet to indicate whether it will be cataloged with a MARCit record or not:

  • Only catalog resources that say “No MARCit”
  • Search OCLC to see if there is a record available
  • Attach our holdings to the record and export it to Aleph
  • Update the Cataloging Status column on the spreadsheet to say either Cataloged or No hit
  • After these steps have been completed notify the selector via email that the resource was cataloged or not.
  • If the selector wants the resource added to the Database Locator notify Liz Fitzpatrick.


  • First, decide whether the resource is a monograph/book, a continuing resource, or a computer file.

Monograph: A nonserial item (i.e., an item either complete in one part or complete, or intended to be completed, in a finite number of separate parts). (AACR2)

Continuing resource: A bibliographic resource that is issued over time with no predetermined conclusion. Continuing resources include serials and ongoing integrating resources. (AACR2)

Computer file: Items included in the following classes of electronic resources: computer software (including programs, games and fonts), numeric data, computer-oriented multimedia, online systems or services. Computer file is not used very often.

  • If the resource is a continuing resource, decide whether it is a serial or an integrating resource.

Integrating resource: a bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. Integrating resource can be finite or continuing. Examples of integrating resources include updating loose-leafs and updating Web sites.

Serial: A continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion. Examples include journals, magazines, electronic journals, continuing directories, annual reports, newspapers, and monographic series.

  • Use the Connexion fixed field form for books if the resource is a monograph/book.
  • Use the fixed field form for continuing resources for e-journals, updating databases, and updating websites.
  • Use the fixed field form for computer files if the resource is a finite integrating resource. Finite integrating resources are very rare, but if you run into one, cataloging it as a computer file is your only option. You can't catalog it as a continuing resource, because it has a predetermined conclusion. You can't catalog it as a book, because Connexion does not allow you to choose integrating resource for the bibliographic level in the fixed field form for books.

In some cases the resource could be cataloged as something other than a book, continuing resource, or computer file. For example if you are cataloging a website that is primarily maps, catalog it using the maps fixed field form. If the resource is primarily scores, sound recordings, or visual materials, use those fixed field forms instead. These instructions do not address the specifics of cataloging scores, sound recordings, maps or visual materials

Fixed fields to pay special attention to for continuing resources:

Type Type of Record

Almost always a: Language material. Non-manuscript language material and textual electronic resources. If cataloging the resource as a computer file it will be m: for computer file.

BLvl Bibliographic level

i: Integrating resource

m: Monograph/Item

s: Serial

S/L Entry Convention

0 Successive entry: The record follows the successive entry convention in which a new record is created each time a title changes or a corporate body used as a main entry or uniform title qualifier changes. The earlier or later title or author/title is recorded in a linking field ( field 780 or 785) on each record.

2 Integrated entry: A record is cataloged under its latest (most recent) title and/or responsible person or corporate body. Create a new record only for a major change in edition, a new work or a title merger or split. Use for integrating resources and electronic serials that do not retain their earlier titles.

Form Form of Item

This will be o for online or q for electronic on some type of media like a CD.

SrTp Type of Continuing Resource

blank character None of the following. The type of continuing resource is not specified by one of the other codes. Annual reports, yearbooks, and updating electronic resources are in this category.

d Updating database. A collection of logically interrelated data stored together in one or more computerized files, usually created and managed by a database management system.

m Monographic series. A group of analyzable items (i.e., each piece has a distinctive title) that are related to one another by a collective title. The individual items may or may not be numbered. Use for any title that is a series, regardless of its treatment.

n Newspaper. A serial publication that is mainly designed to be a primary source of written information on current events connected with public affairs, either local, national and/or international in scope. It contains a broad range of news on all subjects and activities and is not limited to any specific subject matter.

p Periodical. A serial publication that contains separate articles, stories, other writings, etc., and is published or distributed generally more frequently than annual.

w Updating Web site. A Web site that is updated, but does not fit into one of the other codes, such as database, newspaper or periodical.

DtSt Type of Date/Publication Status

Usually c for Continuing or integrating resource currently published.


DtSt: c

Dates: 1984,9999

Use d for Continuing or integrating resource ceased publication


DtSt: d

Dates: 199u,2009

Could be s for Single date in the case of monographic resources.


DtSt: s

Date: 2005

Or n for Dates unknown


DtSt: u

Date: uuuu,uuuu

See OCLC Bibliographic Formats and Standards for other types of dates.

Fixed fields to pay special attention to for books/monographs:

Type always = a for Language material

BLvl Bibliographic Level always = m for Monograph

Desc Descriptive Cataloging Form should always = a for AACR2

ELvl Encoding Level should = I Full-level input by OCLC participants though sometimes it may be K for Less-than-full input by OCLC participants or M for Less-than-full added from a batch process.

Form Form of Item should always = o for online or s for electronic

DtSt Type of Date/Publication Status = will usually be s for single

Dates - Make sure this field is filled in accurately

Also make sure Lang (Language) and Ctry (Country) are filled in

Basic fields for free internet resources records


Always m in type and usually d for Document in file. Sometimes there will also be an o for online in form in the the 006.

See OCLC Bibliographic Formats and Standards for other types of files like computer programs, numeric data, game, etc.


Physical Description Fixed Field (Electronic Resource)

1st Indicator Undefined

2nd Indicator Undefined


‡a Category of material

Always c for Electronic resource

‡b Specific material designation

Always r for Remote.

‡d Color

a One color.

b Black-and-white.

c Multicolored.

g Gray scale.

m Mixed.

n Not applicable.

u Unknown.

z Other.

‡e Dimensions

Always n for not applicable

‡f Sound

blank character No sound (silent). The electronic resource is not intended to produce sound.

a Sound. The electronic resource includes digitally encoded sound or is intended to produce sound.

u Unknown. The presence or absence of sound or the ability to produce sound is not known.


Classification number


Title Statement


245 00 DuBoisopedia ‡h [electronic resource] / ‡c University of Massachusetts Amherst Libraries.


Publication, Distribution, Etc.


Amherst, Mass. : ‡b University of Massachusetts Amherst Libraries, ‡c c2008.


Physical Description


1 online resource (4 v.) : ǂb ill. (some col.)

362 - For Continuing resources

Dates of Publication and/or Sequential Designation

1st Indicator Format of date

0 Formatted style

1 Unformatted note

2nd Indicator Undefined

blank character Undefined


Began in 2008.


Vol. 1, no. 1 (Jan./Mar. 1974)-


Add a note that says where you got the title and when.


Title from title screen (viewed Nov. 18, 2009)


Add a note that says:

Mode of access: World Wide Web.


Add a brief summary or abstract of the resource.


Subject headings


Added entries and linking fields. If a person is named in 245$C, either a 1XX or 7XX entry must be present in the record.



1st Indicator Access method

4 HTTP (Hypertext Transfer Protocol)

2nd Indicator Relationship

blank character No information provided

0 Resource

1 Version of resource

2 Related resource


856 40 ‡u ‡z Link to free resource

Subfield z should say:

Link to free resource (for free e-resources)

UMass: Link to resource (for licensed e-resources)

Export record to ALEPH

Add 910 with initials and date


Add 930 OCLC

Create item and holdings records:

For item record:

Sublibrary = UMDUB

Collection = UWWW

Material type = choose ejournal, ebook, website or whatever is most appropriate

Item status = 04 Internet

Tab 3

Statistic = 09 Efree

Holdings record:

Move URL to holdings record, and delete call number from 852 field.


Records for websites

OCLC# 236216797

First World War poetry digital archive

OCLC# 38825584

The Walt Whitman archive

Record for a website of sound recordings

OCLC# 466141583

Archival Sound Recordings

Record for an ejournal

OCLC# 299152581

Etruscan studies (Online)

Record for an ebook

OCLC# 228508054

ABC for book collectors

Record for an online database

Example coming soon!

Primary contact: Meghan Bergin

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