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e-resources_cataloging_instructions_for_licensed_resources [2015/05/13 14:36]
e-resources_cataloging_instructions_for_licensed_resources [2019/01/07 12:20] (current)
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 +====== E-Resources Cataloging Instructions for Licensed Resources ======
  
 +
 +===== Workflow =====
 +
 +
 +  * Licensed internet resources are purchased by the e-resources team in the Acquisitions Unit.
 +  * The Acquisitions Unit exports a bibliographic record from Connexion to Aleph and adds an item and holdings record or records are loaded in batch from the vendor.
 +  * Acquisitions prints out the bib record and passes it to a cataloger for review
 + 
 +===== Cataloging =====
 +
 +  * 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.
 +
 +Example:
 +
 +DtSt: c
 +
 +Dates: 1984,9999
 +
 +
 +Use **d** for Continuing or integrating resource ceased publication
 +
 +Example:
 +
 +DtSt: d
 +
 +Dates: 199u,2009
 +
 +Could be **s** for Single date in the case of monographic resources.
 +
 +Example:
 +
 +DtSt: s
 +
 +Date: 2005
 +
 +Or **n** for Dates unknown
 +
 +Example:
 +
 +DtSt: u
 +
 +Date: uuuu,uuuu
 +
 +See [[http://​www.oclc.org/​bibformats/​en/​fixedfield/​dtst.shtm|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 e-resources records ====
 +
 +
 +==== 006 ====
 +
 +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 [[http://​www.oclc.org/​bibformats/​en/​fixedfield/​file.shtm|OCLC Bibliographic Formats and Standards]] for other types of files like computer programs, numeric data, game, etc.
 +
 +==== 007 ====
 +
 +**Physical Description Fixed Field (Electronic Resource)** ​
 +
 +1st Indicator ​ Undefined
 +
 +2nd Indicator ​ Undefined
 +
 +**Subfields** ​
 +
 +
 +**__‡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.
 +
 +==== 050/090 ====
 +
 +Classification number
 +
 +==== 245 ====
 +
 +**Title Statement**
 +
 +Example:
 +
 +245 00 DuBoisopedia ‡h [electronic resource] / ‡c University of Massachusetts Amherst Libraries.
 +
 +==== 260 ====
 +
 +**Publication,​ Distribution,​ Etc.**
 +
 +Example:
 +
 +Amherst, Mass. : ‡b University of Massachusetts Amherst Libraries, ‡c c2008.
 +
 +==== 300 ====
 +**Physical Description**
 + 
 +Example: ​
 +
 +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
 +
 +**Example:​**
 +
 +Began in 2008.
 +
 +or 
 +
 +Vol. 1, no. 1 (Jan./Mar. 1974)-
 +
 +==== 500 ====
 +
 +Add a note that says where you got the title and when.
 +
 +**Example:​**
 +
 +Title from title screen (viewed Nov. 18, 2009)
 +
 +==== 538 ====
 +
 +Add a note that says:
 +
 +Mode of access: World Wide Web.
 +
 +==== 520 ====
 +
 +Add a brief summary or abstract of the resource.
 +
 +==== 6xx ====
 +
 +Subject headings
 +
 +==== 7xx ====
 +
 +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. ​
 +
 +==== 856 ====
 +
 +**URL** ​
 +
 +**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
 +
 +**Example:​** ​
 +
 +856 40 ‡u http://​silk.library.umass.edu/​login?​url=http://​next.srds.com ‡z UMass: Link to resource
 +
 +Subfield z should say:
 +
 +UMass: Link to resource ​
 +
 +silk prefix to proxy server: ​
 +http://​silk.library.umass.edu/​login?​url=
 +
 +==== Export record to ALEPH ====
 +
 +Add 910 with initials and date
 +
 +Add 928 AUTHORITY ​
 +
 +Add 930 OCLC 
 +
 +=== Item records for e-resources ===
 +
 +No barcode (obviously)
 +
 +Sublibrary: UMDUB
 +
 +Collection: UWWW
 +
 +Material type: Choose ebook, ejournal, online database, or website whichever seems to fit the best – most of these will probably be ebooks or ejournals ​
 +
 +Item status: 04 Internet
 +
 +=== Holdings records for e-resources ===
 +
 +Make sure the **856** field is in the holdings record and not in the bib.  Indicators should be 40 or 41.
 +
 +Licensed resources should have a silk prefix so off campus users can connect to the proxy server. ​ The silk prefix is:
 +http://​silk.library.umass.edu/​login?​url= ​
 +
 +The URL to the resource should follow the silk prefix so together it would look like this:
 +http://​silk.library.umass.edu/​login?​url=http://​next.srds.com
 +
 +
 +==== Examples ====
 +
 +=== 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!
 +
 +
 +//​[[mbanach@library.umass.edu|Primary contact: Meghan Bergin]]//
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