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--- electronic_dissertations_workflow [2012/10/18 17:53]
127.0.0.1 external edit
+++ electronic_dissertations_workflow [2014/05/15 15:49]
kdion Edited workflow to reflect uploading incomplete records to OCLC
@@ Line 15: / Line 15: @@
 ) OCLC’s authority file, author files and the UMass library's OPAC are no longer searched for any variant forms of name. However if there is a previously established form of name in OCLC or in the OPAC, it may take precedence over any form of name submitted by the Graduate Office. If necessary, authority records are created or updated in OCLC, particularly in the case of married vs. unmarried surnames.
-) Once the electronic dissertations are loaded into Scholarworks and their entire contents can be accessed online, cataloging records are created in Connexion for each dissertation using a previously created Constant Data template for electronic resource bibliographical records. If a dissertation is Open Access, the bib record receives a 506 field (indicators 0 blank) saying "Open access". If the dissertation is Campus Access, the bib record receives a 506 field (indicators 1 blank) saying "Access restricted to the UMass community" Both Open and Campus Access records contain a 856 URL field with their appropriate Scholarworks link and a subfield |z saying "Connect to this title online". Note that the 856 fields require a change once the bib records are exported to ALEPH; see Step 7 below.
+) Once the electronic dissertations are loaded into Scholarworks and their entire contents can be accessed online, cataloging records are created in Connexion for each dissertation using a previously created Constant Data template for electronic resource bibliographical records. If a dissertation is Open Access, the bib record receives a 506 field (indicators 0 blank) saying "Open access". If the dissertation is Campus Access, the bib record receives a 506 field (indicators 1 blank) saying "Access restricted to the UMass community" Both Open and Campus Access records contain a 856 URL field with their appropriate Scholarworks link and a subfield |z saying "Connect to this title online".
 **NOTE**: The program name in the cataloging record must be that which is provided by the Graduate Office on the spreadsheet. Do not use any variant form or department listed on the title page. A copy of the Degree Programs and their codes can be found in [[Graduate Degree Program Codes]].
-) The library's professional catalogers are then notified that the records are available for assignment of subject headings. The catalogers directly add these headings to the Connexion cataloging files; this is the only work they need to do associated with the dissertations aside from any potential authority record work.
+) Once the Connexion records are done, with or without subject headings, the Thesis Cataloger proofs and validates each record before uploading them individually to OCLC. These records are then exported to ALEPH where the 856 field is then removed from the bib record and an item/holdings record is created (Step 7, below). In the Connexion file, each record with an OCLC Control number will have a note in the My Status column stating whether subject headings are still needed (typically, "Needs SH - [degree program]").
-) Temporary bibliographic records for each electronic dissertation accessible via Scholarworks are created in ALEPH using an established template. Each bib record contains the fields for call number, author, title, statement of responsibility, pagination, 506 field, mode of access, the 502 and 690 fields, and a 910 field stating "TEMP" and the Thesis Cataloger's initials plus the date.  The bib records then have item and holdings records created for their corresponding Scholarworks URL (see Step 7 below). These temp records allow the library to have an established access point in the OPAC while awaiting a fully cataloged bibliographic record. Embargoed works do not get temp records in ALEPH.
+) In a status report sent out via email by the Thesis Cataloger at the beginning of every month, the library's professional catalogers are notified which Connexion files contain bib records waiting for the assignment of subject headings. The catalogers directly add these headings to the OCLC cataloging record and the ALEPH bib record. This is the only work they need to do associated with the dissertations aside from any potential authority record work.
-) Once the subject headings are assigned, the Thesis Cataloger proofs and validates each record before uploading them individually to OCLC. The newly assigned OCLC record number is applied to the corresponding temporary bibliographic record in ALEPH then the OCLC record is exported to overlay said temp bib record. The 856 field is then removed from the bib record in ALEPH.
+) Electronic dissertations which are accessible via Scholarworks but are under embargo are given temporary bibliographic records in ALEPH using an established template. Each bib record contains the fields for author, title, statement of responsibility, 506 field, mode of access, the 502 and 690 fields, and a 910 field stating "TEMP" plus the Thesis Cataloger's initials and the date. A 590 field is added with the following note: "At the request of the author, this dissertation is currently under embargo and will not be available until an unspecified date" or, if available, "until [date]".   The bib records then have item and holdings records created for their corresponding Scholarworks URL (Step 7 below). These temp records allow the library to have an established access point in the OPAC while awaiting a fully cataloged bibliographic record.
 ) To create an electronic resource item record for each dissertation's bibliographic record in ALEPH:
@@ Line 79: / Line 79: @@
 It is not unusual for an author’s name in a Scholarworks abstract to vary from the form of name on the title page of a work. The rule of thumb is to catalog the piece with the name which is on the title page, along with the author's year of birth, unless there is a form of name already established in OCLC’s authority file or in the UMass OPAC. If this is the case, that form of name often takes precedence. There is no need to make or edit an authority record to reflect the form of name found in Scholarworks, unless searching by the proper form of name does not bring up the document there.
-The abstract title in Scholarworks should match the title on the dissertation. If there are any discrepancies they should be noted with an added title (Field 246) in the bibliographic record. Dissertations submitted in Spanish or any other foreign language are asked to have their abstracts also submitted in English; in this case, the original title is cataloged along with an added title for the English abstract title.  If a title on Scholarworks is in English but the original is in a foreign language, catalog using the foreign language title in the 245 field and the English abstract title in a 246 field.
+The abstract title in Scholarworks should match the title on the dissertation. If there are any discrepancies they should be corrected in the back end of Scholarworks.Dissertations submitted in Spanish or any other foreign language are asked to have their abstracts also submitted in English; in this case, the original title is cataloged along with an added title for the English abstract title.  If a title on Scholarworks is in English but the original is in a foreign language, catalog using the foreign language title in the 245 field and the English abstract title in a 246 field.
 Titles which contain mathematical symbols in Scholarworks but which are spelled out on the title page of the piece, and vice versa, should have added titles inserted in the bibliographic record as needed.