Monographic Electronic Resources
1. GENERAL WORKFLOW
Monographic electronic resources with and without copy are cataloged by the Original Monographs/Special Formats Cataloger.
An electronic resource is cataloged on the OCLC workform that corresponds to its intellectual content. Computer software, numeric data, computer-oriented multimedia and online systems or services are cataloged on the computer materials workform. Language materials, such as electronic books, are cataloged on the book workform.
When an electronic resource is supplemental to a print work, information about the electronic resource may be added to the record for the print work. See Mixed Media A for processing details.
When the electronic resource represents the same title in a different format, a separate record is made for each format.
OCLC is searched for electronic resources most efficiently using format qualifier /com in a command line search or “Computer Files” in the drop-down menu. For electronic books the Material Type qualifier Web access may be used.
2. CATALOGING COMPUTER MATERIALS
2.1 General guidelines
Computer software, numeric data, computer-oriented multimedia and online systems or services are cataloged on the computer materials workform. These can be either direct access (diskette, CD, DVD) or remote access (online).
2.2 Editing or creating records
007. An 007 field is required for electronic resources, the guidelines for this field are available in OCLC Bibliographic Formats and Standards.
245. In addition to the standard subfields, include the general material designation [electronic resource] in the subfield h (AACR2 rules) Under RDA rules there is no GMD and fields 336-338 are used. Fondren Library practice is to leave the GMD in the record if it was originally there even if 33X fields are added, but not to add a GMD to a RDA record. Original cataloging is done using RDA rules.
245 00 Names |h [electronic resource] / |c [Authors, Yeshwant Muthusamy, Ron Cole, and Beatrice Oshika]. (Use |h only if cataloging under AACR2 rules)
300. Provide the physical details of the discs in the 300 field. When there are discs of different sizes, the total number of discs and the range of sizes is given. When some are backup disks, the total number is given in this area and further explanation is provided in a 500 note. For DVD-ROM records, the same terms are used as for CD-ROMs.
300 __ 1 CD-ROM : |b sd. ; |c 4 3/4 in.
538. System requirements note: use information from accompanying material, etc. Do not invent. For DVD-ROM records, include “DVD-ROM” in a 538 note.
538 __ System requirements: CD-ROM drive; web browser.
538 __ DVD-ROM.
538. Mode of access note: if the file is available only by remote access, specify mode of access.
538 __ Mode of Access: World Wide Web via the Internet.
500. Always give source of title proper. Add (viewed date) for remote access items.
500 __ Title from index.html on CD-ROM.
500 __ Title from PDF cover (viewed Mar. 12, 2007).
506. Add note on access restrictions (e.g., “Password required”), if applicable.
520. Usually give a brief summary, unless the information is obvious from the rest of the record.
6XX. Follow the same principles as to number and specificity of headings as for books.
For software, use the free-floating form subdivision |v Software under each heading assigned. Do not use the subdivision Computer programs when cataloging software. Use |x Computer programs only for works about computer programs.
856. When the file is available by remote access make active link here. This field is used for linking to digitized finding aids for WRC collections.
3. ELECTRONIC BOOKS
3.1 General guidelines
Electronic books are cataloged under guidelines of the Program for Cooperative Cataloging of the Library of Congress. The Provider-Neutral E-Resource MARC Record Guide: P-N/RDA combined version became available in January 2013.
Formerly we received many MARC records for electronic books from NetLibrary (now EBSCOhost) via TexShare which contain the N$T holdings symbol in the 040 field. These records were cataloged under previous cataloging rules treating e-books as electronic reproductions with a 533 reproduction note and do not reflect current guidelines.
Currently individual e-books are ordered through GOBI by a copy cataloger, who gives a printout of the order to the Original Monographs/Special Formats Cataloger. For EBL and ebrary books, the cataloger waits for email conformation from the vendor before receiving and loading the order and cataloging the bibliographic record. Requests for cataloging e-books are also received via email from Acquisitions/Electronic Resources Management Group. In some cases they are firm ordered individually (not through GOBI) and In some cases the individual titles are part of an e-book collection set. Some sets have individual records available for batch loading from OCLC. The Head of Cataloging and Metadata Services is currently responsible for ordering and loading these sets into Sirsi. In other cases for which no record sets are available the cataloger must find and download the OCLC records individually (done on a case-by-case basis).
PDA e-books are batch loaded into Sirsi with a URL that provides a direct link to the resource. When the e-book has been accessed a specified number of times it is automatically "purchased" by Rice. The cataloger then receives a Purchase Alert email with title and URL of the e-book purchased. To complete cataloging the cataloger's ID and Date Cataloged TODAY are input in the Control tab. In the Call Number/Item tab the Item cat2 is filled in and a staff note is added: Automatically purchased (date) The cataloger edits the bibliographic record as necessary and verifies headings. The call number is also checked and edited. The OCLC record is updated with RCE holdings and a list is kept of the automatically purchased e-books with title and date purchased. Some PDA books are selected for purchase by library staff and an order is placed through GOBI. The cataloger follows the procedures as above. The staff note is: Purchased by selector (selector's initials)
Patrons may ask for notification when an ordered e-book becomes available The cataloger uses the Eresource Notification Form to notify the patron.
3.2 Editing or creating records
Fixed fields. Code using the data for the original work. Code the FORM element “o” for online resource.
006. An 006 field is required to express electronic resource aspect when item is cataloged on a format other than the computer materials workform and possible other additional material characteristics. To add an 006 for computer files in Connexion, click on Edit > Guided entry > Insert 006 in the menu.
007. An 007 field is required for electronic resources. The guidelines for this field are available in OCLC Bibliographic Formats and Standards.
Variable fields. Transcribe the bibliographical data appropriate to the original work being reproduced for title and statement of responsibility, edition, publication, distribution, etc., physical description, and series.
245. In addition to the standard subfields, include the general material designation [electronic resource] in the subfield h. (AACR2 rules only) Replaced under RDA rules by 336-338 fields. Original cataloging will be done using RDA rules.
245 10 Russo-Chinese energy relations |h [electronic resource] : |b politics in command / |c Stephen Blank. (|h AACR2 rules only)
300. 1 online resource (pagination included in parentheses) May include |b for illustrations. |c is not used.
590. Some e- books are for a single user. Add a 590 note.
590. Single use only.
If description is based on the print version record add a 776 field for the print version. You may use the "Insert from Cited Record" command from the Edit menu in Connexion.
856. Field 856 containing the URL for the e-book is required for remote access link. The email verifications from GOBI vendors contain the unique Rice version of the URL for each e-book ordered (EBL and ebrary). Requests from the Electronic Resources Management Group also contain the correct URLs. Always add the Rice ezproxy (http://ezproxy.rice.edu/login?url=) before the URL for all purchased e-books. Freely available e-books do not require the ezproxy. E-books ordered through GOBI have had the 856 field changed to a temporary 956 field that shadows the URL. When cataloging delete any unneeded 856 or 956 fields. Add or edit the correct URL and change the 956 field to an 856 field if necessary so that the URL becomes visible in the public catalog
856 40 |3 Bibliographic record display |u http://www.netLibrary.com/urlapi.asp?action=summary&v=1&bookid=161079 |z An electronic book accessible through the World Wide Web; click for information
Use the location ‘INTERNET’ and the item type ‘INTERNET’.
3.2 Call Numbers for Electronic Books
Use call numbers of original print version followed by (Online) If there is no print version in Sirsi, use the number on the OCLC copy (verification will be needed for member copy records).
For processing details see Processing Electronic Resources