1.  INTRODUCTION

1.1  References

CONSER Cataloging Manual,  Module 31. Remote Access Electronic Serials (Online Serials).  http://www.loc.gov/acq/conser/pdf/Module31.pdf (accessed March 26, 2013).

CONSER Cataloging Manual, Module 33.  Newspapers.  http://www.loc.gov/aba/pcc/conser/pdf/ccm/CCM-Module-33.pdf (accessed March 26, 2013).

CONSER RDA Cataloging Checklist and Core Elements. http://www.loc.gov/aba/pcc/conser/issues/index.html   (accessed March 27, 2013).

Integrating Resources : A Cataloging Manual.  Washington, D.C.: Program for Cooperative Cataloging, 2011. .http://www.loc.gov/aba/pcc/bibco/documents/irman.pdf (accessed March 26, 2013).

Mitchell, Anne M. and Brian E. Surratt.  Cataloging and Organizing Digital Resources. New York: Neal-Schuman, 2006

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Monographic electronic resources with OCLC copy are cataloged by the Head of Senior Copy Cataloging.  Those lacking copy are cataloged by an Original Cataloger.

Serial electronic resources are cataloged by the Serials Cataloger.

Helpful references are:

Online Audiovisual Catalogers, Inc. Cataloging Policy Committee. Implementing revised AACR2 chapter 9. See OLAC homepage, c2001.

Olson, Nancy B.  Cataloging computer files.  Soldier Creek Press, 1992. Internet Resources. 2d ed. Dublin, Ohio" PC:C. 1997.  http://cdm15003.contentdm.oclc.org/cdm/ref/collection/p267701coll5/id/293

________.  _Cataloging of audiovisual materials and other special materials.  Minnesota Scholarly Press, 1998.

________.  Cataloging Internet resources.  Tech. Services Homepage.

Weitz, Jay, 1953- Cataloging electronic resources: OCLC-MARC coding guidelines.  See OCLC Cataloging Tools Homepage.

Audiovisual Materials and Other Special Materials.  5th ed.  Westport, Conn.: Libraries Unlimited, 2008.

PCC Provider-Neutral E-Resource Guidelines, Serials and Other Formats. http://www.loc.gov/aba/pcc/scs/documents/PCC-PN-guidelines.html (accessed March 26, 2013).

Weitz, Jay.  “Cataloging Electronic Resources: OCLC-MARC Coding Guidelines.”  https://www.oclc.org/support/services/worldcat/documentation/cataloging/electronicresources.en.html
 (accessed March 27, 2013).

1.2  General workflow

Electronic continuing resources are cataloged by the Serials Cataloger.  When 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 section , Section IV, Chapter A for processing details.

When the electronic resource represents the same title in a different format, a separate record is made for each format.

An electronic resource is now cataloged on the OCLC workform that corresponds to its intellectual content.  For example, electronic serials are cataloged on the Continuing Resources workform.

OCLC is searched for electronic resources most efficiently using format qualifier com.

Editing copy or creating records

by setting the Format qualifier to Continuing Resources or Integrating Resources (/com).  Remote access resources can be searched by setting the Internet qualifier to: Internet.

2.  REMOTE ACCESS CONTINUING RESOURCES

Fondren's policy is to catalog electronic continuing resources on a separate bibliographic record from the print version (if one exists).  Electronic continuing resources available from more than one vendor are catalogued on one aggregator-neutral record.

2.1  Relevant fields in MARC format

006.  Required to express electronic resource 006  Required to express electronic resource aspect when item is cataloged on a format other than the electronic resource format and possible other additional material characteristics.

007  007.  Required – see OCLC Bibliographic Formats and Standards

130  Uniform title qualified by format is required for electronic resource journal with same title as print journal.  Journal of Science (Online) or (CD-ROM) or (DVD-ROM)

245  Main entry is generally by title, but follow +AACR2+, Chap. 21. \|h \[electronic resource\] ;

|c Statement of responsibility is not necessary.

260  |a  AACR2 9.4C2  No place of pub.,  distribution, etc., is recorded for a remote access monographic electronic resource.  For serial records enter place and publisher of print version here.  

300  When there are discs/disks of different sizes, the total number of discs/disks 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, etc.> CD-ROM(s) : |b <include as needed> ; |c 4 ¾ in.

538  System requirements:  use information from accompanying material, etc.  Do not invent. 

538  Mode of access:  if the file is available only by remote access, specify mode of access.

        For example: 538     Mode of Access: World Wide Web via the Internet.

538  For DVD-ROM records, include “DVD-ROM” in a 538 note.

500  Always give source of title proper. Add (viewed:  <date>) for remote access items.

506  Add note on access restrictions (e.g., “For subscribers only”), if applicable.

516  For serial records detail type of file.

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022.  Include the electronic ISSN in subfield a, if available; if the title is also available in print, include the print ISSN in subfield y.

130.  Uniform title - Assign uniform titles as you normally would for serials. If the record original (usually print) format of that serial had a uniform title, use that same uniform title for the online version. Uniform titles with the qualifier: (Online) are no longer used in current cataloging practice.

245.  Main entry is generally by title, but follow RDA Toolkit.  Subfield h [electronic resource] is no longer used in current cataloging practice. Subfield c (statement of responsibility) is usually not necessary for serials.

264.  Enter place and name of publisher/producer/distributor/manufacturer/copyright here, following MARC 21 guidelines. If the first and/or last issue is in hand, add the date, if known, in subfield c (do not use the date in the 264 field in the fixed fields for Dates)

300.  CONSER requires for print and tangible, live non-print serials; use for online resouces is optional, but if you choose to add, use this wording:

300     1 online resource

362.  Include coverage notes as you would for a print title:

• Always use an unformatted note, with first indicator = 1, whether or not you have the first and/or last issues
• If information on both the first and issues is unavailable, omit this field. 
• If the title was initially published in print (or another format), use the original number for the online version, even if all volumes are not available online.
• Use the beginning and ending dates from the 362 field in the fixed fields Date1 and Date2, rather than the dates in field 264, subfield c

500.  Give the source of the title proper in the 500 field if there is no 588 field (such as some integrating resources); include the date viewed online:

500     Title from journal home page (viewed May 4, 2007).

520.  If needed, give a brief summary of the contents available520  Usually give a brief summary, unless the information is obvious from the rest of the record.

530  For serial records indicate “Online version of print publication” if applicable. (Exception: if the electronic version preceded or was issued simultaneously with the print then use “Also available in print”).

500  For serial records last 5XX note specifies “Description based on …,” unless v.1, no.1 is online.

588.  Always include a Source of Description note (which should include the source of the title and the date the information was viewed online). Also include, in a separate 588 field, a Latest Issue consulted note. The 588 notes come last, after any other 5XX notes (but before any 533 notes describing microform versions):

• Even if you have the first issue in hand, the Description based on note is still required. If you do not have the first issue, use the earliest issue you do have. If cataloging is not based on the first issue, the last 5XX note specifies “Description based on …”.   This note should be combined with the Source of Title note (see above); that note would then not appear in a 500 field.

588     Description based on: Vol. 5, no. 1 (Jan. 2004); title from journal home page (viewed May 4, 2007).

588     Latest issue consulted: Vol. 35, no. 4 (Dec. 2008).

6XX.  6XX  Follow the same principles as to number and specificity of  of headings as for booksother resources.
  For software use the free-floating  floating form subdivision |v Software under each heading assigned. Do  Do not use the subdivision |v Computer programs when cataloging software.  Use |x Computer programs only for works about  computer programs. For serials, use free floating subdivision |v Periodicals.

776  1b  For serial records include this linking field for other format (print) title.

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.

For networked CD-ROMs make active link and installation note:

856 40  \|uhttp://riceinfo.rice.edu/Fondren/Indexes/ \[name\]_isi.ICA

856 42  |3Installation instructions for Citrix |uhttp://riceinfo.rice.edu/Fondren/Indexes/cdrom_net.html

Call numbers for Electronic Serials

776 08.  If the resource is available in other formats, include that information in this linking field (repeatable):

776 08  |iPrint version:|tAmbio|x0044-7447|w(OCoLC)46381482

780, 785.  Include linking fields for earlier and later titles as you would for print continuing resources.

856.  Make an active link in this field.  Use indicators as follows:

• 40   Link for resource represented by bib record
• 41   Link to another version of resource
• 42   Link to related resource

2.2  Item records

Library.  For all remote access resources, use FONDREN as the library, regardless of which library holds the print version or initiated the order record.

Call number.  For remote access titles For remote access serials that have print versions, use the same call number for print the electronic version, followed by the qualifier: (Internet).  Note: Do not put a subfield z between the call number and the qualifier for these titles:

CALL NUMBER:  QH540 .A52 (Online)

Item type.  For all remote access resources, use: INTERNET.

For remote access serials when backfiles and current files are accessed from different publishers, catalog each separately and qualify call numbers with (Online : Backfiles) and (Online : Current files).

For direct access electronic resource serials that have print versions, Cutter call number of electronic resource version to index immediately after print version.

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ELECTRONIC BOOKS

Library of Congress treats electronic books as reproductions covered under Facsimiles, Photocopies, and other Reproductions (Rule 1.11A of AACR2).  See the LC rule interpretation in Cataloging Service Bulletin  number 89, summer 2000.  The e-book is described according to the original work with the reproduction information for the digitized version added in a 533 note.

We receive most of our MARC records for electronic books from NetLibrary via TexShare which contain the N$T holdings symbol in the 040 field.  Most cataloging is taken directly from the record for the print version.  In many cases we will already have a record for the print version in Sirsi.

When cataloging an e-book, check Sirsi first for the print version to verify the cataloging information and the call number.  If the book is not in Sirsi check OCLC for the print version to verify information.  If the record for the print version is LC or good member, we will accept the cataloging and call number.  If the record for the print version is other member, or if there is no copy, the bibliographic information and call number will need to be checked for accuracy and corrected or added if necessary.

Editing copy or creating records

Fixed fields:  Code using the data for the original work.  Code the FORM element “s” for electronic reproduction.

Field 006 (com):  Required to express electronic characteristics.

Field 007 (com):  Required – see Bibliographic Formats and Standards.

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.

In the title and statement of responsibility area (245 field) give the general material designation \|h \[electronic resource\].\\

Reproduction note (field 533) required

         Example: Electronic reproduction. |b Boulder, Colo. : |c NetLibrary, |d 1999. |n Mode of access: World Wide Web. |n Access restricted to NetLibrary subscribers.

Add a 710 field for the agency responsible for the reproduction, i.e., NetLibrary, Inc. if not already present on the record.

Field 856 containing the URL for the e-book is required for remote access link.  Check the URL by clicking on the public mode version of the record to see if the link to the text on the vendor’s website works and if Rice University is listed as an owner.  If the URL does not work, please give a printout of the record to Jiun so that she can check on it.

Use the location ‘INTERNET’ and the item type ‘INTERNET’.

Call Numbers for Electronic Books

Location.  For all remote access resources, use: INTERNET

2.3  Serial control records.  All remote access continuing resources received on standing order or subscription get a serial control record in Sirsi.  These are usually created by Acquisitions staff, but are sometimes input by the cataloger (see Serial Controls for Electronic Resources):

3.  DIRECT ACCESS CONTINUING RESOURCES

Each version of a direct access electronic continuing resource is cataloged on a separate bibliographic record, regardless of whether there are print, online, or other direct access versions of the same title.

3.1  Relevant fields in MARC format

006.  Required to express electronic resource and possible other additional material characteristics.

007.  Required – see Bibliographic Formats and Standards

022.  If the resource has its own ISSN, include it in subfield a.

130.  Uniform title - Assign uniform titles as you normally would for serials. If the record original (usually print) format of that serial had a uniform title, use that same uniform title for the electronic version. Uniform titles qualified by format: (CD-ROM), etc.. are no longer used in current cataloging practice.

245.  245.  Main entry is generally by title, but follow RDA Toolkit.  Subfield h [electronic resource] is no longer used in current cataloging practice. Subfield c (statement of responsibility) is usually not necessary for serials.

264.  Enter place and name of publisher/producer/distributor/manufacturer/copyright here, following MARC 21 guidelines. If the first and/or last issue is in hand, add the date, if known, in subfield c (do not use the date in the 264 field in the fixed fields for Dates)

300.  Include information on extent, sound and color, and dimensions here; in general, follow RDA Toolkit as applicable.

• Subfield a:  Do not include specific extent unless the title is complete
• You may use the more specific terms for optical discs:  CD-ROMS or DVD-ROMS, instead of the more general: computer optical discs
• Dimensions for optical discs are:  4 3/4"

300     CD-ROMS : |b sd., col. ; |c 4 ¾ in.

362.  Include coverage notes as you would for a print title:

• Always use an unformatted note, with first indicator = 1, whether or not you have the first and/or last issues
• If information on both the first and issues is unavailable, omit this field. 
• If the title was initially published in print (or another format), use the original number for the online version, even if all volumes are not available online.
• Use the beginning and ending dates from the 362 field in the fixed fields Date1 and Date2, rather than the dates in field 264, subfield c

  538.  Include system requirement notes for direct access titles in this field.  In general, follow RDA Toolkit, but avoid including overly specific information, as this field describes the entire run of the title and that information may change over time.  Include a separate 538 field if the disc is designed for multiple platforms:

538     System requirements for Windows: IBM-PC or compatible system; Windows XP or higher; CD-ROM drive.

538     System requirements for Macintosh: Macintosh Plus or higher; CD-ROM drive.

520.  If needed, give a brief summary of the contents available, unless the information is obvious from the rest of the record.

588.  Always include a Source of Description note (which should include the source of the title and the date the information was viewed online). Also include, in a separate 588 field, a Latest Issue consulted note. The 588 notes come last, after any other 5XX notes (but before any 533 notes describing microform versions):

• Even if you have the first issue in hand, the Description based on note is still required. If you do not have the first issue, use the earliest issue you do have. If cataloging is not based on the first issue, the last 5XX note specifies “Description based on …”.   This note should be combined with the Source of Title note (see above); that note would then not appear in a 500 field.

588     Description based on: Vol. 5, no. 1 (Jan. 2004); title from journal home page (viewed May 4, 2007).

588     Latest issue consulted: Vol. 35, no. 4 (Dec. 2008).

6XX.  Follow the same principles as to number and specificity of headings as for other resources.  For software use the free-floating  form subdivision |v Software under each heading assigned. Do not use the subdivision |v Computer programs when cataloging software.  Use |x Computer programs only for works about computer programs.  For serials, use free floating subdivision |v Periodicals.

776 08.  If the resource is available in other formats, include that information in this linking field (repeatable):

776 08  |iPrint version:|tAmbio|x0044-7447|w(OCoLC)46381482

780, 785.  Include linking fields for earlier and later titles as you would for print continuing resources.

3.2  Call number. 

For direct access titles that have print versions, Cutter the call number of the electronic version to index immediately after the print title.

3.3  Serial control records.

Acquisitions staff inputs the control records for direct access continuing resources as needed.  For some ongoing packages (JSTOR, Project Muse, and DigiZeitschriften) and free online titles, the Serials Cataloger creates the control record (see Serial Controls for Electronic Resources).

3.4  URL maintenance

Once a month, IT runs a report on the Sirsi database which extracts urls from the 856 fields of all current continuing resources and exports them into a text file, which is emailed to the Serials Cataloger for processing (see Checking URLs from Sirsi).

 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.