Section IV, Chapter B

Continuing Electronic Resources

1.  INTRODUCTION

1.1  References

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

...

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 filesComputer Files.  Lake Crystal, Minn.: Soldier Creek Press, 1992.

________.   Cataloging of audiovisual materials and other special materials.  Minnesota Scholarly Press, 1998_Cataloging Computer Files : 1996 update.  Lake Crystal, Minn.: Soldier Creek Press, 1996.

_______.  _Cataloging of Audiovisual Materials and Other Special Materials.  Cataloging Internet resources.  Tech. Services HomepageDeKalb, Ill.: Minnesota Scholarly Press, 1998.

Online Audiovisual Catalogers, Inc. Cataloging Policy Committee.  “Implementing the Revised AACR2 Chapter 9 for Cataloging Electronic Resources.”  http://ublib.buffalo.edu/libraries/units/cts/olac/capc/ch9.html (accessed August 1, 2007).

Weitz, Jay, 1953- Cataloging electronic resources.  “Cataloging Electronic Resources: OCLC-MARC coding guidelines.  See OCLC Cataloging Tools Homepage.
Coding Guidelines.”  http://www.oclc.org/support/documentation/worldcat/cataloging/electronicresources/default.htm (accessed August 1, 2007).

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
.

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.  130  Uniform title qualified by format is required for electronic resource journal continuing resources with same title as print journal.version and title main entry:

130 0_  Journal of Science science (Online) or (CD-ROM) or (DVD-ROM)

*245. * Main entry is generally by title, but follow +_AACR2+,_ Chap. 21. \|  Subfield 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.

follows immediately after subfields c, n, and p.  Subfield c (statement of responsibility) is usually not necessary for serials.\\

260.  Enter place and publisher here; in general, follow AACR2 9.4 and 12.4 as applicable.  Use place and publisher of print version if applicable.

300.  This field is not used for remote access titles.

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

• If first issue is available online, use first indicator = 0 and include information in a formatted note. 
• If the first issue is not in hand, but the information is known, use first indicator = 1 and include information in an unformatted note. 
• If information on the first issue is unavailable, omit this field. 
• If the first issue not available online, but the title was also issued in print, use first indicator = 1 and include information from print version in an unformatted note.

538.  Enter the mode of access for remote access titles in this field:

538     Mode of access: World Wide Web

500.  Always give source of title proper and the date viewed online.  This note can be combined with the note on the "Description based on" note, if used (see note below):

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

500     Description based on: Vol. 5, no. 1 (Jan. 2004); 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 500.  If cataloging is not based on the first issue, the last 5XX note specifies “Description based on …,” unless v.1, no.1 is online.
…”.  If many changes are made to the record from a later issue, a second 500 note can be included reading "Latest issue consulted: …"

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 776 1_.  If the resource is available in other formats, include that information in 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

For remote access serials that have print versions, use call number for print version followed by (Online).

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).

(repeatable):

776 18  |i Also available in print: |t Ambio |x 0044-7447 |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

*Call number.  *For direct access titles For direct access electronic resource serials that have print versions, Cutter the call number of the electronic resource version to index immediately after print version.
For call numbers for Electronic Books, see next section.

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.

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

Location.  For all remote access resources, use: INTERNET

*2.3  Serial cntrol records.  *All remote access continuing resources received on standing order or subscription get a serial control record in Sirsi, which is usually input by the cataloger (see Appendix).  Firm ordered materials with no ongoing maintenance fees do not require a serial control record.

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

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

130.  Uniform title qualified by format is required for electronic continuing resources with same title as print version and title main entry:

130 0_  Journal of science (CD-ROM)

130 0_  Journal of science (DVD-ROM)

In the title and statement of responsibility area (245 field) give the general material designation \|*245. * Main entry is generally by title, but follow _AACR2_, Chap. 21.  Subfield h \[electronic resource\] follows immediately after subfields c, n, and p.\\

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

  Subfield c (statement of responsibility) is usually not necessary for serials.\\

260.  Enter place and publisher here; in general, follow AACR2 9.4 and 12.4 as applicable.

300.  Include information on extent, sound and color, and dimensions here; in general, follow AACR2 9.5 and 12.5 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.

• If first issue is available online, use first indicator = 0 and includes information in a formatted note.
• If the first issue is note in hand, but the information is known, use first indicator = 1 and includes information in an unformatted note.
• If information on the first issue is unavailable, omit this field.

538.  Include system requirement notes for direct access titles in this field.  In general, follow AACR2 9.7B1.b), 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.

500.  Always give source of title proper.  This note can be combined with the note on the "Description based on" note, if used (see note below):

500     Title from disc label.

500     Description based on: Vol. 5, no. 1 (Jan. 2004); title from disc label.

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

500.  If cataloging is not based on the first issue, the last 5XX note specifies “Description based on ….”  If many changes are made to the record from a later issue, a second 500 note can be included reading "Latest issue consulted: …."

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 1_.  If the resource is available in other formats, include that information in this linking field (repeatable):

776 18  |i Also available in print: |t Ambio |x 0044-7447 |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 are also issued in print, Cutter the call number of the electronic version to index immediately after the print version.

*3.3  Serial control records.  *Acquisitions staff inputs the control records for direct access continuing resources as needed.

Prepared by:  Alice J. Rhoades

Last updated:  September 20, 2011

Index Terms:  electronic resource, serial, references, editing copy, creating records, MARC fields, CD-ROM, DVD-ROM, call number, remote access, direct accessUse 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.