ELECTRONIC RESOURCES

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.

________.  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.

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 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.

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

Editing copy or creating records

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  Required – see 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.

520  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.

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.

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

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).

For direct access electronic resource serials that have print versions, Cutter call number of 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.

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

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.