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| Guidelines for Cataloging Electronic Resources |
Adopted by Orbis Council Dec. 18, 1998
This Report was prepared by the Task Force on Cataloging, Display and Access for Electronic Resources: Marcia Bianchi (Reed College), Peggy Firman (University of Puget Sound), Anne Fox (Western Oregon University), Richard Heinzkill (University of Oregon), Lori Robare (University of Oregon), Lisa Rowlison (Lewis & Clark College), and Arlene Weible (Willamette University); Nancy Nathanson (Orbis staff); and the invaluable assistance of Mary Grenci (University of Oregon).
Reviewed by Orbis Cataloging Committee July 1999 and amended for clarification.
1. Introduction |
These Orbis Guidelines for Cataloging Electronic Resources attempt to provide guidance and do not constitute absolute authority on an institution's cataloging practices. The goal of the Guidelines is to provide a general scheme for uniformity of cataloging electronic resources - that is, we suggest that in maintaining similar cataloging practices the users of the Orbis Union catalog will benefit from the resulting clarity and consistency.
However, it is recognized that electronic resources are by their nature very dynamic and their role in research should be held as primary. Our goal is to provide access for our users to these resources and decisions regarding bibliographic treatment should not impede access.
These guidelines will go far in setting an example for: cataloging approach, standard added fields, and additional points of access. However, anomalies or exceptions will arise and in such instances Orbis institutions are urged to adapt the Guidelines to fit individual cases.
In some examples below, an underscore character has been inserted to indicate a blank, for example: 229 _0
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2. Cataloging Guidelines |
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2.1 Choice of record - one record or two for print and electronic holdings of same or equivalent title? |
Currently, no national standard has been established to answer the question of whether to use a single record or separate records for online and print versions.
When considering the question of whether the material is of "equivalent intellectual content", or, a "suitable substitute", do not base judgement solely on links, graphics, or other material that may be available electronically and not present in the paper. Consider the content of the material itself. If, for example, the electronic version provides a link to the table of contents only, do not consider it as a suitable substitute. If the electronic version provides the full-text, it may be considered a suitable substitute for the print.
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2.2 Descriptive cataloging - serial & monographic usage of the 856 |
2.2.A Subfield z
A majority of consortial members stated a preference for using a natural language phrase in the 856 subfield z which completes the Innovative Interfaces catalog supplied phrase "click on the following to:" Whenever possible, Orbis libraries will add a concise, descriptive, natural language phrase in subfield z when using an 856 in any record.
856 40 |uhttp://muse.jhu.edu/journals/american%5Fimago|zConnect to American Imago online
856 40 |uhttp://www.lib.iastate.edu/scholar/db/bookip.html|zGo to Books in Print online
856 40 |uhttp://purl.access.gpo.gov/GPO/LPS378|zView online edition via the Internet
2.2.B Encoding of non-US MARC characters
Libraries will follow the common national solution as explained within the OCLC Bibliographic Formats & Standards manual (http://www.oclc.org/oclc/bib/856.htm).
" Encoding non-USMARC characters
… Some URLs require encoding directory and file names that contain the spacing underscore or spacing tilde. the method to be used for encoding is the percentage sign with the hex code value of the character. Although this is not a USMARC convention, it is specified for use in the URL standard (RCF1738, section 2.2). "
For example:
| character | enter |
| Spacing underscore ( _ ) | %5F |
| Spacing tilde (~) | %7E |
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2.3 Descriptive cataloging - Serials |
2.3.A Print and electronic versions on one print serial record
Add the following fields to the print record:
Bib lvl: s
006 [optional]
022 ISSN for the electronic version, if different, followed by (Online)
022 0 1085-7931 (Online)
229 Second journal title for the online version
229 _0 Callaloo|b(Online)
245 Title should remain that of the print version
246 Title variants
506 vs. 590 General restrictions on access or, local note
Use 506 when restrictions to access apply to all copies or issues, that is, restrictions which are not institution specific. For notes which are institution specific, use field 590. Field 590 is for local systems only; while it displays to local catalog users if the catalog display is set to do so, it is not included in the master bibliographic record in the union catalog, and so would not display in Orbis.
506 Access restricted to paid subscribers only
590 Access limited to Lewis & Clark main library users only.
590 Access requires password. University of Puget Sound users
only. Login: LibUser Password: DarkStar
530 Availability of other formats
530 Also available via the World Wide Web.
530 Online version also available.
710 Corporate name of electronic project
710 2 JSTOR
710 2 Project Muse
700, 710, 711 Other name added entries
740 Other title added entries for electronic version qualified by (Online)
740 0 MATH database (Online)
776 Additional physical form. Use when a separate ISSN has been assigned to the online serial but a separate record does not exist in OCLC. Include subfields t and x.
856 Electronic location and access
856 40 |uhttp://muse.jhu/journals/callaloo/index.html|zConnect to Callaloo online
2.3.B Separate record for electronic version
In addition to normal fields for a serial, add the following:
Bib lvl: s
006 Mandatory when using separate records
007 Code for physical characteristic of item
130 Uniform title for online version qualified by (Online) [when called for by the Rules; otherwise, use 740 qualified with (Online)]
130 0 Callaloo (Online)
222 or 229 Key title/Locally assigned key title - this will ensure that the title files in the Journal title index. If national 222 not present in record, add 229.
222 0 American Imago|b(Online)
229 _0 American Jewish history|b(Online)
245 Title from home page or opening screen, plus GMD
245 00 Callaloo|h[computer file]
246 Title variants
500 Source of title
500 Title from home page.
506 vs. 590. General restrictions on access or, local note.
Please refer to instructions in 2.3.A.
516 Type of Computer File or Data note
516 Hypertext, with links to text and nontext files; some articles in Acrobat PDF
520 Summary, abstracts, annotation, etc. [optional]
530 Other formats available
530 Also available in print format.
538 System requirements. Use for notes about special software, equipment or operating systems required to read and/or print the electronic file. Combine all system requirements into one note.
538 System requirements: Internet connectivity, World Wide Web browser.
538 System requirements: Adobe Acrobat reader required to view and print files.
538 Mode of access to data
538 Available through the World Wide Web.
710 Corporate name of electronic project
710 2 Project Muse.
730 Title added entry for paper version when the title of the online version differs
730 0 Zentralblatt f{232}ur Mathematik und ihre Grenzgebiete
776 Title link to different medium [online, paper, cd-rom, etc.]
856 Electronic location and access
856 40
|uhttp://muse.jhu.edu/journals/callaloo/index.html|zConnect
to
Callaloo
online.
2.4 Descriptive cataloging - monographs |
2.4.A Print and electronic versions on one print record
Add the following fields to the print record:
Bib Lvl: m
006 [optional]
245 Title should remain that of the print version
506 vs. 590. General restrictions on access or, local note.
Please refer to instructions in 2.3.A.
530 Availability of other format
530 Available via Internet from the Office of the Under Secretary of Defense for Acquisition and Technology web site, with title: BRAC 95 commission report.
700, 710, 711 Additional names responsible for electronic version
740 Other title added entries for electronic version qualified by (Online)
740 02 BRAC 95 commission report (Online)
776 Title link to different medium (paper to online, vice versa). Use 776 to link to another medium whenever another physical form exists.
776 1 BRAC 95 commission report
856 Electronic location and access.
856 40 |uhttp://purl.access.gpo.gov/GPO/LPS378|zConnect to BRAC 95 commission report online
2.4.B Separate record for electronic version
In addition to the normal fields for a monograph, add the following:
Bib Lvl: m
006 Mandatory when using separate records
007 Code for physical characteristics of an item
130 Uniform title for online version qualified by (Online) [when called for by the Rules; otherwise, use 740 qualified with (Online)]
130 00 Tribal nations of Montana (Online)
229 Journal title entry
Add field 229 to a monographic record
when it is felt access from within the Journal Title Index is relevant.
229 _0 Computer life online
245 Title from homepage or opening screen plus [GMD]
245 04 The tribal nations of Montana|h[computer file] :|ba handbook for legislators
256 Computer file characteristics
256 Computer data
500 Source of title
500 Title from title screen.
506 vs. 590. General restrictions on access or, local note.
Please refer to instructions in 2.3.A.
516 File Type of computer file or Data note
516 Text.
506 General restrictions on access [required if relevant]
520 Summary, abstracts, annotations, etc. [optional]
530 Other formats available.
530 Also available in print.
538 System requirements and Mode of access
538 System requirements: computer, World Wide Web access, World Wide Web browser.
538 Mode of access: Internet. Address: http://www.mt.gov/legl/branch/handbook.htm
700, 710, 711 Added name entries
730 Title added entry for paper version when the title of the online version differs
776 Title link to different medium [online, paper, cd-rom, etc.] [optional]
856 Electronic location and access
856 40 |uhttp://www.mt.gov/leg/branch/handbook.htm|zThe Tribal Nations of Montana
| 3. Holdings: Item Location, Call number, and Status |
3.1 Location. Naming and use of item level location codes used for electronic resources is at the discretion of the individual library. However, it is recommended that location codes convey the idea of remoteness or electronic connectivity.
Electronic Resource
Online Resource
Internet
Web
Electronic Periodical
3.2 Call number. Choice of call number assignation remains at the discretion of individual libraries, with the caveat that the Taskforce recommends against the use of the Uniform Resource Locator (URL) in a call number field.
3.3 Status. Orbis recommends the creation of an item record for each electronic resource title. Furthermore, a library may wish to create a check-in record if the use of the LIB HAS field is desired (e.g. LIB HAS: issues available online; LIB HAS: vols. 1- available online). However, in keeping with common practice, the Taskforce is *not* recommending the use of a check-in card for electronic serials.
Orbis also recommends libraries define a new status code ("e") for free electronic resource item records (e.g. an academic department subject page).
Proprietary resources
status |
"-" |
itype |
use a local itype that translates to Orbis non-circ itype 201 |
Local display |
AVAILABLE |
Orbis display |
LOCAL USE ONLY |
Free resources
status |
"e" |
itype |
Orbis recommends using a local itype that translates to Orbis non-circ itype 201; however, 200 is acceptable since OB is prevented by status not equal to "-" |
Local display | AVAIL.ONLINE (or whatever the local site chooses) |
Orbis display |
AVAIL.ONLINE |
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Type of Resource? |
Local status display |
Orbis status display |
Orbis circulating? |
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1. proprietary online resource |
"Available" status="-" |
"Local Use Only" |
No. User receives "Sorry" message Orbis IType=201 |
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2. free online resource |
"Available" status="e" (new code) |
"Avail.Online" |
No. User receives "Sorry" message Orbis IType either 201 (recommended) or 200. OB is prevented by status not = "-" |
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