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Library Technical Services > Procedures & Documentation > Cataloging > Cat. for Digital Preservation  

Cataloging Digital Preservation Copies (LTS Procedure #93)
 

Scope:  This procedure provides guidelines for the creation of Voyager records for digitized versions of printed materials in roman script, when a Cornell record exists in OCLC, Voyager, or on cards for original book, score, etc.

Contact: Cecilia Sercan

Unit: Cataloging

Date last updated: 03/03/08

Date of next review: March 2009


Original and Print Reproduction
    Creating Bib Records
    Monographic Holdings Records
    Serials Holdings Records
    Monographic Holdings for the Original
    Monographic Holdings for the Paper Reproduction
    Serials Holdings for the Combined Original and Paper Reproduction
Adding the Digital Reproduction to the Record
    Monographs & Serials Holdings Records for the Digital Version
    Monographs & Serials: Adding the 856 and URL
Examples
    Call Number Examples
    843 Examples
    856 Example


A. Original and Print Reproduction

Creating Bib Records


1. Start with one of the following:
  •     the existing Voyager record for the original
  •     a bibliographic record passed from OCLC to Voyager
  •     a new record keyed into Voyager from a shelflist card
2. For records copied in from OCLC, scrutinize fixed fields according to appropriate instructions for recon records.
  • The encoding level (E/L) should be "1" for originally input records
  • Retain the encoding level as it appears for a record found in Voyager
3. For records copied in from OCLC, do normal editing of bibliographic record to recon standards. Unless information is incorrect or includes typographical errors, accept the descriptive portion of records already in Voyager.

4. Search the Voyager authority file first, and then, if necessary, the OCLC authority file to verify that the headings are correct. Update headings (name, subject and series) if needed to conform to authority records.

5. Check the Voyager indexes. If you make heading changes, also make sure that the Voyager index is uniform. If the Voyager file needs attention and it is short, fix it. If it is a long file, give the corrections to Post Cataloging Services staff.

6. Add an appropriate 899:
  • 899::CXJSP
  • 899::NYDigit
  • 899::MOAProj
Do NOT add any punctuation at the end of 899 fields.

7. Add appropriate 948 statistics code
  • x if record copied in from OCLC or if a new record was keyed in
  • a if using a record (with a cataloged MFHD already present)

Monographic Holdings Records

  1. For records copied in from OCLC, create one MFHD for the original, one for the paper reproduction, and another for the digital reproduction. When a record for the original already exists in Voyager, add copy statements for the reproductions.
  2. Use the same location and call number for the paper reproduction MFHD as for the original. Use the next incremental explicit copy number. For the paper reproduction, add the date of the original imprint (Date 1) and "a" to the end of the original call number. See Examples.

Serials Holdings Records

  1. For records copied in from OCLC, create one MFHD for the original AND the paper reproduction (consider the paper reproduction a replacement copy of the volume), and a second for the digital reproduction. When a record for the original already exists in Voyager, add a MFHD for the digital reproduction only.
  2. The paper reproduction will use exactly the same call number and copy number for the paper reproduction as for the original, so they will file in one sequence by volume and/or date.

Monographic Holdings for the Original

Do not create a MFHD for the original work unless it is necessary to describe multiple volumes or issues, or if a note is required in an 852$z.

Monographic Holdings for the Paper Reproduction

Create a MFHD for the reproduction's copy statement. Values that often need to change are:
  • Leader:
  • x =single vol. monograph
  • v = multi vol. monograph
  • y = serial
  • 008 (Completeness):
  • 2 = complete
  • 5 = incomplete
  • Add an 843 Reproduction note. For serial and multivol records a subfield "m" needs to be added which contains our holdings. See Examples
  • Create an 007 for the reproduction copy by clicking on the 007 button. Select "text". Click apply button, then click on close button.
  • Write the new call number inside the front cover of the hard copy reproduction
  • Barcode and create an item record for the hard copy reproduction
    [Special LTS instruction]: Send the original and the hard copy reproduction together to Physical Processing for eventual return to the collection from which the original came. The original hard copy item will be withdrawn through normal withdrawal procedures.

Serials Holdings for the Combined Original and Paper Reproduction

  1. Add an 843 Reproduction note, including a subfield "m" containing the holdings of specific volumes that are reproductions See Examples.
  2. Check the issue level holdings (in 866/7/8 fields) for the original against the corresponding paper reproduction. If missing issues from the original holdings are present in the paper reproduction, update the 866/7/8 statements to reflect the additional issues held

B. Adding the Digital Reproduction to the Record

Monographs & Serials Holdings Records for the Digital Version

  1. Add a MFHD for the digital reproduction, using the location "serv, remo".
  2. Create a MFHD for the digital reproduction's copy statement MFHD Values.
  3. Add an 852$z note: Files for the images of individual pages are encoded in Aldus/Microsoft TIFF Version 5.0 using facsimile-compatible CCITT Group 4 compression.
  4. Add an 843 Reproduction note using the number of files noted on the printout: Computer file.$bIthaca, NY :$cCornell University Library,$d199[X].$e[xxx] image files. For serial and multivol records a subfield "m" needs to be added which contains our holdings. See Examples.
  5. Create an 007 for the digital reproduction by clicking on the 007 button. Select Electronic File, click Apply. Click on Close button. Fill in the values as follows:
    • Specific Material Designation = r
    • COLOR = a
    • Dimension = n
    • Sound on medium= [blank]
  6. Add 866/7/8 fields for the holdings (reflecting the bibliographic volumes available as electronic resources) if the item is a multivol. or serial.

Monographs & Serials: Adding the 856 and URL

  1. Add an 856 field to the BIB record, using a first indicator "4" and a second indicator of "0" [zero]. Additional information on the 856
  2. Add a $u to the 856, using copy/paste from your browser to eliminate the possibility of keying error. See Example.

C. Examples

Call Number Examples:

  • QA145.B34 ==> $b loc $t 2 $h QA145 $i .B34 1876a (If there is already a date present, just add an "a")
  • QA145.B34 1876 ==> $b loc $t 2 $h QA145 $i .B34 1876a (If there is already a letter on the date, add an additional "a")
  • QA145.B34 1876b ==> $b loc $t2 $h QA145 $i.B34 1876ba

843 Examples:

A standard monograph:

  • 843::Reproduction from digital master.$bIthaca, NY :$cCornell University Library,$d1999[3].$e234 p. : ill. ; 24 cm. [use 300 from bib record for $e but do not include subfields]

Serials and Multi-vols:

  • 843::Reproduction from digital master.$mno. 1-11 (1879-1894).$bIthaca, NY :$cCornell University Library,$d199[3].$e11 v. : ill. ; 24 cm.
  • 843::Reproduction from digital master.$mv. 1-3 (1894).$bIthaca, NY :$cCornell University Library,$d199[3].$e3 v. : ports. ; 22 cm. [We hold v. 1-3 dated 1894]

Digital reproduction:

  • 843::Computer file.$bIthaca, NY :$cCornell University Library,$d1996.$e234 image files.
  • 843::Computer file.$mvol. 1-7 (1843-1849).$bIthaca, NY :$cCornell University Library,$d199[3]. [We hold volumes 1-7 of this multivol dated 1843-1849]

856 Example:

  • 856:40 :$uhttp://moa.cit.cornell.edu/dienst/moabrowse.fly/MOA-JOURNALS2:ADAM-0033/3/1:TIFF2GIF:100

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