Scope: These records are essentially dummy BIBs and MFHDs for commonly searched serial titles, coded in such a way that they will always rise to the top of the retrieval index in the OPAC. Using an internal 856 link, they then re-direct users to the hard-to-find "real" bibliographic records. Public Services staff will notify Cataloging Services staff of titles that require shadow records.
Contact: Sarah Ross
Date last updated: 05/01/08
Date of next review: August 2008
This procedure refers to the base records from which the shadow records are derived as the “real” bibs because they have correct, standard bibs with real check-in records and attached Acquisition module payment records. The shadow records may amalgamate several real bibs. For example, if the paper and microform holdings of a title are not too extensive, a cataloger may choose to merge the holdings for print and microform onto one shadow bib. It is advisable to compile the holdings of earlier/later title changes onto one shadow bib.
A. Identify the real bib of the electronic version.
Add a 948 maintenance statistics to the real bib including a subfield x "Shdwlnd." The keyword Shdwlnd permits LTS to run regular queries to discover if certain key areas have changed on the real records. A cataloger then examines the real record to see if the changes require maintenance on the shadow record was well.
B. Make a copy of the real bib for the electronic version.
Save new record to the database and edit bib as follows:
- BOTH date codes in the fixed fields must be 9999, not just the second date code
- Change the 245 to all capital letters, e.g. THE NEW YORK TIMES
- Delete any GMD in the 245. Any subfield h will cause indexing problems
- Delete all extraneous title fields: 210, 222, 246, 247, 730, 76X-78X
- Pare the record down. For example, the titles often have lengthy frequency notes. "Weekly" or "Daily" is enough for a shadow record
- Add an 856:42: in the following format to link the shadow record to the real bib:
856:42:‡u https://catalog.library.cornell.edu/cgi-bin/Pwebrecon.cgi?BBID=[REAL BIB ID]&DB=local ‡z For electronic access, click here
- Add a 948 inputting statistic with PUBLIC SERVICES SHADOW RECORD in the subfield h. Do not use a subfield "j" in 948 cataloging statistic field
- Add 995 NoEx
- Create a shadow MFHD with a serv,remo location:
852:81:serv,remo ‡h No call number ‡x PUBLIC SERVICES SHADOW RECORD
Exception: If it is not possible to create a one-to-one correspondence between the real bib and the shadow bib, as in the case of multiple providers of an electronic resource being spread across two or more bibs, then do not apply step (6) above. Instead, compile the 856s from all of the real bibs into 856s onto the shadow record. Currently only one electronic title falls into this category, Cornell Daily Sun. C. Make a copy of the real bib for the print record. As above, add a 948 subfield x Shdwlnd to the real bib, save new shadow record to the database and edit bib as follows: - BOTH date codes in the fixed fields must be 9999, not just the second date code
- Change the 245 to all capital letters, e.g. THE NEW YORK TIMES
- Delete any GMD in the 245. Any subfield h will cause indexing problems
- Delete all extraneous title fields: 210, 222, 246, 247, 730, 76X-78X
- Pare the record down
- Add a 948 inputting statistic with PUBLIC SERVICES SHADOW RECORD in the subfield h. Do not use a subfield "j" in 948 cataloging statistic field
- Add 995 NoEx
- Do not use an 856 on the bib! Instead, follow MFHD instructions in D. below
D. Return to the real bib for the print.
Retrieve each MFHD associated with the real bib. Check to be sure they are not suppressed. For each active location:
- Create and save a MFHD with the following basic format:
852:81:[loc] ‡h See link below ‡x PUBLIC SERVICES SHADOW RECORD
856:42:‡u https://catalog.library.cornell.edu/cgi-bin/Pwebrecon.cgi?BBID=[REAL BIB ID]&DB=local ‡z For print issues at [Location] and other locations, click here
- If the print version is held at only one library, omit the wording "and other locations."
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In the subfield z note, call the [Location] the same thing it is called in the OPAC. For example, if the 852 loc is hote, the [Location] is Hotel Administration Library (Statler Hall).
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Print and microform may be already be combined on the real bib. In that case, the MFHD will point to the same real bib, but with variations for the format as in the example below:
852:81:olin ‡h See link below ‡x PUBLIC SERVICES SHADOW RECORD
856:42:‡u https://catalog.library.cornell.edu/cgi-bin/Pwebrecon.cgi?BBID=[REAL BIB ID]&DB=local ‡z For print issues at Olin Library and other locations, click here
843::Microfilm.
852:81:olin ‡h See link below ‡x PUBLIC SERVICES SHADOW RECORD856:42:‡u https://catalog.library.cornell.edu/cgi-bin/Pwebrecon.cgi?BBID=[REAL BIB ID]&DB=local ‡z For microfilm issues at Olin Library and other locations, click here
- If the shadow bib compiles separate real bibs for whatever reason (usually because print and microform are on separate records), use multiple 856s pointing to different real bib IDs:
852:81:phys ‡h See links below ‡x PUBLIC SERVICES SHADOW RECORD 856:42:‡u https://catalog.library.cornell.edu/cgi-bin/Pwebrecon.cgi?BBID=[real bib ID A]&DB=local ‡z For print issues at Physical Sciences Library (Clark Hall) for the period 1965-1970, and other locations, click here
856:42:‡u https://catalog.library.cornell.edu/cgi-bin/Pwebrecon.cgi?BBID=[real bibl ID B]&DB=local ‡z For print issues at Physical Sciences Library (Clark Hall) for the period 1971-present, and other locations, click here - It is not always possible to explain in a clean subfield z what the difference is between Real Bib ID A and Real Bib ID B. Do not agonize
E. Make a copy of the real bib for the microform record, if it is decided to keep the microform on a separate shadow record.
As above, add a 948 subfield x Shdwlnd to the real bib, save the new shadow record to the database and edit bib. Follow the instructions in sections C-D above for the corresponding microform locations. Because the shadow bib is usually pared down to omit the 533, always use an 843 on the shadow MFHD.
F. Search the OPAC
The recently created shadow records should appear first in the index, all in capital letters: first the record for the electronic version, then the print version, and finally the microform version. There is no reliable way to force the records into the preferred order, but the order seems to be related to when each was last saved to the database. Save the records repeatedly in the Voyager cataloging client in varying order until the desired display is achieved. They will remain in that order unless they are re-saved.
