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Library Technical Services > Procedures & Documentation > E-Resources > E-Cat Procedure: pt.1-2 

CATALOGING PROCEDURES FOR NETWORKED ELECTRONIC RESOURCES, pt. 1-2

(LTS Procedure #96)

 

1. PRE-CATALOGING

1.1. Restricted resource needs to be added to EZProxy When Acquisitions staff receive a request to process a licensed networked resource (usually via a Networked Electronic Resource Form), they will check the base URL for the resource to see if it appears to be new to Cornell. (For example, the base URL for an as yet uncataloged Ingenta e-journal would not be new to CUL because we already provide access to other Ingenta journals.) If Acquisitions staff believe the base URL is new to CUL, they will send a message to LIBIT-L asking Library Systems staff to add the URL to EZProxy. The message should include the URL for the resource and the access restrictions for the resource, either "gateway_standard" or "gateway_no-med". When in doubt that the base URL is new, Acquisitions staff will send the message to LIBIT-L.

1.2. Resource requires special software or helper applications. If the resource requires special software or helper applications that are not available on kiosk browsers and other library computers, check with the selector to see if the resource has received approval from the Electronic Resources Committee (ERC) for addition to the collection. In such cases, ERC will either arrange for the addition of appropriate software to kiosk browsers or recommend that bibliographic records be annotated in such a way to enable users to add plug-ins not appropriate for the standard library set to their own browsers.

1.3. Resource accessible only through an ID and password. There are two possibilities:

1.3.1 Resource licensed for Cornell use. If the resource is licensed for general Cornell use, but is accessible only through an ID and password, check with Library Systems to ascertain if access via Voyager or Find Databases is feasible. If normal scripting is not possible, acquisitions staff may need to contact the vendor about other means for authenticating users.

1.3.2 Resource licensed for use only at specific workstations. In this case, the resource will not be added to Find Databases, and will not be given a serv,remo location. See Section 2.2.2 for further details.

1.4. Searching. Search the Cornell University Library Catalog and the national bibliographic utilities used at your processing unit. Download a full catalog record, if available, or create a brief, preliminary record in Voyager. Brief records should include at least a title, publisher, and URL (if available). All proprietary (restricted) resources' URLs must contain the prefix including the "check IP" and the correct rights designation. Some processing centers use the Networked Electronic Resources Form (NERF) that includes this rights information. For more information, see section on field 856.

1.5. Creation of order records. Some processing units may choose to create order records for certain types of resources.

1.6. Notification of cataloging staff. Check your processing center’s policies and procedures for notifying cataloging staff. For information about the kind of data catalogers require to complete the cataloging process, see the electronic resource selection form
1.7. Aggregators / special projects. Guidelines for the pre-catalog processing of aggregations and other sets of electronic resources may vary from those listed above on a project-by-project basis.

 

2. CATALOGING: GENERAL CONSIDERATIONS

2.1 Aims. This document provides local usage guidelines for cataloging networked electronic resources in Voyager and in the Find Databases Repository. It does not cover everything one needs to know to process these items. For a complete list of field definitions, appropriate tags, and national standards, consult MARC 21 and CONSER documentation. (CONSER Cataloging Manual, Module 31, Remote Access Electronic Serials, may be accessed here.) For more general instructions on the cataloging of networked e-resources, see Nancy Olson’s Cataloging Internet Resources: A Manual and Practical Guide. 2nd ed.and the latest revisions of the appropriate chapters (9, 12, etc.) of AACR2.

While it is important for us to conform to both national standards and local policy, keep in mind that standards and policies for the cataloging of e-resources are still in flux and may change frequently.

2.1.1 Gateway Redefinition. Beginning August 9, 2001, the Networked Resources Gateway was redefined to include reference resources only, and was renamed the e-Reference Collection. As of August, 2003, this collection is renamed "Find Databases." Individual electronic journals and monographs are cataloged in Voyager. Only designated resources are additionally added to "Find Databases" in ENCompass.

All networked resources selected for inclusion in CUL are cataloged in Voyager as before. In all cases, a 948 field must be included in the Voyager record, with $f "special format" coded either "e" for non-serial resources or "j" for electronic journals. A 906 "rights" field must also be included with $a containing either "gs" (gateway standard), "gn" (gateway no-med) or "wo" (world).

Resources that meet the new definition of e-Reference. Catalog in Voyager AND add to Find Databases. Assign appropriate e-resource fields such as 506, 520, 530, 538. Give at least one 653 subject caption from the updated list in Appendix B of this document, as well as one (or, rarely, two) 975 field(s) containing a genre term Indexes, Catalogs, or Full text. Include an 899 if needed. A 906 "rights" field must be included, along with 948 with $f properly coded. All resources for Find Databases are to be PURLed. Record should be PURLed before it is imported into Find Databases in ENCompass.

Resources that do not meet the new definition of e-Reference BUT are restricted to Cornell faculty, staff, and students. Catalog in Voyager only. Do not assign 653 or 975 fields but DO assign 506, 520, 530, 776, etc. according to national cataloging standards. Add an 899 if needed. Include the appropriate 906 and properly coded 948 fields.

Resources that do not meet the new definition of e-Reference and are free and open to the world. Catalog these resources in Voyager only. Omit fields 653 and 975. Include 520, 530, 538 fields according to national cataloging conventions, and 899 if appropriate. Add 906 with value "wo" and properly coded 948.

Aggregators. An aggregator site will typically be in Find Databases with one collective record describing the entire site. This record will have the 975s "Indexes" and "Full text" assigned. In addition, individual titles in the aggregation will be cataloged in Voyager. There may be exceptions to this, so if you are working on an aggregator project, follow the rules for that project.

2.2 Resources accessible only through an ID and password. There are two possibilities:

2.2.1 Resource licensed for Cornell use. Some resources are accessible only through an ID and password at the point of cataloging. For these items, post a note to LIBIT-L (or contact a specific individual in Library Systems, if a name has been provided) to request a special URL. In order to create this URL, staff will need to know the ID and password for the resource.

Catalogers also have the option of cataloging the resource completely, except for the URL, then requesting the URL as above.

In either case, Library Systems will complete the scripting and notify the cataloger of the new URL. At this point the cataloger finishes up any remaining cataloging details, and copies and pastes the URL into an 856 on the bib record, adding the proper authentication prefix.

If the resource is to be added to Find Databases in ENCompass, it must be PURLed. Cataloger requests a PURL via LIBIT-L. CTS or Mann staff create the PURL and post to LIBIT-L, copying message to the cataloger, that the PURL is in place. At this point, the resource is imported into the Find Databases Repository in ENCompass.

2.2.2 Resource licensed for use only at specific workstations. In this case, the resource will not be added to Find Databases. Include both a 506 general access restrictions note and an 856 $z note with specific access instructions in the Voyager record. The Mfhd location must be something other than SERV,REMO -- example.

2.3 Separate records. Beginning February 1, 2003, if cataloging is requested for a single e-journal or electronic monograph that has a print counterpart, create a separate MARC record for the electronic version.

If cataloging is requested for multiple e-journals or e-monographs in an aggregation, with some or most of the titles having print counterparts held by CUL, separate records will be created. Automated approaches to record generation will be explored and implemented whenever feasible. In some cases, the Electronic Resources Committee (ERC) will be consulted for recommendation as to how to proceed. User needs, cost and speed of cataloging, and record maintenance requirements should all be considered.

2.4 Linking print and electronic versions. The linking of print and electronic versions is discussed in Section 31.2.5 of the CONSER Cataloging Manual. Here are some exceptions in CUL practice:

2.4.1 CONSER's single record option. CUL will not apply any of the guidelines involving single records in Module 31, section 31.2.5.

2.4.2 Additional physical form available note / additional physical form entry. You may choose to link the two versions with a 530 note in the print record and a 776 field in the record for the electronic version -- examples.

2.5 Online catalogs and searchable databases. Catalogs and searchable databases are cataloged as continuing integrating resources as of December 2002. Continue to code them as monographs (Bib. Level "m") until the new Bibliographic Level code "i" has been implemented by the utilities.

2.6 Print version acquired after electronic version has been cataloged. Occasionally, the print version of an electronic journal or book will be added to the collection after the electronic version has been acquired and cataloged. In these cases, catalog the print according to regular standards and follow the guidelines in Section 2.4 to connect the print version to its electronic counterpart. Add a uniform title to the electronic version if appropriate.

2.7 Multiple interfaces / modes of access. If a networked resource is available from the same publisher/producer with multiple, differing user interfaces or modes of access, create a separate Voyager record for each version. Add a uniform title qualified by "Online", the publisher/aggregator and mode of access as needed. If ENCompass records are needed, create a separate record for each interface, including a qualifier for each manifestation of the title.

2.8 Aggregator sites. In some cases, a particular title is selected from a site which aggregates several titles. If the URL for an item points to more titles than simply the one requested, consult the selector to determine what exactly needs to be cataloged. This may involve finding a better URL for the specific item selected or opting to catalog the larger body of materials rather than the individual title only. In some cases, it may be difficult or impossible to script to the item requested.

2.9 Discussion lists and digests, online services, and WWW home pages (without designated parts). Follow the guidelines to catalog these types of resources as continuing integrating resources.

2.10 Common name lacking. Many electronic resources are also known by common names or have been assigned product names by their publishers. For example, "ProQuest", "ABI Inform", and "BPO" are all names carried by "Business Periodicals Ondisc" (also available in various formats as a remote resource). If the target item does not bear this commonly known title, trace it using a MARC 245, 246, or 740 field as appropriate.

2.11 Title changes. For online serials and integrating resources, follow CONSER, AACR2, and the LCRIs to update the MARC cataloging in Voyager. If a resource in Find Databases changes title, the corresponding ENCompass record must also be updated. If a title change results in a new record in Voyager for a Find Databases resource, the new record must be imported into ENCompass and the old title's record updated.

Pertinent sections of the documentation include CONSER Editing Guide under 580 Linking entry complexity note and CONSER Cataloging Manual sections 5.2.4, 16.4.1a, 30.18 and 31.18. See also LCRI 21.3B.

For more information on title changes, see Section 5.2.

2.12 Ceasing or cancellation of print version on multiple version record. When the paper version of an online title ceases:

  • Add a note to the BIB record to reflect the cessation of the print version only. Do not close a record in the traditional manner (i.e. do not record a ceasing date in the the 008/11-14 or close the 260 $c and 362 dates) -- example.
  • Update the Mfhd record for the print version, adding an 852 $z note, if appropriate (add the public note when ceasing information is too squishy for the 362 field) -- example.

When the print version is cancelled:

  • Update the Mfhd record for the print version, adding an 852 $z note to reflect the cancellation -- example.

2.13 Electronic reproductions. If an electronic monograph has been digitized from a print version, catalog it as an electronic reproduction, following LCRI 1.11A which recommends taking catalog data from the original print resource and describing the digital version in a 533 field.

Include all information prescribed in the LCRI for the 533, including notes relating to the reproduction (if applicable). These notes, each given in a separate $n, include mode of access, system requirements, and restrictions on access. In the past, we have put this information in separate 538 and 506 fields for electronic reproductions as we do for all other networked electronic resources. As of Oct. 2005, we will include this information in the 533 $n's and not restate either the access restrictions in a separate 506 or the mode of access or system requirements in separate 538 fields-- example.

If it was "born digital", catalog it as a regular digital resource. In case of doubt, catalog it as a regular digital resource.

Include a source of title note in any case.

For serials, see the CONSER Cataloging Manual 31.1.3 which recommends treating e-versions of print format serials as simultaneous versions and basing the description on the version itself, except in limited cases (such as in-house digitizations and digitized sets of older serials).