CATALOGING PROCEDURES FOR NETWORKED ELECTRONIC RESOURCES, pt. 5(LTS Procedure #96)Back to Procedure Contents PARTS OF THIS SECTION ARE OBSOLETE. Instructions regarding Voyager records are generally up to date. Anything referring to ENCompass is obsolete; maintenance of records for Find It! databases or e-journals is done within the Electronic Resource Management System (ERMS). Documentation is forthcoming.
5.1 General considerations. Most database maintenance for electronic resources involves straightforward updates and/or changes to URLs, holdings and coverage, or description fields. This work, along with tasks such as PURL creation and the deactivation and withdrawal of resources and interfaces, is normally done by LTS staff, though in certain cases staff in other processing units may do some or all of the maintenance work. More complex updates, such as title changes, are performed by catalogers. Be sure to update both Voyager and Find Databases records when making changes, except when the changes involve data that appears only in the Voyager record. As of February 1, 2003, when a resource is available through multiple interfaces, a separate Voyager record is made for each interface. In ENCompass also, additional interfaces require separate records for each interface and the titles require qualification. See Section 2.7 of this document for further details. 5.2 Changes and updates. Each time you update a record in Voyager and/or Find Databases, check the following fields for consistency:
Title changes. Title changes should be referred to a cataloger in the appropriate processing center. For more information, see Section 2.11. For online serials and integrating resouces, follow CONSER guidelines and AACR2 12.1B8 etc. for creating new Voyager records or updating existing ones.r For Find Databases resources, the number of records in ENCompass should be the same as the number of records in Voyager. In other words, if the Voyager record is updated because the resource has changed title and the old title is no longer available, the Find Databases record should be updated similarly. If a title change in Voyager results in two records, there should be two records in ENCompass also. It is important to make sure, if a record is being updated in Voyager and Find Databases, that the earlier title(s) are added in Find Databases as "alternate" fields. 520 / Description. If the proposed change seems significant enough to affect subject headings, contents fields, etc., this work should be referred to a cataloger in the appropriate processing center. In Voyager, insert, edit, or delete text as necessary. In Find Databases, rekey or copy/paste text from the updated Voyager 520 field. 856 / URL. If a PURL has been assigned to a given resource, make changes to URLs in the PURL record. Do not update the Voyager or Find Databases record. If a PURL has not been assigned, update both the Voyager and the Find Databases records with the new URL. To update the URL in Find Databases, first change the "URI" field. Then copy the new URL and replace the old URL in the "object" tab. Save the record and check the link to make sure it goes to the right resource. Holdings. In Voyager, follow CUL guidelines. Since holdings are not given in Find Databases, no holdings updates are recorded in the ENCompass records. Withdrawals. In Voyager, follow CUL guidelines. In Find Databases, do the following to unlink and withdraw resources.
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