MANUAL OF POLICIES AND PROCEDURES

Electronic Resources Cataloging

Abstract:  Guidelines for cataloging remote access electronic files (both "Separate record" and "Single record" approaches) and electronic files that are mounted and located at Brown

Brown University policy on cataloging electronic resources: In general, the Brown University Libraries uses the "single record" approach when cataloging electronic resources. This means when the library already owns a title in another format (i.e., print, microformat, or another electronic format), the cataloger should use the existing bibliographic record for that title when adding the electronic format, provided the electronic format is a satisfactory substitute for the print version.

The "separate record" approach is used when the item exists only in electronic format or Brown University own only the electronic version.

• Remote access electronic files-"Single record" approach
• Remote access electronic files-"Separate record" approach
• Bibliographic and holdings record for electronic version
• Bibliographic and holdings record for print (or other format) version
• Electronic files that are mounted and located at Brown
• Electronic resource accessed via a dedicated machine or the network
• Electronic resource that is tape stored at CIS
• Print publications with URLs in OCLC records

These guidelines highlight some selected fields and some procedures specific to Brown. They are to be used in conjunction with Rick Block's workbook, Cataloging Internet resources, Nancy Olson's Cataloging Internet resources: a manual and practical gu ide, 2nd ed., 1977, AACR2r chapter 9 and LCRIs, and CONSER Cataloging Manual, Modules 30 and 31.

Remote access electronic resources-"Single-record approach"

Rules of thumb: use for online versions which contain sufficient full-text to be a satisfactory substitute for the print version and have no significant additional content; or when the online version lacks full-text or has only selected full-text and i s therefore not considered to be an adequate substitute.

Bibliographic record

• 530 additional physical form available note
• 776 additional physical form title entry (indexed, displayed, and clickable in web version) for electronic version; include |x ISSN or |y ISBN if the electronic resource has a unique identifier
• 856 electronic location and access: enter URL; enter note in subfield z: View [title of online version]; access limited to Brown University users Use the second part of the note only when applicable.

Example:

 
	245 00  Callaloo 
 	530     Also issued online
 	776 1  |sCallaloo (Online)|x1080-6512 
 	856 40 |uhttp://muse.jhu.edu/journals/cal/|zView online version (Project 
                Muse); access limited to Brown University users 
 	856 41 |uhttp://www.jstor.org/journals/01612492.html|zView online version
		(JSTOR); access limited to Brown University users 
  

Holdings

• Monographs: do not attach a checkin or item for the electronic resource.
  Serials: Attach a checkin record for the online version with call number "Internet accessible" and holdings as appropriate; for "officially selected" ongoing serials processed by the Serials Dept. whether free or paid, 02 DESTIN = x.
• If more than one online checkin is needed code 02 DESTIN = - and add URL to variable field "x" (EJOURNAL)
• Change the bibliographic location to multi and add es001 location
• "Internet accessible" may be added to the checkin record with the substitution phrase "%sint"

	C1173637       Last updated: 04-17-02 Created: 09-04-97 Revision: 11
	01 LABEL TYPE: n   04 COPIES: 1       07 RLOC: r         10 SCODE4: u
	02 DESTIN: -       05 CLAIMON:   -  - 08 VENDOR: muse    11 UPDCNT: z
	03 SCODE2: -       06 LOCATION: es    09 RETEN: r        12 PCOUNT: 0
	13 CALL #       Internet accessible (Project Muse)
	14 LIB. HAS     v.18- winter 1995-
	15 EJOURNAL     http://muse.jhu.edu/journals/cal/
	16 KEYED BY     gsy
           

Remote access electronic files-"Separate record" approach

Rules of thumb: use for electronic resources for which no print equivalent exists at Brown, or for electronic resources which have no print equivalent at all; or, if online version has significant additional content not present in the original version.

Bibliographic record for electronic resource

008 field

REC TYPE =   refer to OCLC documentation for fixed field "type"

FILETYPE =   refer to OCLC documentation for fixed field "file"

006 field

Identifies the type of material or the additional characteristics or accompanying material. The types of material for 006 correspond to Type of record in 008. Refer to OCLC Bibliographic Formats and Standards section on field 006 or MARC manual

007 field

Refer to OCLC Bibliographic Formats and Standards for 007 - Physical description fixed field (Computer files)

• 245       Title of electronic version with GMD |h[electronic resource]
• 256       Computer file characteristics
• 260       Date of publication, distribution, etc.

Monographs:
If the date can be ascertained, record it as prescribed in AACR2 Rev. rule 1.4F and the corresponding LCRI.
If it is difficult to ascertain the beginning date of the publication and how often it has been updated, consider that the resource is still being published and updated. Use the date in the chief source
Example: 1985-
Serials:
Use an open date when cataloging a serial from the first issue.

• 300       Generally omit except on a case-by-case basis; accept on copy
• 500       Source of title proper
• 506       Restrictions on access note (when applicable)
  Text of note for Brown University Library reads:
  |aAccess limited to Brown University users; Brown IP address required|5RPB
  Use the statement: Brown IP address required only when applicable.
• 538       Description and mode of access note
• 530       additional physical form available note
• 776       added title entry for additional physical form (indexed, displayed, and clickable in web version) for print title(s)
• 856       Electronic access and location with URL in subfield u and note in subfield z: View online version; access limited to Brown University users
  Use the second part of the note only when applicable.
• 990       Enter the Library of Congress classification number in the 990 field with first indicator set at 0; optionally include a Harris or Sudocs. classification number in field 990 as recommended by the librarian or curator responsible for these collections

Indicators
• First
  • 0 Item is in Library of Congress classification
  • 1 Item is in Harris classification
  • 6 Item is in Sudocs classification
• Second
  • blank No information provided
• Subfield Codes
  • |a Classification number

Example:

 
  		100  1  Kafka, Franz,|d1883-1924
  		240  10 Works.|f1999
  		245  10 Kafkas Werke im WWW|h[electronic resource] :|bkritische Kafka-
            		Ausgabe des S. Fischer Verlages bei Chadwyck-Healey
  		246  30 Kritische Kafka-Ausgabe
  		256     Electronic data and program
  		260    [Alexandria, VA] :|bChadwyck-Healey Ltd.,|cc1999-
  		500     Title from title screen
  		506     Access limited to Brown University users; Brown IP address
            		required.|5RPB
  		516     Text and search engine
  		538     Mode of access: World Wide Web.
  		538     System requirements: Internet access; Web browser
  		856  40 |uhttp://kafka.chadwyck.com|zView online version; access limited to
            		Brown University users
  		990  0  PT2621.A26
 		

 
 		050  14 AP4|b.N32
 		130  0  New age (London, England : Online)
 		245  14 The new age|h[electronic resource]
 		260     London :|bNew Age Press,
 		299  00 New age [convert "&" to "and"]
 		500     Description based on: New ser., v. 1, no. 1 (May 2, 1907) = no.
            		660; title from caption (viewed June 4, 2002)
 		530     Also issued online
 		538     System requirements: Internet access; World Wide Web browser; Adobe
            		Acrobat reader
 		538     Mode of access: World Wide Web. 
 		776  1  |tNew age|w(OCoLC)6280832|w(DLC)   08000414
 		856  40 |uhttp://www.modjourn.brown.edu/MJP%5FNA.htm|zView online version
 		990  0  AP4
		

Holdings

• Attach a checkin record with location code es and appropriate holdings, if applicable; call number: Internet accessible; for "officially selected" ongoing serials or monographs handled by the Serials Dept., whether free or paid, 02 DESTIN = x

  
		C1458152             Last updated: 06-04-02 Created: 06-04-02 Revision: 1
 		01 LABEL TYPE: n   04 COPIES: 1       07 RLOC: r         10 SCODE4: u
 		02 DESTIN: x       05 CLAIMON:   -  - 08 VENDOR: none    11 UPDCNT: z
 		03 SCODE2: -       06 LOCATION: es    09 RETEN: r        12 PCOUNT: 0
 		13 090     Internet accessible
 		14 LIB. HAS     n.s.:v.1-n.s.:v.15 May 2,1907-Oct.29,1914
 		15 KEYED BY     gsy
		

Bibliographic record for print (or other format) version

	245  00 Modernism/modernity
	530     Also issued online.
	776  1  |tModernism/modernity (Online)
	856  41 |uhttp://muse.jhu.edu/journals/mod/|zView online version;
		 access limited to Brown University users
	

Holdings for print (or other format) version (for serials only)

• Attach a checkin record with location code: es to the bibliographic record and appropriate holdings for serials; in call number field enter "Internet accessible"

 	C141415x             Last updated: 02-15-02 Created: 08-03-01 Revision: 2
 	01 LABEL TYPE: n   04 COPIES: 1       07 RLOC: r         10 SCODE4: u
 	02 DESTIN: x       05 CLAIMON:   -  - 08 VENDOR: none    11 UPDCNT: z
 	03 SCODE2: -       06 LOCATION: es    09 RETEN: r        12 PCOUNT: 0
 	13 090     Internet accessible
 	14 LIB. HAS     v.387- = no.6633- June 5,1997-
 	15 KEYED BY     gsy
	

Below are special instructions for resources accessed via Elibrary, standalone CD-ROM, or tapes accessible via FTP. Direct access resources (e.g., on CD-ROM or tape) should always be done as separate bibliographic records following instructions in AACR2, Chapter 9 or CONSER Cataloging Manual Module 30. Bibliographic records for any print equivalents should include appropriate 530 and 776 fields.  

Electronic files accessed via a dedicated machine or the network

These titles are accessed via the network through a CD-ROM tower or may be on a single PC. Prior to cataloging titles in this category, consult with the appropriate selector and Reference Specialist in Electronic Resources. Below are examples of titles in this category.

506       |aAccess limited to Brown University users in the [Rockefeller, Sciences, etc.] Library|5RPB
Checkin record: Identity (i) field: Ask at Reference Desk

		130 0 Canadiana (CD-ROM) 
		506   Access limited to Brown University users 
  		      (requires access to Brown University network, and 
		      hardware and software as specified in ELibrary 
		      documentation available at Library Reference desks and 
		      on Library Web)|5RPB 
  		

 	
		01 LABEL TYPE: n   04 COPIES: 1       07 RLOC: r         10 SCODE4:
 		02 DESTIN: c       05 CLAIMO:12-18-02 08 VENDOR: none    11 UPDCNT: z
 		03 SCODE2: -       06 LOCATION: es    09 RETEN: r        12 PCOUNT: 0
 		13 CALL #       Internet accessible
 		14 IDENTITY     Ask at Reference Desk
 		15 LIB. HAS     1999-
			

506       |aAccess limited to Brown University users and only from workstations in the [Rockefeller, Sciences etc.] Library reference clusters|5RPB
Checkin record: Identity (i) field: Ask at Reference Desk

		245  02 L'atelier historique de la langue francoise|h[electronic
        		resource] :|bl'histoire des mots du haut Moyen age au XIXe siecle
 		506     Access limited to Brown University users (requires access to Brown
            		University network, and hardward and software as specified in
            		ELibrary documentation available at Library Reference desks and on
            		Library Web)|5RPB
		

		01 LABEL TYPE:     04 COPIES: 0       07 RLOC:           10 SCODE4:
		02 DESTIN: -       05 CLAIMON:   -  - 08 VENDOR: none    11 UPDCNT:
		03 SCODE2:         06 LOCATION: es    09 RETEN:          12 PCOUNT: 0
		13 IDENTITY     Ask at Reference Desk
		14 KEYED BY     ac
		

Electronic resource that is tape stored at CIS

  
	
		245 10  Correlates of war project
		506     Restrictions on access: The ICPSR files are to be used only for
        		research and teaching purposes by the subscribing institution.
		599     |cONLINE RESOURCE|mAccompanying datafile available to Brown 
  			University library users via FTP. Consult Library Reference Staff for access 
  			information. 
 		

Print publications with URLs in OCLC records

This is a variation on the "single-record" approach used for titles which have a URL in the OCLC record or a prominent URL cited on the piece. Such a URL may be the address of a specific electronic version of a document, or a more general Internet sit e that may lead a user to various informational screens, including home pages of organizations such as government agencies.

Monographs: Although the resources cited in the URLs will not be represented in Josiah by a separate cataloging record, we will leave the URL in the bibliographic record or add it to the bibliographic record if it is readily available in the print publication.

Serials: Consult with the Head of Serials/Documents who will make a decision on whether to leave the URL in the Josiah record or not

Related document:   Electronic Journal Packages--Checkin and Bibliographic Record Examples

Wednesday, 17-Nov-2004 11:10:24 EST