Cataloging Procedures Manual

Chapter XII: Electronic Resources Cataloging
Part A: Introduction

This chapter documents procedures for cataloging electronic resources at the University of Virginia Library. Electronic resources (formerly called computer files) are files (data and/or programs) encoded for manipulation by a computer.

There are two main categories of electronic resources, determined by their physical format.

• Direct access resources (such as CD-ROMs, floppy discs, tapes) come in containers to be played through a computerized device.
• Remote access resources are available online, through a computer terminal, such as through the internet or a system network; no physical item is present.

General library policy is to catalog or add access only for full-text materials, selected by a selector(s) for remote access electronic materials. Exceptions are routinely made in certain situations. Special Collections often links finding aids, and Clemons links film reviews. Catalogers automatically link titles in certain large purchased full-text collections (such as JSTOR, Project Muse, etc.) without selector review of individual titles.

For selection guidelines, see Selecting web sites for cataloging:
http://www.lib.virginia.edu/acquisitions/other_procedures/websites.html

Electronic resources are cataloged using various formats, depending upon the nature of the material.

• Many cataloged electronic resources are textual documents, and are cataloged using the Books (MARC in SIRSI) or Serials formats. These include:
  
• E-Books
• Websites
• Databases of primarily textual material, even with search software
• Most electronic serials
• Numerical data in tabular form (not to be manipulated)
  
• Electronic maps and other cartographic materials are generally cataloged using the Maps format.
• The Computer Files Format (formerly MRDF, machine readable data files format), is now limited to:
  
  • computer software (including programs, games, fonts)
  • numeric data (that can be manipulated)
  • computer-oriented multimedia
  • online systems or services
    
    

The University of Virginia Library cataloging practices follow AACR2 revised. When doing original cataloging for electronic materials, catalogers often need to refer to more than one chapter. Chapter 9 deals with Electronic resources, but chapter 2 (books), chapter 12 (continuing resources), and chapter 3 (cartographic materials) also might need to be consulted.

Normally, the University of Virginia follows the one record approach and uses the print record, especially when we have the same titles in print and electronic format. The print record is normally used for adding access for electronic journals, even when we do not have the print version. CD-ROMs are generally added to print records when we have the print version, but cataloged as electronic resources when we do not have the print version. When using the single record approach, we describe the task as "adding access" rather than "cataloging" since the electronic version is not fully described. Occasionally access is added to a microforms record when we do not have a print record for the title.

Occasionally, workflow or staffing will necessitate that electronic materials be cataloged on separate records from the print version. Examples include UVA e-texts and other collections for which records are batchloaded. Some resources are available only online and have their own records.

The University of Virginia Library records are separate from those of Law and Health Sciences even though records for all libraries are in the same online catalog. When Law or Health Science Libraries records are to be updated, this is given in the instructions. Also, we should never add access to a Special Collections record unless it is explicitly given in the instructions.

This chapter of the manual is divided into the following sections:

• Part A. Introduction
• Part B. Serials (primarily e-journals)
• Part C. Etexts and other monographs
• Part D. Websites and databases - in process
• Monographs
• Integrating Resources
  
• Part E. Direct access electronic resources - in process
  
• Monographs
• Serials
• Part F. Cartographic Materials - in process

Priority is normally given to cataloging/adding access (including URL maintenance) over doing other clean-up (such as updating holdings). Several catalogers are often assigned simultaneously to work on specific titles for large collections.

Table of Contents

Chapter 12B

Rev. 11/03/03