Cataloging Procedures Manual

Chapter XII. Electronic Resources Cataloging
Part B: Serials

Contents:

1. Introduction

2. Procedures Using One Record Approach

3. Procedures Using Separate Record Approach

4. Using Computer File Format Record

5. Statistics

6. Examples

I. Introduction

Electronic resources, formerly called computer files, are files (data and/or programs) encoded for manipulation by a computer. Physical formats may include tapes, diskettes, CD-ROMs, or materials available electronically on the World Wide Web. These files are subdivided into two broad categories: direct access (CD-ROMs, floppy disks, magnetic tape, etc.) and remote access (electronic journals and other serials on the web). This section includes remote access serials only.

National/international standards for cataloging electronic serials are changing. For approximately 2 years (March 1996-February 1998) OCLC/CONSER standards required cataloging serial computer files on the computer files format (instead of the serials format). Since February 1998 national standards require most electronic serials (all those which are primarily textual files as differentiated from being search engines or numerical data) to be cataloged on the serials format. Moreover, prior to 1998, serials, including electronic serials, had to be issued in successive parts bearing numeric or chronological designations to be considered a serial. In the 2002 edition of AACR2, Chapter 12 on Serials was changed to Continuing Resources which includes both serials and integrating resources (such as web databases and loose-leaf serials which are updating but the updates are integrated into the whole). UVA is cataloging remote access materials with the characteristics of as serials.

Beginning in January 1997, the one record approach was used for electronic serials which were parts of large projects such as IDEAL journals, Project Muse, and JSTOR. In October 1997, the one record approach was approved for all electronic serials when practicable.

Therefore, UVA is usually providing access to electronic journals on the print record when a print record exists regardless of whether or not the library has the print edition in its collection. UVA is also using the print record when the electronic version replaces the print version with the same title; this is currently contrary to national standards. UVA catalogs electronic serials on separate records only when: (1) the serial is only available online (no print version exists), or (2) the print version of the title has ceased and the online version has a substantially different title (not merely adding the word "online" to the title).

II. Procedures Using One Record Approach (Usually on PRINT RECORD):

A. Policy:

1. Never add access for electronic journals to a Special Collections record (unless the e-journal was reproduced from that exact copy). If the Special Collections record is the only record for the title in VIRGO, duplicate it and add access to the duplicated record. [Expect this to rarely happen.]

2. When there are multiple records in VIRGO for different libraries (i.e. our system, Darden, Health Sciences and Law), add access (the 856 field with URL and holdings) for all libraries in our system, Darden, and Law. (Do not add access to Health Sciences records or to Microform records when we also have print records, and Special Collections records). Do the 653 coding on only one record (our record). Adding/updating 530 fields is optional for records other than the coded record. Only add the call (if needed) to the coded record.

3. If the only record(s) in VIRGO are for Health Sciences or Law, we will notify those libraries to add access for the title.

4. Beginning in April 1999, we began using the class scheme WEB-SERL for electronic serials, and using a system generated XX(#) call number. This feature automatically results in the current call number for electronic materials appearing in WebCat. Currently it is: INTERNET. The reason for using this feature is that in the future when/if the call number changes, it will be changed automatically.

B. General instructions:

1. Unless the record has just been downloaded or a very brief (uncataloged) record has been overlaid, no initials should be put in the "created by" field or any change made in the date cataloged in the title info section of the record. The cataloger is not actually cataloging the title; access is being added.

2. Add the following fields on the record for the print version:

530 - Note about availability in another format -- give the name of the collection it is available through; if it is not available through a collection, merely say also available online.

653 - Broad subject and title alphabetization coding (on only "our" record).

856 - Link, usually but not always to the serial itself - includes the URL in the u subfield followed by the collection title (or publisher) and the holdings in the z subfield.

3. Make a Call for the electronic version if there is not already a call for UVA-LIB internet.

Exception: Any call linked to an order should be shadowed and an additional call made for the public.

C. Specific instructions:

1. Search VIRGO by title, ISSN, etc., to confirm that a record for the title is in the system. If there is no record for the print version or only a brief or provisional record for the print version in VIRGO, search OCLC, RLIN, etc. for copy. If copy for the print version is found, download or overlay it.

2. Information needed for the call:

Library: UVA-LIB
Call number: AUTO (to produce XX number - if unable to do this, Use XX)
Class scheme: WEB-SERL

Barcode: AUTO (or automatically produced)
Home location: INTERNET
Type: INTERNET

Item cat 1: ADD (when adding access to print record for title already in our collection)
Or NON-OCLC (when downloading record for title for which we do not have the print version)

3. Be sure to add/update the following fields to the bibliographic record:

022 - ISSN (electronic) -- add the ISSN with the word "electronic" in parentheses when the ISSN for the online version is readily available, and it is different than the ISSN for the print version [not national standards] We have not been adding the ISSN for projects.

Example for Journal of the history of ideas:


022 - 0022-5037
022 1086-3222 (electronic)

 

246 - 1 |i Add if the online title is different from the print title, especially if more than the word "online" is added at the end. (CONSER standards would put this in a 740 field)

Example 1:

245 04 The Journal of histochemistry and cytochemistry

246 1 |iOnline version also known as: |aJHC online



530 - Note about availability in electronic format. Include information that the title is part of one or more special collections of electronic journals. For approximately 5 years until summer 2002, UVA also used the 530 note to indicate that the title is limited to subscribers including UVA (or UVA and VIVA) users.

Examples:

530 Also available online [is not through any major collection].
530 Also available online through JSTOR, Project Muse and InfoTrac.
530 Also available online through Springer Link.

Sometimes we use this note to show online availability for journals for which the print version has ceased.

530 Available online as electronic journal beginning with v. 29, no. 7 (July 1996); paper version ceased with v. 30, no. 3 (Mar. 1997). [Land use digest][This is contrary to CONSER practice which would be to use a separate record.]
530 Print version ceased with June 1997; from July 1997, available online as electronic journal only. [Project reference file][This is contrary to CONSER practice which would be to use a separate record.]

If there is a 530 field already on a record being downloaded, delete it if it is not applicable (i.e. is not for the version being cataloged) or modify it to describe UVA's version.

653 Code for broad subject and title alphabetization. Take subject code from LC call number, library requesting it such as Education, and any suggestions from the selectors. The codes are located online at:

http://www.lib.virginia.edu/cataloging/policies/drafts/ejcodes.htm (subject) http://www.lib.virginia.edu/cataloging/policies/drafts/ejalpha.htm (alphabetical)

856 - Electronic location

The indicators for an electronic journal on a print record are usually 41 (for http access and version of resource [instead of exact resource]).

The most commonly used subfields include u or URL and z for local notes that display.

UVA uses subfield z to provide the collection name (or publisher, if not part of a Collection) and holdings information. Normally the holdings information shows the beginning date of coverage; however, complete holdings are shown for titles which have closing dates of coverage such as JSTOR or IDEAL archives.

Example for Reviews in American history:

856 41 |uhttp://www.jstor.org/journals/00487511.html|z(JSTOR, 1973-1994))
856 41 |uhttp://muse.jhu.edu/journals/rah/|z(Project Muse, 1995-)


When cataloging a serial with more than one URL, use separate 856 fields for each.

Any cataloger using a government documents record which includes more than one URL in an 856 field should edit the record, putting the URLs in separate 856 fields.

Delete any 856 fields which are on a record downloaded which are not applicable to the versions in UVA's collections.

The order for URLs should bethe following:
Current coverage
Back holdings (such as JSTOR)(This has not always been true; numerous records have JSTOR above the current coverage.)
InfoTrac or databases that do not format the information as journals-last.

Example for Callaloo:

856 41 |uhttp://muse.jhu.edu/journals/cal/|z(Project Muse, 1995-)
856 41 |uhttp://www.jstor.org/journals/01612492.html|z(JSTOR, 1976-1994)
When there are multiple URLs, shadow those which overlap in coverage and are not the preferred collection.

The subfield to show that only a portion of the material is available, such as abstracts or table of contents but not full text is |3; this is infrequently used by UVA for serials.

Example for portion of material (Index on censorship, which includes only updates, selector wanted):

856 42|uhttp://www.indexonline.org|3updates
Second indicator 2 shows that the link is to a related resource instead of the journal itself.

4. Holdings:

Until April 2001, we used MARC holdings records for e-journal holdings. This practice has been discontinued, and we have been adding the holdings in subfield z of the 856 fields and deleting the holdings records as we have been adding additional URLs or holdings, doing maintenance work, etc.

5. Comments field:

For free journals selected by a selector, add in comments section of the volume/copy record for the electronic version: Selected by name of selector and date, i.e. Selected by K. Marshall, 3/98.

III. Procedures Using Separate Record Approach

These procedures are used for a serial issued in electronic format only, or when adding access for an electronic serial to a print record is not feasible.

Follow the procedures in Section II. of this document for the non-bibliographic portions of the record (i.e. Copy information, call number information, and holdings information).

1. Control tab:
1. Record format: Serial

If a MRDF format record was downloaded, change the format to Serial

2. Created by: [e-mail address of cataloger]
3. Date cataloged: Today

 

2. Bibliographic record:
1. Fixed fields - serials format. The most important fixed fields are bolded. They should be checked for copy cataloging. All fields should be checked for originial cataloging being added to OCLC.

SIRSI	OCLC	Field	Value
Rec_Typ	Type	Record type	a (for textual)
Bib_Lvl	BLvl	Bibliographic level	s (for serial) b(for component part, serial)
Enc_Lvl	Enc lvl	Encoding level	I (for Full-level cataloging) K (for minimal cataloging)
Desc	Desc	Descriptive cat form	a (for AACR2)
Dat_Tp	DtSt	Serial status	c = currently published d = dead u = unknown
Date1	Dates		First date position Beginning date of publication
Date2	Dates		Second date position Ending date of publication; if serial is currently published or not known to be dead, second date is 9999.
Ctry	Ctry	Place of publication	Two or three character country of publication code
Lang	Lang	Language	Three character language code
Mod_Rec	MRec	Modified record	blank = Record not modified Check format for others
Source	Srce	Cataloging Source	d (Non-Library of Congress cataloging) blank (DLC cataloging)
Frequn	Frequn	Frequency	see codes
Regulr	Regulr	Regularity	see codes
ISDS	ISSN	ISDS Center code blank	used by NSDP only
Ser_Typ	SrTp	Type of continuing resource	blank none of following p periodical m monographic series n newspaper Additional codes for integrating resources
Phys_Med	Orig	Form of original item	usually blank
Repr	Form	Form of item	s (small s) for electronic
Pub_Typ		blank
Cont	Cont	Nature of contents (for entire work for serials)	blank - usual situation See codes for other values
GovtPub	GPub	Government publication	blank - Not a government publication Check codes for others
ConfPub	Conf	Conference publication	0 - Not a conference publication 1 - Conference publication
Alphabt	Alph	Original alphabet	a - Roman alphabet - no accents b - Roman alphabet - language includes accents See codes for non-Roman alphabets, etc.
S/L_Ent	S/L ent	Type of continuing resource	0 - Successive (form usually used) 1 - Latest title (pre-AACR2; seldom used) 2 - Integrating resources

 

2. 006 field for computer file - displays as second set of fixed fields in SIRSI:

Type_Cod: -- m [for machine readable file]

FileType -- d [usually d for textual - if not textual, use computer file format for original cataloging]

3. 007 field for computer file -- needed for original cataloging; do not need to check for copy cataloging.

Most common values: cr mn

|a category = c = computer file; |b specific material designation = r = remote; |c original versus reproduction = blank space = obsolete; |d color = m = mixed use of color; |e dimensions = n = not applicable; |f sound = - for blank = silent

In SIRSI input without delimiters.

4. Variable fields -- This procedure lists the most common fields and those needing special explanation. For more information concerning these or other fields, see Chapter V. of the Cataloging Procedures Manual and the serials instructions in OCLC's Bibliographic Formats and Standards.
   
   

   022	ISSN number - if incorrect, input |y ISSN
   040	Cataloging source VA@|cVA@ for original cataloging
   041	Language code
   049	Location VA@@ - Do not use other locations
   099	Local free-text call number -- do not use
   100 110 111	Main entry heading - most electronic serials have title main entry. For those not having a title main entry, the 110 (corporate body) or 130 (uniform title main entry) are the most common.
   130	Uniform title main entry - needed when same title is also available in another physical format such as print or CD-ROM. (This is mainly theoretical since we would be using the one record approach if it existed in another format.) Add Online to the end of any qualifier already used in the uniform title for the print version. Online is preferred to a term with an edition or version connotation such as (DOS version). Example: Libra (Charlottesville, Va. : Online) Also used if conflicts with another serial. Example: Sycamore (Chapel Hill, N.C.)[Sycamore had already been used for serial titles.]
   211	Acronym or shortened title - OBSOLETE - Use 246 field.
   240	Uniform title - main entry is 100, 110, 111. Same principle as 130.
   245	Title statement - for most electronic serials use only the title proper followed by |h [electronic resource]. However, other elements are possible, and when they are used, the order of the subfields is as follows: Title proper. |n number of part, |p name of part |h [electronic resource] :|b remainder of title / |c statement of responsibility. Example (part of which is made up): 245 00 Library philosophy and practice. |n Pt. 1, |pTechnical Services |h[electronic resource]
   246	Varying form of title. [Do not use |h in this field.]
   250	Edition statement - Non-repeatable: Use for regional editions, language editions, etc. Type of computer file edition or version should be put in a note.
   256	File characteristics - DO NOT USE
   260	Imprint
   300	Physical description - DO NOT USE since there is not any separate physical item.
   310	Current Frequency
   321	Former frequency - Give if known, but do not research -- will be relatively rare
   362	Dates of publication and/or volume designation - of electronic serial itself, not of our holdings. The field is either formal (0) or informal (1) depending upon whether one has the first issue issued. Have first issue issued: 362:0 :Vol. 1, no. 1 (spring 1994)- First issued not available but known 362:1 :Began with vol. 1, no. 1 (spring 1994). Do not use 362 from the print issue unless it is clearly the same for the computer file. When the first issue online is not the same as the printed serial, give the following field: 362 1 Coverage as of [date of cataloging]:[beginning vol., etc.]- Example: 362 1 Coverage as of March 16, 2002: Vol. 33, no. 1 (Jan. 1995)- Also use a description based on note giving the same information.
   4xx	Series - usually not used. See Chapter V.
   5XX	The 5XX fields are listed here in numerical order, which is currently the order specified by CONSER.
   500	General notes --includes information such as where title was obtained and dated viewed in parentheses. Examples: 500 Title from title screen (viewed Apr. 15, 1998). 500 Title from serial home page (viewed Mar. 30, 1997). 500 Title from README file of serial (viewed Nov. 15, 1997). When cataloging is based on issue other than the first issue, source of description and source of title are given in the same note. 500 Description based on Sept. 15, 1995; title from title screen (viewed Feb. 4, 1997).
   505	Contents - Infrequently used.
   506	Restrictions on access - okay to use for access limited to UVA for copy cataloging; for original cataloging add restrictions for UVA specifically in 590 notes. Examples: 506 Restricted to subscribers including UVA [or UVA and VIVA] users [copy cataloging]. 506 Restricted to subscribers [original cataloging]. 506 Licensing required [original cataloging].
   515	Numbering peculiarities note.
   516	Type of computer file or data: When cataloging an electronic journal, make sure "electronic journal" appears in note. Examples: 516 Text (Electronic journal). 516 Electronic journal. 516 Electronic newspaper.
   520	Summary note
   521	Target audience note - infrequently used
   530	Additional physical form available note -- for other media, including the print format. Trace any title in print format in a 776 field. [Normally, we would be using the single record approach for titles also available in print format.] Examples: 530 Available also in print format. 530 Available also as CD-ROM.
   538	System requirements and mode of access. Mode of access is used more often than system requirements. UVA does not include the address of the mode of access in this note. Example: 538 Mode of access: Internet.
   546	Language note (Remember to include 041 field)
   550	Issued by note
   580	Linking entry complexity note - explains the relationship to another title.
   590	Local note. Here is where we would give local availability for original cataloging. Okay to list restrictions in 506 for copy cataloging. Examples: 590 Available to University of Virginia faculty, staff, and students. 590 Available to UVA users.
   6XX	Subject added entries See Chapter V. If cataloging a single electronic journal, last subdivision should be |vPeriodicals.
   700,710,711	Added entries See Chapter V.
   730	Uniform titles added entry - Make for titles included in 580 notes if not in 246, 740, 776 (original cataloging only), 780, or 785 fields.
   753	Technical details access to computer files - DO NOT USE
   776	Additional physical form entry - not needed for copy cataloging
   780	Preceding entry
   785	Succeeding entry
   856	Electronic location and access -- see Section II. for detailed information. Second indicator would normally be 0 [meaning the resource itself] Example: 856 40 |uhttp://www.utpjournals.com/simile [example of journal which is only available electronically, which is free] For additional examples, see 856 section for one record approach, remembering to use second indicator 0. When cataloging a serial with more than one URL, use separate 856 fields for each.

IV. Using Computer File Format Record

In very rare situations, UVA might use the computer file format instead of the serial format. This would occur when the serial to be cataloged is a search machine or is primarily numerical data instead of being textual. Even if the serial is primarily numerical data, if there is a print serial record, use that record if applicable.

If an original record must be created for a serial containing primarily numerical data, use the computer files format with the 006 field for the serial format. See Appendix 28: Fixed Fields in VIRGO and Equivalents in OCLC and/or RLIN and the fixed fields in Bibliographic Formats and Standards determining the fixed fields. The variable fields would be the same for serials and computer files although some of the text would be different (i.e. 516 field).

V. Statistics

Catalogers should keep track of the number of electronic serials for which they add access and/or catalog on separate records. These are recorded in the remote access computer files (web) section of the Monthly size of collection statistics, non-print cataloging, p.3.

VI. Examples

The Journal of interdisciplinary history (0022-1953): example of multiple electronic versions on one record.

Quarterly journal of economics (0033-5533): example of multiple electronic versions on one record.

International organization (0020-8183): example of multiple electronic versions on one record.

Studies in media & information literacy education (1496-6603): example of journal only available in electronic format.

Table of Contents

Chapter 12C

Rev. 10/13/03