Cataloging Procedures Manual

Chapter XII: Computer Files Cataloging
Part C: Electronic Texts

CONTENTS: 

 I.    INTRODUCTION 
II.   BIBLIOGRAPHIC TOOLS 
III.  EDITING TEI HEADERS 
IV.  CREATING MARC RECORDS 
V.   STATISTICS 
VI.  LOADING FLAT ASCII RECORDS 
VII. EDITING ON VIRGO 

  

---

I. INTRODUCTION 

Electronic texts are text files encoded for manipulation and analysis by computer using SGML (Standard Generalized Markup Language). The texts may be received on tape, diskette, or by electronic transfer. 

The creation and revising of the electronic text header are done by staff of the Electronic Text Center and the Cataloging Services Dept. The activities are carried out via a common Web-interfaced header editing tool, http://etext.virginia.edu/cgi-local/mu/mu2.pl.   Login is required to create and edit headers. 

All new TEI headers are edited according to the standards prescribed by Anglo-American Cataloging Rules, 2nd. ed., revised (AACR2R) and International Standards for Bibliographic Description for Electronic Resources (ISBD(ER)).  The MARC records are generated according to the recommendations put forth by the University of Virginia Library Ad Hoc Committee on Digital Access Final Report. (http://www.lib.virginia.edu/cataloging/local/digital.html)  The bibliographic information in each header is checked against OCLC, VIRGO, the National Union Catalog, and other available sources for verification. 

MARC record is created by a simple click on the link online.  The Cataloger for Electronic Resources is in charge of loading the SIRSI flat ASCII MARC records to library's catalog through BIBLOAD process.  These original bibliographic records are ftp'ed to OCLC together with other original records on a regular basis. 

 

II. BIBLIOGRAPHIC TOOLS 

In addition to the resources cited in Chapter III (Original Cataloging) of this manual, the following resources are particularly valuable for the cataloging of electronic texts: 

A. ASCII Table. 

Available at: http://www.asciitable.com/

This is provided to allow editing by using either hexadecimal codes (a must in OCLC when editing 856 for special characters) and including it in the Web documents as a numeric character entity, e.g. to represent the "^" sign, in ASCII decimal: "^", and in hex: "%5E". 

B. Bibliographic Formats and Standards. (OCLC, 2nd ed. 1998)

Available at: http://www.oclc.org/bibformats/en/about/index.shtm

OCLC database manual that details the proper way to transcribe cataloging information for input into OCLC. The prescribed manual for determining the use and application of tags, subfields and delimiters.

C. Cataloging Internet Resources, a Manual and Practical Guide. 2nd ed. 

By Nancy B. Olson (OCLC, 1997) [www page] Available at: http://www.oclc.org/oclc/man/9256cat/toc.htm 

This manual was developed to assist OCLC users in preparing bibliographic descriptions of resources available through the Internet. This manual provides a convenient single source of information by combining a discussion of cataloging rules, appropriate MARC fields, and illustrative examples.

D. Guidelines for Electronic Text Encoding and Interchange (version P3)

By C. M. Sperberg-McQueen and Lou Burnard (Chicago: Text Encoding Initiative, 1994) Available at: http://etext.lib.virginia.edu/TEI.html 

These guidelines address the problems of describing an encoded text so that the text itself, its source, its encoding, and its revisions are thoroughly documented. It provides detailed descriptions of the use and application of SGML tags. Section 5 (The TEI Header) is of particular importance

E. Guidelines for the Use of Field 856  

by The Network Development and MARC Standards Office, Library  of Congress. [www page]. Revised August 1997. Washington, DC : Library of Congress [cited 1 August 1997]. Available at: http://lcweb.loc.gov/marc/856guide.html

F. ISBD(ER) international standard bibliographic description for electronic resources : 

revised from the ISBD(CF), international standard bibliographic description for computer files. Recommended by the ISBD(CF) Review Group (K.G. Saur, 1997) 

Newly revised ISBD standards for describing electronic resources.

G. Notes in the Catalog Record: Based on AACR2 and LC Rule Interpretations  

By Jerry D. Saye (Chicago : ALA, 1989) 

H. OCLC Guidelines on the Choice of Type and BLvl for Electronic Resources 

By Jay Weitz [www page]. Dublin, Ohio : OCLC, [cited 31 March 1998]. Available at:

            http://www.oclc.org/oclc/cataloging/type.htm

I. Oxford Text Archive Short List of Texts (currently issued quarterly).

List of texts held by the Oxford Text Archive (OTA) that includes such information as author, title and language of the text; information on the depositor; source of the electronic text; availability.

J. The SGML Primer (3rd ed., 1991).

An introduction to SGML (Standard Generalized Markup Language) and to DTDs (Document Type Definitions)

K. Table of Latin-1 character glyphs; 8 Bit ASCII Codes. (W3, 1997?)

             Available at: http://www.w3.org/MarkUp/Wilbur/latin1.gif

This is provided to allow authors to pick a glyph and to include it in their documents as a numeric character entity, e.g. £ is the "£" sign. 

L. TEI/MARC "Best Practices". (University of Virginia and University of Michigan) (Nov. 25, 1998)
             Available at: http://henry.ugl.lib.umich.edu/libhome/ocu/teiguide.html
Provides guidelines for TEI content standards including mapping information to USMARC.

 

 

III. EDITING TEI HEADERS 

A. Elements in a header: 

Every TEI-conformant text has a TEI header prefixed to it (<teiHeader>) and encoded as described in the following paragraphs. 

 

<teiHeader>  1.   <fileDesc>...</fileDesc>  2.   <encodingDesc>...</encodingDesc>  3.   <profileDesc>...</profileDesc>  4.   <revisionDesc>...</revisionDesc>    </teiHeader>

  

1.   <fileDesc> 

FILE DESCRIPTION, is mandatory. 

It contains a full bibliographic description for the computer file, including author, creator of electronic version, publisher of electronic version, the size of completed file in kilobytes or KB. The information about the original source (print, microform, electronic format) from which this particular edition of electronic text was derived is recorded in the Source Description, <sourceDesc>.

 
 
 

TEI.2 FILE DESCRIPTION (ABOUT THE ELECTRONIC VERSION)  teiHeader fileDesc titleStmt TITLE STATEMENT  title [main title : subtitle / author statement ; other responsibility statement]  type =  main title  uniform title  title [electronic resource]    author   editor   respStmt resp None  Compiler  Translator  Commentator  Illustrator  name   resp Creation of machine-readable version:  Creation of digital images:  name   resp Conversion to TEI.2-conformant markup:  name extent   publicationStmt PUBLICATION STATEMENT  publisher University of Virginia Library  pubPlace Charlottesville, Virginia  idno   availability p Publicly accessible  Virtual Library of Virginia users only  University of Virginia users only    p n =  Publicly accessible texts  VIVA users only  UVA users only  related material  p date   seriesStmt p                        notesStmt note Illustrations have been included from the print version.    sourceDesc SOURCE DESCRIPTION (ABOUT THE ORIGINAL SOURCE)  biblFull titleStmt title [title]  title [parallel title -- foreign lang texts]  title [volume title -- i.e., journal title]  level =  Monograph  Journal  Unpublished  Analytic  author   editor   respStmt resp None  Compiler  Translator  Commentator  Illustrator  name     editionStmt p                     extent                     publicationStmt publisher   pubPlace   date   idno     seriesStmt p              notesStmt note [Notes about the print source]

 

 

2.   <encodingDesc> 

ENCODING DESCRIPTION, is recommended. 

It contains a detailed description of the process for the electronic text, for instance, what levels of encoding or analysis are implied, how the text is normalized, and how the ambiguities of the source are resolved.

             The content of <encodingDesc> may be prose, or contain the elements from the following list: 

 
 

encodingDesc  projectDesc p Prepared for the University of Virginia Library Electronic Text Center.  editorialDecl p All unambiguous end-of-line hyphens have been removed, and the trailing part of a word has been joined to the preceding line.  p Some keywords in the header are a local Electronic Text Center scheme to aid in establishing analytical groupings.  refsDecl p classDecl taxonomy bibl title Library of Congress Subject Headings

 

3.   <profileDesc>

PROFILE DESCRIPTION, is optional. 

It provides a detailed description of non-bibliographic aspects of the created text. Core elements of this field are:

 


 

profileDesc PROFILE DESCRIPTION creation   date langUsage language   id =  textClass keywords KEYWORDS  term fiction  nonfiction  term poetry  prose  drama  term term keywords scheme="LCSH" term   type =  600  650  610  611  651  690

 
 
The <date> field in the <creation> section is vital. OpenText uses this to construct its "Centuries" document structures.  

 

4.   <revisionDesc>

REVISION DESCRIPTION, is optional, but important for version control. 

It provides a detailed change log in which each change made to the text is recorded. Its core elements are:


 

 
 

revisionDesc REVISION DESCRIPTION  change date   respStmt resp corrector  cataloger  name   item

 
  

B. Editing Procedures: Verify and update bibliographic information for a named-header elements in VIRGO, OCLC, and the National Union Catalog.  Follow the standards set forth in AACR2R and ISBD(ER) for capitalization and punctuation. The basic guideline in separating each area is period-space-dash-space (.  -  ). Within the area, use space-semicolon-space to separate each subsequent statement.

 

1. Log on to the ETEXT server via a Web browser (Netscape, Internet Explorer, etc.)

Go to URL: http://etext.virginia.edu/cgi-local/mu/mu2.pl

 

 

2. Edit the ones with asterisks appear next to marcfilter**

Click on the box, "edit" to bring up the header in edit mode. If the record is LOCKED, click on "unlock" to release for editing.



 

3. Edit the following header elements, using the descriptive standards below: <fileDesc> ; <sourceDesc> <biblFull> ; <encodingDesc> ; and <revisionDesc> .

 <fileDesc> segment: 
 

a)   <title type="240"> = "title type=uniform title"

The main purpose for a uniform title is for filing. It does not happen often that a work has to have a uniform title.

 

               Example:

Title on t.p. is A Christmas story. A note indicated the work is from Victor Hugo's Les misérables.

<title type="uniform">Misérables. $lEnglish</title>


      (includes subfield code $, and the letter l for language)

 

b)   <title type="245"> = "title type=main title"

              This includes main title, subtitle,  statement of responsibility. When title contains punctuation marks: "..." or square brackets "[***]", replace them by dash and space afterwards, "- ", and parentheses "(***)", respectively.


 

               Examples:

 



 

1).  Three points (...) are used for marks of omission of some part of an element. (ISBD(ER), Area 0.7.1)
<title type="245">Alchemy : ancient and modern ; being a brief  account of the alchemistic doctrines and their relations, to mysticism ... /  H. Stanley Redgrove ... ;  with a new introduction by H. J. Sheppard ;  with 16 full-page illustrations</title>

  2). 

Title created locally for the electronic text: the made-up title followed by the main title for the original version. Capitalize the first letter of the title for the original version.


<title type="245">Introduction to The innocents abroad / Edward P. Hingston</title> 

  3). 

Single title from a multi-volume set. The complete set is available via individual headers. Each header contains unique title field.


<title type="245">Les misérables. Volume I, Fantine / by Victor Hugo ; tr. from the French by Isabel F. Hapgood<title> 

  4). 

Single title of a selective volume from a multi-volume set, containing unique title field.   Record the title for the single volume here; put the title for complete set, including volume information in <souceDesc><biblFull> <title level="m">. (See section below.)


<title type="245">Modern development of the chemical and biological sciences illustrated / by Henry Smith Williams, M.D., LL.D. ; assisted by Edward H. Williams, M.D.</title> 

  5). 

Single title of a selective volume(s) from a multi-volume set without unique title field.  Record the title for the complete set, including volume information here. Go to <souceDesc> <biblFull>; enter the title entry for the original source in <title level="m">. (See section below.)


<title type="245">The complete works of Brann the iconoclast. Volume 10</title> 

  6). 

Title appears in more than one languages


<title type="245">Tyres and wheels = Pneus et roues = Reifen und Räder / Jörnsen Reimpell, Helmut Stoll</title>  

  7). 

Titles separated by:   "; or,"


<title type="245">Hopes and fears; or, Scenes from the life of a spinster / by Charlotte M. Yonge ; illustrated by Herbert Gandy</title>  

  8). 

Manuscript titles for correspondence, see format below:

author of letter to recipient followed by YYMMDD of letter (spell out the month, DO NOT use abbreviated form)


<title type="245">David Scott letter to Dr. Minor 1858 January 28 </title>
<title type="245">William Douglass letter to James Hunter Minor 1857 February 5</title>

Missing author for the letter:
<title type="245">Letter to the Hon. David Scott</title>  

c)   <author>


 

           Uses Library of Congress  authorized  name format, without MARC subfields.

            Lists up to three authors separated by a space and semicolon


 

               Examples:


 

<author>Redgrove, H. Stanley (Herbert Stanley), 1887-1943</author>

<author>Booker, James, 1840-1923 ;  Booker, John, 1840-1864</author>

<author>Halfpenny, John, fl. 1671</author>

 

d)   <editor>


 

Follow the same setup as author above

 

               Example:


 

<editor>Robert, Christian P., 1961- </editor>

 

e)   <respStmt><resp>


                         <name> 
 

Select appropriate role for the named person, compiler, illustrator, etc. Uses Library of Congress authorized name format

 

               Example:


 

<resp>Translator</resp>


<name>Hapgood, Isabel Florence, 1850-1928</name>

 

f)   <extent>


 

Round up the file size to kilobytes or megabytes

 

               Example:


 

<extent>ca. 2.5 megabytes</extent>

 
 

g)   <idno type="ETC">


 

Check locally assigned identifier no. : Modern English, etc.

 

               Example:


 

<idno type="ETC">Modern English, RedAlch</idno>

 
 

h)   <availability><p>Publicly accessible, Virtual Library of Virginia users only, University of Virginia users only</p>
<p n="publicly accessible texts, VIVA users only, UVA users only, related material">


 

Verify URL(s) and its accessibility level.

 

               Examples:


 

<p n="publicly accessible texts">http://etext.virginia.edu/modeng/modengH.browse.html</p>
<p>University of Virginia users only</p> 
<p n="UVA users only">http://etext.virginia.edu/accessible/pengaz/</p>

For manuscript online finding aid:

<p>Publicly accessible</p> 
<p n="related material">Online finding aid: The Alexander family papers. URL: http://etext.lib.virginia.edu/ead/eadA.browse.html </p> 

i)   <date>


 

Publication date (year only) for the electronic version

 

               Example:


 

<date>1998</date>

 
 

j)   <seriesStmt><p>


 

Enter the authorized format for series information for the electronic text

 

               Examples:


 

<p>Past masters. British philosophy, 1600-1900</p>


<p>Handbook of perception and cognition (2nd ed.)</p> 
<p>Handbook of physiology (1959 ed.)</p> 
<p>A new series of plant science books / ed. by Frans Verdoorn.</p>

 

k)   <notesStmt><note>


 

Record relevant information for the electronic version

 

               Examples:


 

<note>Illustrations included from a 1987 reprint ed. This etext was prepared with the use of Calera WordScan Plus 2.0.</note>
NOTE:Provide imprint (pubplace : publisher, date) for reprint ed. when available.

<note>Initial tagging of titles and sentenses was carried out at the European Corpus Initiative in Edinburgh in October 1992.</note>

<note>Page numbers were numbered and checked against the ed. of: Essays on ethics, religion, and society / editor of the text, J.M. Robson. - Toronto : University of Toronto Press, 1969. - (Collected works of John Stuart Mill ; v. 10).</note> 


 

 

 <sourceDesc><biblFull> segment: 
 
 

a)   <title>

When the header is one-header-to-one-title (in other words, the data box in the <title level="a,j,m,u"> is empty), record main title, subtitle, statement of responsibility for the original source (print, microform, electronic, etc.)  In many cases, it is the same as <title type="245">.


However, when <title level="a,j,m,u"> is NOT empty, record main title only. See examples below in section c).

 

               Examples:

 

<title>Alchemy : ancient and modern ; being a brief  account of the alchemistic doctrines and their relations, to mysticism ... /  H. Stanley Redgrove.</title>


<title level="m"></title>

 
 

b)   <title type="parallel">

Title appears in the language other than the main title entry<title type="245">.

 

               Examples:

 

<title>Tyres and wheels = Pneus et roues = Reifen und Räder</title>


<title type="parallel">Pneus et roues</title> 
<title type="parallel">Reifen und Räder</title>

 
 

c)   <title level="m, j, u, a"> = "title level="monograph, journal, unpublished, analytic"

This records the main title, subtitle,  statement of responsibility from which the original source (print, microform, electronic, etc.) comes

 

               Examples:

 

1).  a part of a single monograph


<title>Coleridge</title>
<title level="m">Dissertations and discussions : political, philosophical, and historical. Volume 1 / John Stuart Mill</title> 

<title>Little essays of love and virtue</title>


<title level="m">On life and sex : essays of love and virtue / Havelock Ellis</title> 

 

2).  a selective volume with unique title from a multi-volume set monograph


<title type="245">Modern development of the chemical and biological sciences illustrated / by Henry Smith Williams, M.D., LL.D. ; assisted by Edward H. Williams, M.D.</title> 

<title>Modern development of the chemical and biological sciences illustrated</title> 
<title level="m">A history of science. Volume 4, Modern development of the chemical and biological sciences illustrated</title>  
 

3).  a selective volume without unique title from a multi-volume set monograph


<title type="245">The complete works of Brann the iconoclast. Volume 10</title> 

<title>The complete works of Brann the iconoclast. Volume 10</title> 
<title level="m"></title> 
 

4).  an article from a journal (for serialized one such as this one, make note for each part in <noteStmt><note> below)


<title>Lassoing wild animals in Africa</title> 
<title level="j">Everybody's magazine</title> 

  5). an analytical title 
<title>The Pennsylvania gazette (1780)</title> 
<title level="a">The Pennsylvania gazette. Folio III. 1766-1783, American Revolution<title> 

  6). a manuscript title 
<title>Letter to Angelica Schuyler Church 1798 January 11</title> 
<title level="u"></title> 

 

d)   <author>


 

           Record author(s) as appear on t.p.

               Example:

 

<author>Mark Twain, S.L.Clemens</author>

 

e)   <editor>


 

Follow the same setup as author above

 

               Example:


 

<editor>Christian P. Robert</editor>

 

f)   <respStmt><resp>


                         <name> 
 

Select appropriate role for the named person, compiler, illustrator, etc. Enter the name as found on the original source.

 

               Example:


 

<resp>Translator</resp>


<name>Isabel Florence Hapgood</name>

 

g)   <editionStmt><p>


 

Record the edition information for the original source

 

               Examples:


 

<editionStmt><p>2nd ed., partly rev.</p></editionStmt>


<editionStmt><p>2d ed., facsim. of the 1st.</p></editionStmt>
<editionStmt><p>1st American ed.</p></editionStmt> 
<editionStmt><p>Rev. 1980</p></editionStmt> 
<editionStmt><p>3rd ed. = 3e éd.</p></editionStmt> 
<editionStmt><p>2nd ed. / E.L. Lehmann, George Casella</p></editionStmt>

 

h)   <extent>


 

Record the collation information for the original source of the electronic version. Some VIRGO records contain pre-AACR2 format, such as "illus.", change it to "ill.". Check AACR2 for abbreviations.


Supplied information (referring to information not readily available from the original source) is entered in square brackets ([...]). Use "disc" for CD-ROM, "disk" for computer diskette.

 

               Examples:


 

<extent>xii, 354 p. : ill. ; 22 cm.</extent>


<extent>552, 11 [i.e. 22] p. : ill., maps (some col.) ; 25 cm.</extent> 
<extent>1 computer optical disc : ill., col. ; 4 3/4 in.</extent> 
<extent>computer optical discs ; 4 3/4 in.</extent>

 

               NOTE:

For selective section from a monograph (<title level="m">)


<extent>p. 89-127, 195-224 ; 21 cm.</extent>  

For article from a journal(<title level="j">)
Enter full coverage for the journal title under which the specific issue no. falls. Record the citation for the particular volume, issue, year in a note statement.  (See section below for detail) 
<extent>139 v. : ill. ; 35-42 cm.</extent> 

For manuscript, broadside, etc. (<title level="u">)  
<extent>Broadside : ill. (wood engraving) ; 45 x 28 cm.</extent> 
<extent>1 sheet ([2] p.)</extent> 
<extent>1 sheet ([1] p.) ; 38 x 25 cm.</extent> 
<extent>2 pages</extent>

 

i)   <publicationStmt><publisher>


 
 

ISBD(ER) instructs:  PubPlace (Place qualifier if needed) : Publisher ; PubPlace (Place qualifier if needed) : Publisher  Put the place qualifier in square bracket if transcribed from another source.                 Example:  New York : Columbia University Press ; Cambridge (Mass.) :          Computer Research Institute  New York ; Papakura [N.Z.] : R. McMillan  Oxford, England : OTA

 

Enter name(s) for publisher, distributor. Separate each by space-semicolon-space. Enter up to three if necessary.

 

               Examples:


 

<publisher>Beacon Press<</publisher>


<publisher>Sealy, Bryers & Walker ; R.J. McMillan</publisher> 

For manuscript: 
<publisher>Unpublished manuscript</publisher> 
<publisher>Manuscript</publisher>

 

j)   <publicationStmt><pubPlace>


 

Enter place name(s) for publisher, distributor. Separate each by space-semicolon-space. Enter up to three if necessary. For manuscript, leave blank.

 

               Examples:


 

<pubPlace>Oxford, England</pubPlace>


<pubPlace>Dublin [Ireland] ; Cambridge (Mass.) ; New York</publisher>

 

k)   <date>


 

Publication date (year only for non-manuscript title) for the original source

 

               Examples:


 

<date>1909</date>

For manuscript: 
<date>dated 1776</date> 
<date>dated [1778 September 6]</date>  
 

For journal:
Record the complete coverage for the time period for the piece 
The piece is from no. 3 1909, the title coverage for the period is 1876-1910.
<date>1876-1910</date>

l)   <idno type="callNo">


 

Enter information relating to the original source (print, microform, electronic format such as CD-ROM, etc.), including name library and call number.

 

               Examples:


 

<idno type="callNo">Copy consulted: University of Virginia Library, PS1312 .A1 1869b</idno>
<idno type="callNo">Copy consulted: University of Virginia Library, CF00 0093</idno>

For manuscript:
<idno type="callNo">Original manuscript located: UVa Library, call number MSS 6349-a-34, Clifton Waller Barrett Library. Charles Brockden Brown Collection.</idno>

 

m)   <seriesStmt><p>

Enter the authorized format for series information for the original source, including name(s) for the series editor(s), edition statement when applicable.

 

               Examples:


 

Series found on the source:


<p>Beatrix Potter's shaped board books</p> 

Enter the authorized format for this series: 
<p>Potter, Beatrix, 1866-1943. Beatrix Potter's shaped board books</p> 
 

<p>Essential poets (New York, N.Y.) ; v. 17</p> 
<p>German opera, 1770-1800 ; v. 7</p> 
<p>Costerus ; new ser., v. 89.</p> 
<p>Handbook of perception and cognition (2nd ed.)</p> 
<p>Handbook of physiology (1959 ed.)</p> 
<p>A new series of plant science books / ed. by Frans Verdoorn.</p>

 

n)   <notesStmt><note>


 

Enter information relevant to the original source.

 

               Examples:


 

<note>Originally published: New York : Simon & Schuster, 1906.</note>

Previous ed. under different title, publisher 
<note>First ed. published as: Self-science : the subject is me. Santa Monica : Goodyear Pub. Co., 1978.</note> 


Simple citation from a journal; or part of an article from a journal 
<note>The article appeared in v. 23, no. 5 (Nov. 1909), p. 12-20.</note> 
<note>Found in the article: Chronicle and comment, v. 8, no. 4 (Dec. 1898), p. 286-287.</note> 
 

When the electronic version is comprised of more than one issue of a journal 
<note>The story is serialized in: V. 23, no. 3 (Sept. 1910), p. 309-322 -- no. 4 (Oct. 1910), p. 526-538 -- no. 5 (Nov. 1910), p. 609-621.</note>  

More than one volume represented in a header
<note>Contents: Books I-II / translated by J.D. -- Book III / by C. Cleve -- Book IV-V / by N. Tate -- Book VI / by A. Behn.</note>

Separate volumes bound together
<note>Bound with: Anti-abolition tracts and anti-black stereotypes / edited and introduced by John David Smith. New York ; London : Garland Pub., 1993.</note>

 

 <encodingDesc> segment: 

 

a)   <taxonomy id="LCSH">


 

Check to see if the statement for "Library of Congress Subject Headings" is present. (Relevant for entering subject headings in the section below, <keywords scheme="LCSH">.)

              

Example: 

<taxonomy id="LCSH">


<bibl> 
<title>Library of Congress Subject Headings </title> 
</bibl> 
</taxonomy>

 

b)   <profileDesc> <creation> <date>


 

Record the earliest known publication date for the text

Example: 

<date>1877</date>

 
 

c)   <keywords scheme="LCSH"> <term type="Field6XX">


 

Add Library of Congress Subject Headings when applicable. Select the appropriate variable MARC tag number: 600, 610, 611, 650, 651, etc. from the drop-down menu according to the term entry, including applicable subfield tags, |d, |x, |y, |z, etc. The default indicator is set to according to the most common occurance for the named variable field. For instance, the indicators for 600 is set on "10". Editing of the indicator(s) for 6XX may be required after the MARC record is loaded to VIRGO. (See section VII. Editing on VIRGO for further instructions.)

                

Examples: 
 

<keywords scheme="LCSH">


<term type="Field600">Jefferson, Thomas,|d1743-1826|xCorrespondence.</term> 
<term type="Field650">Indians of North America|zMontana|xNames.</term> 
<term type="Field651">Paris (France)|xDescription and travel|xGuidebooks.</term>

 

 
 <revisionDesc> segment:

 
 

   <revisionDesc> <change>


 

Record the creation and editing process for the electronic text, reverse chronological order

Example: 

<change>


<date>September 1998 </date> 
<respStmt> 
      <resp>cataloger</resp> 
      <name>Mary Ann Couch. University of Virginia. Cataloging Services Dept. </name> 
</respStmt> 
<item>TEI header revised. Access points and subject headings added. </item> 
</change>

 

  

 

IV. CREATING MARC RECORDS 

 

A. Creating ASCII MARC record

The MARC record is created by simply clicking the link on the column containing marcfilter** 

 



 

This action activates the TEI2MARC program in the background converting a TEI header to a flat ASCII MARC record. A file with <****.sgml.marc> for the header is created after the run. 

 



 

 

 

B. Group flat ASCII MARC files for transfer in ETEXT server

 

etext:userid% less *marc > headers.flat

 

C. Perform FTP to transfer headers.flat from ETEXT server to SIRSI

The process is carried out manually by a staff member with special VIRGO (SIRSI) login id due to database security. The flat ASCII MARC records are transferred from ETEXT server to VIRGO server.

 

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Example of a TEI Header Template      
 

Example of a complete TEI Header

 

Example of a Flat ASCII MARC Record

 

   

 

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V. STATISTICS 

In general, one header counts as one orignal MARC record for UVA-LIB. When a monographic set, or a collection of personal correspondence comes with several headers, e.g. Victor Hugo's Les misérables, a 5-vlume set counts as one original MARC record.  
 

  

VI. LOADING FLAT ASCII RECORDS

 

A. Sign on to VIRGO (SIRSI InfoVIEW/WORKFLOW) with the login id that enables the running of report module. Select 3) Report to import flat ASCII records for header.

 



 

B. Select 1) Running report to upload bibliographic records. NOTE: Look at the top left hand corner for confirmation everytime when you make a selection in the utility, IMPORT_EXPORT.

 

 

 

C. Type co for copying BIBLOAD report to import flat ASCII records

 



 
 

D. Select "1. Load ascii" to load a selected bibliographic file

 

 

 

E. Press <ENTER> for default value of "REVIEW"

 

 

 

F. Select 3) Selection

 

 

 

G. Press <ENTER> for deault

 

 

 

H. Continue all process, until reach this screen for scheduling the running time. Press <ENTER> for default, SCHEDULE.

 

 

 

I. Press <ENTER> if the default name for the report is correct

 

 

 

J. Select 1) ASAP to run the report at its first available time.

 



 

 

 

K. The VIRGO will present a summary display after the importing activity, enter email address to which the report is to be sent

 

 
 

L. Continue pressing <ENTER> for defualt to exit REPORT utility

 

 

 

  

VII. EDITING ON VIRGO (See Appendix 1 for general editing techniques) 

 

Editing ASCII MARC Records

The procedures list only the fields that are most commonly used for electronic texts at the University of Virginia Library. See Bibliographic Formats and Standards and Olson's Cataloging Internet Resources, a Manual and Practical Guide for further assistance. 

Changes made to the record are made through the <EDIT ITEM> command. Search the catalog, pull up the record. The <EDIT ITEM> command can be invoked via several options, i.e. the pencil with eraser on the Remote Control Pad, the ITEM--EDIT of COMMAND on the menu bar, or the pencil-with-erase icon in the Verbs box from the <CMD> button on the dashboard.

When a record is called up, after executing the <EDIT ITEM> command, the system fills in the barcode and call number on the found item, with defaults for entries: "ALL" ; add empty 006: "NONE". Fixed fields and comments are checked. Press <ENTER> or click on <GO>.

 



 

A. Edit Copy Information

Check the type: for "INTERNET" ; both home location: and current location: "LIBRARYWEB" ; item cat1: "ORIGINAL". The new barcode should be the system-generated one as shown below.

 

 

 

B. Edit "created by:" in Title info segment

Add email handle to the "created by:" field.

 

 

 

C. Edit Descriptive info (fixed and variable fields)

The indicator(s) for flat ASCII MARC record may need updating depending on the data entered. Check 1XX, 24X, 6XX and 7XX. For example: the one below in red color contains the correct indicators, "zero blank."

100 1_ |aOmar Khayyam.

100 0_ |aOmar Khayyam.

 

Check OCLC's Bibliographic Formats and Standards. 2nd ed. [www page; last updated April 10, 1998] for the specifics.   URL: http://www.oclc.org/oclc/bib/about.htm.
(Click on "Go to the Table of Contents") MARC Fields : ongoing publications which contains a checklist for the variable fields commonly used for remote access computer file is also a helpful tool.

In some cases, additional tracings are needed for MARC records, not headers. Use judgement if creating additional entries for 7XX is needed. Check all fields, fixed as well as variable fields including indicators and tags.

When one MARC record respresents more than one headers, edit 260 (file size) and add 505 for contents note.

505 0   File 1. Volume I, Fantine -- File 2. Volume II, Cosette -- File 3. Volume III, Marius -- File 4. Volume IV, Saint Denis -- File 5. Volume V, Jean Valjean.

Add diacritics as needed.

 

 

D. MARC holdings

Not used

 

E. Item records

Not used

 

 

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Table of Contents

Chapter 12D Websites and Databases - under construction
Chapter 12E Direct Access Electronic Resources - under construction
Chapter 13A
Created 03-Oct-96
Revised 20-Sept-98