Notes in red text.
Karen Calhoun, CTS, Chair
Nancy Holcomb, CTS
James Leblanc, CTS
Thomas Turner, Mann
1. CATALOGING PROCEDURES FOR CORNELL UNIVERSITY LIBRARY CATALOG RECORDS
1.1. Pre-cataloging2.CATALOGING PROCEDURES FOR LIBRARY GATEWAY DATABASE RECORDS
1.2. Cataloging
1.3. Monographs
1.4. Serials
3. DATABASE MAINTENANCE OF THE LIBRARY GATEWAY DATABASE RECORDS
4. PROCEDURE FOR MAINTENANCE OF ELECTRONIC RESOURCE NOTIS RECORDS (DRAFT)
SAMPLE BLANK GATEWAY CATALOGING FORM
ADDENDUM: OCLC-MARC Coding Guidelines for Cataloging Electronic Resources
February 18, 1998. OCLC issued guidelines for the cataloging of electronic resources on February 16, 1998. The guidelines announce OCLC's ability to accept the new definition of Type of Record code for electronic resources. Since our gateway cataloging procedures specify the use of Type of Record code "m" for electronic resources and OCLC's implement the new definition for code "m", our cataloging procedures will be re-examined. Jean Hiron, CONSER coordinator, has issued guidelines for CONSER participants.
This document gives local usage and local decisions for cataloging items for the Cornell Library Gateway. For field definitions, appropriate tags, national standards, etc., consult US MARC and CONSER documentation and Nancy Olson's Cataloging Internet Resources: A Manual and Practical Guide. 2nd ed. While CUL catalogers should review and understand these information sources, the standards for cataloging remote access computer files are not definitive. They will continue to change.
Procedures
Search the Cornell University Library Catalog, and the national bibliographic utilities used at your processing unit. Create a brief, preliminary record. Brief records contain minimally a title, publisher, and URL (if available). See General Considerations under Cataloging for more details about determining whether or not to add an electronic copy statement to a print version record or to create a separate record.Check your processing unit's policy on creating an O/P/R record. Some processing units may not create O/P/R records for certain kinds of materials.
Check your processing unit's policy on using an action date to alert staff to check the URL after one year. There is URL-checking software that checks the Gateway occasionally, so the URL may also be updated as part of that procedure.
Notify Cataloging staff. Check your processing center's policies and procedures for the method of cataloger notification. For information about the kind of data catalogers require to complete NOTIS and LGDB records, see the electronic resource selection form available at http://www.library.cornell.edu/tsmanual/EdocsFORM.html.
Cataloger responsibilities. Catalogers are responsible for completing cataloging of the preliminary NOTIS record supplied by Acquisitions and the Library Gateway Database record. Many of the fields in the Library Gateway Database record will be automatically derived from the NOTIS record. Procedures are described in Section 3 below. The cataloger also writes a summary of the item (see 520 field below). It may be necessary to consult with the selector or public services staff about the summary note.Versions versus separate records. Normally, if the print version was the source of the electronic version (scanned image, PDF file), add an electronic copy statement to the print version record. If the item being cataloged is a Web version or other separate emanation of the print version, use the following criteria to decide how to proceed:
- Is the main title the same? (e.g., the print version is Encyclopedia Britannica; the networked resource is Britannica Online. In this case, create separate records.)Information and examples about discontinued print versions will be available soon.- Are there things in one version that aren't in the other version? For example, the NY Times on the Web ... When deciding, consider advertising, the presence/absence of major articles and sections, and the presence/absence of images essential to the use of the materials.
After considering these points, add a copy statement to the print record, or create a separate record, according to judgment. Make a quick decision in most cases.
Section 31.3.5 of the CONSER Cataloging Manual: Module 31, Remote Access Computer File Serials. http://lcweb.loc.gov/acq/conser/module31.html discusses how to link print and electronic versions. The Library Gateway Technical Services Implementation Task Force is gathering opinions on whether these guidelines should be used at CUL.
Don't use copy for versions not held at CUL. If cataloging copy for a print or CD version of a remote resource is found, but Cornell does not own that version, create a separate record for the remote version.
Multiple interfaces/modes of access. If a networked resource is available from the same publisher/producer with multiple, differing user interfaces or modes of access, each interface will require a separate record in the Library Gateway Database but not in NOTIS. The NOTIS record will require an 856 fields for each interface's URL. See procedures for cataloging LGDB records for details on qualifying titles in the Library Gateway Database.
Aggregator sites. In some cases a particular title is selected from a site which aggregates many titles. If the URL given for an item contains more titles than the one requested for cataloging then it is necessary to consult with the collection development specialist who selected the title to develop a plan for approaching the item. This may involve finding a "better" URL for the specific item selected or opting to catalog the larger body of materials rather than the individual title. In some cases, it may be difficult or impossible to script to the item requested.
Title changes/Latest entry and successive entry. Title changes are handled differently for NOTIS and the Library Gateway Database. When a title changes, the NOTIS record is modified according the AACR2 and LCRIs. For example, when a serial title changes, a new record is created for the change and the old record is closed. For the Library Gateway, though, the resource will be represented by a single record for the latest title. See "Title Changes" in Section 3 below. Exceptionally, when the previous title has a different URL than the current title, a LGDB record will be needed for each URL. Put the previous title in the other_title field of the LGDB record for the current title; put the current title in the other_title field of the LGDB record for the previous title. This infrequently occurs with JSTOR titles.
Common name lacking. Many electronic resources are also known by common names or have been assigned product names by their publishers. For example, "ProQuest" and "ABI Inform" and "BPO" are all names carried by "Business Periodicals Ondisc" (also available in various formats as a remote resource). If the target item does not bear the name the resource is commonly known as, trace title differences using 245, 246, and/or 740 fields as appropriate.
Is the electronic version considered a catalog or searchable database? Current Conser guidelines dictate that catalogs and databases be treated as monographs. As a result, avoid adding electronic bibliographic, full-text, and numeric searchable databases and library catalogs to print serial records. For example, BIOSIS, the electronic version of Biological Abstracts, should not be cataloged as a serial despite the print version's treatment as such. Conser is currently reviewing this policy and may eventually allow catalogers to treat electronic catalogs and databases as serials like their print counterparts.
- PCC standards for Internet resources are not available at this time. The MARC fields 245 to 975 below are required if applicable for CUL.- Follow the guidelines in "Cataloging Internet Resources: A Manual and Practical Guide," 2d ed., edited by Nancy B. Olson, available electronically at http://www.purl.org/oclc/cataloging-internet.
- According to current CONSER standards, the following should be cataloged as monographs: 1) Online public access catalogs or databases; 2) Gopher servers; 3) Listservs; 4) Listserv digests; 5) WWW home pages; 6) Online services such as America Online. As of 12/97 CONSER is reconsidering item 1) Databases. Databases which in their print manifestations are cataloged as serials will probably be cataloged as serials in their electronic manifestations.
Procedures
Use the computer file format. Follow USMARC Bibliographic Cataloging Manual guidelines for the use of the 007 and 008 fields. In the 007 field, GMD should be "c" for computer and SMD should always be "r" if the material is networked. Other fields should be used when and how appropriate.CU FMT D RT m BL m T/C DT 06/19/97 R/DT 06/20/97 STAT cc E/L DCF a D/S D SRC d PLACE cou LANG eng MOD T/AUD D/CODE s DT/1 1997 DT/2 DF/TYP d GOVT 007 GMD c SMD r O/R ? COLOR g DIM n SOUND245 - Title. Follow the guidelines in Olson's "Cataloging Internet Resources: A Manual and Practical Guide" to determine the chief source of information:
a) title screen either online or on printout,GMD. Use [computer file].
b) information from the file itself,
c) online documentation,
d) title from "home page" or menu choice,
e) published description,
f) file name, or
g) cataloger supplied title.
Statement of responsibility. Give in |c only if a formal statement is given on the chief source of information. Don't try to create one if it isn't there.
246 - Variant titles. Any variation in the form of the title pertaining to the entire work is entered in this field. For example, use 246 if the title displayed in the title bar differs from the title chosen as main entry, or if a prominent title on the help screen differs. Use |i to explain where the varying title comes from.
246: 1 : |i Title on title bar: |a ABCD250 - Edition statement. Any change in intellectual content, programming language or operating system, or change to make the file run more efficiently, constitutes a new edition. See Olson, 2nd ed., p. 13 for examples.
246: 1 : |i Title on help screen: |a ABCDE260 - Publication, distribution, etc. Publisher and date are sometimes difficult to find and establish, especially if the target item is issued by an individual. Use the corporate entities or de facto authors and editors listed as responsible for the content. Avoid using the "webmaster" listed on the site since in most cases this is the person responsible for the technical maintenance of the site rather than its content.
300 - Physical description. Do not include a 300 field for any remote access files. Sound, graphics, or other characteristics can be mentioned in a note and field 007.
5XX - Notes. Olson specifies that notes are to be included in the order of the rules themselves. Serials are an exception. See section 1.4 of this document.
538 - System requirements. For remote access files, this note identifies a specific program or type of program needed for use with the file, or special hardware requirements.653 - Library Gateway Subject captions (MARC format "Index term--Uncontrolled"). Include gateway primary subject captions from the list provided. See the guidelines for creation of Gateway Database Records for procedures on adding the secondary subject captions. Use all that are appropriate, each in a separate 653 field. 653 fields encountered on member copy should be removed.538 System requirements: Adobe Acrobat Reader software, or a PostScript viewer or PostScript printer.538 - Mode of access. This note is required but can be brief because the 856 local access field gives detailed information for access.
538 Mode of access: World Wide Web.500 - Source of title proper. For any computer file, the source of title must be specified. "Description based on" notes are for serials.
500 Title from home page.Cataloger may add a 500 note describing other means of access to the target item, if readily available from examination of the item.
500 Title from TEI header.
500 Title supplied by cataloger.
506 - Restrictions on access. When a publication is not freely available, and the electronic location is given in field 856, the restriction is noted here.
506 Restricted to institutions with a print subscription and a site/user ID and password516 - Type of computer file or data. This field "contains information that characterizes the computer file". Olson, 2nd ed., p. 17-18.
516 Text.556 - Documentation. Make notes about documentation that can be accessed along with the electronic resource.
516 Available in ASCII, Acrobat, and PostScript file formats.
530 - Other physical formats. If the site comprises the online version of a print monograph, for example, or the material is also available on CD-ROM, that fact would be mentioned here.
530 Online version of print publication.520 - Summary. According to Olson, "This note provides a brief, objective summary of the purpose and content of the item, if needed." 2nd ed., p. 25. The content of the note may be derived from online resource's introductory information or composed by cataloger (in consultation with the selector, if necessary) and must contain key words that identify the resources's use and purpose.It may be phrases, or complete sentences.
530 Also published in a print version.
505 - Formal contents note. If a file breaks down into parts that can be listed formally, this note may be used to list them. Informal contents notes, which might begin Contains ... or Includes ..., would be coded as 500s.
Agriculture7XX - Added entries. Trace persons or corporate bodies listed in the 245 |c which are not used as main entry, and those listed in the 260. If considered important, persons or corporate bodies mentioned in notes may be traced at the discretion of the cataloger.
Anthropology
Art and Architecture
Biology
Business, Labor, Management and Economics
Chemistry
Communications
Computers and Software
Education
Engineering
Environment and Natural Resources
Food and Nutrition
General Interest and Reference
Geography, Maps and Spatial Data
Geology
Government, Law and Public Policy
History
Information and Library Science
Linguistics, Language and Literature
Math and Statistics
Medicine (Human and Veterinary)
Music
Philosophy and Religion
Physics and Astronomy
Population and Demography
Psychology
Sociology and Rural Development
710 - Corporate added entry. Generally, trace producers/distributors even if they are not responsible for the content of the item.856 - Electronic location and access. Subfield "u" contains URL for the target item. Subfield "z" is standardized. Some characters found in URLs cannot be input in NOTIS records. Instead, use the ASCII hexadecimal equivalent. The underline character ("_") is "%5F" (without the quotes). The tilde character ("~") is "%7E" (without the quotes). For example:
740:02: - Added entry uncontrolled related/analytical title. Use if site contains discrete sub-items with titles within it, mentioned in a 505 contents note.
856:7 : |u http://igm.nlm.nih.gov |z Internet resource file; accessible through Library Gateway. |2 http975 - Genre. Include genre designations from the list provided, each in a separate 975 field. Use the genre terms below as indications of the form of the resource, not what it contains or is about. Multiple genre terms will seldom be used. It is appropriate to use the genre terms "Full text" and "Indexes" for full text resources that are accessed through an index (e.g. ABI-Inform). Full text resources that contain, for example, maps, should have the sole genre term "Full text". (for review 01/08/98)
856:7 : |u http://abc.xyz.net/%7Edef/folder%5FA/ |z Internet resource file; accessible through Library Gateway. |2 http |2 httpLibrary of Congress 856 guidelines are available at http://lcweb.loc.gov/marc/856guide.html
[NOTE 12/1/97: NOTIS does not yet accept subfield 4 for HTTP access.]
Genre Terms Described Audio-visual Consists primarily of non-textual images, sound files, video clips, or other digital multimedia formats. Text or numeric data may accompany the material but should not be the primary focus. For example, "Louis Agassiz Fuertes ornithological artwork" is an audio-visual resource but "Britannica online" is not. Catalogs Consists of listings of objects, such as merchandise, art objects, products, publications, collectors' items, technical equipment, etc., that have been produced, that are available or located at particular places, or that occur on a particular market, often systematically arranged with descriptive details, prices, etc., accompanying each entry. "RLIN" is an example of a catalog. Full text Consists of the complete text of a work or collection of works. Can be used for original works produced in electronic format or print works converted to electronic format. Do not consider as full text electronic versions of print indexes and abstracts produced as databases unless the resource includes the complete text of some or all of the materials indexed. In addition, do not treat as full text those resources which enable users to order delivery of materials online (such as UnCover and Dissertation Abstracts) if the full text of those materials is not immediately accessible at a user's desktop. The JSTOR journal, "Ecology", is an example of a full text resource. Indexes Consists of comprehensive alphabetical or numerical listings of names, places, or topics found in materials published in a specific field of knowledge. The "MLA Bibliography" and "ERIC" are examples of indexes. Numeric data Consists of non-textual data reflecting real or measured quantities, often in a file format which permits statistical manipulation. Do not consider as numeric data titles which use numeric values solely as name or location designations, such as accession or inventory numbers, publication years, or call numbers. The "United States Census of Population and Housing" is an example of numeric data. Spatial data Consists of spatially referenced data which can be manipulated using geographic information systems. Spatial data reflects information which can have geographic locations or characteristics in many subject areas. For example, "TIGER/Line Census Files" are spatial data. LC-type call number in copy holdings. Use subfield k ONLINE before the call number. The call number (class number only if the LC cutter table is not used for the book number) is also transcribed into an 050: 4: on the BIB record, if an 050 is not already present. 090 fields already on the record should be retagged as an 050: 4:.
001 1L CN |a serv,remo |k ONLINE |b HF5429 |c .U542aCreate an empty item record. This ensures that "Check shelf" doesn't appear in OPAC.
- Follow the rules and practices in the CONSER Cataloging Manual: Module 31, Remote Access Computer File Serials (a few exceptions are noted). http://lcweb.loc.gov/acq/conser/module31.html
- CONSER does not catalog the following as serials: 1) Online public access catalogs or databases; 2) Gopher servers; 3) Discussion lists or their digests; 5) WWW home pages without designated parts; 5) Online services such as America Online. [NOTE 12/1/97: CONSER is reconsidering item 1) above. Databases which in their print manifestations are cataloged as serials will probably be cataloged as serials in their electronic manifestations.]
Use the computer file format.The 006 field describes the seriality of the item. In the 007 field, GMD use "c" for computer and SMD is "r" for networked materials. [In June 1997, MARBI redefined code "m" (computer files) to limit its usage; however, CONSER will not use the new definition until the impact on the OCLC database and other systems is fully explored.]
CU FMT D RT m BL m T/C DT 04/24/97 R/DT 08/07/97 STAT nn E/L DCF a D/S D SRC d PLACE pau LANG eng MOD T/AUD D/CODE c DT/1 19uu DT/2 9999 DF/TYP d GOVT 006 TYP s FREQ m REG r ISDS S/T p MED REPRO CONT wl GOVT CONF 0 OA SLE 0 007 GMD c SMD r O/R ? COLOR u DIM n SOUND u
Chief source for title. The rule for printed serials (AACR2 12.0B1) identifies the chief source as the title page, or title page substitute, in the first available issue, while the rule for nonprint serials (AACR2 12.0B2) directs catalogers to the chapter for the physical format. Catalogers continue to look to the first issue for bibliographic information in online serials and AACR2 9.0B1 establishes the "title screen" as the chief source for computer files (see also 31.4.2). When cataloging online serials, catalogers should also consider common sources for bibliographic information: journal home page, "publisher's statement" page, volume contents page, current issue contents page, etc. The first issue may provide us with the best benchmark for basing the description but electronic serials often necessitate a description of the entire publication that is available at the time of cataloging.
130 - Uniform titles. When a uniform title is needed to distinguish an online version of a serial from its print version, the qualifier "Online" may be used. Uniform titles are not give for reproductions.
130 Migration news (Davis, Calif.)245 - Title. For a remote access serial distributed via email, with no title screen or title statements found anywhere in the file, use the statement found in the subject line of the header information as a formal title statement. Use a file name, menu listing, or home page presentation for the title, as found in an FTP site, or Web or gopher server, if no formal title statement appears anywhere in the text. Other situations may require the cataloger to supply a title within brackets per AACR2 9.0B1 and 9.7B4.
130 Migration news (Davis, Calif. : Online)
GMD. Use [computer file].
246 - Variant titles (fields 246, 730, 740). Remote access serials may contain variant titles on the title screen or in other locations in the file. Such variants could include "at head of title" phrases, running titles, or abbreviated titles in header information or at the end of the file. File or directory names may constitute other legitimate variant titles if it may be reasonably assumed that a user would search for the serial using those names. The title bar in the Web browser displays the HTML document title as coded in the document source. Such a title can be recorded as a title variant or can confirm as the title proper one that is not clearly presented in the publication.
245 00 Effector online |h [computer file]250 - Editions. Do not consider different documents to constitute editions. Do not consider a version statement that reflects an upgrade of an existing file to be an edition statement.
246 1 |i File name: |a EFFON
260 - Publication, distribution, etc. Treat all electronic serials as "published" material. If the serial lacks a formal publication statement, but internal or external evidence indicates that it emanates from an institution or organization, consider the institution or organization the publisher and the location of the institution or organization to be the place of publication. Publisher and date are sometimes difficult to find and establish, especially if the target item is issued by an individual. Use the corporate entities or de facto authors and editors listed as responsible for the content. Avoid using the "webmaster" listed on the site since in most cases this is the person responsible for the technical maintenance of the site rather than its content.
300 - Physical description. There is no physical description area for remote access electronic serials. Characteristics such as sound or graphics can be included in a note and field 007.
310 - Frequency. Consider indications of the frequency of updates to a site to be the frequency of publication.
362 - Designation. When cataloging an online version or reproduction of a printed serial, prefer a "description based on" note if the online version does not begin with the first issue of the printed version. However, provide a note (362 1) to indicate the coverage of the digitized serial at the time of cataloging (LCRI 12.7B8).
362 1 Coverage as of July 16, 1997: Vol. 30, no. 1 (May 1983)-5XX - Notes. The notes area for electronic serials includes information appropriate both to the serial and to the computer file aspects of the publication. Take into account instructions for notes given in both Chapters 9 and 12 of AARC2. Input notes in numeric tag order. [LGTS Committee decided 10/10/97 to recommend that the order of notes in the OPAC display should not be dependent on the order in which the notes are in the MARC record.]
500 - Description based on note. Always make specific notes as to the source of the title proper. If cataloging from a printout as opposed to the online file itself, note that as well.653 - Library Gateway Subject captions (MARC format "Index term--Uncontrolled"). Include gateway primary subject captions from the list provided. See the guidelines for creation of Gateway Database Records for procedures on adding the secondary subject captions. Use all that are appropriate, each in a separate 653 field. Remove 653 fields from member copy.
500 Description based on printout: July 1994; title from title screen.506 - Restrictions on access. When a publication is not freely available and the electronic location is given in field 856, the cataloger may note the restriction using field 506.
500 Description based on: Vol. 2, no. 2 (Apr. 1995); title from caption.
506 Restricted to institutions with a print subscription and a site/user ID and password516 - Type of computer file or data. Make a brief note as to the type of remote access computer file serial if is not otherwise clear in the record. The availability of multiple file formats is also described in this field.
516 Text (electronic journal)538 - System requirements. Make "system requirements" notes for special software, equipment or operating systems required to capture and/or print the electronic file (AACR2 9.7B1).
516 Available in ASCII, Acrobat, and PostScript file formats.
538 System requirements: Acrobat reader required to view and print files.538 - Mode of access. Mode of access (field 538). A "mode of access" note (field 538) must be given in all records for remote access serials to explain the means by which the serial can be accessed (AACR2 9.7B1). If more than one issue is available, consult the latest issue for this information.For consistency in CONSER records, begin with the phrase, "Mode of access:". If both a "mode of access" and a "system requirements" note are given, the "system requirements" note should be input first.
538 Mode of access: Internet email and World Wide Web. For online subscription, mail to listserv@mitvma.mit.edu, with message: subscribe mini-air [firstname lastname]520 - Summary. Always add a summary note using the following guidelines: Describe the item. The content of the note may be derived from online resource's introductory information or composed by cataloger (in consultation with the selector, if necessary) and must contain key words that identify the resources's use and purpose. It may be phrases, or complete sentences.
556 - Information about documentation. Make notes regarding documentation that can be accessed together with the electronic serial. (Refer to the CONSER Editing Guide for instructions on the display constant and use of indicators for this field.)
556 8 User's guide available online via Internet email and FTP access.530 - Other physical formats. Make notes describing the existence of other formats (e.g. print) in which the remote access serial is issued.
530 Electronic version of: LITA newsletter. [776 field used]
530 Later issues available on the World Wide Web.
Agriculture
Anthropology
Art and Architecture
Biology
Business, Labor, Management and Economics
Chemistry
Communications
Computers and Software
Education
Engineering
Environment and Natural Resources
Food and Nutrition
General Interest and Reference
Geography, Maps and Spatial Data
Geology
Government, Law and Public Policy
History
Information and Library Science
Linguistics, Language and Literature
Math and Statistics
Medicine (Human and Veterinary)
Music
Philosophy and Religion
Physics and Astronomy
Population and Demography
Psychology
Sociology and Rural Development
7XX - Added entries. Trace persons or corporate bodies listed in the 245 |c which are not used as main entry, and those listed in the 260. If considered important, persons or corporate bodies mentioned in notes may be traced at the discretion of the cataloger.
710 - Corporate added entry. Generally, trace producers/distributors even if they are not responsible for the content of the item.856 - Electronic location and access. Check the URL to be sure it is correct. If only recent issues and not the whole serial run, are available, use 856 subfield 3 to show this information. If multiple 856 fields are required, |z will be worded differently in them. When cataloging JSTOR and Project MUSE titles, make the link to the home page for the specific title--generally that page contains a list of issues available, and may have a general description of the title itself. DO NOT link to the general pages for JSTOR or MUSE. Also see 899 field below. Some characters found in URLs cannot be input in NOTIS records. Instead, use the ASCII hexadecimal equivalent. The underline character ("_") is "%5F" (without the quotes). The tilde character ("~") is "%7E" (without the quotes).
856:7 : |3 Recent issues |u http:// ... |z Internet resource file; accessible through Library Gateway. |2 httpEXAMPLES:
856:7 : |3 Back issues |u http:// ... |z Internet resource file; accessible through Library Gateway. |2 http
856:7 : |3 Current issues |u http:// ... |z Internet resource file; accessible through Library Gateway. |2 http
856:7 : |u http://abc.xyz.net/%7Edef/folder%5FA/ |z Internet resource file; accessible through Library Gateway. |2 http899 - Special use for Project MUSE, JSTOR titles, and other serial titles. Field 899 (an RLIN defined local uniform title series added entry) is used for the online version of certain serials available through providers like Project MUSE. The 899 should also be in the "keywords" field of the library gateway database (see below). The table below lists the 899 fields in use as of Tuesday, February 10, 1998.
856:7 : |u http://www.ncts.navy.mil/navpalib/news/navnews |z Internet resource file; accessible through Library Gateway. |2 http
856:0 : |a air.harvard.edu |f mini-air |h listproc |i subscribe |z email subscription
856:1 : |a ftp.lib.virginia.edu |d /pub/alpha/bmcr |k [full e-mail address] |l anonymous |z FTP access, choose subdirectories for the index or individual volumes
Library of Congress 856 guidelines are available at http://lcweb.loc.gov/marc/856guide.html
[NOTE 12/1/97: NOTIS does not yet accept subfield 4 for HTTP access.]
899 Code Provider Base URL ProjMUSE ProjectMUSE http://calliope.jhu.edu/ JSTOR JSTOR http://www.jstor.org/ AIPjourn American Institute of Physics http://ojps.aip.org/ FirstSearch OCLC FirstSearch http://medusa.prod.oclc.org
975 - Genre. Include genre designations from the list provided, each in a separate 975 field. Use the genre terms below as indications of the form of the resource, not what it contains or is about. Multiple genre terms will seldom be used. It is appropriate to use the genre terms "Full text" and "Indexes" for full text resources that are accessed through an index (e.g. ABI-Inform). Full text resources that contain, for example, maps, should have the sole genre term "Full text". (for review 01/08/98)
Genre Terms Described Audio-visual Consists primarily of non-textual images, sound files, video clips, or other digital multimedia formats. Text or numeric data may accompany the material but should not be the primary focus. For example, "Louis Agassiz Fuertes ornithological artwork" is an audio-visual resource but "Britannica online" is not. Catalogs Consists of listings of objects, such as merchandise, art objects, products, publications, collectors' items, technical equipment, etc., that have been produced, that are available or located at particular places, or that occur on a particular market, often systematically arranged with descriptive details, prices, etc., accompanying each entry. "RLIN" is an example of a catalog. Full text Consists of the complete text of a work or collection of works. Can be used for original works produced in electronic format or print works converted to electronic format. Do not consider as full text electronic versions of print indexes and abstracts produced as databases unless the resource includes the complete text of some or all of the materials indexed. In addition, do not treat as full text those resources which enable users to order delivery of materials online (such as UnCover and Dissertation Abstracts) if the full text of those materials is not immediately accessible at a user's desktop. The JSTOR journal, "Ecology", is an example of a full text resource. Indexes Consists of comprehensive alphabetical or numerical listings of names, places, or topics found in materials published in a specific field of knowledge. The "MLA Bibliography" and "ERIC" are examples of indexes. Numeric data Consists of non-textual data reflecting real or measured quantities, often in a file format which permits statistical manipulation. Do not consider as numeric data titles which use numeric values solely as name or location designations, such as accession or inventory numbers, publication years, or call numbers. The "United States Census of Population and Housing" is an example of numeric data. Spatial data Consists of spatially referenced data which can be manipulated using geographic information systems. Spatial data reflects information which can have geographic locations or characteristics in many subject areas. For example, "TIGER/Line Census Files" are spatial data. MARC holdings. Check the availability of serial issues: is the entire run available or only current or recent issues? If an open-ended statement is to be used to describe the availability of the entire run, create a MARC holdings record with E/L 3 and 866 3. If only current issues are available and the specific ones available is not going to be recorded, add an 852 note with subfield z Recent issues only and set the E/L to 4. If the networked resource is an added location to the print version of the serial, add the 007 describing the networked resource, e.g.
LC-type call number in copy holdings. Use subfield k ONLINE before the call number. The call number (class number only if the LC cutter table is not used for the book number) is also transcribed into an 050: 4: on the BIB record, if an 050 is not already present. 090 fields already on the record should be retagged as an 050: 4:.SMD = r O/R = ? COLOR = u DIM = n SOUND = [blank]More than one site each with different holdings.On the MHLD for the serv,remo location, the holdings are expressed using two 866s with open entries:866/1:31: |8 0 |a v.1 (1950)- |z <Lacking current 5 yrs.> 866/2:31: |8 0 |a v.124 (1996)-The subfield z note above is appropriate to describe JSTOR's "moving wall" while still allowing an open entry.
Create an empty item record. This ensures that "Check shelf" doesn't appear in OPAC.001 2L CN |a serv,remo |k ONLINE |b HF5429 |c .U542a
- Netscape Navigator 2.0 or above or MS Internet Explorer 3.0 or above. Netscape must be configured to launch telnet and TN3270 connections to connect to those resources. For instructions on configuring Netscape, see http://www.mannlib.cornell.edu/reference/helperapps/webcfg.html- SideCar must be running for authentication (see http://www.mannlib.cornell.edu/reference/faq.html).
- In order for the automatic transfer of information to take place, the NOTIS record display (D/S fixed field) cannot be set to suppress.- Catalogers can manually enter information rather than automatically move information over if that is preferred. However, attention must be paid to the fields which require specific terminology or have designated language.
- Some resources restricted to Cornell can only be accessed through special scripted URLs that have to be created in the Library Technology Department This should be done before either the NOTIS or Library Gateway catalog records are made active Create an in-process record for the title and post a message to LIBIT-L that the new in-process Gateway record is awaiting work by information technology staff An LTD/ITS staff member will perform the work and notify you Use the Connect button in the Library Gateway web form to test the URL If the URL prompts you for a user name and password or does not connect do not make the records active until the problem is resolved
- Some titles will require special treatment in the LGDB (see exceptions below).
Request web-based interface for inputting records in the Library Gateway Database. This will provide a web form with fields for entering necessary information. The web-based interface is available at http://campusgw.library.cornell.edu/cgi-bin/gw_admin.cgi?function=start . To use this form, you must be listed as an authorized user. To be added to the authorized user list contact your unit's Internet resource cataloger.Search LGDB by NOTIS ID. This will check that a record has not been created for this item. If you receive no results, you will be offered the prompted to create "New record with NOTIS ID: [number]". Clicking this option will automatically transfer information from NOTIS into a LGDB work form. However, you can search by LGDB item ID, status, keyword, and title in addition to NOTIS ID. You can also begin with a blank work form by choosing "Add new records". From a blank work form, you can enter the NOTIS ID and click the "Look Up" button to begin the transfer process.
Transfer information from NOTIS to LGDB by entering NOTIS ID in the appropriate box. The following fields are automatically transferred:
| LGDB Field | MARC Field | Comments |
| description | 520 | |
| keywords | 505; 710s; 899 | |
| notis_id | NOTIS ID entered | |
| other_title | 246 | |
| title | 245 | May need to be modified; see exception below |
| freq | 310 | |
| holdings | 362 | |
| publisher | 260 | |
| url | 856 | May need to be modified; see exception below |
| lcsh | 650 |
Exception: If a networked resource is available from the same publisher/producer with multiple, differing user interfaces or modes of access, each interface will require a separate record in the Library Gateway Database. The NOTIS record should have an 856 field for each interface's URL. A separate record should be created for each interface. The records should be identical except for:title: Qualify by (Producer Mode : Years of Coverage [if known])
Medline (OCLC Telnet : 1965- )
WorldCat (OCLC Web )
brief description: Add the sentences "This database is available through multiple interfaces. The [Producer Mode] interface can [description of useful features from specified list to be distributed]." [NOTE: At this time, the list is not yet available. Do not input this information at this time.]
Add additional information to LGDB by entering manually in the appropriate box or by using pull-down menus when applicable. The following fields are automatically NOT transferred and require the cataloger to enter data into the fields:
| LGDB Field | Comment |
| selector | net id of selector requesting that material be cataloger should be chosen from pull-down menu provided |
| series | Take information from the 440 and 830 fields of the NOTIS record |
| genre | 975. More than one genre may be selected on the work form by clicking on the box in front of the genre term. |
| status | The software defaults to "In Process" and must be changed to read "Active" to process record into the LGDB. |
| type | should be either serial or monograph |
| subject_caption | 653 in NOTIS contains the main level subject caption; from the scrollable list choose the complete subject caption/s which apply; LCSH should never be used in this field; an authorized list of subject captions has been selected for this field. Control click (PC) or Command click (Macintosh) to select multiple subject captions. |
| contact_lib | enter library who paid for/selected the resource from the pull-down menu (select "CUL" for centrally funded resources) |
| online_docs | enter URL for any online documentation provided by the item producer or by local staff |
| restrictions | set to either Cornell (for items available only to the Cornell community) or World (for items with no access restrictions) |
The following fields are automatically generated by the LGDB software and should not need to be added by anyone.
| LGDB Field | Comment |
| item_id | record id number for LGDB |
| creator | cataloger net id LGDB created |
| creation_date | date LGDB created |
| ltitle | title used for sorting |
| mod_date | date LGDB record was last modified |
| modifier | net id of last person to modify LGDB record |
| subject_key | generated by subject_caption choice/s |
| access_key | |
| access_protocol | |
| lcsh_key | generated by lcsh choice/s |
| auth_type |
Additional information will be added by the person/s handling script and authentication procedures. The following fields are not visible to catalogers.
| LGDB Field | Comment |
| auth_method | used by connection scripts |
| ip_auth_key | used by connection scripts |
| krb_auth_key | used by connection scripts |
| krb_service | used by connection scripts |
| vendor | used by connection scripts |
| vendor_dbname | used by connection scripts |
| vendor_ip | used by connection scripts |
| vendor_password | used by connection scripts |
| vendor_username | used by connection scripts |
Review Record. Make sure to change the status indicator to "Active" when the item is ready to be viewed by the public through the LG. Clicking the cancel button will delete all changes you have made to the record. Description, subject_captions, URL, restriction, and genre get special attention. Take a close look at the record to make sure that all necessary information has been added.Process to LGDB by clicking the "Save" button. Clicking "Save and New" will also process the record and will give you a new blank work form as well.
- Make changes to NOTIS as well as the LGDB when main-level subject captions change, URLs change, or items need to be withdrawn.- Make changes to the LGDB database but not to NOTIS when second-level subject captions change.
- Make different changes to the LGDB and to NOTIS when additional interfaces for the same item are made available. Multiple 856 fields will need to be added to the NOTIS record. Separate records will need to be created in LGDB for each interface and the titles will need to be qualified. See cataloging procedures for monographs, serials, and LGDB records for more details.
- All changes to NOTIS should be made in the LGDB unless the information changed in NOTIS involves a field not contained in the LGDB. This will occur rarely.
Request web-based interface for modifying records in the Library Gateway Database.
Search LGDB by NOTIS ID. This will ensure that all records created for this item appear.Make appropriate changes by entering information in the appropriate field:
Changes in LGDB subject captions. Current subject captions appear as selected boxes above the "Add captions" box. To remove a subject captions, click on the box to remove the "x". To add subject captions, select additional subjects from the scrollable list.Review Record. Description, subject_captions, URL, restriction, and genre get special attention. Take a close look at the record to make sure that all necessary information has been added.Title changes. Handle by rekeying or cutting and pasting new title over old title. Change the NOTIS_ID field as well as by replacing the old title's ID with the new title's ID. Title changes in the LGDB should be handled as replacements of previous titles rather than as successive changes with new records created. This is an important difference between the LGDB and the Cornell University Library Catalog. Place the old title in the other_title field. Exceptionally, when the previous title has a different URL than the current title, a LGDB record will be needed for each URL. Put the previous title in the other_title field of the LGDB record for the current title; put the current title in the other_title field of the LGDB record for the previous title. This infrequently occurs with JSTOR titles.
URL changes. Handle by rekeying or cutting and pasting the new URL over the old URL. This change must also be made in the 856 field of the NOTIS record.
Withdrawn items. Handle by deleting the item record from the LGDB. Withdraw the item from the Cornell University Library Catalog as well.
Regenerate LGDB record when the majority of NOTIS record has been modified.
Process to LGDB by clicking the "Save" button. Clicking "Save and New" will also process the record and will give you a new blank work form as well.
(Subject to revision)
I. Titles on separate recordsA. NotesII. Titles on "multiple version" recordsThe CONSER standards suggest that versions on separate records contain notes pointing users to other versions:B. Links
Ex.: 530 Later issues also available on the World Wide Web.
Ex.: 530 Available also on the Internet; restricted to institutions with a print subscription and a site/user ID and password.
Ex.: 530 Also available to subscribers via the World Wide Web as: Hematology and cell therapy electronic edition.In general, if an electronic version of a resource is cataloged separately, the link for that resource should appear only on the electronic version record, not on the record for the paper version. (This is an exception to CONSER.)
A. When one version ceases
1. Add note to bib record, reflecting only the cessation of the paper version. Do not close out a record in the traditional manner (e.g., do not add ending dates to the 008/11-14, or close the 260$c and 362 dates).B. When one version is cancelled
Ex.: 362 1 Print version ceased with v. 30, no. 10. [362 instead of a 5XX note because it displays in the brief record on NOTIS]
2. Update holdings and O/P/R
This generally requires only that the the summary holdings be reviewed, however, an 852 $z Public note could be added if necessary.
Ex.: 852 $z Print version no longer available. [This is an alternative to the 362 method above, and could be used instead of, interchangeably with, or when the information was too squishy for 362]1. Update holdings and O/P/R
Make a um=note in the appropriate copy holdings statement to reflect the cancellation.
Ex.: um=Cancelled with June 1996 issue.