Table of Contents | Example Level

Cataloging Digital Preservation Titles

• Monographs and Multi-Volume Sets:
  • Copy Holdings
  • MHLD for the Original
  • MHLD for Paper Reproduction
  • MHLD for the Digital Version
  • 856 and URL
• Serials:
  • Copy Holdings
  • MHLD for the Combined Original and Paper Reproduction
  • MHLD for the Digital Version
  • 856 and URL

ORIGINAL and PRINT REPRODUCTION

This procedure is intended for printed materials in roman script, when a Cornell record exists in RLIN, NOTIS, or on cards for original book, score, etc.

1. Start with one of the following:
   • the existing NOTIS record for the original
   • a bibliographic record passed from RLIN to NOTIS
   • a new record keyed into NOTIS from the shelflist cards
2. For records copied in from RLIN, scrutinize fixed fields according to appropriate instructions for recon records.
   • The encoding level (E/L) should be "1" for originally input records
   • Retain the encoding level as it appears for a record found in NOTIS
3. For records copied in from RLIN, do normal editing of bibliographic record to recon standards. Unless information is incorrect or includes typographical errors, accept the descriptive portion of records already in NOTIS.
4. Search NOTIS authority file first, and then, if necessary, the RLIN authority file to verify that the headings are correct. Update headings (name, subject and series) if needed to conform to authority records.
5. Check the NOTIS indexes. If you make heading changes, also make sure that the NOTIS index is uniform. If the NOTIS file needs attention and it is short, fix it. If it is a long file, give the corrections to the authorities unit.
6. Add an appropriate 899:
   • 899::CXJSP
   • 899::NYDigit
   • 899::MOAProj

Monographs/Copy Holdings:

1. Cat stat should be "h"
2. For records copied in from RLIN, make one copy statement for the original, one for the paper reproduction, and another for the digital reproduction. When a record for the original already exists in NOTIS, add copy statements for the reproductions.
3. Put an "x" and your statistics code in the copy-level note if you copied the record in or if you keyed in a new record. If you're using a record already in NOTIS (with a cataloged copy statement already on it), put your statistics code in the title-level note and an "a" and your code in the copy-level note. Delete any codes already in the record if they were input in a previous month (see the |d date).
4. Use the same location and call number for the paper reproduction copy statement as for the original. Use the next incremental explicit copy number. For the paper reproduction, add the date of the original imprint (DT/1) and "a" to the end of the original call number. Examples

Serials/Copy Holdings:

1. Cat stat should be "h"
2. For records copied in from RLIN, make one copy statement for the original AND the paper reproduction (consider the paper reproduction a replacement copy of the volume), and a second for the digital reproduction. When a record for the original already exists in NOTIS, add a copy statement for the digital reproduction only.
3. Put an "x" and your statistics code in the copy-level note if you copied the record in or if you keyed in a new record. If you're using a record already in NOTIS (with a cataloged copy statement already on it), put your statistics code in the title-level note and an "a" and your code in the copy-level note. Delete any codes already in the record if they were input in a previous month (see the |d date).
4. The paper reproduction will use exactly the same call number and copy number for the paper reproduction as for the original, so they will file in one sequence by volume and/or date.

Monographs/MHLD for the original

Do not create an MHLD for the original work unless it is necessary to describe multiple volumes or issues, or if a note is required in an 852|z.

Monographs/MHLD for the paper reproduction

1. Create an MHLD for the reproduction's copy statement. Values that often need to change are:
   • RT:
     • x =single vol. monograph
     • v = multi vol. monograph
     • y = serial
   • R/STAT:
     • 2 = complete
     • 5 = incomplete
2. Add an 843 Reproduction note. For serial and multivol records a subfield "m" needs to be added which contains our holdingsExamples
3. Create an 007 for the reproduction copy by typing 007t at the bottom of the mhld and pressing enter. Fill in the smd as "a"
4. Write the new call number inside the front cover of the hard copy reproduction
5. Barcode and create an item record for the hard copy reproduction
6. Produce cards if necessary
7. [CTS instruction] Send the original and the hard copy reproduction together to Physical Processing for eventual return to the collection from which the original came. The original hard copy item will be withdrawn through normal withdrawal procedures.

Serials/MHLD for the combined original and paper reproduction

1. Add an 843 Reproduction note, including a subfield "m" containing the holdings of specific volumes that are reproductions Examples
2. Check the issue level holdings (in 866/7/8 fields) for the original against the corresponding paper reproduction. If missing issues from the original holdings are present in the paper reproduction, update the 866/7/8 statements to reflect the additional issues held

ADDING THE DIGITAL REPRODUCTION TO THE RECORD

Monographs & Serials/MHLD for the digital version

1. Add a copy statement for the digital reproduction, using the location "serv, remo" and copy status/class type code combination "1X" (for monographs) or 2X (for serials or multivols.)
2. Create an MHLD for the digital reproduction's copy statement MHLD Values
3. Add an 852|z note: Files for the images of individual pages are encoded in Aldus/Microsoft TIFF Version 5.0 using facsimile-compatible CCITT Group 4 compression.
4. Add an 843 Reproduction note using the number of files noted on the printout: Computer file.|bIthaca, NY :|cCornell University Library,|d199[X].|e[xxx] image files. For serial and multivol records a subfield "m" needs to be added which contains our holdings Examples
5. Create an 007 for the digital reproduction by typing 007c at the bottom of the MHLD and pressing ENTER. Fill in the values as follows:
   • SMD = r
   • O/R = ? (leave as is)
   • COLOR = a
   • DIM = n
   • SOUND = [blank]

6. Add 866/7/8 fields for the holdings (reflecting the bibliographic volumes available as computer files) if the item is a multivol. or serial.

Monograph & Serial/Adding the 856 and URL

1. Add an 856 field to the BIB record, using a first indicator "7" and a blank second indicator. Additional information on the 856
2. Add a |u to the 856 using the template:
   • http://cdl-hs.cit.cornell.edu/CDL%5FNID%5FFINDBOOK/<NOTIS ID> (case must be the same as the template; the NOTIS ID should be in lower case)
3. Follow the |u with a |2http

856 Example

Full-record examples