NOTIS Records
Field-by-Field InstructionsGateway Records
Local Fields
Gateway Subject Terms
List of Applicable 899 codes
Table of Genre Terms
Database Maintenance of Electronic Resource Records
Sample Blank Gateway Cataloging Form
Addendum: OCLC-MARC Coding Guidelines for Cataloging Electronic Resources
On February 18, 1998, OCLC issued guidelines for the cataloging of electronic resources as of February 16, 1998. The guidelines announce OCLC's ability to accept the new definition of Type of Record code for electronic resources. In addition, Jean Hirons, CONSER coordinator, has issued Guidelines for CONSER Participants.
During its meeting of 3/18/98, the Working Group on Cataloging agreed to maintain the following exceptions to these guidelines, which will remain Cornell practice. See section on "versions" for details.
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. Download a full catalog record, if available, or create a brief, preliminary record in NOTIS. Brief records contain minimally a title, publisher, and URL (if available). See the section on versions 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 elsewhere in this document. The cataloger also writes a summary of the item (see 520 field). It may be necessary to consult with the selector or public services staff about the summary note.Versions versus separate records.
One record or two? 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.)- 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.
Linking print and electronic versions. 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. Some Cornell practice exceptions:
It is Cornell's policy to make reference to an electronic version of a print title via an 856 field on the print record ONLY IF we have chosen to catalog the electronic format as a multiple version on the print record. This will normally be the case when cataloging for the Gateway, but exceptions will arise. For instance, if you are cataloging the electronic version on a separate record from that of the print version, do not include an 856 for the electronic version on the print record. Also, if an electronic version is available through more than one interface and the library has selected only one of those interfaces for the Gateway, 856s for the other pathways should be omitted from NOTIS BIBs. Note, however, that CONSER guidelines do require the inclusion of such 856s on any record submitted to CONSER (i.e. on the OCLC version, not on the NOTIS version).
When separate records are created the cataloger may choose to link them via a 530 note in the print version and a 776 field in the electronic version.
Ex.: 530 Later issues also available on the World Wide Web.The CONSER Manual, Module 31, p. 14-15 says to add a 740 added entry for a differing title when the single-record approach is used. We will not apply this option, as we will be creating separate records when the titles of the print and online versions differ.
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.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.
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.
Trial Subscriptions. Consider minimal level cataloging in NOTIS for titles received on a trial basis. Also, include appropriate notes in both the NOTIS and Gateway records to indicate the temporary nature of the holdings. When the trial subscription reaches its term, Acquisitions will inform Cataloging that either: (1) CUL now has a regular subscription and the NOTIS and Gateway records need to be updated to reflect this change (i.e. MLC to full-level, notes regarding trial basis to be deleted), or (2) CUL no longer subscribes and the NOTIS and Gateway records need to be deactivated.
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. 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.
Ceasing or cancellation of print version (on multiple version record). When the paper version of an online title 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.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.
rev. 10/28/98 dih