cataloging electronic documents presented by qin tang mn/dot library phone: 651-215-0447...

Cataloging Electronic Documents

Presented by

Qin Tang

Mn/DOT Library

Phone: 651-215-0447

qin.tang@dot.state.mn.us

http://www.dot.state.mn.us/library/

June 11, 2001

Special Libraries Association

Mn/DOT Library

• 5 professional librarians & 4 support staff • 15000 titles cataloged + some backlog• 400 active periodicals • OCLC member library• Member of MnSCU/PALS consortium• Migration from PALS to Ex Libris ALEPH

500 system expected in 2003

Topics of Discussion

• Definitions• Classification• Single vs. separate record• What do you Catalog?

Different approaches• How do you catalog?

Unique MARC fields • Standards and guidelines

Electronic Resources

• Web resources (home pages, electronic documents, electronic serials, online systems and services, etc.)

• Email discussion lists (AUTOCAT)• FTP • Telnet • CD-ROMs• And much more

Computer Files• AACR2R definition: A file (data and/or programs)

encoded for manipulation by a computer. The file may be stored on or contained in carriers accessed either directly or remotely.

• Accessed directly (tangible): - Computer disks - CD-ROMs

• Accessed remotely (intangible):- LAN or other network- Internet resources

Common Characteristics of Electronic Documents

• Content is fixed and unchanging • Presence of a single date of publication or copyright• Presence of a fixed edition statement• Existence of a print counterpart

Classification• Whether or not to assign classification numbers to Internet

resources is a local decision. • Advantages of assigning a classification number include:

- Allow to search or browse by the classification number

- More access points

- Useful for collection development

- To be included in reports arranged by classification number, such as an accession list or subject bibliography

• You may wish to establish a holding library or location code for public display purposes.

Single vs. Separate Record

When you have the print original in your library and it is also available in electronic format:

• “Single record” approach (more common): Catalog the print original and add 006, 007, 530 & 856 to the record for print version

• “Separate record” approach: Catalog the print original and the electronic version separately

9

Type: a ELvl: I Srce: d Audn: Ctrl: Lang: eng

BLvl: m Form: Conf: 0 Biog: MRec: Ctry: ohu

Cont: b GPub: LitF: 0 Indx: 0

Desc: a Ills: a Fest: 0 DtSt: s Dates: 1997,

006 [m d ]

007 c |b r |d c |e n

050 Z695.24 |b .C36 1997

245 00 Cataloging Internet resources : |b a manual and practical guide / |c Nancy B. Olson, editor.

250 2nd ed.

260 Dublin, Ohio : |b OCLC Online Computer Library Center, |c 1997.

300 viii, 55 p. ; |c 28 cm.

530 Also available in electronic format via Internet.

650 0 Cataloging of computer network resources |x Handbooks, manuals, etc.

700 1 Olson, Nancy B.

856 41 |u http://www.oclc.org/oclc/man/9256cat/toc.htm

Single Record Example

What Do You Catalog?

When you don’t have the print original:

• Catalog the electronic version (more common)

• Catalog the printouts of the electronic version

Cataloging Electronic Version of a Print Original - LC Practice

• If the content in the electronic version is the same as in the print original, treat the electronic version as reproduction of the original and use the same approach as cataloging microform reproduction

• Reproduction is generally a mechanical rather than intellectual process

• For LC rule interpretation, see Cataloging Service Bulletin, no.89, summer 2000 (p.12-14) under 1.11A. "Facsimiles, photocopies, and other reproductions. [Rev.]” )

Electronic Reproduction Add the following fields to the print record:• 006 additional material characteristics • 007 physical description fixed fields applicable to the

reproduction• 245 $h [computer file]• 533 electronic reproduction note with details relating

to the reproduction and its publication/availability. • Use 856 to display the URL • 776 additional physical form entry to link the

computer file record to the original print record

13

Type: a ELvl: I Srce: d Audn: Ctrl: Lang: eng

BLvl: m Form: s Conf: 0 Biog: MRec: Ctry: cou

Cont: GPub: LitF: 0 Indx: 0

Desc: a Ills: a Fest: 0 DtSt: s Dates: 1999,

006 [m d ]

007 c |b r |d c |e n

100 1 Morehead, Joe, |d 1931-

245 10 Introduction to United States government information sources |h [computer file] / |c Joe Morehead.

250 6th ed.

260 Englewood, Colo. : |b Libraries Unlimited, |c 1999.

300 xxv, 491 p. : |b facsims., map ; |c 25 cm.

533 Electronic reproduction. |b Boulder, Colo. : |c NetLibrary, |d 1999. |n Mode of access: World Wide Web. |n Access limited to NetLibrary subscribers.

650 0 Government information |z United States.

655 7 Electronic books. |2 lcsh

776 1 |c Original |w (DLC) 99035598 |w (OCoLC)41465794

856 40 |u http://www.netlibrary.com/summary.asp?ID=11187

Electronic Reproduction Example

“Cataloging” Printouts of Electronic Documents

• If the electronic document is a reproduction of the print original: – Use the record for the print original and add a 590

local note indicating that your copy is a printout of the electronic version, add 530 and 856 fields

• If the electronic document is available only online: – Catalog the electronic document and add a 590

local note indicating that your library has a printout of the electronic version, or

– Catalog the printout as reproduction of the electronic resource and add a 533 reproduction note

How Do You Catalog?

Unique MARC Fields• 008 fixed field• 006 fixed field• 007 fixed field• 245 $h [general material designation]• 256 computer file characteristics• No 300 physical description field present • 538 mode of access note • 500 source of title proper note • 856 electronic location and access

16

Type: a ELvl: I Srce: d Audn: Ctrl: Lang: eng

BLvl: m Form: s Conf: 0 Biog: MRec: Ctry: dcu [Form of item “S” for

Cont: b GPub: f LitF: 0 Indx: 0 electronic]

Desc: a Ills: a Fest: 0 DtSt: s Dates: 2000,

006 [m d ] [Additional material characteristics]

007 c |b r |d c |e n [Physical description]

245 00 Traffic incident management handbook |h [computer file] / |c prepared by PB Farradyne. [General material designation]

256 Computer text data (1 file : 2049 KB) [Computer file characteristics]

260 [Washington, D.C. : |b U. S. Dept. of Transportation, |c 2000]

300 [No 300 physical description field]]

538 Mode of access: World Wide Web. [Mode of access/system requirements note]

538 System requirements: Adobe Acrobat Reader.

500 Title from title screen. [Source of title proper note]

650 7 incident management |2 trt

655 7 Internet resource. |2 local

856 40 |u http://www.itsdocs.fhwa.dot.gov/jpodocs/rept%5Fmis/@9201!.pdf

[Electronic location and access]

Electronic Version Example

Fixed Field : 008• Type of record code: “a” for language/textual material • Type of record code: “m” for computer file is restricted

to four specific categories of electronic resources:Computer software (including programs, games) Numeric data Computer-oriented multimedia Online systems or services

• Form of item code: “s” for electronic item intended for manipulation by a computer. May reside in a carrier accessed either directly or remotely

Additional Material Characteristics: 006

• Type of record “m” = computer file

• Type of computer file “d” = document

006 m d

Physical Description: 007

• Category of material: "c” = computer file• Specific material designation: "r" = remote access• Color: “a” = A single color other than black

“b” = black-and-white "c" = multicolored

• Physical dimensions: "n" = not applicable• Sound: blank = no sound (silent)

“a” = sound “u” = unknown

007 c $b r $d c $e n

General Material Designation (GMD): 245 $h

• AACR2R: $h [computer file] Change to [electronic resource] is expected in the next AACR2R/chapter 9 revision later this year

• ISBD(ER): $h [electronic resource]• Other GMDs may be used in your local system if desired.

Computer File Characteristics: 256

• AACR2R has limited options:– computer data – computer program(s) – computer data and program(s)

• ISBD(ER) has an expanded, hierarchical and more complete list of resource designations [see ISBE(ER) website]

256 computer text data (1 file : 908 kb).

Physical Description: 300

• Not applicable to remote access computer files, therefore not present in records for Internet resources.

System Details Note: 538

• Mode of access - mandatory • System requirements - required when applicable

Mode of access: World Wide Web. Mode of access: Internet. System requirements: Adobe Acrobat Reader.

Source of Title Proper Note: 500 • Source of title proper note - mandatory • Description based on note - highly recommended for all

dynamic, ongoing, or continuing monographic resources; required for serial resources when not cataloging from the first issue.

500 Title from title screen.500 Title from HTML source (viewed on May 30,

2001).500 Description based on: May 30, 2001; title from title

screen.

Additional Physical Form Available Note: 530

Also available in electronic format via Internet.Also available electronically via Internet.Also available in print format.Also issued in print and CD-ROM editions.

• Use 776 field (Additional Physical Form Entry) to link the records in different formats together.

Electronic Location and Access: 856

• 1st indicator - access method blank No information provided 0 Email1 FTP (file transfer protocol)2 Remote login (Telnet) 3 Dial-up 4 HTTP (hyper text transfer protocol) 7 Method of access is specified in $2

Electronic Location and Access: 856 (Cont’d)

• 2nd indicator - relationship blank No information provided 0 Resource 1 Version of resource 2 Related resource

• Subfields (the most common ones) $u Uniform Resource Locator (URL) $z Public note

Electronic Location and Access: 856 (Cont’d)

• Encoding special characters: spacing underscore ( _ ) ----- %5F spacing tilde (~ ) ----- %7E

• If you catalog Internet resources on Passport or CATME, you must use the hex code substitutions.

• However, if you catalog Internet resources in CORC, you can use the spacing underscore and spacing tilde.

Standards and Guidelines• AACR2R, Chapters 1-2 & 9

• MARC21Standards - http://www.loc.gov/marc/• Cataloging Internet Resources : a Manual and

Practical Guide, 2nd ed. /Nancy B.Olson,editor, http://www.oclc.org/oclc/man/9256cat/toc.htm

• Cataloging Electronic Resources: OCLC-MARC Coding Guidelines /by Jay Weitz, http://www.oclc.org/oclc/cataloging/type.htm

• Cataloging Internet Resources Using MARC21 and AACR2 (web-based cataloging course) http://www.oclc.org/institute/oll/index.htm

Standards and Guidelines (Cont’d)

• Guidelines for the Use of Field 856 /by Library of Congress http://www.loc.gov/marc/856guide.html

• ISBD(ER) : International Standard Bibliographic Description for Electronic Resources http://www.Ifla.org/VII/s13/pubs/isbd.htm

• CONSER Cataloging Manual : Module 31 : Remote Access Computer File Serials /By Melissa Beck, http://lcweb.loc.gov/acq/conser/module31.html