Electronic Resources Cataloging: Taming of the Shrewd

Presented by Louisa KwokHKUST Library

International Seminar on Bibliographic Services

August 28th, 2006. Hong Kong

Outline

1. About HKUST Library2. Electronic resources we catalog3. Workflow & procedure4. Cataloging rules & MARC tagging5. Single record approach vs. separate record

approach6. Challenges7. ISSN issue8. Meeting the challenges

About HKUST Library

Books - 630,000 volumesJournals - 4,500 titles in print and

16,500 online (Web access).E-books & other e-resources - 63,500

titlesMicroform - 70,000 titlesAudio-Visual materials - 24,000 titles

Cooperative Cataloging Participation

OCLC Full Member. OCLC Enhance Member for Book Format. NACO (Name Authority Cooperative

Program of PCC) member since 2000. CONSER (Cooperative Online Serials

Cataloging Program of PCC) member since 2002.

History

1992 - OCLC Internet Resources Cataloging Experiment Project.

1993 - Started cataloging journals in UMI databases. CD-ROM format.

1995 – Participated in the OCLC “Building a Catalog of Internet Resources” project. Records provided direct links to the Internet resources.

History (cont’d)

1999 - Cataloged titles in Web version of UMI databases, ProQuest.

1999/2000 – Participated in OCLC CORC project, cataloging Internet Resources using metadata and Dublin Core.

2001/02 – Large cataloging projects, e.g. IEEE Xplore, ACM Portal, SpringerLink, etc.

2003 – Cataloged large open access collections, e.g. DOAJ, NAP, CDL eScholarship, etc.

Direct Access vs. Remote Access

Direct access - The use of electronic resources via carriers (e.g., discs/disks, cassettes, cartridges) designed to be inserted into a computerized device or its auxiliary equipment.

Remote access - The use of electronic resources via computer networks.

--AACR2 Glossary

E-Resources That We Catalog

Purchased(All)

Consortium Purchased(Selected)

Open access(Selected)

What Do We Select to Catalog?

Resources that Offer full-text information. Offer substantial coverage. Fit our collection development policies. Support the curriculum, research and general

educational interests at HKUST. Are of scholarly and academic nature. Have relevant geographical coverage.

Types of E-Resources We Have Cataloged

Types No. of Titles

Electronic journals

Databases

Standards

Conferences

E-Books & misc.

HKUST theses

16,508

189

1,744

7,783

50,076

3,766

Total 80,066

Cataloging of Open Access Resources

Have cataloged about 5,000 open access titles. Evaluated by Internet Resources Group based

on a set of selection guidelines. Include databases, academic journals, books,

Websites, reference tools, etc. Display “Open access” in the OPAC record.

(856$z).

Some Open Access Examples

Database: Europe's Network of Patent Databases Academic Journal: Directory of Open Access Journals - c. 700 titles BioMed Central & PubMed Central - c. 240 titlesE-Book: Univ. of Calif. eScholarship e-books – c. 400 NAP e-books – c. 720 titlesWebsite: 中華人民共和國國家統計局 = National Bureau of

Statistics of ChinaReference Tool: 林語堂當代漢英詞典 = Lin Yutang's Chinese-English

Dictionary of Modern Usage

Establish Inter-Department Workflow

Started developing “Electronic Resources Procedure” in late 90’s.

A document detailing the inter-departmental actions and procedures.

Several revisions over the years. Covering the entire process from selection,

ordering, receiving, setting up access, cataloging, preparing guide/description, etc.

Electronic Resources Procedure

Helps us to achieve better coordination among

different depts. involved to better communicate between departments. to provide electronic access efficiently. to streamline and simplify the workflow.

Electronic Resources Procedure

Provides different sets of procedures for Direct-accessed resources Remote-accessed databases E-journals E-publications other than journals

Each set has detailed workflow on Adding new resources Updating, e.g. change in title, access, etc. Withdrawal and cancellation.

A Linear Communication Model

Collection Development

Acquisitions

ALL librariansCataloging, Reference, etc.

Systems

New resource

Maintenance

Cataloging Rules & Guidelines

LC Draft Interim Guidelines for Cataloging Electronic Resources (1997):

Descriptive Cataloging Manual (DCM B19) Clarifies some concepts. Provides guidelines on:

Single/multiple record approach. Use of 856. Collocating records using 7xx. Indicating other formats in 530.

http://www.loc.gov/catdir/cpso/elec_res.html

Cataloging Rules & Guidelines (cont’d)

AACR2 2002 Revision: Chapter 9 “Computer Files” revised and

renamed “Electronic resources”. GMD [computer file] changed to [electronic

resource]. Chapter 12 “Serials” renamed to “Continuing

Resources”. “Chief source” changed to be the entire item.

What is an Electronic Resource?

Computer file (Prior to 2001):“A file (data and/or programs) encoded for

manipulation by computers.” Electronic resource (AACR2 2002 Rev.):

“Material (data and/or program(s)) encoded for manipulation by a computerized device. This material may require the use of a peripheral directly connected to a computerized device (e.g., CD-ROM drive) or a connection to a computer network (e.g., the Internet).”

New Concepts

Continuing resource:A bib. resource issued over time with no

predetermined conclusion. Includes serials and ongoing integrating resources.

Integrating resource:A bib. resource that is added to or changed by

means of updates that do not remain discrete and are integrated into the whole.

Representation of bibliographic resources in AACR2

Finite resources

Monographs

Multi-parts

Continuing resources

Serials

Parts remain discrete

Integrating resources

Updates do not remain discrete

References

AACR2 2002 Revision LCRI 1.0 BIBCO Manual: Integrating Resources: A

Cataloging Manual

http://www.loc.gov/catdir/pcc/bibco/irman.pdf

OCLC-MARC Coding Guidelines

Cataloging Electronic Resources: OCLC-MARC Coding Guidelines (2006 July)

A detailed guide to assist catalogers in creating records for electronic resources in WorldCat.

Implements AACR2 2002 revision. Members can create records with bib level “i”.

http://www.oclc.org/support/documentation/worldcat/cataloging/electronicresources/

Leader/06 Type of Record

To differentiate MARC records created for various types of content rather than their physical form.

Code “m” is now only used for:

Computer software; numeric data; multimedia;

online systems or services Textual material in electronic form, use the same

code as the print version:

Former practice – Type: m

Current practice – Type: a

Leader/07 Bibliographic Level

a – Monographic component part

b – Serial component part

c - Collection

d - Subunit

i – Integrating resource

m – Monograph/item

s – Serial

…

008/21 Type of Continuing Resource

d - Updating database

l - Updating loose-leaf

m - Monographic series

n - Newspaper

p - Periodical

w - Updating Web site

…

008/22 Form of Original Item

a   Microfilmb   Microfichec   Micro opaqued   Large printe   Newspaper formatf   Brailles   Electronic…

008/23 Form of Item

a - Microfilm

b - Microfiche

c - Micro opaque

d - Large print

f - Braille

r - Regular print reproduction

s – Electronic

…

008/34 Entry Convention

A code that indicates whether an item was cataloged according to successive entry, latest entry or integrated entry cataloging conventions.

0 - Successive entry 1 - Latest entry 2 - Integrated entry

Used for integrating resources and electronic serials that do not retain their earlier titles.

MARC Tagging

MonographsMonographs

Continuing Resources

Continuing Resources

Integrating Resources

Integrating Resources SerialsSerials

Electronic Resources

Electronic Resources

Leader/06 (Type of Record) = a(Language material)…

008/23Form of Item = s(Electronic)

008/21 = d, l, w, m, p, n, or w008/22 = s008/34 = o, 1, or 2

Leader/07BibLvl= i(Integrating Res.)

Single Record OR Separate Record Approach?

Single Record Approach

Print and remote electronic access in one record.

Other formats, such as, CD-ROM, Microform, have their own records.

Pros: Reduces clutter in catalog. Patron views one record for both print

and online access. Less cataloging workload.

Single Record Approach (cont’d)

Cons: Print and online version may differ in content

with time. Frequent updating of records is needed with

changes in bibliographic info. or subscription. Separate records are still needed for other

formats or when content differs. Batch record loading more complicated.

Separate Record Approach

Before 2003: Each online version is cataloged in a

record separate from the print. After 2003:

CONSER implemented the aggregator-neutral standard.

All online versions of a title are cataloged on a record separate from the print.

What is an Aggregator-Neutral Record?

Create one record for an electronic serial issued in multiple aggregations.

Apply to all online serials distributed by one or more provider.

No information specific to any one particular provider, e.g. notes, added entries.

To find out more: http://www.loc.gov/acq/conser/agg-neutral-recs.html

Separate Record Approach

Pros User friendly interface, better browse display. Easier to maintain bib. record for changes. In line with the FRBR concepts. In line with CONSER standard. Facilitate loading vendor records.

Cons Splits holdings across multiple records. More records in the catalog.

History of Our Practice (Periodicals)

Year Record #1 Record #2

Before 1998: Print CD-ROM

1998-2001: Print + Publisher

CD-ROM + Aggregator

2001-2004: Print + (Publisher)

CD-ROM + Publisher + Aggregator

2004-now Print CD-ROM + Publisher + Aggregator

Our Current Policy

We use a mixture of treatments:Separate (2) record approach (periodicals):

One record for the print and one for the e-version.

All e-versions grouped into a single electronic record.

Single record approach (non-periodical collections, e.g. books).

Other Challenges!

Meeting Needs of Various User Groups

HKUST Library users. International cooperative cataloging

program, CONSER, OCLC.Library staff: Acquisition, Systems,

Collection Development, Cataloging, Reference, etc.

Loading of Vendor Records

To load or not to load, that is the question.Fit our collection scope and level.Quality of the records.Subject headings & classification.

For collection assessment & statistics. Access by subject or classification no.

Enhance records if resources/technology permitting.

Battle Against Fluidity & Volume

Keeping track of updates, esp. in aggregators.

Incomplete source of information. Missing front matters.

Maintaining validity of links.Need to frequently re-catalog existing

records.Change of interface.

Added Functions of Catalog/Cataloging

Past – Provides bibliographic info. only. Now – Also involves access & other info. Metadata for manipulation into other lists or

services, e.g. E-journal list, New acquisition list, HKALL, Database list, etc.

Linking between catalog records with other e-resources, e.g. via WebBridge.

ISSN Issue

A different ISSN can be assigned to an electronic format of a serial by publisher.

Most systems do not index 022$y - affecting ISSN searching on OPAC.

Affecting cross linking of resources, e.g. via WebBridge.

Lack of work-level identifier to bring different manifestations of the same work together.

Journal of Biomedical Material Research

Print record $a Print ISSN

$y E-ISSN

$a E-ISSN

$a 0021-9304

$y 1097-4636

$a 1097-4636

E-record $a E-ISSN

$y Print ISSN

$a Print ISSN

$a 1097-4636

$y 0021-9304

$a 0021-9304

Microform record $a Print ISSN

$a E-ISSN

$a 0021-9304

$a 1097-4636

Local practice in red.

ISSN Issue (cont’d)

Enhance ISSN fields of all journal records with local practice.

Problems not solved yet! How to link the serial type of publication

cataloged separately as monographs.Some e-resources just do not have ISSN,

e.g. databases, conference proceedings, news type of publications.

Meet the Challenges!

Constant weighing of cost vs. effectiveness. Thoughtful and flexible deployment of human

resources. A good understanding of user needs and search

behavior. Awareness of the pros and cons of various rules

and practices. Choose a strategic option after considering all

factors Information access vs. subject analysis

Five New Laws of Librarianship

Libraries serve humanity. Respect all forms by which knowledge

is communicated. Use technology intelligently to enhance

service. Protect free access to knowledge; and Honor the past and create the future

(Gorman, M. (1995). Five new laws of librarianship. American Libraries, 26 (8), 784-785.

Thank you!

Questions?