Electronic Resources Cataloging Policy
Prepared by the CMU Libraries Innopac Operations Committee
Created May, 2001
Revised February, 2008

General Cataloging Practices
The provisions of the policy apply to all new records added to the database. Records added to the database prior to the implementation of this policy in 2001 will not be changed unless it is determined that failure to update the record will affect the overall integrity of the database. The fields listed below have been determined to affect the overall integrity of the database.

a) One record will be maintained for titles with links to multiple full-text databases such   as JSTOR and ECO.
b) One record will be maintained that covers both formats of microform sets that are now available online. The material type (q) will reflect the dual formats. Separate item records will distinguish the dual formats.
c) Government documents publications that are in both print and online versions will exist on one record and be coded with a material type of "u."

URLs connecting to the online version, to a table of contents, or to related web sites will be maintained in the bibliographic record for the text version of government documents.

A bibliographic record for a print version will be used to provide access to an electronic resource if no record for the electronic version can be found and exported.

Location codes, status codes, ICODE 2, and material type codes should be appropriate for electronic materials. Online videos will be coded as videos. The following codes are in effect:

Call numbers will be assigned to all electronic resources. Whenever possible, the call number from the print version will be used. The inclusion of call numbers insures that electronic resources are included in collection analysis reports, that electronic resources are identified in accreditation reviews, and will support call number browsing.

Netlibrary records are often delivered with the letters "eb" at the end of the call number. These letters should be deleted.

To reinforce the concept that the material is available electronically, a text message will be inserted after the call number. It will say (ONLINE) to reinforce the idea that this material is not on the shelf. To automatically insert this message, the OPACMSG field in the item record should be changed to "o."

This is a repeatable field. Compare the ISSN of the print version to the ISSN found on the electronic version. If there is a difference, make sure that both ISSN's are included in the record to insure that there is proper linking between research databases and our online catalog. The ISSN for the electronic format should be listed first, and the print format listed second. A sub field Z may be added to each ISSN to identify the format.

Indicators
First - Undefined
# - Undefined

Second - Undefined
# - Undefined

Sub field Codes

First - Display constant controller
Controls the generation of a display constant as an introductory phrase.

Second - Undefined

# - Undefined

The 538 MARC field containing the URL should be included when doing original cataloging or editing records. No effort will be made to modify large sets of records, such as those purchased for NetLibrary materials .

As of February 2008, a separate 538 field will be created for each URL, with the exception of Government Documents. Cataloging practices for Government Documents do not lend themselves to such a split. [Approved by the IOC Team February, 2008]

No genre/form headings will be applied to electronic resources. Limiting by material type has the same effect.

Provide the URL or PURL that links directly to the electronic resource or to the closest page that will provide the patron with format or issue choices.

As of January 1999, each URL or PURL used for access to an electronic resource must be placed in a separate 856 field.

MeL Databases:

Journals:

All journals (free and purchased) will be added to the WAM table.

Multiple 856 fields:

Each occurrence of the 856 field creates a new line in the OPAC record. Apply the following guidelines when working with 856 fields:

Too-broad or too-specific 856 fields:

Because some PURLs provide links that are too specific (for example, one edition of an annual serial), or too broad (for example, the homepage of the issuing agency), use multiple 856 fields to provide access to both the PURL and an appropriate URL when:

Some PURLs link to sites that pose obstacles to the patron (for example, an agency website with little, no, or very non-intuitive indexing or search capabilities, or a required password). In the case of sites that are confusing or difficult to use, add a sub field z (GPO often provides this for difficult sites) with detailed instructions on how to use the web site. Make the instructions as clear and simple as possible. If necessary, clarify the instructions provided by GPO. In the case of sites that require a password, add a sub field z instructing users to ask for assistance at the Reference Desk. Provide Reference staff with the password and instructions on accessing the site.

NOTE: Beginning Spring 2001, use the 1st indicator 4, but do not make corrections to materials already in the database.

1st Indicator (Access method):

Most commonly used is: 4 (HTTP)

When doing copy cataloging, the frequent First Indicator is 7

These values were created in July 1997. Records created prior to that date will not contain Second Indicator values, so the indicator value must be supplied.

Some PURLs link to sites that pose obstacles to the patron (for example, an agency website with little, no, or very non-intuitive indexing or search and retrieval capabilities). In these cases, place the URL in sub field u of the 856 field and store the PURL in sub field x (Non-public note). This action stores the PURL in the bibliographic record in case the URL ceases to function, and the PURL is needed to locate the resource (for example, when an agency dissolves, and GPO stores the agency's resources on an archival server).

When exporting bibliographic records from OCLC, catalogers will need to ensure that spacing characters in 856 field URLs, such as "underscore" ( _ ) and "tilde" ( ~ ), are represented either literally (i.e. by " _ " or " ~ ") or by ASCII characters (e.g. "%5F" for underscore" and "%7E" for "tilde" ). For more information, refer to OCLC's Bibliographic Formats and Standards, 856 Electronic Location and Access, the final paragraph on: "Encoding non-USMARC characters." ]

This sub field is non-repeatable.

Specifies the part of the bibliographic item to which the electronic resource applies. For example, Index, Finding aid, Summary, Bibliography, Abstract.

Should be used when Second Indicator value is 2. Can also be used to denote serial coverage, such as Current issue only, 1997-, Vol. 19-23, etc.

Standardized language for 856 sub field z as of December 2004:

IT IS ACKNOWLEDGED THAT NEW SITUATIONS WILL ARISE FOR WHICH THE APPROVED SUBFIELD "Z" STANDARDIZED PHRASES DO NOT APPLY. NEW SITUATIONS SHOULD BE BROUGHT TO THE IOC FOR INITIAL DISCUSSION. RECOMMENDATIONS WILL BE MADE TO OTHER COMMITTEES AND DEPARTMENTS AS APPROPRIATE.