Electronic Resources Cataloging Workflow
(Extremely drafty first draft version)
Electronic Resources Cataloging
An electronic resource is one which requires computer access, or can be any electronic product that involves a collection of data. These can include web sites, online databases, e-journals, e-books, and physical carriers in all formats whether free or fee-based required to support research in the subject covered and may be audio, visual, and/or text files. Although most electronic resources are in digital format, there are some that may be.
Level 1 - Copy Cataloging (mainly showing ebooks)
Useful resources:
If unfamiliar with electronic resources, Review the PCC Provider-Neutral Guides:
Or here:
And see also: Master list of E-Resources hooks (2019) - largely used for batch loading, but with some overlap
And see also: Master list of Item Code 1 codes in Sierra (2019)
For Wageningen eBooks Packages use this WF: Wageningen Academic Publisher Package workflow
Search for a Record:
Sierra:
Search Sierra by title to locate any existing records or brief records.
If existing record is a brief order record bib for the electronic resource being cataloged, record the bib number. This will be used to overlay the new bib record. Proceed to step 2.
If no record is found, repeat title search with various abbreviations to ensure thorough search, then proceed to step 2.
If the e-resource has been ordered through a package deal, but is being cataloged separately, continue to step 2.
OCLC:
Search OCLC for the appropriate record. Key searches would include:
ISBN (enter number omitting hyphens)
Title of document (exact title if possible)
Author of document
combined searches, including limiting to online resources only
Check that the following fields match the item online:
Leader/LDR
06 - Type: a = Language (textual) material
07 - Bib Level: m = monographic item
008/23 - Form/Repr: o = Online
006 - Addition Material Characteristics
006 m d
01 - Form of Material: m = computer/electronic resource
may also contain: 06 - o = online
09 - Type of Computer file: d = document/text
See Marc21 for other codes…
007 field (minimum required codes):
007 c r
00 - Category of material: c = electronic resource
01 - Specific Material Designation: r = remote
020 field: correct ISBN for eBook with (electronic book) or similar designation at the end or in |q subfield
Print ISBN goes in z subfield
245 field: Title and author
Author / Department (100/700,110/710)
260/264 field:
If reproduction of a physical published text, use original print/tangible publisher info
Formats:
300 1 online resource (# pages, or # volumes if known) : $b illustrations ← if any (no $c subfield)
336 text $b txt $2 rdacontent ← for eBooks & e-Serials; see MARC21 of OCLC bib formats for others
337 computer $b c $2 rdamedia ← all e-resources
338 online resource $b cr $2 rdacarrier ← all online e-resources
856 field (general e-books):
insert this prepend in front of the |u web-address
https://library2.usu.edu/eval_dist/url856.php?url=
Add |z text to end
|z Available online: click to view
Check that the following fields are present
At least one of these: 600, 650, 651, 655 - Subject heading
Please note: Although call numbers (050/08x/09x) are not used as a finding aid with e-resources, it can be useful for collection development and other purposes. Do not delete call numbers if there is one in the bib record.
Insert or change the 049 field to one of the designations below:
UUSA (general stacks) - most ebooks
UUSH (government documents)
If overlaying an existing order bib record, add a 907 field.
Input a PERIOD followed by the bib record number, for example: .b38045916
Automatic item creation field (for a general eBook title, not ordered through one of our regular batch e-resource vendors):
949 $l coonl $t 20 $z n
Details:
$l - Item location: coonl = Online (USU and USU Eastern)
$t - Item type: 20 = Electronic Book
$n - text for item record internal note free text field - does not display in public view (e-package name, if any, usually goes here)
$z - Item code 2 n = Suppress (from public view)
there are no call number or barcode fields for ebook records
Spell check
Tools → Check Spelling OR F7
Control headings
Edit → Control Headings → All OR Shift +F11
Validate
Edit → Validate OR Shift+F5
Add a 909 field using constant data and include your name in |a, the date in |b, and “Copy” in |c. Include actions taken and notes in |e and |z, if desired.
Update Holdings
Action → Holdings → Update holding OR Shift+F8
Export Record
Action → Export OR F5
Import and Edit in Sierra
Bibliographic Record Load Table
Once edits are made, import into Sierra using the:
INSERT BIB RECORD LOAD TABLE FOR THIS WORKFLOW
Codes for Item Records (if not already created with 949 field):
Once imported, add or edit the following fields in the item records:
Field | Field Number | Indicator | Code/Data | Notes |
---|---|---|---|---|
Copy No. | n/a | n/a | 1 | If more than one copy of this item exists, insert the copy number of the item in hand. |
Item Code 1 | n/a | n/a | ? | This indicates the type of acquisition process through which this material was ordered. Choose the code that matches the process of the item in hand. See list of all Item Code 1. ADD EXPLANATORY NOTES, IF NEEDED |
Item Code 2 | n/a | n/a | n - Suppress | will allow the 856 url to display |
Item type | n/a | n/a | 20 - electronic book (most common) | This indicates the item format and loan rule. Please see the Sierra Codes documentation for more options. ADD EXPLANATORY NOTES, IF NEEDED |
Location | n/a | n/a | coonl - Online (USU and USU Eastern) Unless access is only for USU | See list of Location Codes ADD EXPLANATORY NOTES, IF NEEDED |
Status | n/a | n/a | - available | ADD EXPLANATORY NOTES, IF NEEDED |
Barcode | do not add | n/a | no barcode | Do not add |
Call Number | do not add | blank/blank | usually not used | Not used |
Internal Note | n/a | n/a | (IF NEEDED) | IF NEEDED |
Tracking - do we ever track e-books in the item tracker?
Be sure to update the following information in the CMS Item Tracker Database: https://airtable.com/tbliihFOS4X7dQaQP/viwYTmDGKZEWKQZHg?blocks=bipLgXRxoJyftsxgF
Current Location
Cataloging Status
Start Cataloging
Finished Cataloging
Out of Cataloging
Check off List
Item displays appropriately in the OPAC
URL link displays properly and goes to the e-resource when clicked on
All fields are completed in the CMS Item Tracker-do we ever track these?
Handoff
When finished notify [person] ← if necessary
Level 2 - Complex or Original Cataloging
Bibliographic Record Structure
Verify/input the following fields:
Field | Indicator | Code/Data | Notes |
Language | n/a | variable | Indicate 3 letter language code |
Material Type | n/a | a (books, language material) CHANGE FOR APPROPRIATE CODE, AS NEEDED | ADD EXPLANATORY NOTES, IF NEEDED |
BLvl | n/a | m (monograph) CHANGE FOR APPROPRIATE CODE, AS NEEDED | One of these options is acceptable |
Country | n/a | variable | Indicate 3 letter code country code |
035 | blank/blank | variable | Input/verify OCLC number is included |
049 | blank/blank | INSERT UUSX CODE HERE | ADD EXPLANATORY NOTES, IF NEEDED |
INSERT PREFERRED CALL NUMBER FIELD HERE | INSERT CALL NUMBER INDICATORS HERE | variable | ADD EXPLANATORY NOTES, IF NEEDED |
variable | ADD EXPLANATORY NOTES, IF NEEDED | ||
245 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
264 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
300 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
336 | ADD CODE or VARIABLE | ADD EXPLANATORY NOTES, IF NEEDED | |
337 | ADD CODE or VARIABLE | ADD EXPLANATORY NOTES, IF NEEDED | |
338 | ADD CODE or VARIABLE | ADD EXPLANATORY NOTES, IF NEEDED | |
490 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
500 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
590 | blank/blank | variable | ADD EXPLANATORY NOTES, IF NEEDED |
650 | variable | Refer to ClassWeb or Library of Congress Subject Headings. ADD EXPLANATORY NOTES, IF NEEDED. | |
variable | ADD EXPLANATORY NOTES, IF NEEDED | ||
830 | variable | ADD EXPLANATORY NOTES, IF NEEDED | |
856 | ADD STRUCTURE INFORMATION HERE | ADD EXPLANATORY NOTES, IF NEEDED | |
949 | blank/blank | ADD STRUCTURE INFORMATION HERE | ADD EXPLANATORY NOTES, IF NEEDED |
Item Record Structure
Field | Field No. | Indicator | Code/Data | Notes |
Copy No. | n/a | n/a | (as needed) | If more than one copy of this item exists, insert the copy number of the item in hand. |
Item Code 1 | n/a | n/a | INSERT PREFERRED CODE(S) HERE | This indicates the type of acquisition process through which this material was ordered. Choose the code that matches the process of the item in hand. See list of all Item Code 1. ADD EXPLANATORY NOTES, IF NEEDED |
Item type | n/a | n/a | INDICATE APPROPRIATE CODE HERE | This indicates a EXPLAIN CODE HERE |
Location | n/a | n/a | INDICATE APPROPRIATE CODE HERE | See list of Location Codes ADD EXPLANATORY NOTES, IF NEEDED |
Status | n/a | n/a | Available | ADD EXPLANATORY NOTES, IF NEEDED |
Barcode | n/a | n/a | Scanned Barcode | ADD EXPLANATORY NOTES, IF NEEDED |
Call Number | INSERT | blank/blank | Call number taken from INSERT APPROPRIATE CALL NUMBER FIELD | ADD EXPLANATORY NOTES, IF NEEDED |
Internal Note | n/a | n/a | INDICATE TEXT FOR INTERNAL NOTE (IF NEEDED) | ADD EXPLANATORY NOTES, IF NEEDED |
Procedures
Preparation:
INDICATE PREPARATORY ACTIVITIES SUCH AS TRACKING UPDATES, WHERE MATERIALS MIGHT BE OBTAINED, ETC.
Process:
IF NEEDED, EXPLAIN PROCESS OF CATALOGING ITEM
Physical Processing
Isn’t any
Check off List
Item displays appropriately in the OPAC
URL displays properly and goes to the e-resource when clicked on
INDICATE KEY THING NEEDED TO REMEMBER (AS NEEDED)
Tracking? - do we track these?
Be sure to update the following information in the CMS Item Tracker Database: https://airtable.com/tbliihFOS4X7dQaQP/viwYTmDGKZEWKQZHg?blocks=bipLgXRxoJyftsxgF
Current Location
Cataloging Status
Start Cataloging
Finished Cataloging
Out of Cataloging
Handoff
When finished sent notice to whoever requested/ordered the e-material and record statistic.