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:

  1. 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:

  1. Search OCLC for the appropriate record.  Key searches would include:

    1. ISBN (enter number omitting hyphens)

    2. Title of document (exact title if possible)

    3. Author of document

    4. combined searches, including limiting to online resources only

  2. Check that the following fields match the item online:

    1. Leader/LDR

      • 06 - Type: a = Language (textual) material

      • 07 - Bib Level: m = monographic item

    2. 008/23 - Form/Repr: o = Online

    3. 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…

  3. 007 field (minimum required codes):

    • 007 c r

    • 00 - Category of material: c = electronic resource

    • 01 - Specific Material Designation: r = remote

  4. 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

  5. 245 field: Title and author

  6. Author / Department (100/700,110/710)

  7. 260/264 field:

    1. If reproduction of a physical published text, use original print/tangible publisher info

  8. 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

  9. 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

  10. Check that the following fields are present

    1. At least one of these: 600, 650, 651, 655 - Subject heading

    2. 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.

  11. Insert or change the 049 field to one of the designations below:

    1. UUSA (general stacks) - most ebooks

    2. UUSH (government documents)

  12. If overlaying an existing order bib record, add a 907 field. 

    • Input a PERIOD followed by the bib record number, for example: .b38045916

  13. 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

  14. Spell check

    1. Tools → Check Spelling OR F7

  15. Control headings

    1. Edit → Control Headings → All OR Shift +F11

  16. Validate

    1. Edit → Validate OR Shift+F5

  17. 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.

  18. Update Holdings

    1. Action → Holdings → Update holding OR Shift+F8

  19. Export Record

    1. 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

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 1ADD 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

100/110/111/113

see MARC codes

variable

ADD EXPLANATORY NOTES, IF NEEDED

245

see MARC codes

variable

ADD EXPLANATORY NOTES, IF NEEDED

264

see MARC codes

variable

ADD EXPLANATORY NOTES, IF NEEDED

300

see MARC codes

variable

ADD EXPLANATORY NOTES, IF NEEDED

336

see MARC codes

ADD CODE or VARIABLE

ADD EXPLANATORY NOTES, IF NEEDED

337

see MARC codes

ADD CODE or VARIABLE

ADD EXPLANATORY NOTES, IF NEEDED

338

see MARC codes

ADD CODE or VARIABLE

ADD EXPLANATORY NOTES, IF NEEDED

490

see MARC codes

variable

ADD EXPLANATORY NOTES, IF NEEDED

500

see MARC codes

variable

ADD EXPLANATORY NOTES, IF NEEDED

590

blank/blank

variable

ADD EXPLANATORY NOTES, IF NEEDED

650

see MARC codes

variable

Refer to ClassWeb or Library of Congress Subject Headings.  ADD EXPLANATORY NOTES, IF NEEDED.  

700/710/730

see MARC codes

variable

ADD EXPLANATORY NOTES, IF NEEDED

830

see MARC codes

variable

ADD EXPLANATORY NOTES, IF NEEDED

856

see MARC codes

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 1ADD 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:

  1. 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.