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COMPOSITE RECORD CATALOGING (CATALOGING OF REMOTE ACCESS ELECTRONIC SERIALS USING THE PRINT RECORD VERSION)

Revised: Oct. 18, 2001
Prepared by: Becky Culbertson, Sept. 8, 1997
Approved by: DISC Section
Last updated by Becky Culbertson, Nov. 1, 1998
 

OVERVIEW

Add information about the remote electronic version of a print serial to the record for the print version whenever one exists. (Composite record technique). Information about the electronic version should also be added to the OCLC print version record as an enhancement (if not already present). Do not generally use the reverse technique of adding print information to an existing computer file record; instead, input a new record for the print.

When adding electronic information to a print record, do the following:

•  Always check the validity of the URL
•  Create a PID and add it to the Pactech record; add the direct URL to the master OCLC record
•  Lock and enhance master record with 007, 530, 856, 740, and 776, as appropriate
• Add 655, 690s, and 793 fields to the Pactech record
•  Do not add CUS holdings symbol to OCLC if print version not owned by  UCSD
•  Preserve local information (e.g., MeSH headings and Biomed call numbers (096) in the bib record) when overlaying

MIXED FORMATS:

CD-ROM versions should never be added to an OCLC record for another version. Occasionally the cataloger may opt to combine information about a remote access version and a CD-ROM serial to the local record. The cataloger may exercise judgement as to whether it is more intelligible to create a composite record for CD-ROMs and remote versions or to catalog them separately. If electronic information is added to a microform version, remove the GMD [microform] from the record. Add a 690 heading "Infocomp-CD." Use this term whenever one of the versions is a CD-ROM (e.g., if we have print, CD and Internet). This heading serves as a retrieval mechanism in the event we need to recatalog these nonstandard records. If the only existing OCLC copy is a computer file record and you are cataloging a print version, do not follow this procedure-create separate records for the print and electronic versions.

PRINT OUTS: Occasionally a bibliographer will want a printout of a website to be cataloged. Catalog the website as a computer file and then add a 590 local note to reflect this fact. (See 590 below)

FIXED FIELDS:

Do not add any electronic information to the fixed field (Leader/Directory/008).

CONSER Enhance Practice: Same (i.e., do not add information from the electronic version to the record for the print)

007 field (Physical Description FF): Add the following information to the Pactech record:

If serial is issued in color, use: cr cnu

If serial is not known to be in color, use: cr unu

If adding 007 to the OCLC record for export, use:

007 c $b r $d c $e n $f u (color)

007 c $b r $d u $e n $f u (not known to be in color)

CONSER Enhance Practice: Same. Add an 007 field.
 

VARIABLE FIELDS:

Unless otherwise noted below, do not add information from the electronic version to the record for the print

006 field: Do not use this field on print records

022 field: If a separate ISSN has been assigned to the online serial, add it into the subfield "x" of a 776 field for the online version. Do not add an electronic ISSN to the 022 field. Do not add a qualifier after the existing ISSN and delete one which may be present.

CONSER Enhance Practice: Same (Add a 776 field)

530 field (Additional Physical Form Available): This field is added to the print record for all composite records. Most of the information pertaining to the electronic version is encompassed in this field, including restrictions on access, different electronic titles, etc. Include information about the file format only if it is unusual (something other than PDF, HTML, or PostScript). Use the term: Also available... whether or not UCSD owns the print form.

Examples:

530 Also available via the World Wide Web. Restricted to ACM subscribers

530 Current issue also available via the Internet with additional title: CBEDNet.

530 Selections from the current issue are available in an online version, with title,  Dnet.

530 Selected article text available from the MAGS article database

530 Also available via the Web, requires special login ID and password. First time registrants will need to enter the UCSD site ID ("UCSD") and password ("SciLib").

530 Also available via the Web (requires UCSD IP address and UCSD user ID/password).

530 Also available on the Internet (PDF and PrinterLeaf file formats). Restricted to UCSD IP addresses.

NOTE: Only mention PDF if it is used in conjunction with another more unusual file format.

CONSER Enhance Practice: Same--but be generic in the use of instructions. For example, use "subscribing institution" instead of "UCSD IP addresses."

530 Also available via the World Wide Web; restricted to institutions with a site/user ID and password.

530 Also available to subscribers via the World Wide Web with title: Hematology and cell therapy electronic edition.

NOTE: Note special file formats and/or software requirements in a parenthetical note in the 530 field:

530 Also available via the Internet (PDF and PrinterLeaf file formats)

If not all issues are available, give a general note, such as "Current issues available online, or "Some issues...." Avoid giving specific designations because they are likely to change as the publisher digitizes back issues.

530 Some issues also available on the World Wide Web.

If the electronic/print titles change, BUT all of the content stays in one online site, record this information in the 530 field. Give the entire run, however, in subfield 3 of the 856 field.

245 00 Old title.

362 0 V. 1-4 (1994-1998)

530 Some issues, including those published under later titles, also available via Internet at the Census Web site.

856 41 $3 v.1(1994)- $http://www.site1

245 00 New title.

362 0 V.5(1999)-

530 Some issues, including those published under earlier titles, also available via Internet at the Census Web site.

856 41 $3 v.1(1994)- $u http://www.site1

590 field (Use for printouts of websites)

UCSD policy is to catalog printouts as an original computer file and add a 590 field to reflect this.

Examples of 590 notes are:

590 UCSD has bound printout shelved in IR/PS

590 SSH Docs has printout of PDF file

590 UCSD has bound printout (with amendments through November 3, 1998) shelved in San Diego Documents Reference collection

590 UCSD has paper copy printout of PDF version of web site

599 field (CDL records)

General:

1) Use only one 599 field per record at one time. [If you need to add a 599 field to a record that already has one, add to the existing 599 field if $c is dated for the current week (Mon-Fri). If the 599 field is dated for the previous week, please wait until Tuesday, when the previous 599 field should have been deleted. If in doubt, ask Renee. Updates are sent once a week (usually Monday) and if you add a 599 field to a record that already has one from the previous week, it might get deleted along with the old one].

2) Use a semi-colon to separate different actions in the $b.

3) Be as brief as possible in the $b, however, do not use abbreviations.

4) There are 3 categories of 599 fields: NEW, UPD and DEL. [If the title in question is a database or California document, add $b DB or $b cadocs, respectively, after the $a NEW, UPD, or DEL for all 599 notes. If the title is both a database and California doc, use $bcadocs DB. If the title is a monograph, specify whether it is a single or separate record. Add $b SINGLE or $b SEPARATE after the $a NEW, UPD, or DEL unless it is a "born-digital" monograph in which case, you would not put any specification in the $b].

5) Use the symbol ">" as notation for the word field, e.g., >530, >740.

Examples of 599 fields:

NEW (for new records added)

For a serial or born-digital mono: NEW|c010823

For a database: NEW|bDB|c010823

For a California doc (serial or mono): NEW|bcadocs|c010823

For a mono, single record: NEW|bSINGLE|c010823

For a mono, separate record: NEW|bSEPARATE|c010823

DEL deleted records (indicate reason for deletion in $b):

DEL|bNo UC holdings|c010823

DEL|bDB. No access|c010823

UPD updates (several categories)

UPDATES TO SPECIFIC FIELDS (spell out fields in $b):

UPD|bCorrected >530, added >730|c010823

UPD|bCorrected >530, >710, >793; added >730|c010823

TITLE CHANGE with no other changes:

UPD|bTitle change|c010823

UPD|bcadocs title change|c010823

(no need to spell out exact fields updated because review of specific fields is standard)

TITLE CHANGE with other changes:

UPD|bTitle change; updated holdings in >856|c010823

ADDING/UPDATING THE 932, 934, or 950 fields:

When composing 599s, do not indicate 932, 934, 950 additions or updates in 599s if other changes have been noted.. However, if the only change to a record involves the 932, 934 or 950 fields, use the following note:

UPD|bChanges for CDL only|c010823

ADDING ADDITIONAL ELECTRONIC ACCESS:

UPD|bAdded LION access|c010823

UPD|bAdded Blackwell and MAGS access|c010823

REPLACING AN EXISTING CDL RECORD WITH A NEW OR DIFFERENT OCLC/CONSER RECORD:

UPD|bReplaced with current CONSER record|c010823

UPD|bReplaced with OCLC#43855926|c010823

CEASED TITLE:

UPD|bCeased title|c010823

655 field (Index Term--Genre/Form) Use this field for all Internet resources that represent full-text versions. Do not use on records in which the URLs are only for related sites.

655 [1st ind. Blank][2nd ind. 7] Online resources. $2 local

CONSER Enhance Practice: Do not add local genre headings.

650 field (Medical Subject Headings):

MeSH practice. When cataloging journals at the request of Biomedical Library bibliographers, duplicate any MeSH headings, replacing the subdivision "periodicals" with the subdivision "electronic journals." This heading is added in addition to the normal MeSH heading with the subdivision "periodicals." LC subject headings should be added to all BML/MCL records that lack them. MeSH should be added to all BML/MCL records that lack them.

650 [1st ind. Blank][2nd ind. 2] Still's Disease, Adult-Onset $v periodicals.

650 [1st ind. Blank][2nd ind. 2] Still's Disease, Adult-Onset $v electronic journals.

CONSER Enhance Practice: Not applicable, except for adding LC subject headings.
 

690 field (Local Subject Headings):

For a full description of these local subject practices, see [ LOCAL SUBJECT HEADINGS FOR RECORDS FOR INTERNET RESOURCES ]

If adding remote electronic version information to a record for a CD-ROM, use the local subject heading "Infocomp-CD." Use this heading even if UCSD doesn't own the print journal.

For electronic journals for which special local headings have been defined, add heading(s) according to the [ LOCAL HEADINGS FOR RECORDS FOR INTERNET RESOURCES ]. It is not necessary to apply tertiary level heading to journals where they aren't warranted. These headings are not generally used for government documents records.

690 Electronic journals $x Science and engineering. (Primary level heading for all S&E science journals)

690 Electronic journals $x Physical sciences. (Secondary level heading)

690 Electronic journals $x Chemistry. (Tertiary level heading -may be e-journal only in Portal)

690 Electronic journals $x Biology and medicine. (Primary level heading for Biomed science journals)

690 Electronic journals $x Biological sciences. (Secondary level heading)

690 Electronic journals $x Biology. (Tertiary level heading -may be e-journal only in Portal)

690 Electronic journals $x Social sciences and humanities. (Add to ALL non-science journals)

690 Electronic journals $x Miscellanea (Last resort)

Usually there will be one general heading for the broadest areas (Science and engineering, Biology and medicine, and Social sciences and humanities); one or more for the intermediate level heading; and a one or more specific one(s) for the specific discipline(s). See [ LOCAL HEADINGS FOR RECORDS FOR INTERNET RESOURCES ] for a list of authorized terms.

CONSER Enhance Practice: Not applicable

740 field (Added Entry--Uncontrolled Related Title): Add any titles referred to in the 530 field as part of the electronic version in this field, instead of the 246. Use the first indicator to indicate the number of non-filing characters. Use blank in the second indicator position.

740 [1st ind. # filing characters][2nd ind. Blank] Hematology and cell therapy electronic edition

NOTE: The Cataloger MAY (at his/her discretion) provide an extra title added entry (740 field) consisting of the title and the word "online" added to it to aid in quick identification while in the browsing screen. Usually this is done only when providing access to ejournal titles that are short and may get buried in the browse screen. Example:

245 00 Science.

740 0 Science online.

CONSER Enhance Practice: Use in the same way as you would for Pactech, except do not add a 740 for the title with the word "online" added unless it appears on the piece .
 

776 field (Additional Physical Form Entry): If an electronic ISSN is found, add a 776 with  $a (if appropriate), $t and $x. The $w DLC or OCLC numbers are required.

022 [1st ind. 0][2nd ind. Blank] 0021-9258 (Print ISSN in 022)

776 [1st ind. 1][2nd ind. Blank] $t Journal of biological chemistry (Online) $x 1083-351X

(Electronic ISSN in 776)

CONSER Enhance Practice: Same, except DO add the specific DLC/OCLC numbers in the $w if records for the online version exist.

793 field (Local Added Entry--Uniform Title): Use this local added entry field if the online version is part of a group of journals. Use the first indicator to indicate the number of non-filing characters

793 [1st ind. 0][2nd ind. Blank] Project Muse.

For a complete listing of  authorized terms (for both composite and solely electronic journals), see See [ LOCAL HEADINGS FOR RECORDS FOR INTERNET RESOURCES ]

CONSER Enhance Practice: Not applicable

856 field (Electronic Location and Access): Add the electronic resource location in this field. For composite records, use 1st indicator "4" (this indicates that the access method is http) and 2nd indicator "1" (this indicates that the URL is for an electronic version of the entity in the record). Most composite records will start with a subfield "3" (Materials specified) followed by a subfield "z" (public note) consisting of a shortened form of the publisher package and restrictions, e.g., Oxford. Restricted to UC campuses (for CDL records) or Restricted to UCSD IP addresses).  Coverage in the 856 subfield '3" is normally the beginning date of electronic coverage at NISO standard level 3. This means that the whole volume and year is recorded. Actual volume and issue of beginning electronic coverage is recorded in the check-in record. It is also MANDATORY to check the URL or PID by testing it from the RogerWeb record.

856 41 $3 v.2(1997)- $z Project Muse. Restricted to UC campuses $u http://uclibs.org/PID/851

856 41 $3 v.2(1997)-v.3(1998)

856 41 $3 Current  issue $u http: . . .
856 41 $3 Entire run of journal. $z Restricted to UCSD IP addresses $u http: . . .

856 41 $3 Selected article text for 1993 $z ABI/INform database. Restricted to UC campuses $u http://uclibs.org/PID/6913

856 41 $3 Selected article text for 1991- $z Mags article database. Restricted to UC campuses $u http://uclibs.org/PID/6912

If a password is necessary for access, give instructions to retrieve it in a second 856.

856 41 $z User ID and password for this journal (UCSD affiliates only) $u http://scilib.ucsd.edu/ucsdonly/linkbml.htm

If special software requirements appear in the 530 fields, repeat this in parenthetical qualifiers at the end of the "z" subfield:

856 41 $3 v.10(1995) $z (HTML and PrinterLeaf file formats)

If adding to a bib record for a CD-ROM, use the phrase:

856 41 $3 Online version (v.2-6, 1965-1967) $u http:// . . .

Sometimes access to the full-text is only through a subject approach, e.g., Academic Universe; there is no access through a table of contents. In these cases use the term "Search" in the $z subfield.

856 41 $z Search this publication via Academic Universe (Coverage is 1975- ) (Restricted to UCSD IP addresses) $u http://web.lexis-nexis . . .

CONSER Enhance Practice: It is not general CONSER practice to indicate coverage designations/dates due to the volatility of the data.. In cases where it is desirable to include coverage information, e.g., Current issues, use subfield "$3." The "$3" should precede the subfield "u."

932 Access Note

In serial CDL records add a 932 note with access information if there are multiple URLs in the CDL record. NOTE: Use a 950 field in addition to the 932 to reflect extent of holdings.

932 Access to v.86(1999)- through Oxford University Press; access to v.1(1901) [Latest 5 years not available online] through JSTOR. Access restricted to UC campuses.

934 Summary Holdings - Monograph Records Only

In monographic CDL records add a 934 note with monograph summary holdings if there are multiple URLs in the CDL record.

934 Access to the Conference proceedings (1993) via ACM Digital Library; access to the Conference proceedings (1993) via IEEE Xplore. Access restricted to UC campuses

950 Summary Holdings - Serial Records Only

In CDL serial records add a 950 field with serial summary holdings if the note in the $3 of the first 856 in the record does not contain adequate summary holdings for use in the holdings display of the MELVYL PE record.

950 v.1(1901) [Latest 5 years not available online], v.86(1999)-

BRANCH CODING

Use "multi" listing "net" as the last location, unless the print version has been cancelled. Use "net" by itself if the print version is not held by UCSD.

CHECKIN & ITEM RECORDS

Add a check-in record following the check-in records for print locations, unless the print holdings are closed and the net holdings are current. Also add a net item record. This will be the first item record. The following values are used:

C193322x

*VENDOR: Use CDL or get from print record.  If CDL is involved for this campus, this will be the first choice for the vendor slot

**(The ACQTYPE values will vary depending on the project)
p=purchase; 2=California; 1=U.S.; g=free

I34598021

01 C:	08 PATRON#:	14 RECAL DA:	20 INTL USE:
02 ICODE1:	09 LPATRON:	15 TOT CHKOUT:	21 COPY USE:
03 ICTRL CD:	10 LCHKIN:	16 TOT RENEW:	22 IMESSAGE:
04 I TYPE: 43	11 # RENEWALS:	17 LOC: nnet	23 OPACMSG:
05 PRICE:	12 # OVERDUE:	18 LOANRULE:	24 YDTCIRC:
06 OUT DATE:	13 ODUE DAT:	19 STATUS: f	25 2YRCIRC:
07 DUE DATE:

26  <no call no.>

27 <no barcode>

28 NOTE  //catjun01/rjf;1;ceh

I34598037

STATISTICS

When adding a new record to Pactech (e.g., when UCSD does not own the print version), use the regular statistical code in the note field in the item record (internal tag "x") for cataloging computer files: CFC (copy).

When adding electronic information to a full-text version, use the statistics code AEV. (Added Electronic Version)

When adding electronic information (or otherwise enhancing non-CONSER serials records in OCLC), use code SEH. If enhancing CONSER records, use code CEH. This code may be used in combination with other codes. SEH and CEH generate statistics for OCLC credits but do not generate cataloging production statistics.

Example: 24 NOTE //catjun00/rjf;1;ceh//catjun00/rjf;1;aev