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DRAFT
Composite Record Cataloging (Cataloging of
Remote Access Electronic Monographs using the Print Record Version)
Draft: February 19, 1998
Fourth Draft: November 3, 1999
Prepared by: Becky Culbertson
Definition of Composite Record:
A composite record is a bibliographic record to which elements of a format, e.g., computer file, are added to an existing record for another format for the purpose of using one record to reflect two formats of a particular work.
When to apply:
When requested by a bibliographer, UCSD policy is to add information about World Wide Web versions of print materials to the bibliographic record for the print version, whether or not the print version is owned by UCSD. Information about the electronic version should also be added to the OCLC print version record as an enhancement if possible. If a record for the print version does not exist on OCLC, create a record describing the publication as an independent electronic resource.
How to apply:
Always check the validity of the URL before cataloging directly through Netscape or Internet Explorer. Add the 007, 530, 740 (titles belonging only to the electronic version), and 856 fields to the master OCLC record. You may lock and replace if not a national level record.
Do not add CUS holdings symbol to OCLC if the print version is not owned by UCSD.
Preserve local information (e.g., MeSH headings) when overlaying.
Mixed Formats:
Occasionally the cataloger may have the option to add information about a remote access version to a record for a monographic CD-ROM. Most often separate records will be used in this case, but the cataloger should keep in mind that it may be more intelligible to create a composite record using the CD-ROM record. If electronic information is to be added to a record for a microform version, remove the GMD [microform] from local Innopac record. Never remove the GMD from a master OCLC record.
Processing Units:
If a cataloger is adding electronic information to print records cataloged for one or more processing units, it is necessary to add the electronic information to EACH record, with separate item records, one for the print item and one for the electronic version. Each unit has a different location code for online versions, even though the location display in Roger and the MELVYL catalog in all cases is INTERNET.
Processing Units: Item Record Location:
Documents (culd, netd, sshdr) nnetd
Biomed (bml,mcl) nnetb
SIO (sio) nneto
Special Collections (culsp) nnets
All others (net,cul,sshrf,ugl,irps,aal,fvl,mus,se,cmrr,srlf)
nnet
Fixed Fields:
Do not add any electronic information to the fixed field (Leader/Directory/008).
Enhance Practice: Same. (Do not add)
006 Field (Additional Material Characteristics):
Do not add an 006 field for the computer files format to the print version bib record.
Enhance Practice:
Same. (Do not add)
007 Field (Physical Description FF):
In Pactech the display of the 007 (line and exploded) looks like this:
10 007 cr cnu
1 Mat catg (c)
2 Spec mat (r)
3 Orig/rep ( )
4 Color (c)
5 Dimensns (n)
6 Snd/sep (u)
Always change the 3rd byte to blank as the Orig/rep is no longer used. Records exported from OCLC default to blank. If item is issued in color, use (c) in the 4th byte. If item is not known to be in color, use (u) in the 4th byte.
OCLC record:
If item is issued in color, use:
007 c $b r $d c $e n
It item is not known to be in color,
use: 007 c $b r $d u $e n
Enhance Practice: Same. (Add an 007)
Variable Fields:
Unless otherwise noted below, do not add information from the electronic version to the record for the print.
530 Field (Additional Physical Form Available):
This note 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. Use the term "Also available..." whether or not UCSD owns the print equivalent.
Examples:
530 Also available via the World
Wide Web.
530 Also available via the Internet
with additional title: CBEDNet. (See also 740 field)
Use the 530 field to indicate the
existence of the online version as well as differences in content that you are
aware of, differences in title, notable system requirements, and restrictions
on access.
530 Also available on the World Wide
Web; access restricted to UCSD IP addresses.
530 Also available to subscribers
via the World Wide Web as: Hematology on the Web. (see also 740 Field)
530 Also available via Internet through
the World Wide Web (Excel software needed to view).*
* Because of the pervasiveness of the PDF format and the fact that the software to view this format is freely available online, it is not necessary to note the fact that the file is available in the PDF format.
If it is known that only SOME of the information in the print form is found in the online version, the 530 field is the place to note this. When indicating materials specified in the 530 field, you also need to be sure to include this in the subfield "z" of the 856 field as well. NOTE: Eventually this type of information will go in subfield "3" instead.
530 Statistical tables also available
via the Internet from the California EPA web site.
856 $3 Statistical tables $u http://www...
Enhance Practice: Use the 530 field as described above with one exception. Instead of using "Access restricted to UCSD IP addresses" (or any other specifically local instructions), be sure to provide a more general statement, "Access restricted to subscribing institutions."
655 Field (Index Term-Genre/Form):
Use this field for all World Wide Web versions that represent substantially 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
Enhance Practice: Do not add local genre headings.
710 Field (Added Entry)
UCSD is in the process of establishing project names as corporate bodies instead of local title added entries.
740 Field (Added Entry-Uncontrolled Related Title):
Use this field to denote any titles in the 530 field pertaining only to the electronic version, instead of the 246 field. Use the first indicator to indicate the number of non-filing characters and "blank" in the second indicator position.
740 [1st ind. # filing characters][2nd ind. blank] Hematology on the Web.
NOTE: The cataloger MAY (at his/her discretion) provide an extra title added entry in the 740 field consisting of the title and the word "online" added to it, even it if does not appear in the online resource itself. This is especially handy with short non-descriptive titles, as the additional word "online" aids in quick identification while in the browsing screen.
740 0 Rheumatology online.
Enhance Practice: Enhance the OCLC record with variant electronic titles in the 740 field. Do not, however, add an extra title just to create an added title with the word "online" at the end.
793 Field (Local Added Entry-Uniform Title):
Use this local title added entry field if the online version is part of a designated set of monographs. Use zero in the first indicator and blank in the second indicator.
793 0[2nd ind. blank] Making of America Project.
Enhance Practice: Not applicable.
856 Field (Electronic Location and Access):
Add the electronic resource location in this field. Most composite records (with the exception of GPO Marcive records) will start with a public note (subfield "z"). It is also MANDATORY to check the URL by testing it from the RogerWeb record. For composite records, use first indicator "4" (this indicates that the access method is http) and second indicator "1" (this indicates that the URL is for an electronic version of the entity in the record).
856 41 $z Connect to the WWW version $u http://...
If access to the electronic version is restricted in any way, add this information in a parenthetical qualifier at the end of the "z" subfield.
856 41 $z Connect to the WWW version. (Access restricted to UCSD IP addresses) http://...
If a password is necessary to access the electronic version, give instructions for retrieval in a second 856. In this case, give the second indicator as "2" (related resource).
856 42 $z User ID and password for this item (UCSD affiliates only) $u
http://scilib.ucsd.edu/ucsdonly/linkbml.htm
If special software requirements appear in the 530 field, repeat this information in parenthetical qualifies at the end of the "z" subfield:
856 41 $z Connect to the WWW version (HTML and PrinterLeaf file formats)
Enhance Practice: When enhancing an OCLC record, input only the URL if the information to be conveyed in a public note would be "Connect to the WWW version." If it is known from the 530 field that only SOME of the information in the print form is found in the online version, then this information is entered in the subfield "3" (materials specified) of the 856 field as well. At the present time UCSD converts subfield "3" information into the subfield "z" before exporting.
856 41 $3 Statistical tables $u http://...
Convert before exporting to:
856 41 $z Connect to statistical
tables $u http://...
Branch coding:
Use "multi" listing "net" as the last location, unless the print version is not held at UCSD. Use "net" by itself if the print version is not held by UCSD. Add "netd" if cataloging documents.
Item record:
The only elements used in the item record for the electronic version are ITYPE: 43, Location: nnet (or nnetb, nnetd, nneto, or nnets), and STATUS: f. Please note that these is no barcode or call number.
I40179072 Last updated: 12-15-98
Created: 12-15-98 Revision: 1
01 C: 0
08 PATRON#: 0 15 RECAL DA: - -
21 INTL USE : 0
02 ICODE1: 0
09 LPATRON: 0 16 TOT CHKOUT: 0 22 COPY USE: 0
03 ICTRL CD: -
10 LCHKIN: - - 17 TOT RENEW:
0 23 IMESSAGE: -
04 I TYPE: 43
11 INVDA: - -
18 LOC: nnet
24 OPACMSG: -
05 PRICE: $0.00
12 # RENEWALS: 0 19 LOANRULE: 0 25 YTDCIRC: 0
06 OUT DATE: - - 13 # OVERDUE: 0
20 STATUS: f 26 2YRCIRC:
0
07 DUE DATE: - - 14 ODUE DAT: - -
27 NOTE catoct99;bh;1;aev
If we own the print version and no item record is present, be sure to create an item record for the print version as well.
Statistics:
When adding a new record to Pactech when UCSD does not own the print version, use the standard statistical "CFC" (for copy cataloging) code in the note field in the item record (internal tag "x"). When adding electronic information to a full-text version for which UCSD does own the print copy, use the statistics code AEV (added electronic version). When adding electronic information otherwise enhancing print records in OCLC), use code EEH (electronic enhance). This code can be used in addition to other codes. EEH generates statistics for workload analysis.
Examples:
27 NOTE catoct99;bh;1;cop
28 NOTE catoct99;bh;1;aev
29 NOTE catoct99;bh;1;eeh
Composite Monograph Example:
B3661127x Last updated: 03-08-99
Created: 12-16-97 Revision: 8
01 LANG: eng 03 BRANCH: multi
05 MAT TYPE: m 07 R CTRL CD: -
02 SKIP: 0
04 CAT DA:12-16-97 06 GOV PUB CD: s 08 COUNTRY: cau
09 001 35182204
10 006 m d s
11 007 cruunu
12 008 960802m19969999cau s000 0
eng dcamIa
13 040 CUV|cCUV|dCUS
14 043 n-us-ca
15 090 LD729.6|b.A677 1996
16 110 2 University of California
(System)
17 245 10 Personnel policies for
staff members :|bJuly 1, 1996 /|cUniversity
of California
18 260 [Oakland, Calif.?] :|bThe
University,|c[1996-
19 300 1 v. (loose-leaf) ;|c22 cm
20 530 Also available via the Internet,
entitled: Personnel policies for
UC staff members
21 590 Includes an appendix entitled,
UCSD implementing procedures for the UC
personnel policies for staff members
22 610 20 University of California
(System)|xPersonnel management|vHandbooks,
manuals, etc
23 610 20 University of California
(System)|xOfficials and employees
|vHandbooks, manuals, etc
24 655 7 Online resources.|2local
25 740 0 UCSD implementing procedures
for the UC personnel policies for
staff members
26 740 0 Personnel procedures for
UC staff members
27 856 41 |zConnect to the online
version
|uhttp://www.ucop.edu/humres/
policies
LIBRARY sshrf,net
Item
record for electronic version:
B3661127x BIBLIOGRAPHIC Information
AUTHOR University of California (System)
TITLE Personnel policies for staff
members : July 1, 1996 / University
of California
PUBLISHED [Oakland, Calif.?] : The
University, [1996-
I38548331 Last updated: 12-16-97
Created: 12-16-97 Revision: 2
01 C: 1
08 PATRON#: 0 15 RECAL DA: - -
21 INTL USE : 0
02 ICODE1: 0
09 LPATRON: 0 16 TOT CHKOUT: 0 22 COPY USE: 0
03 ICTRL CD: -
10 LCHKIN: - - 17 TOT RENEW:
0 23 IMESSAGE:
04 I TYPE: 43
11 INVDA: - - 18
LOC: nnet
24 OPACMSG:
05 PRICE: $0.00
12 # RENEWALS: 0 19 LOANRULE: 0 25 YTDCIRC: 0
06 OUT DATE: - - 13 # OVERDUE: 0
20 STATUS: f
26 2YRCIRC: 0
07 DUE DATE: - - 14 ODUE DAT: - -
27 NOTE catoct99;bh;1;aev
Item record for print version:
B3661127x BIBLIOGRAPHIC Information
AUTHOR University of California (System)
TITLE Personnel policies for staff
members : July 1, 1996 / University
of California
PUBLISHED [Oakland, Calif.?] : The
University, [1996-
I38548324 Last updated: 12-16-97
Created: 12-16-97 Revision: 2
01 C: 1
08 PATRON#: 0 15 RECAL DA: -
21 INTL USE : 0
02 ICODE1: 0
09 LPATRON: 0 16 TOT CHKOUT: 0
22 COPY USE: 0
03 ICTRL CD: -
10 LCHKIN: - - 17 TOT
RENEW: 0 23 IMESSAGE:
04 I TYPE: 0
11 INVDA: - -
18 LOC: cr
24 OPACMSG:
05 PRICE: $0.00
12 # RENEWALS: 0 19 LOANRULE: 0 25 YTDCIRC: 0
06 OUT DATE: - -
13 # OVERDUE: 0 20 STATUS: o
26 2YRCIRC: 0
07 DUE DATE: - -
14 ODUE DAT: - -
27 090 LD729.6|b.A677 1996
28 NOTE catoct99;bh;1;in
29 BC 31822002123594