Direct Access Electronic Resources: Editing and Inputting Guidelines


Author: Ryan Finnerty and Paul J. Weiss
Date: July 29, 2003
Updated: April 4, 2006 by Shirley Higgins
Approved by: Cataloging Committee


These guidelines are for use by all catalogers except Special Collections catalogers.

These guidelines apply to copy cataloging, upgrading, and original cataloging.

NOTE: All variable fields are accepted as is unless indicated below. CJK Catalogers will add vernacular fields as required.
For fields listed below, check all tags, indicators and subfield codes for accuracy and correct if necessary. In most cases, do not modernize description to reflect current rules and rule interpretations, but follow current rules when adding descriptive information.

The fixed fields below are for the electronic resources workform only. If cataloging an electronic resource on another workform, then see the editing guidelines for that workform on how to code the fixed fields.

 

FIXED FIELDS (@OCLC)

OCLC Tag
Innopac Tag
Definition
Editing Guidelines
Inputting Guidelines
Audn Audience Target Audience Code "j" if item is intended for users below college-age, otherwise ignore. Same.
BLvl BIB LEVL Bibliographic Level Ignore. Correct if necessary.
Ctrl ARC CTRL Type of Control Ignore. Same.
Ctry Country Country of Publication Add or correct if necessary. Use MARC Code List for Countries. Same.
Dates Date One, Date Two Date 1 and Date 2 Correct both dates if present, add if not. Same.
Desc FormItem Descriptive Cataloging Form Ignore. Input.
DtSt Dat Type Type of Date/Publication Status Correct if necessary. Input.
ELvl ENC LVL Encoding Level Ignore, unless upgrading record. For upgrades, change ELvl to "I." Input.
Entered Date Ent Date Entered Ignore (system supplied). Same.
File FileType Type of Electronic Resource Correct if necessary. Change from default "u" to correct byte.
GPub Govt Pub Government Publication Correct if necessary. Same.
Lang Language Language Code Correct if necessary. Use MARC Language Codes. Input.
MRec Modified Modified Record Code Ignore, except CJK. When enhancing a record to add vernacular fields, CJK catalogers change MRec from "r" to "blank." CJK catalogers accept other copy as is. Same.
OCLC [001 field] OCLC Control Number Ignore (system supplied). Same.
Rec Stat REC STAT Record Status Ignore (system supplied). Same.
Replaced [N/A] Date of Last Replace Ignore (system supplied). Same.
Srce Cat Srce Cat. Source Code Ignore. Same.
Type REC TYPE Type of Record Correct if necessary. Same.
Used [N/A] Date of Last Use Ignore (system supplied). Same.


VARIABLE FIELDS (@OCLC)

Tag
Definition
Editing Guidelines
Inputting Guidelines
006 Fixed-length Data Elements--Additional Material Characteristics If Type is not "m" then add or correct 006 field for electronic resources using the above guidelines. Additionally, make 006 fields for a specific type if that type could be considered a significant component of the electronic resource.

Correct or add other 006 fields when electronic resource is accompanied by other material which is substantial enough to be considered primary material (could be cataloged as a separate item). Follow the fixed field guidelines for the format appropriate to the accompanying material.

See 006 guidelines in OCLC Bibliographic Formats and Standards:
http://www.oclc.org/bibformats/en/fixedfield/006.shtm

See UCSD Local policies for type 006/007 in Policies for Format Integration Implementation document:
http://tpot.ucsd.edu/msd/catpolicies/formats/electronic/docs/fitfrept.html
Same.
007 Physical Description Fixed Field Correct or add 007 subfields "a"-"f" if necessary. Ignore subfields "g"-"l"

See 007 guidelines in OCLC Bibliographic Formats and Standards:
http://www.oclc.org/bibformats/en/0xx/

See UCSD Local policies for type 006/007 in Policies for Format Integration Implementation document:
http://tpot.ucsd.edu/msd/catpolicies/formats/electronic/docs/fitfrept.html
Same.
010 Library of Congress Control Number Correct if present, add if not. Do not transfer LC control number from minimal level DLC/DLC record to contributed record. Input if available when inputting exact LC copy
020 ISBN Accept as on copy unless adding or correcting an ISBN. If adding or correcting, enter ISBNs in pairs as found on piece.
Input 10-digit ISBNs in 020 _ _ field.
Input 13-digit ISBNs in 024 3 _ field. 		Input ISBNs in pairs as found on piece.
Input 10-digit ISBNs in 020 _ _ field.
Input 13-digit ISBNs in 024 3 _ field.
022 ISSN Correct or add as necessary. Same.
024 Other Standard Identifier International Article Number (EAN)
Accept as on copy unless adding or correcting an ISBN. If adding or correcting, enter ISBNs in pairs as found on piece.
Input 10-digit ISBNs in 020 _ _ field.
Input 13-digit ISBNs in 024 3 _ field. 		International Article Number (EAN)
Input ISBNs in pairs as found on piece.
Input 10-digit ISBNs in 020 _ _ field.
Input 13-digit ISBNs in 024 3 _ field.
041 Language Code Correct or add as necessary. Same.
043 Geographic area code Ignore. Input if necessary.
050 Library of Congress Call Number Correct only subfield "a" if necessary. Ignore.
074 GPO item number Correct or add as necessary. Same.
086 Government document classification number Correct or add as necessary. Same.
090 Locally assigned LC-type call number Correct or add only subfield "a" if necessary and no 050 exists in record. Same.
096 Locally assigned NLM-type call number

For MCL only:
Add according to Direct Access Electronic Resources: Technical Processing Notes http://tpot.ucsd.edu/msd/catpolicies/formats/electronic/docs/diracctechproc.html

Same.
099 Local free-text call number Add according to Direct Access Electronic Resources: Technical Processing Notes http://tpot.ucsd.edu/msd/catpolicies/formats/electronic/docs/diracctechproc.html Same.
100-130 Main Entry:
100 Personal Name
110 Corporate Name
111 Meeting Name
130 Uniform Title
 Do not change choice of main entry as long as all appropriate access points appear as main and added entries on record. Correct form, if necessary, including capitalization and punctuation, except for final period. Delete $e. Input if applicable.
240 Uniform Title Bounce pre-AACR2 UTs, collective UTs, and music UTs to UT establishers. Accept other UTs as found on copy. Add UTs for translations and works simultaneously published under different titles, as appropriate. Input if applicable.
245 Title Statement Correct and/or add titles, subtitles, and statements of responsibility as necessary. Correct or add 1st indicator and filing indicator as necessary. Add the GMD if missing. Do not edit for punctuation or style. Input.
246 Varying Form of Title Correct or add as necessary. Do not convert existing 740 X1s to 246s. Input if applicable.
250 Edition Statement Correct or add as necessary. Input if applicable.
256 Electronic resource characteristics Ignore. Same.
260 Publication, Distribution, Etc Do not correct bracket usage. Place ($a): Ignore absence or presence of larger body qualifier for place. Name ($b): Accept form of publisher(s) as on record. Add additional publishers if necessary. Do not add distributor if missing on record. Date ($c): Correct or add as necessary. Input.
300 Physical Description Correct or add as necessary. Update SMD in $a to conventional terminology. Only deal with sound and color in $b; ignore other details. For $e, follow AACR2 1.5E1 d) and its option. Input.
400-411 Series Statement/Added Entry 400, 410, and 411 are not valid under AACR2R. Change to 440 or 490 1 and 8XX. Add or correct as necessary but do not change 490 1 for style. Ignore.
440 Series Statement/Added Entry Title Correct or add as necessary. If the authority file form of title matches the resource and copy but the caption in the volume designation does not, edit the caption. Delete $e and $4 if present. For upgrade, follow LCAF treatment if available, then reformat and edit for UCSD policy. Input if applicable. Follow LCAF treatment when available.
Reformat after updating OCLC and edit to reflect UCSD treatment if this differs from LCAF treatment.
490 Series Statement Correct or add as necessary. Do not use 490 0: UCSD policy is to trace all series. For upgrade, follow LCAF treatment if available, then reformat and edit for UCSD policy. UCSD policy is to trace all series. Follow LCAF treatment if available, then reformat and edit for UCSD policy.
5XX Notes Unless specified in the following 5XX fields, accept order and wording of notes as on record, unless inaccurate or misleading. For AACR2 records, if source not given for quoted notes, don't add. Delete other libraries' copy specific notes. Add notes as necessary to justify additional added entries. Input in AACR order for finite resources; in MARC tag order for continuting resources
500 General Note Add or correct the following types of notes:
--Source of title proper
--Source of edition statement if different from source of title proper
--Complex accompanying material that is not documentation
--Other general notes for which a specialized note field (i.e., a specific 5xx field) has not been defined.
 Same.
502 Dissertation Note Correct or add as necessary. Input if applicable.
505 Formatted Contents Note Make a contents note when resource is a collection of more than one work.

Lock and replace record to correct typos and to add contents for multipart sets based on parts in hand. When adding additional contents, follow existing subfield coding. If no existing contents, input all in $a.

Ignore presence or absence of subfield formatting.
 Input if applicable using $a only.
515 Numbering Peculiarities Note Correct or add if applicable. Accept as is if copy is tagged 500. Input if applicable.
516 Type of electronic resource or data note Correct or add as necessary. Input.
520 Summary, Etc. Note Add or correct as necessary if not apparent from rest of description. Input if applicable.
530 Additional Physical Form Available Note If additional electronic formats are accessible at UCSD, correct or add, using only $a. Also add 856 field if appropriate. Input if applicable.
533-534 Reproduction note Bounce to supervisor. Ignore.
538 System Details Note Correct or add as necessary. Input.
546 Language Note Correct or add if applicable. Accept as is if copy is tagged 500. Input if applicable.
550 Issuing Body Note Correct or add if applicable. Accept as is if copy is tagged 500. Input if applicable.
590 Local Note Add when necessary based on local procedures. Same.
600-651 Subject Added Entries:
600 Personal Name
610 Corporate Name
611 Meeting Name
630 Uniform Title
650 Topical Term
651 Geographic Name
 Accept order of 6XX as on copy. Ignore absence or presence of final period. Delete $e, $u and $4 if present.

All headings with 2nd indicator 0 (zero, LC) or 4 (local): All except Biomed: correct if present, add if needed.

All headings with 2nd indicator 2 (MeSH): Biomed: correct if present or add if needed. Ignore 1st indicator.
All others: Ignore.

All headings with 2nd indicator 1, 3, 5, 6, 7, 8: Ignore.

Evaluate the following form subdivisions and delete if inappropriate:
--Computer games
--Databases
--Interactive multimedia
--Juvenile software
--Software

Bounce to supervisor if no 6XX fields in record.
 Input.
655 Index Term--Genre/Form Accept 655 fields found in record.

Make additional 655 fields according to Direct Access Electronic Resources: Technical Processing Notes http://tpot.ucsd.edu/msd/catpolicies/formats/electronic/docs/diracctechproc.html
 		Input if applicable.
700-711,730 Added Entries:
700 Personal Name
710 Corporate Name
711 Meeting Name
730 Uniform Title
 Correct if present, add if needed. Ignore absence or presence of final period. Accept order of added entries as on copy. Delete $e, $u and $4 if present. Make analytical added entries for resources that contain more than one work. Input if applicable.
740 Added Entry, Uncontrolled Related/Analytical Title Titles that should now be tagged 246 may still appear as 740s on copy. Leave as tagged and correct typos and indicators as necessary. If uncontrolled analytic title(s) missing, add in 740 02. If any other types of title(s) missing, add in 246. Input if applicable.
790-793 Local Added Entries:
790 Personal Name
791 Corporate Name
792 Meeting Name
793 Uniform Title
 Add if needed.

See UCSD procedure: Added Entries for Gifts and Other Collections
http://tpot.ucsd.edu/msd/catpolicies/bibitem/docs/addedentries.html
 Same.
800-830 Series Added Entries:
800 Personal Name
810 Corporate Name
811 Meeting Name
830 Uniform Title
Correct if present, add if needed. Delete $e, $u and $4 if present.

See UCSD procedure: Series Verification
http://tpot.ucsd.edu/msd/catpolicies/authority/docs/seriesverification.html
 Input if applicable, using the LCNAF form if available. If not available, input locally established form. If UCSD form differs from LCNAF form, it will be necessary to reformat after updating to reflect UCSD form.
856 Electronic Location and Access Correct if present, add if not, if easily available.

See UCSD Electronic Resources cataloging procedures
http://tpot.ucsd.edu/msd/catpolicies/formats/electronic/
 Input if applicable and easily available. Verify URLs.
949 Local Processing Information Input 949 fields to create InnoPac bib and item records.

See UCSD procedure: Exporting Bib and Authority Records
http://tpot.ucsd.edu/msd/catpolicies/bibitem/docs/exporting.html
 Same.