STANDARD FOR UNIVERSITY OF CALIFORNIA
ELECTRONIC GOVERNMENT DOCUMENTS
Prepared by Becky Ringler
March 27, 1997
Revised May 1, 2001
This document specifies the conventions to be used for electronic federal
government document records sent to MELVYL. The intention is to follow the
policies and procedures of the Government Printing Office so that their records
can be accepted with minimal revision and that the records of all campuses merge
and display consistently. For more details on GPO's cataloging policies, see
GPO CATALOGING GUIDELINES, Computer Files NO. 1A,
( http://purl.access.gpo.gov/GPO/LPS10572 )
Materials Issued in Electronic Format Only
Follow the same general principles when processing cataloging records for
electronic documents as when processing printed documents. There are a few
areas which are different, however, and these need to have special attention.
007 field (Additional material characteristics). The second byte of this fixed
field, specific material designation, indicates that this is a remote-access
computer file. This field appears on the MARC record as follows:
007 $a c (computer file) $b r (remote) $d (color code) $e n
(dimensions code--not applicable for remote files)
Coding of this field could enable a form limit to remote files. (This suggestion
has already been made to DLA as an enhancement for records on the computer file
format).
506 field (Restrictions on access). This field needs to be added if the Internet
source is not open to everyone. For example,
506 Requires IP address.
or
506 Requires special login ID and password
538 field (System Details Note). This field is required for materials cataloged
in the computer file format.
538 Mode of access: Access to Federal Bulletin Board via Internet at
the GPO web site and through FTP, Telnet, and dial-up.
856 field (Electronic Location and Access). This field supplies the connective
link to the Internet resource.
856 7 $u http://198.80.36.91/ndu/...
Some campuses need to modify the 856 field for access through OPAC web
interfaces (e.g., underscore and tilde may or may not need to be changed to
their hexadecimal equivalents, %5F for underscore and %7E for tilde, depending
on the local system. MELVYL can accept either the tilde/underscore or their
hexadecimal equivalents.
All campuses will need to verify the URL on the Internet at the time of
processing, both for content and for accuracy of the URL.
Materials Issued in Multiple Formats
The Government Publications Office Technical Services Branch has decided to
issue a single bibliographic record for its publications issued in multiple
formats (e.g., print and electronic versions). (To distinguish this approach
from other "multiple versions" techniques, we call this a "composite record.")
In most cases, GPO reissues their record for the existing version, adding data
elements for the electronic version in the 074, 530 and 856 fields. Since GPO is
continuing to use separate records for CD-ROM and print editions, we are using
the term "electronic" in this instance to refer to remote access records (e.g.,
Internet resources). Please refer to the Concerns area at the end of this
document for a discussion of CD-ROMs.
This model departs from the AACR2 principle of making separate records for print
version and electronic versions, the practice currently followed by the Library
of Congress. The CONSER Program, on the other hand, allows composite records
for serials in print and electronic versions. GPO has indicated they will use
the composite model for both monographs and serials with multiple versions. As
we have said above, GPO is cataloging CD-ROMs on separate records.
We strongly recommend that the UC government documents units processing federal
records, use the GPO model whenever possible. This will result in considerable
cost savings by allowing libraries to accept existing records with minimal
editing. In addition, patrons will find it easier to locate information with a
single record rather than having separate records.
Mandatory
We propose that for records being sent to MELVYL, all UC campuses use one record
wherever possible and add the following two fields to all composite records:
1. 530 field (Additional Physical Form Available Note)
Give the name of the web site in the 530 field, e.g.,
530 Also available via the Internet with the title, U.S.government
information about Internet resources, from the GPO website.
OR
Give the actual URL in the 530 field, e.g.,
530 Also available via the Internet:
AND
2. 856 field (Electronic Location and Access)
Give at least one URL (preferably the one for the Web "version") in the
856 field:
856 7 $u
Optional
While the 530 and the 856 fields are the only fields for the electronic version
that GPO (and CONSER participants) will include, we suggest the following fields
also be added:
006 (Additional Material Characteristics).
Inclusion of this field would enable users to limit to either the computer
file format or the serial format once DLA has implemented multiple form
designations under format integration.
007 (Physical Description Fixed Field).
The second byte of this field, specific material desigination, has a value
that indicates that this is a remote-access computer file (or a CD-ROM disc).
Coding of this field in the first instance could enable a form limit to remote
files. (We have already suggested this enhancement to DLA for records on the
computer file format).
506 field (Restrictions on Access Field)
This field needs to be added if the Internet resource is not open to everyone.
For example:
506 Electronic version requires IP address.
OR
506 Electronic version requires special login ID and password
740 field (Additional Title Field).
Additional titles which appear only on the electronic version could be added.
For example:
740 1st indicatort <2nd indicator BLANK> ...
NOTE: Older GPO records give the electronic document title in the 246 field.
Since the 246 and 740 are indexed identically in MELVYL, it is not necessary
to update this coding. Original cataloging records should give electronic
document titles that vary from the paper record in field 740, as well as also
giving the electronic title (if it varies) as part of the 530 field.
Occasionally the electronic version of a publication may be only part of the
print publication and libraries may wish to add an explanatory 856 $z or to
modify the 530 note.
856 7 $z View the tables of the 1993 Consumer Price survey $u http://
...
This model departs from the AACR2 principle of making separate records for print
version and electronic versions, the practice currently followed by the Library
of Congress. The CONSER Program, on the other hand, allows composite records
for serials in print and electronic versions, as long as the titles are
identical. GPO has indicated they will use the composite model for both
monographs and serials with multiple versions. As we have said above, GPO is
cataloging CD-ROMs on separate records.
We strongly recommend that the UC government documents units processing federal
records, use the GPO model whenever possible. This will result in considerable
cost savings by allowing libraries to accept existing records with minimal
editing. In addition, patrons will find it easier to locate information with a
single record rather than having separate records.
Example of Monographic GPO Composite Record (Unedited)
OCLC: 3175111 Rec stat: c
Type: a Elvl: I Srce: d Audn: Ctrl: Lang: eng
BLvl: m Form: Conf: 0 Biog: MRec: Ctry: dcu
Cont: GPub: f Fict: 0 Indx: 0
Desc: a Ills: Fest: 0 DtSt: s Dates: 1994,
/ 1 040 JJG $c JJG $d GPO
/ 2 074 378-H-12
/ 3 074 378-H-12 (online)
/ 4 086 D 5.417:11
/ 5 100 1 Hazlett, James.
/ 6 245 14 The revolution in military affairs / $c [prepared by James Hazlett
and Martin Libicki].
/ 7 260 [Washington, D.C.] : $b Institute for National Strategic Studies, $c
[1994]
/ 8 300 4 p. ; $c 28 cm.
/ 9 440 0 Strategic forum ; $v no. 11
/10 500 Caption title.
/11 530 Also available via Internet from the Institute for National
Strategic Studies web site.
/12 650 0 Military planning $z United States.
/21 700 1 Libicki, Martin.
/22 856 7 $u http://198.80.36.91/ndu/inss/strforum/z1106.html
$2 http
Example of Monographic GPO Composite Record (With Optional Fields Added)
OCLC: 3175111 Rec stat: c
Type: a Elvl: I Srce: d Audn: Ctrl: Lang: eng
BLvl: m Form: Conf: 0 Biog: MRec: Ctry: dcu
Cont: GPub: f Fict: 0 Indx: 0
Desc: a Ills: Fest: 0 DtSt: s Dates: 1994,
/ 1 040 JJG $c JJG $d GPO
/ 2 006 [m d f ]
/ 3 007 cruan
/ 2 074 378-H-12
/ 3 074 378-H-12 (online)
/ 4 086 D 5.417:11
/ 5 100 1 Hazlett, James.
/ 6 245 14 The revolution in military affairs / $c [prepared by James Hazlett
and Martin Libicki].
/ 7 260 [Washington, D.C.] : $b Institute for National Strategic Studies, $c
[1994]
/ 8 300 4 p. ; $c 28 cm.
/ 9 440 0 Strategic forum ; $v no. 11
/10 500 Caption title.
/11 530 Also available via Internet from the Institute for National
Strategic Studies web site (http://198.80.36.91/ndu/inss/strforum/z1106.html).
/12 650 0 Military planning $z United States.
/21 700 1 Libicki, Martin.
/22 856 7 $u http://198.80.36.91/ndu/inss/strforum/z1106.html
$2 http
Example of Serial Composite Record (Unedited)
OCLC: 24121349
Type: a ELvl: Srce: d GPub: f Ctrl: Lang: eng
BLvl: s Form: Conf: 0 Freq: MRec: Ctry: pau
S/L: 0 Orig: EntW: Regl: x ISSN: Alph:
Desc: a SrTp: Cont: bc DtSt: c Dates: 1991,9999
/ 1 010 sn93-28232
/ 2 040 POA $c POA $d GPO
/ 3 037 $b Supt. of Docs., P.O. Box 371954, Pittsburgh, PA
15250-7954
/ 4 042 lcd
/ 5 074 0552-A
/ 6 074 0552-A (online)
/ 7 086 0 GP 3.22/2:314/
/ 8 245 00 Electronic information products.
/ 9 260 Pittsburgh, PA : $b U.S. G.P.O., Supt. of Docs., $c 1991-
/10 300 v. ; $c 26-28 cm.
/11 310 Irregular
/12 362 0 Mar. 27, 1991-
/13 440 0 Subject bibliography ; $v SB-314
/14 500 Title from caption.
/15 515 Each issue supersedes previous issue.
/16 530 Also available from the GPO Access via Internet at the GPO Web
site.
/17 650 0 Databases $z United States $x Bibliography $x Catalogs.
/18 856 7 $u http://www.access.gpo.gov/su_docs/sale/sb-314.html $2 http
Example of Serial Composite Record (Optional fields added)
OCLC: 24121349
Type: a ELvl: Srce: d GPub: f Ctrl: Lang: eng
BLvl: s Form: Conf: 0 Freq: MRec: Ctry: pau
S/L: 0 Orig: EntW: Regl: x ISSN: Alph:
Desc: a SrTp: Cont: bc DtSt: c Dates: 1991,9999
/ 1 010 sn93-28232
/ 2 040 POA $c POA $d GPO
/ 3 006 [m d f ]
/ 4 007 c $b r $d a $e n
/ 5 037 $b Supt. of Docs., P.O. Box 371954, Pittsburgh, PA
15250-7954
/ 6 042 lcd
/ 7 074 0552-A
/ 8 074 0552-A (online)
/ 9 086 0 GP 3.22/2:314/
/10 245 00 Electronic information products.
/11 260 Pittsburgh, PA : $b U.S. G.P.O., Supt. of Docs., $c 1991-
/12 300 v. ; $c 26-28 cm.
/13 310 Irregular
/14 362 0 Mar. 27, 1991-
/15 440 0 Subject bibliography ; $v SB-314
/16 500 Title from caption.
/17 515 Each issue supersedes previous issue.
/18 530 Also available from the GPO Access via Internet at the GPO Web
site (http://www.access.gpo.gov/su_docs/sale/sb-314.html).
/19 650 0 Databases $z United States $x Bibliography $x Catalogs.
/20 856 7 $u http://www.access.gpo.gov/su_docs/sale/sb-314.html $2 http
CONCERNS AND RECOMMENDATIONS:
1. Concern: In some cases, serial print publications lose their serial
characteristics when they are issued in a remote-access electronic form. The
electronic version often loses its discrete parts and volume designations,
taking on the characteristics of a database. GPO intends to catalog such
databases separately (as monographic computer files) if they notice that the
nature of the publication has changed. We have observed, however, that they
sometimes fail to notice this change in the nature of the publication. (See
example of Electronic information products above).
Recommendation: We recommend accepting the GPO records despite this
inconsistency.
2. Concern: Should we use the composite record approach when cataloging
materials in two physical carriers? (e.g., CD-ROM versions as well as Internet
resources)
Recommendation: Our recommendation at this time is that we use two records when
a government publication is issued in print and CD-ROM. This, again, is in line
with GPO policy.
3. Concern: Should we include multiple points of access such as bulletin board,
telnet, ftp, and dial up access 856s in the bibliographic record? (GPO
currently does this and supplies 856s for each one applicable). Since the
access methods are in flux, might we consider giving only the http address when
one exists?
Example of GPO record with multiple points of access:
110 1 United States. $b General Services Administration
245 10 General Services Admin (GSA) documents
538 Mode of access: Federal Bulletin Board via Internet at the GPO
Web site and through FTP, Telnet, and dial-up.
856 1 fedbbs.access.gpo.gov $u
856 2 fedbbs.access.gpo.gov $p 3001 $t vt100
856 3 1-202-512-1387 $j 2400-9600 $m help@eids.gpo.gov $n U.S. G.P.O.,
Office of Electronic Information Dissemination Services, Mail Stop SDE,
Washington, DC 20401 $r N-8-1
856 7 $u http:/fedbbs.access.gpo.gov/libs/gsa*docs.htm $2 http
Recommendation: We recommend that the mandatory minimum should be the World Wide
Web address (856 7 $u http). In addition, if the government document is one
that is retrieved through GPO Gate, that this World Wide Web address be given as
well.