CREATING BRIEF BIB/ITEM RECORDS FOR ELECTRONICALLY TRANSMITTED DISSERTATIONS: ELECTRONIC-ELECTRONIC (NO PRINT COPY)

Created by Daved Marsh
November 30, 2005

BACK TO MSCL TECHNICAL SERVICES POLICIES AND PROCEDURES SUPPLEMENT  

When electronic-electronic dissertations are submitted, the University Archivist at MSCL will create a temporary copy on CD for cataloging purposes only. This CD will get taken over to Marilu in Central Technical Services Dept. as with standard diss./thesis submissions.

1. PROCEDURES

For each title, create one (1) brief bib record and two (2) item records.

A.  Create the Bib Record

1. At BRANCH prompt, add the codes for SPEC (culsp) and Internet (net).

3. SKIP = The number of characters of initial article (A, The, etc.) if any, plus one space. (i.e.: The = 4, A = 2). Click Next.
4. TITLE = Type title exactly as it appears on title page. If there is a symbol, type the word for that symbol in square brackets [ ]. If there are superscripts or subscripts, type numbers and letters on the same line. Click Next.
5. PUBLISHED = Click Next.
6. EDITION = Enter year given at bottom of title page. Click Next.
7. SERIES = Click Next.
8. ISBN/ISNN = Click Next.
9. You should now be in the “New BIBLIOGRAPHIC” record screen. Click on the Insert icon and select “n note” to insert the text in the following paragraph. (Cut and paste from this document)

This dissertation will soon be available on the Internet from ProQuest Digital Dissertations and Theses. To view the electronic version prior to online publication, contact the University Archivist through the reference Staff at the Mandeville Special Collections Library, Geisel Library.

10. Click OK

B.  Create the Item Records

    First Item Record

1. Click SUMMARY icon.
2. Click arrow in View drop-down menu just below the Summary tab.
3. Choose ITEM.
4. Click ATTACH NEW ITEM box.

    A series of dialog boxes will appear asking for data input. In the following list, the successive labels you will see appear to the left of the equal sign (=), to the right the data you should enter appears in bold,     followed by the command you should perform.  If no data is to be entered, the command alone appears to the right of the equal sign.

5. C (copy number) = Click "Next"
6. ITYPE = 34 (for Special Collections), Click "Next"
7. LOC =  cpvd, Click "Next"
8. BC = Click "Next"
9. CALL NO. = Click "Next"
10. V (volume no.) = Click "Next"
11. NOTE = Click "Next"

Second  Item Record

1. Repeat steps 1-5 above.
2. ITYPE = 43 (for Remote Access Files), Click "Next"
3. LOC = nnet, Click "Next"
   
4. Repeat steps 8-12 above.