1. Cataloging Electronic Documents Presented by Qin Tang Mn/DOT Library Phone: 651-215-0447 qin.tang@dot.state.mn.us http://www.dot.state.mn.us/library/ June 11, 2001 Special Libraries Association

2. Mn/DOT Library 5 professional librarians & 4 support staff 15000 titles cataloged + some backlog 400 active periodicals OCLC member library Member of MnSCU/PALS consortium Migration from PALS to Ex Libris ALEPH 500 system expected in 2003

3. Topics of Discussion Definitions Classification Single vs. separate record What do you Catalog? Different approaches How do you catalog? Unique MARC fields Standards and guidelines

4. Electronic Resources Web resources (home pages, electronic documents, electronic serials, online systems and services, etc.) Email discussion lists (AUTOCAT) FTP Telnet CD-ROMs And much more

5. Computer Files AACR2R definition: A file (data and/or programs) encoded for manipulation by a computer. The file may be stored on or contained in carriers accessed either directly or remotely. Accessed directly (tangible): - Computer disks - CD-ROMs Accessed remotely (intangible): - LAN or other network - Internet resources

6. Common Characteristics of Electronic Documents Content is fixed and unchanging Presence of a single date of publication or copyright Presence of a fixed edition statement Existence of a print counterpart

7. Classification Whether or not to assign classification numbers to Internet resources is a local decision. Advantages of assigning a classification number include: - Allow to search or browse by the classification number - More access points - Useful for collection development - To be included in reports arranged by classification number, such as an accession list or subject bibliography You may wish to establish a holding library or location code for public display purposes.

8. Single vs. Separate Record When you have the print original in your library and it is also available in electronic format: Single record approach (more common): Catalog the print original and add 006, 007, 530 & 856 to the record for print version Separate record approach: Catalog the print original and the electronic version separately

9. Type: a ELvl: I Srce: d Audn: Ctrl: Lang: eng BLvl: m Form: Conf: 0 Biog: MRec: Ctry: ohu Cont: b GPub: LitF: 0 Indx: 0 Desc: a Ills: a Fest: 0 DtSt: s Dates: 1997, 006 [m d ] 007 c |b r |d c |e n 050 Z695.24 |b.C36 1997 245 00 Cataloging Internet resources : |b a manual and practical guide / |c Nancy B. Olson, editor. 250 2nd ed. 260 Dublin, Ohio : |b OCLC Online Computer Library Center, |c 1997. 300 viii, 55 p. ; |c 28 cm. 530 Also available in electronic format via Internet. 650 0 Cataloging of computer network resources |x Handbooks, manuals, etc. 700 1 Olson, Nancy B. 856 41 |u http://www.oclc.org/oclc/man/9256cat/toc.htm Single Record Example

10. What Do You Catalog? When you dont have the print original: Catalog the electronic version (more common) Catalog the printouts of the electronic version

11. Cataloging Electronic Version of a Print Original - LC Practice If the content in the electronic version is the same as in the print original, treat the electronic version as reproduction of the original and use the same approach as cataloging microform reproduction Reproduction is generally a mechanical rather than intellectual process For LC rule interpretation, see Cataloging Service Bulletin, no.89, summer 2000 (p.12-14) under 1.11A. "Facsimiles, photocopies, and other reproductions. [Rev.] )

12. Electronic Reproduction Add the following fields to the print record: 006 additional material characteristics 007 physical description fixed fields applicable to the reproduction 245 $h [computer file] 533 electronic reproduction note with details relating to the reproduction and its publication/availability. Use 856 to display the URL 776 additional physical form entry to link the computer file record to the original print record

13. Type: a ELvl: I Srce: d Audn: Ctrl: Lang: eng BLvl: m Form: s Conf: 0 Biog: MRec: Ctry: cou Cont: GPub: LitF: 0 Indx: 0 Desc: a Ills: a Fest: 0 DtSt: s Dates: 1999, 006 [m d ] 007 c |b r |d c |e n 100 1 Morehead, Joe, |d 1931- 245 10 Introduction to United States government information sources |h [computer file] / |c Joe Morehead. 250 6th ed. 260 Englewood, Colo. : |b Libraries Unlimited, |c 1999. 300 xxv, 491 p. : |b facsims., map ; |c 25 cm. 533 Electronic reproduction. |b Boulder, Colo. : |c NetLibrary, |d 1999. |n Mode of access: World Wide Web. |n Access limited to NetLibrary subscribers. 650 0 Government information |z United States. 655 7 Electronic books. |2 lcsh 776 1 |c Original |w (DLC) 99035598 |w (OCoLC)41465794 856 40 |u http://www.netlibrary.com/summary.asp?ID=11187 Electronic Reproduction Example

14. Cataloging Printouts of Electronic Documents If the electronic document is a reproduction of the print original: –Use the record for the print original and add a 590 local note indicating that your copy is a printout of the electronic version, add 530 and 856 fields If the electronic document is available only online: –Catalog the electronic document and add a 590 local note indicating that your library has a printout of the electronic version, or –Catalog the printout as reproduction of the electronic resource and add a 533 reproduction note

15. How Do You Catalog? Unique MARC Fields 008 fixed field 006 fixed field 007 fixed field 245 $h [general material designation] 256 computer file characteristics No 300 physical description field present 538 mode of access note 500 source of title proper note 856 electronic location and access

16. Type: a ELvl: I Srce: d Audn: Ctrl: Lang: eng BLvl: m Form: s Conf: 0 Biog: MRec: Ctry: dcu [Form of item S for Cont: b GPub: f LitF: 0 Indx: 0 electronic] Desc: a Ills: a Fest: 0 DtSt: s Dates: 2000, 006 [m d ] [Additional material characteristics] 007 c |b r |d c |e n [Physical description] 245 00 Traffic incident management handbook |h [computer file] / |c prepared by PB Farradyne. [General material designation] 256 Computer text data (1 file : 2049 KB) [Computer file characteristics] 260 [Washington, D.C. : |b U. S. Dept. of Transportation, |c 2000] 300 [No 300 physical description field]] 538 Mode of access: World Wide Web. [Mode of access/system requirements note] 538 System requirements: Adobe Acrobat Reader. 500 Title from title screen. [Source of title proper note] 650 7 incident management |2 trt 655 7 Internet resource. |2 local 856 40 |u http://www.itsdocs.fhwa.dot.gov/jpodocs/rept%5Fmis/@9201!.pdf [Electronic location and access] Electronic Version Example

17. Fixed Field : 008 Type of record code: a for language/textual material Type of record code: m for computer file is restricted to four specific categories of electronic resources: ¶Computer software (including programs, games) ·Numeric data ¸Computer-oriented multimedia ¹Online systems or services Form of item code: s for electronic item intended for manipulation by a computer. May reside in a carrier accessed either directly or remotely

18. Additional Material Characteristics: 006 Type of record m = computer file Type of computer file d = document è 006 m d

19. Physical Description: 007 Category of material: "c = computer file Specific material designation: "r" = remote access Color: a = A single color other than black b = black-and-white "c" = multicolored Physical dimensions: "n" = not applicable Sound: blank = no sound (silent) a = sound u = unknown è 007 c $b r $d c $e n

20. General Material Designation (GMD): 245 $h AACR2R: $h [computer file] Change to [electronic resource] is expected in the next AACR2R/chapter 9 revision later this year ISBD(ER): $h [electronic resource] Other GMDs may be used in your local system if desired.

21. Computer File Characteristics: 256 AACR2R has limited options: –computer data –computer program(s) –computer data and program(s) ISBD(ER) has an expanded, hierarchical and more complete list of resource designations [see ISBE(ER) website] è 256 computer text data (1 file : 908 kb).

22. Physical Description: 300 Not applicable to remote access computer files, therefore not present in records for Internet resources.

23. System Details Note: 538 Mode of access - mandatory System requirements - required when applicable è Mode of access: World Wide Web. è Mode of access: Internet. è System requirements: Adobe Acrobat Reader.

24. Source of Title Proper Note: 500 Source of title proper note - mandatory Description based on note - highly recommended for all dynamic, ongoing, or continuing monographic resources; required for serial resources when not cataloging from the first issue. è500 Title from title screen. è500 Title from HTML source (viewed on May 30, 2001). è500 Description based on: May 30, 2001; title from title screen.

25. Additional Physical Form Available Note: 530 èAlso available in electronic format via Internet. èAlso available electronically via Internet. èAlso available in print format. èAlso issued in print and CD-ROM editions. Use 776 field (Additional Physical Form Entry) to link the records in different formats together.

26. Electronic Location and Access: 856 1st indicator - access method blank No information provided 0 Email 1 FTP (file transfer protocol) 2 Remote login (Telnet) 3 Dial-up 4 HTTP (hyper text transfer protocol) 7 Method of access is specified in $2

27. Electronic Location and Access: 856 (Contd) 2nd indicator - relationship blank No information provided 0 Resource 1 Version of resource 2 Related resource Subfields (the most common ones) $u Uniform Resource Locator (URL) $z Public note

28. Electronic Location and Access: 856 (Contd) Encoding special characters: spacing underscore ( _ ) ----- %5F spacing tilde (~ ) ----- %7E If you catalog Internet resources on Passport or CATME, you must use the hex code substitutions. However, if you catalog Internet resources in CORC, you can use the spacing underscore and spacing tilde.

29. Standards and Guidelines AACR2R, Chapters 1-2 & 9 MARC21Standards - http://www.loc.gov/marc/ Cataloging Internet Resources : a Manual and Practical Guide, 2nd ed. /Nancy B.Olson,editor, http://www.oclc.org/oclc/man/9256cat/toc.htm Cataloging Electronic Resources: OCLC-MARC Coding Guidelines /by Jay Weitz, http://www.oclc.org/oclc/cataloging/type.htm Cataloging Internet Resources Using MARC21 and AACR2 (web-based cataloging course) http://www.oclc.org/institute/oll/index.htm

30. Standards and Guidelines (Contd) Guidelines for the Use of Field 856 /by Library of Congress http://www.loc.gov/marc/856guide.html ISBD(ER) : International Standard Bibliographic Description for Electronic Resources http://www.Ifla.org/VII/s13/pubs/isbd.htm CONSER Cataloging Manual : Module 31 : Remote Access Computer File Serials /By Melissa Beck, http://lcweb.loc.gov/acq/conser/module31.html