A. Introduction
B. Single Record
C. Separate Records
D. Abstracts, Supplementary Material, etc.
E. URLs in Government Depository Item Records
F. Changes in URLs
Remote access computer files are electronic documents to which the library has remote access (e.g. via the World Wide Web). (In contrast, direct access computer files are those that the library receives on physical carriers such as CD-ROM or diskette.)
Many remote access serials are electronic versions of print serials. Interim CONSER guidelines provide a choice between:
(1) describing the versions in separate records, and:
(2) providing access to the electronic version through the record for the print version.
The CONSER guidelines stress that technically option 2 is not being considered a "single record approach"--the electronic version is not being cataloged in the print version record, it is merely being noted. However, for practical purposes we will consider option 2 a single record approach at NUL, and will include a copy holdings statement in the NOTIS record.
CONSER instructions include the addition of field 856 in the record for the print version even when the electronic version is described in a separate record. The Bibliographic Access to Electronic Resources Committee has decided that at NUL we will record the URL in one location only, to facilitate maintenance. Thus we will not be including field 856 in the record for the print version when we have created a separate record for the electronic version.
This document is not comprehensive; it includes local policy decisions along with only the most important and unique details of cataloging remote access computer file serials. For more complete information, consult the CONSER Editing Guide and the CONSER Cataloging Manual.
If we have a record for the print version and the electronic version has the same title and it would not be complicated, catalog both versions in the same record.
Please note that this can be done even if our subscription is cancelled. However, if the print version has ceased publication, use a separate record for the online version (see C. Separate Records).
1. Catalog the print version using standard procedures (if not already cataloged).
2. Add Computer File 006 and 007 fields. In the 006, use the appropriate Type of File code (this will usually be "d" for Document). In the 007, use Specific Material Designation "r" and Dimensions "n".
3. Add field 530. If necessary, include a restriction note.
530 ## $a Also available on the Internet via the World Wide
Web. ACCESS RESTRICTED to Northwestern University
community and other subscribers.
4. Confirm the URL by checking it in a web browser. Find the most appropriate page to cite in the bib record (e.g., the journal's home page instead of the parent body's home page or the latest issue).
5. Add field 856. Begin the field with "$3 Online version." Put the entire URL in subfield $u (do not split it up into component subfields). If necessary, include a restriction note in subfield $z.
856 41 $3 Online version. $u http://www.lesleygore.com/
its_my_party.html $z (ACCESS RESTRICTED to Northwestern
University community and other subscribers)
6. Add the ISSN of the electronic version (if available) in a separate field 022. Include the text "(online version)".
022 ## $a 8765-4321 (online version)
7. Add a holdings record for the online version, with the following data:
Call number type (852 first indicator): 8
Location code (852 subfield $b): Use one of the following, based on the location of the print publication:
- mint
- nafr,int
- ngov,int
- nint
- nref,int
- nsel,int
- nspec,int
- tran,int
Call number (852 subfield $h): See URL above
Holdings note (866 subfield $z): See Internet for available issues
Example of variable fields in a completed holdings record:
852 8# $b nsel,int $h See URL above 866 41 $8 0 $z See Internet for available issues
8. For cataloging statistics:
a. If the entire record is being cataloged for the first time, ignore the electronic aspect when filling in the 948 field.
b. If you are adding a URL to an existing record, use the code "url" in 949 subfield $g.
If we have a record for the print version, and:
the titles are different
or the print version has ceased publication
or combining both versions on the same record would be complicateduse separate records for the two versions. If we do not have a record for the print version, create a record for the remote access version only.
Please note that contrary to the CONSER guidelines, we will not be adding field 856 to the record for the print version when using separate records.
1. In the print version record (if we have one):
a. Add field 530.
530 ## $a Also available on the Internet via the World Wide Web as: Lesley Gore online.b. Add field 776 for the remote access version.
776 1# $t Lesley Gore online $w (IEN)123456789
2. In the remote access version record:
a. Describe the resource using all of the appropriate fields, including 006 and 007.
b. Add the ISSN of the print version in subfield $y of a separate field 022. Include the text "(print version)".
022 ## $y 1234-5678 (print version)c. Add field 776 for the print version.
776 1# $t Lesley Gore newsletter $w (IEN)987654321d. If necessary, add a restriction note.
506 ## $a ACCESS RESTRICTED to Northwestern University community and other subscribers.e. Add field 538.
538 ## $a Mode of access: Internet.f. Add field 856. Put the entire URL in subfield $u (do not split it up into component subfields). If necessary, include a restriction note in subfield $z.
856 41 $u http://www.lesleygore.com/ its_my_party.html $z (ACCESS RESTRICTED to Northwestern University community and other subscribers)g. Add a holdings record per step B.7 above. Use the most appropriate location code; check with bibliographers if you have any questions.
3. For cataloging statistics: Use code "cfr" in 948 subfield $g.
If only a part of the serial is reproduced as a remote access computer file, such as the table of contents, abstracts, supplementary material, etc., use a combined record.
1. Catalog the print resource using standard procedures (if not already cataloged).
2. Add Computer File 006 and 007 fields. In the 006, use the appropriate Type of File code (this will usually be "d" for Document). In the 007, use Specific Material Designation "r" and Dimensions "n".
3. Add field 530. If necessary, include a restriction note.
530 ## $a Table of contents and abstracts also available on the Internet via the World Wide Web.530 ## $a Supplementary material available on the Internet via the World Wide Web. ACCESS RESTRICTED to Northwestern University community and other subscribers.
4. Add field 856. Begin the field with subfield $3, which should tell what is included in the electronic version. Put the entire URL in subfield $u (do not split it up into component subfields). If necessary, include a restriction note in a second subfield $z.
856 41 $3 Table of contents. $u http://www.lesleygore.com/ its_my_party.html856 41 $3 Supplementary graphics and tables. $u http:// www.lesleygore.com/its_my_party.html $z (ACCESS RESTRICTED to Northwestern University community and other subscribers)
5. Do not add a holdings record for the electronic resource.
6. For cataloging statistics, use the code "url" in 949 subfield $g.
The Government Publications & Maps Dept. (Govt) receives many physical items that have free online versions available on the Internet. Govt would like access to these through the catalog record. We will be using the single record approach described above.
Add Internet access only for depository items that are free and will continue to be free for the forseeable future. Do not add access for temporary access such as trial offers. Do not add access for portions of an object, such as tables of contents or abstracts, unless requested by the Govt staff.
Confirm and add URLs in print version records only when found in OCLC or MARCIVE copy. If copy does not contain a URL, do not search for an Internet version of material being cataloged unless specifically requested by the Government Dept. staff.
Follow the instructions in section B, with the following exceptions:
1. Check the accuracy of the note in field 530. If the note concerning an additional physical form is tagged as 500, change it to 530. Copy will come through with a variety of notes; modify as necessary. The standard format to use when referring to a complete online version is "Also available on the Internet via the World Wide Web." Remove any URLs given in 5XX fields.
2. Confirm the URL in the 856 by searching in a web browser. Determine that the online resource is the same entity or an online version of the print resource being cataloged. Sometimes a catalog record contains a URL for the publication's home page but the actual content is not published online. If it is determined that the resource itself--or at least a substantial version of it--is not online, do not provide for Internet access through the catalog record. Remove from the record any notes, URLs and other related information (online ISSN, etc.) regarding the online version.
3. After confirming the URL, convert the 856 field to this form:
856 41 $3 Online version. $u [complete URL]a. If multiple URLs are in the record, retain only the single most appropriate, such as the one leading to the list of issues online instead of the latest issue. If the title is a U.S. federal publication, it is likely to have a PURL URL; choose that as the preferred URL since it will not be subject to change.
b. If subfield $u is followed by a note (subfield $z), confirm that the note is appropriate and useful. Delete the note if it contains information such as a reader needed for viewing, etc. (A note left in the 856 field currently is displayed in the OPAC as an active link.)
c. If the URL is for specific issues only, alter subfield $3 to reflect the resource available:
856 41 $3 Latest issue only. $u [complete URL]
4. Use the location code "ngov,int" in the holdings record for the electronic version.
852 8# $b ngov,int $h See URL above 866 41 $8 0 $z See Internet for available issues.
1. If you become aware of a change in the URL, make the necessary change in field 856. For statistics, use code "urlc" in 949 subfield $g.
2. If our access to the electronic version is discontinued (for example, our subscription is cancelled):
a. If the single record approach was used, remove any references to the online version (006, 007, 530, 856, etc.). For statistics, use code "urlr" in 949 subfield $g.
b. If the electronic version is in its own record, use withdrawal procedures (see SCP 46).
Created Mar. 13, 1997 (KMR)
Last revised Mar. 30, 2001 (KMR)