Other serials policies are found on the
E-serials
Cataloging Procedures
page.
Single Versus Multiple Bibliographic Records
Create a new catalog record for the online version of a print publication when:
In all other cases, annotate the bibliographic record of the print edition to reflect the existence and electronic location of the online version.
Regardless of whether the online version is cataloged separately or on the print record, record all file/document formats of the online version on the same bibliographic record.
-Last revised August 24, 1998, by Wayne Jones
Classify all e-monographs. Use "See URL(S)" in 852 $h of the HOL record for holdings display.
Do not classify e-serials or e-journals. Use "See URL(S)" in 852 $h of the HOL record for holdings display.
-Last revised May 14, 1999, by Gordon Thomas as per Lauren Moffa.
Serials
Monographs
Create an item record for all cataloged monograph online resources.
In the brief and full bibliographic displays:
The Barton display of USMARC 856 field (Electronic Location and Access), which contains a subfield for the URL as well as other subfields for other access methods, is as follows:
The descriptive label for the various access methods which may be specified in the 856 field are:
In the full bibliographic display:
The Barton displays of USMARC fields 506, 516, and 530 are as follows:
In the item history display:
It would be clearer if the descriptive label SHELVING LOCATION were changed simply to LOCATION, but this is not possible in the current version of Advance.
-Last revised August 5, 1998, by Wayne Jones
Following is the policy for cataloging electronic resources whose existence we find out about while cataloging another version of the title. Current CONSER policy is that the e-version may be cataloged by annotating the record for any original format to reflect the existence of the e-version. Typically, this means that records for print or CD-ROM versions may be so annotated, but those for microform reproductions may not, however local MIT policy is that records for microform reproductions may be annotated for this purpose as well.
(NOTE: This policy is currently applicable to electronic serials only: a policy for electronic monographs is under consideration.)
The cataloger should investigate all URLs that appear on publications received by the MIT Libraries unless it appears from the wording on the publication that the site contains only advertising or subscription information or is not in fact related to the publication at all. These URLs should lead to the e-version immediately (i.e. from the first couple of pages of the site). If there is no URL on the publication in hand, the cataloger should generally not go searching for a supposed site.
The cataloger should check out all URLs (856 tags) that appear on any cataloging copy s/he is using. These URLs should lead to the e-version immediately (i.e. from the first couple of pages of the site). If they do not, the 856 tag should be deleted. If they do and the cataloger decides to retain the 856, s/he should confirm the accuracy and currency of the entire tag (e.g. whether a subfield $3 indicating that the site contains only part of the version in hand should be changed or added).
If the URL leads to a site which contains a full version (often referred to as the "equivalent") of the original or microform version, then the cataloger should annotate the record for the that version to reflect the existence and electronic location of the e-version (i.e. by adding the URL and other-formats note, as well as a summary item or copyset as appropriate) without consulting the appropriate subject selector. However, the cataloger should inform the selector and the Assistant Acquisitions Librarian for Digital Resources that this URL, etc., has been added to the record.
If the URL leads to a site which contains only a partial version of the original or microform version -- that is, only part of it (e.g. abstracts, tables of contents, updates, supplements, etc.) -- then the cataloger should simply add the URL to the record (with the appropriate subfield $3), without consulting or even informing the subject selector or the AALDR.
-Last revised March 28, 2000, by Wayne Jones
As a general principle, Monograph Catalogers will consider as valid, URL links that lead to the electronic text, its abstract, or table of contents.
Monograph Copy Cataloging
For individual titles, Monograph Catalogers will retain, but, not verify the
URL (field 856) that already exists on cataloging copy unless it is clear from
the URL’s structure that the URL leads to a publisher’s advertisement
or an author’s home page. When it is evident from the configuration of
the URL that the link is to a publisher’s or author’s home page,
the Monograph Cataloger will delete the URL from the cataloging copy.
Monograph Catalogers will add an item holding (field 949) to cataloging copy for the print version.
When a URL is located on the physical piece that is being cataloged, the Monograph Cataloger will not routinely add the URL to the cataloging copy.
Packages or series which are purchased, e.g., NBER working papers, will be considered on a case by case basis. Usually, if we have a license for a package, the titles will receive URLs and an item record.
RATIONALE: A URL is not an access point in the same way as an added entry and, therefore, does not serve the collocation function that is characteristic of added entries. Whereas a controlled name or subject added entry ensures consistency within the Libraries’ catalog, the URL directs the user to a resource that is outside the Libraries’ catalog. The decision not to verify URLs that pre-exist on cataloging copy reinforces a general principle that the cataloger should accept a pre-existing catalog record except in cases of error. In other words, except in cases of obvious error, we will assume that the URL links to the electronic resource.
Any broken URLs that exist on the cataloging copy will be identified through the monthly LinkLint report and corrected by the MARC Database Quality Technician.
Original Monograph Cataloging
When cataloging an electronic version, the Original Monograph Cataloger will
add the URL to cataloging copy for the print version whenever feasible. If the
title being cataloged is an e-version cataloged separately, the Original Monograph
Cataloger will add a separate 949 field for the item holding.
When cataloging a database as a monograph, the Original Monograph Cataloger will include the coverage statement in a note position (field 520 or field 500).
Monograph Government Documents
Incoming MARCIVE Government Document records automatically add a item holding
for the print version, but, will not have an item holding automatically ‘piggy-backed’
on the record for the print.
At this time, electronic government document records for e-only titles are not
being loaded into Barton.
Serials Cataloging
Serials Catalogers will verify the URL and add a copy holding (field 949), including
a statement of coverage for the electronic version, either in cases when the
electronic version is being added to the record for the print or when the electronic
version is being cataloged separately.
When a URL is located on the physical piece that is being cataloging, the Serials Cataloger will verify the URL and add the URL to the record and create a copy holding (field 949).
RATIONALE: This procedure ensures that the coverage statement appears in the Barton brief display and can be mapped to the serial holding display on Vera.
Serials Government Documents
For purposes of consistency, Serials Catalogers will follow the same copy holding
and coverage statement procedures for Serials Government Documents.
“Shortcut URLs”
The Web Manager has created “shortcut URLs” for all databases listed
in Vera (databases are cataloged as monographs in Barton.). The Cataloger will
add the “shortcut URL” to the Barton record, but not the master
OCLC record. (The actual URL will be added to the OCLC record).
The Special Formats Cataloger will check the Vera list to obtain the “Shortcut
URL”.
The Special Formats Cataloger will add an 856 for the “shortcut URL”
if the title has OCLC copy.
If the title requires original cataloging, the Special Formats Cataloger will add the “shortcut URL” to the Barton record as part of the ‘next day’ process. These local URLs will not be added in OCLC.
“Shortcut” URLs will be added to copy cataloging of titles in licensed packages.
RATIONALE: The ‘shortcut URL” ensures the Barton record always has a (persistent) URL that is kept up to date outside of Barton (using our web server’s our web server’s “.htaccess” file). Even if the actual URL in Barton hasn’t been updated yet, the shortcut URL will still work.
The shortcut URL also:
* provides a brief unchanging URL that is useful for publicity (on
printed materials)
* is easy for users to remember and type (example:
http://libraries.mit.edu/get/worldcat )
* enables remote access (unlike the other Barton URL), because it
redirects users to the URL that goes through our proxy server
URL Checking
A link checker program, e.g., LinkLint, will be run monthly against monograph
and serial records that contain a URL (field 856).
Monograph and Serials: The MARC Database Quality technician is responsible
for the quality assurance of URLs in the Barton catalog for BOTH Monographs
and [proposed] Serials and for resolving broken URL links that are reported
by this program.
Barton and Vera link checking: Reports of broken links will be shared between
these two database operations.
-Last updated January 16, 2002 by Rebecca Lubas.
This page is part of the MIT Cataloging Oasis. Please send your comments!
Submitted by the Electronic Cataloging Policy Group 970827; Updated by Gordon Thomas on 030409.