E-Book Cataloging

(see also Workflow for E-books)

Policy:

We will use the single record approach to cataloging e-books. This means that whenever we own the same edition in print, we will add info about the online to the print record. This includes e-books purchased from NetLibrary. The only exceptions are the records loaded for consortially purchased netLibrary packages; these have separate records for online and for any print we may already own or subsequently purchase.

Background:

E-Books can be ordered from the vendors in packages or individually. If they are ordered individually the order is placed on the record where the link for the e-book goes. If they are ordered as a package, Aurora creates a SUPPRESSED provisional record, usually with the name of the package as the title, and opens an order for all individual titles to be paid in that record. Then, after the order is opened we get a file with MARC records and links for the individual titles.

We have worked with a few packages and we have decided to examine the records before we batch load the file into ALEPH. Then, after evaluating the records, we'll make the decision if they should be batched loaded or individually created and cataloged. We have found that in many cases, the MARC records we receive are vendor records and they lack information that is critical to maintain accuracy in our catalog.

Some of the issues we have come across in batch loading these files are:

Duplicate records - we already had a print record in our system or duplicate records are sent for multi-vol sets.
Mismatch between edition on record and edition in the link.
Records missing OCLC number and lacking other fields.
Records missing from the file.

*Note: only the batches of NetLibrary records from the Solinet consortial plan are to be loaded with the special VR "OWN" code (these are notified to Margarita and she loads them separately); all firm order e-books will be cataloged or loaded in the FI "OWN" code.

Caveats about serials and series:

Individual series titles might be cataloged separately, if not too many. If many titles, ask Sue who will consult and decide how to proceed on a case by case basis.
(Example: Columbia Contemporary American Religion Series)

If serial, subfield Z of field 856 needs to describe what volume or edition the link is for.

Open the link to verify it works and check title and edition.

Search our catalog to make sure we don't own a copy of the title.

If we own the print version, we will add info about the online to print record; we will not look for an OCLC record for the online in order to add our holdings to it. Add the following fields to the print record:
- Tickler for each project. (Make sure the tickler is added to the list of E-Book Package ticklers.)
  Example: TKR __ |a (FMFIU) galevrl - for the Gale Virtual Reference Library
- 530::Also issued online.
  ***If the online title is different, edit the note like so:
  530::Also issued online under the title: [title]
  Add 740 field with title of the online version if it differs from the print version.
- 856:41: The usual text for subfield z will be: "Click here for online access", some packages have special text for example:
  856:41: |z Full text via Gale Virtual Reference Library |u http://galenet.galegroup.com/servlet/eBooks?ste=22&docNum=CX3410799999
- Create HOL for electronic copy:
       Sublibrary code: FIELR
       Collection code: EBK [or EBK4 for any separately purchased NetLibrary title]
       Call number: class number only is entered in subfield h (852 first indicator 0 [zero])
       If the title was purchased as part of a package order, add subfield x For payment see sys # ALEPH number (for record that holds the payment)
- No item record
If we do not own the print version, we will do separate records for the electronic reproductions.

(Because they are treated as reproductions, the body of the record describes the print version; we should do 533 and 539 fields to describe online, but to save time we won't create them when they are not already on the record.

Be sure to add our holdings to OCLC!

Fixed field is as for print record, except:

OCLC - Form : s (for electronic)

OCLC - 006 : Type m, Audn blank, File d, GPub blank.

OCLC - 007 : c |b r |d c |e n |f u

Add a tickler for each project:

In OCLC add 599 1_ |a tickler text
[599 1_ will translate to TKR __ in Aleph] - Example: 599 1_ |a (FMFIU) galevrl - for the Gale Virtual Reference Library

245 $h [electronic resource]
300 Because these are simply reproductions of print monographs, just leave as for print. To save time, we will not c&p from print record.

506 We won't add 506 notes but, if there is one and it is accurate, it is ok to leave it. Example: Access restricted to authorized Oxford Reference Online users.

520 CAGER guidelines say that summaries are "highly recommend." We will leave them in if they are there; we will not attempt to create them.

530 In subfield a it should say: Also issued in print.

We will add a genre heading:
655: 7: Electronic books. |2 local
Starting June 1st, 2008, coding will be: 655: 0: Electronic books

740 Use this field if the title of the print differs from the online version.

776 If in the record, leave it, but don't add it. This field is used for the LC control number or the OCLC number of the record for the hard copy.
Example: 776/1:1 :|c Original |w (OCoLC)49865737

856:40: The usual text for subfield z will be: "Click here for online access", some packages have special text for example:
856:40: |z Full text via Gale Virtual Reference Library: |u http://galenet.galegroup.com/servlet/eBooks?ste=22&docNum=CX3410799999
Copy holdings:
     Sublibrary code: FIELR
     Collection code: EBK [or EBK4 for any separately purchased NetLibrary title]
     Call number: class number only is entered in subfield h (852 first indicator 0 [zero])
     If the title was purchased as part of a package order, add subfield x For payment see sys # ALEPH number (for record that holds the payment)

Item records:
If an item is created (either because FXGG was the 049 in the OCLC record when it was exported or because we needed an item record to display ON Order status for an individual order), delete it.

If we do not own the print and no electronic record in found in OCLC create an original.

When we create originals in OCLC,
- We will include 300 field
- We will use the following order of notes:
If an online version has only recently become available but no reproduction date can be found, we will use |d [current year?] in the 533 and that same date without the brackets or question mark in 539.

NOTE: