Cataloging of Electronic Monographs
Collection Management Policy on Furthering this Activity

(draft July 2005)

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In order to prioritize the cataloging, people who wish to suggest free online monographs for cataloging would submit the titles to the department head responsible for the collection on their campus-that is, e-documents would be submitted to the Heads of Documents at UP or BBC; non-document e-monographs would be submitted to the Heads of Reference at UP or BBC.

Before submitting titles, selectors should screen their suggestions against the following criteria:

  1. Title has URL that has been tested and is live
  2. Title was published in current or immediately previous year
  3. Title is not a State of Florida document-only in rare circumstances will the Cataloging Department need to catalog Florida documents.1
  4. Title is not Federal document-only in rare circumstances will the Cataloging Department need to catalog federal documents.1

    Additional specific criterion for local documents:

  5. Title is a local government document and it is designated as either A or B for "Level of Collecting by Geographical Location" in the collection development policy for local documents (http://www.fiu.edu/~catalog/collections/policies/libdur.html)
Once past this filter, the remaining titles will be prioritized by whichever UP and BBC department heads are responsible for the collection. When agreement is reached between the two campuses, the UP Head will email the Head of Cataloging with no more than 5 titles per month.



1 Both U.S. federal and Florida documents have an official source of cataloging records. Cataloging records from these sources are added to the online catalog directly by documents staff or batch record loads. If there is a cataloging record that is not from the official source, documents staff can follow the procedures for reporting fugitive documents. Click here for reporting contacts. If the Heads of Documents at both UP and BBC agree that the document requires immediate electronic access, the Head of UP Documents will email the Head of Cataloging about the individual document title.

Because temporary shipping list records for federal documents selected through the depository program are batch loaded and then overlaid by full cataloging records, documents staff should be alerted when a record for a document that will be distributed through the depository program is added to the online catalog before it would be batch loaded to ensure proper cleanup of the temporary record.

When cataloging records for electronic depository materials not currently selected are added to the database-that is, cataloging records having a 074 field with an item number but not on the GPO profile for UP or BBC-- their item numbers should be forwarded to Documents for review during the next profile update.