cataloging electronic monographs

Cataloging Electronic Monographs

Emily Dust Nimsakont ∙ Nebraska Library Commission ∙ August 10, 2010

Photo credit: http://www.flickr.com/photos/robertogreco/2263650976/

What is an electronic resource?

“Material (data and/or program(s)) encoded for manipulation by a computerized device”

AACR2, Glossary

What is an electronic resource?

“Electronic resources consist of data (information representing numbers, text, graphics, images, maps, moving images, music, sounds, etc.), programs (instructions, etc., that process the data for use), or combinations of data and programs.”

AACR2, Chapter 9

Direct Access• “The use of electronic resources via

carriers…designed to be inserted into a computerized device or its auxiliary equipment.”

AACR2, Glossary

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Remote Access

• “The use of electronic resources via computer networks.”

AACR2, Glossary

Photo credit: http://www.flickr.com/photos/98194978@N00/389534530/

Born digital

Reproduction

What is a monograph?

“A bibliographic resource that is complete in one part or intended to be completed within a finite number of parts”

AACR2, Glossary

Monograph vs. serial vs. integrating resource

Finite resources

Monographs

Multi-parts

Continuing resources

Serials

Parts remain discrete

Integrating resources

Updates do not remain discrete

Image credit: “Rules and Tools for Cataloging Internet Resources”, Library of Congress course, http://www.loc.gov/catworkshop/courses/cataloginginternet/index.html

What is a monograph?

“The first cataloging question to ask about an e-book is whether it really is a book.”

Annie Wu and Anne M. Mitchell.

“Mass Management of E-Book Catalog Records.”

Library Resources and Technical Services, 54:3 (July 2010).

What is an electronic monograph?

Photo credits: http://www.flickr.com/photos/edans/2253149637/, http://www.flickr.com/photos/drh/413201663/

AACR2 vs. MARC

• Anglo-American Cataloging Rules, 2nd ed. rev., 2005.

– Rules for describing items in a catalog record

• MAchine Readable Cataloging

– Communication standard

– Framework for catalog record

Rules for Describing Electronic Resources

• AACR2, Chapter 9, with references to Chapter 1

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AACR2 areas of description

• title/statement of responsibility

• edition

• publication

• material specific details (not used for electronic resources)

• physical description

• series

• notes

• standard numbers

MARC 21

http://www.loc.gov/marc

http://www.oclc.org/bibformats

MARC Review

• Tags

– Indicate what kind of information is included in each field

• Indicators

– Digits or blanks that give the computer instructions or information about the data contained in the field

• Delimiters

– Precede each subfield, usually denoted with $, #, _, or #.

• Subfield codes

– Single letters or digits indicate what type of information is in a subfield.

MARC Review

245 10 $a 100 top internet job sites $h [electronic resource] : $b get wired, get hired in today’s new job market / $c Kristina M. Ackley.

Indicators

Delimiters

Subfield codes

MARC Tags by Hundreds

• 0XX Control info., classification, codes, etc.• 1XX Main entries• 2XX Titles, edition, imprint• 3XX Physical description, etc.• 4XX Series statements• 5XX Notes• 6XX Subject access fields• 7XX Added entries• 8XX Series added entries, holdings, location, etc.• 9XX Locally-defined uses

Bibliographic Format

• Books

• Continuing Resources

• Visual Materials

• Maps

• Sound Recordings Scores

• Computer Files

• Mixed Materials

Bibliographic Format

Exercise 1

• Monograph vs. serial

• Direct access vs. remote access

• Born digital vs. reproduction

Chief source of information

“The chief source of information for electronic resources is the resource itself.”

AACR2, 9.0B1

Title screen

Encoded metadata

The physical carrier or its labels

“If the information in these sources varies in degree of fullness, prefer the source that provides the most complete information.”

AACR2, 9.0B1

If information is not available from the item itself, use:– Printed or online documentation

– Information printed on a container

If information is taken from anything other than one of these prescribed sources, enclose it in square brackets.

Title and statement of responsibility areaTitle proper

• “Transcribe the title proper as instructed in 1.1B.” - AACR2 9.1B

• “Transcribe the title proper exactly as to wording, order, and spelling, but not necessarily as to punctuation and capitalization.” - AACR2 1.1B

Title and statement of responsibility areaTitle proper

100 top internet job sites

Title and statement of responsibility areaGeneral Material Designation (GMD)

• Optional (but usually used for non-text items)

• GMD = electronic resource

• Appears in square brackets after the title proper

• This will change if RDA is implemented

• GMD will be replaced by content type, media type, and carrier type

Title and statement of responsibility areaGeneral Material Designation (GMD)

100 top internet job sites [electronic resource]

Title and statement of responsibility areaOther title information

• “Transcribe all other title information appearing in the chief source of information according to the instructions in 1.1B.”

AACR2 1.1E1

Title and statement of responsibility areaOther title information

100 top internet job sites [electronic resource] : get wired, get hired in today’s new job market

Title and statement of responsibility areaStatement of responsibility

• “Transcribe statements of responsibility relating to those persons or bodies credited with a major role in creating the content of the resource as instructed in 1.1F.”

AACR2 9.1F1

• “Transcribe statements of responsibility appearing prominently on the item in the form in which they appear there.”

AACR2 1.1F1

Title and statement of responsibility areaStatement of responsibility

100 top internet job sites [electronic resource] : get wired, get hired in today’s new job market / Kristina M. Ackley.

MARC format for title and statement of responsibility

• 245 field

• $a Title proper

• $h GMD

• $b Other title information

• $c Statement of responsibility

MARC format for title and statement of responsibility

• 245 field

– 1st indicator

• 0 = no title added entry

• 1 = title added entry

– 2nd indicator = number of nonfiling characters

Title and statement of responsibility area

245 10 $a 100 top internet job sites $h [electronic resource] : $b get wired, get hired in today’s new job market / $c Kristina M. Ackley.

Title and statement of responsibility areaVarying forms of title

• “Make an added entry for any version of the title (e.g., cover title, caption title, running title, panel title, title on container, title bar title) that is significantly different from the title proper.”

AACR2 21.30J

Varying form of title

Title and statement of responsibility areaVarying forms of title

One hundred top internet job sites

MARC Format for varying forms of title

• 246 field• $a = Title proper• $ b = Remainder of title• 1st indicator

– 0 = note, no added entry– 1 = note, added entry– 2 = no note, no added entry– 3 = no note, added entry

• 2nd indicator– blank = no type specified– 0 = portion of title– 4 = cover title– several other options

MARC Format for varying forms of title

246 3_ $a One hundred top internet job sites

Edition area

• “Transcribe a statement relating to an edition of an electronic resource that contains differences from other editions of that resource, or to a named reissue of a resource, as instructed in 1.2B.”

AACR2 9.2B1

• “Transcribe the edition statement as found on the item. Use abbreviations as instructed in appendix B and numerals as instructed in appendix C.”

AACR2 1.2B1

Edition area

2nd ed.

Version 5.20

MARC format for edition area

• 250 field

– $a = edition statement

– $b = remainder of edition statement

MARC format for edition area

250 _ _ $a 2nd ed.

250 _ _ $a Version 5.20

Publication area

• “In this area, record information about the place, name, and date of all types of publishing, distributing, releasing, and issuing activities.”

AACR2 1.4B1

• “Consider all remote access electronic resources to be published.”

AACR2 9.4B2

Publication area

Place of publication : Publisher, date of publication.

Manassas Park, Va. : Impact Publications, c2000.

MARC format for publication area

• 260 field

• $a = place of publication

• $b = name of publisher

• $c = date of publication

MARC format for publication area

260 _ _ $a Manassas Park, Va. : $b Impact Publications, $c c2000.

Exercise 2

• Title and statement of responsibility area

• Edition area

• Publication area

Physical description area

• Extent of item

• Other physical details

• Dimensions

• Accompanying material

• Extent of item - Direct access resources

– Record the number of physical units plus the name of the item (called the specific material designation or SMD). (AACR2 9.5B1)

– Terms listed in AACR2 are:

• computer chip cartridge

• computer disk

• computer optical disc

• computer tape cartridge

• computer tape cassette

• computer tape reel

“Optionally, use a term in common usage to record the specific format of the physical carrier.”

AACR2 9.5B2

• 2 CD-ROMs

• 1 DVD-ROM

• 2 photo CDs

1 computer optical disc

• Other physical details - Direct access resources

1 computer optical disc : col.

• Dimensions - Direct access resources

1 computer optical disc : col. ; 4 ¾ in.

• Accompanying material - Direct access resources

1 computer optical disc : col. ; 4 ¾ in. + 1 instruction manual.

• Extent of item - remote access resources

“Use an appropriate term taken from subrule .5B in one of the chapters of part I or a term in common usage.”

AACR2 9.5B3

1 electronic text

• Other physical details - remote access resources

1 electronic text : HTML file.

70 p. : digital, PDF file.

MARC format for physical description area

• 300 field

– both indicators are undefined

– $a = extent of item

– $b = other physical details

– $c = dimensions

– $e = accompanying material

MARC format for physical description area

300 _ _ $a 1 computer optical disc : $b col. ; $c 4 ¾ in. + $e 1 instruction manual.

300 _ _ $a 1 electronic text : $b HTML file.

Series area

• “Record each series statement as instructed in 1.6.”

AACR2 9.6B1

• “If an item is issued in a series, transcribe the title proper of the series…”

AACR2 1.6B1

• “Make an added entry under the heading for a series for each separately cataloged work in the series if it provides a useful collocation.”

AACR2 21.30L1

Series area

Careersavvy series

Series area

Careersavvy series

Career savvy series.

MARC format for series area

• 490 field = transcribed form of series title

– $a = series statement

– $v = volume number/sequential designation

– 1st indicator

• 0 = series not traced

• 1 = series traced

– 2nd indicator = undefined

• 8XX field = authorized form of series title

• 830 field = title

– 1st indicator = undefined

– 2nd indicator

• 0 = no nonfiling characters

• 1-9 = number of nonfiling characters

– $a = uniform title

• 8XX field = authorized form of series title

• 800 field = personal name– 1st indicator

• 0 = forename

• 1 = surname

• 2 = family name

– $a = personal name

– $t = title of a work

490 1 _ $a Careersavvy series

830 _ 0 $a Career savvy series.

Notes area

• System details

• Source of title proper

• Statements of responsibility

• Type and extent of resource

• Other physical formats available

• Summary

• Item described

• Reproduction

System details

• System details notes include system requirements and mode of access

System requirements: Adobe Acrobat Reader or other PDF viewer.

Mode of access: World Wide Web.

Source of Title Proper

• This note is required for electronic resources (AACR2 9.7B3)

Title from title screen.

Type and extent of resource (Type of computer file or data)

• Use this note if this information is not found elsewhere in the record

Text (electronic book).

PowerPoint presentation with accompanying sound (optional).

Other physical formats available

• Other formats in which the content has been issued

Also issued in print form and in microform.

Summary

• Brief objective summary of the item

A personal tax return preparation program, featuring an interview designed to guide users through the process of filling out returns, automatic calculations, checks for inconsistencies and potential IRS audit flags, tax advice, a link to transfer financial data from Quicken, over 100 printed forms and worksheets, and the capability to print tax forms.

Item described

• “For remote access resources, always give the date on which the resource was viewed for description.”

AACR2 9.7B22

Description based on contents viewed August 10, 2010.

• Can also be combined with source of title note

Title from title screen (viewed August 10, 2010).

Reproduction

• “Transcribe the bibliographic data appropriate to the original work being reproduced...”

• “Give in a single note…all other details relating to the reproduction and its publication/availability.”

LCRI 1.11A

Electronic reproduction. Boulder, Colo. : NetLibrary, 2000. Available via World Wide Web.

MARC format for notes area

• 5XX fields

• 500 = general note (source of title, statements of responsibility, item described)

• 516 = type and extent of resource

• 538 = system requirements

• 520 = summary

• 530 = other physical formats available

• 533 = reproduction

System details

538 _ _ $a System requirements: Adobe Acrobat Reader or other PDF viewer.

538 _ _ $a Mode of access: World Wide Web.

Source of Title

500 _ _ $a Title from title screen.

Item described

500 _ _ $ a Description based on contents viewed August 10, 2010.

588 _ _ $a Description based on contents viewed August 10, 2010.

500 _ _ $a Title from title screen (viewed August 10, 2010).

Type and extent of resource (Type of computer file or data)

516 _ _ $a Text (electronic book).

516 _ _ $a PowerPoint presentation with accompanying sound (optional).

Other physical formats available

530 _ _ $a Also issued in print form and in microform.

Summary

520 _ _ $a A personal tax return preparation program, featuring an interview designed to guide users through the process of filling out returns, automatic calculations, checks for inconsistencies and potential IRS audit flags, tax advice, a link to transfer financial data from Quicken, over 100 printed forms and worksheets, and the capability to print tax forms.

Reproduction

• 533 _ _ $a Electronic reproduction. $b Boulder, Colo. : $c NetLibrary, $d 2000. $n Available via World Wide Web.

• $a = type of reproduction

• $b = place of reproduction

• $c = agency responsible for reproduction

• $d = date of reproduction

• $n = note about reproduction

Standard numbers area

• 020 = ISBN

• 050 = LC call number

• 090 = local LC-type call number

• 082 = Dewey call number

• 092 = locally assigned Dewey number

Standard numbers areaISBN

• 020 field = ISBN

• both indicators are undefined

• $a = ISBN

• $c = terms of availability

• $z = cancelled/invalid ISBN

Standard numbers areaCall numbers

• 050 = LC call number

• 090 = local LC-type call number

• 082 = Dewey call number

• 092 = locally assigned Dewey call number

Standard numbers areaClassification of e-resources

Main and added entries

• Handled the same way as for print resources

Main entries

Ackley, Kristina, 1969-

MARC format for main entries

• 1XX fields

• 100 = personal name

• 110 = corporate name

• 100 field = personal name– 1st indicator = type of personal name entry

• 0 = forename

• 1 = surname

• 3 = family name

– Most common subfields• $a = personal name

• $d = dates associated with a name

• $q = fuller form of name

• 110 field = corporate name

– 1st indicator = type of corporate name entry

• 0 = inverted name (pre-AACR2)

• 1 = jurisdiction name

• 3 = name in direct order

– Most common subfields

• $a = corporate name

• $b = subordinate unit

100 1_ $a Ackley, Kristina, 1969- $d 1969-

Added entries

• Kelly, Christine Kuehn.

MARC Format for Added Entries

• 7XX fields

• 700 = personal name

• 710 = corporate name

MARC Format for Added Entries

700 1_ $a Kelly, Christine Kuehn.

Subject added entries

• Subject analysis is the same as for print resources

• There are no LCSH form subdivisions to indicate an electronic resource

Subject added entries

Job hunting -- Computer network resources.

Internet.

MARC format for subject added entries

• 6XX fields

• 650 = topical subject headings

• 600 = personal name subject headings

• 610 = corporate name subject headings

• 2nd indicator shows which thesaurus the term comes from

• 0 = LCSH

MARC format for subject added entries

650 _0 $a Job hunting $x Computer network resources.

650 _0 $a Internet.

Genre/form added entries

• Not used by all libraries

• No standard term exists

Genre/form added entries

• Electronic books

MARC format for genre/form added entries

• 655 field– 1st indicator = type of heading

• Blank = basic

• 0 = faceted

– 2nd indicator = thesaurus• 0 = LCSH

• 7 = source specified in subfield 2

– Most common subfields• $a = genre/form

• $2 = source of term

MARC format for genre/form added entries

655 _7 $a Electronic books. $2 local

Exercise 3

• Physical description area

• Series area

• Notes area

• Standard numbers area

Additional Physical Form Entry

• 776 field

– 1st indicator = note controller

• 0 = display note

• 1 = do not display note

– 2nd indicator = display constant controller

• blank = available in another form

• 8 = no display constant generated

• 776 field

– Most common subfields

• $a = main entry heading

• $d = place, publisher, and date of publication

• $i = relationship information

• $t = title

• $z = ISBN

• $w = record control number

776 08 $i Print version: $a Ackley, Kristina M., 1969- $t 100 top internet job sites. $d Manassas Park, Va. : Impact, 2000 $z 1570231281 $w (DLC) 99089877 $w (OCoLC)43245968

Electronic location and access

• “The information required to locate and access an electronic item.”

OCLC Bibliographic Formats and Standards

• Applies to remote-access electronic resources

MARC format for electronic location and access

• 856 field– first indicator = access method

• blank = no information provided• 0 = email• 1 = FTP• 2 = Remote login (Telnet)• 3 = Dial-up• 4 = HTTP• 7 = method specified in $2

– second indicator = relationship• blank = no information provided• 0 = resource• 1 = version of resource• 2 = related resource• 8 = no display content

• 856 field – most common subfields

– $u = Uniform Resource Identifier

– $y = link text

– $z = public note

– $x = nonpublic note

– $3 = materials specified

856 4 _ $u http://www.netLibrary.com/urlapi.asp?action=summary&v=1&bookid=29001 $y Open e-book $z To access this material, you must have a netLibrary account. If you do not have an account and are a Nebraska State employee, please contact the Nebraska Library Commission Reference Staff (800-307-2665, 471-4016, ready@nlc.state.ne.us); otherwise, please contact your local library

Electronic location and accessOPAC display

Fixed fields (008)

Fixed fields

• For a book:

– Type of Record (Type) = a

– Bibliographic Level (BLvl) = m

– Form of Item (Form) = s, o, or q

Fixed fields

• Type of Record (Type)

• Code for the significant aspect of the item’s content, not its physical form

• m only used for:

– computer software

– numeric data

– computer-oriented multimedia

– online systems or services

Fixed fields

• For a computer file:

– Type of Record (Type) = m

– Bibliographic Level (BLvl) = m

– Type of Computer File (File) = depends on the resource (usually b)

Fixed fieldsFile codes

006 field

• If an item is not coded type “m”, use 006 field for electronic aspects of the item

• 006 uses same codes as the fixed fields

006 field

006 fieldType codes

006 fieldFile codes

007 field

• Codes in 007 field vary according to type of resource

• Use the ones for Electronic Resource

007 field

• $a = category of material

– c = electronic resource

• $b = specific material designation

– o = optical disc

– r = remote

• $d = color

– b = black and white

– c = color

007 field

• $e = dimensions

– n = not applicable

– g = 4 ¾ in.

• $f = sound

– blank = no sound

– a = sound

– u = unknown

• subfields g through l are optional

Summary of Codes

Element/Field Computer Content Text Content

Type m a

BLvl m m

Computer file 008 yes no

Book 008 no yes

Electronic resource 006 no yes

Electronic resource 007 yes yes

Adapted from table on p. 156 of Organizing Audiovisual and Electronic Resources for Access by Ingrid Hsieh-Yee, 2006.

Exercise 4

• Additional physical form entry

• Electronic location and access

• Fixed fields

• 006 & 007

Dealing with multiple versions of a resource

• Print and electronic versions of the same resource

• Electronic versions from multiple providers

Separate records vs. single record

• Dealing with print and electronic versions of the same resources

• “Creating separate records for an item is preferable…You may, however, find a single record approach is better for your local environment.”

“Cataloging Electronic Resources: OCLC-MARC Coding Guidelines”

Separate records

• Print item– Do not use 006 and 007 and do not code “Form of

Item”

– Note the availability of the electronic version in field 530

– Optionally, link to the electronic record with field 776

– Optionally, provide the location of remotely accessible version in field 856Cataloging Electronic Resources: OCLC-MARC Coding Guidelines

Separate records

• Electronic item– Include 006 and 007 and code “Form of Item” for

electronic

– Note the availability of the non-electronic version in field 530

– Optionally, link to the non-electronic record with field 776

– Provide the location of remotely accessible version in field 856Cataloging Electronic Resources: OCLC-MARC Coding Guidelines

Single record

• Record for print item with reference to electronic version– Do not include 006

– Optionally, include 007

– Do not code “Form of Item”

– Note the availability of the electronic version in field 530

– Provide the location of remotely accessible version in field 856

Cataloging Electronic Resources: OCLC-MARC Coding Guidelines

Provider-Neutral E-book Records

• Guidelines for provider-neutral e-monograph records were implemented in August 2009

• PCC members adhere to these guidelines, and it is recommended that non-PCC libraries do so as well

• Provider-Neutral E-Monograph MARC Record Guide: http://www.loc.gov/catdir/pcc/bibco/PN-Guide.pdf

• What is a provider-neutral record?

• “A provider-neutral e-monograph record is a single bibliographic record that covers all equivalent manifestations of an online monograph.”

Provider-Neutral E-Monograph Task Group Report,

July 2009

http://www.loc.gov/catdir/pcc/bibco/PN-Final-Report.pdf

• Why use provider-neutral records?

• “Catalog users often have difficulty understanding the rationale or the subtle differences between multiple records when searching through a cluster of very similar electronic resource records.”

Provider-Neutral E-Monograph Task Group Report,

July 2009http://www.loc.gov/catdir/pcc/bibco/PN-Final-Report.pdf

Provider-Neutral E-book RecordsDifferences from other records

• No notes or added entries for specific packages or aggregations

• Multiple URLS may be included for packages that contain complete text

• 533 fields will no longer be used

• Variant provider-specific titles will be used in 246 field

• 246 1 _ $i Available from some providers with title: $a <title>

• Publisher and dates will be those of the original monograph

• Fewer notes

• Don’t use:

• type of computer file note (516)

• additional physical form note (530)

• reproduction note (533)

• system requirements (538)

• “Description based on print format version” can be used when appropriate.

• Do not supply a source of title note when this is the case.

• 588 field is preferred over 500 field for this note

• 776 field is used in conjunction with this note

• 300 field will start with “1 online resource”

• If available, include pagination in parenthesis.

• Include illustrative matter in $b

• Exclude $c

• Examine any $e to make sure it is still applicable

300 _ _ $a 1 online resource (25 p.) : $b ill.

• ISBNs

“If there is an electronic ISBN as well as other ISBNs, record the e-ISBN in the field 020 $a as the first ISBN, record other ISBNs in 020 $z, and copy the print ISBN to field 776 $z. If it is unclear which format the ISBN represents - as often occurs with simultaneously issued versions - then use $z for any ISBN in the e-version record.”

Provider-Neutral E-Monograph MARC Record Guide

• Drawbacks

– Not all vendors are creating these records yet

– Can be challenging to collocate equivalent versions of an e-book

Exercise 5

• Provider-neutral records

Working with E-Monograph Records from Vendors

• Can require checking the quality of the records

• Sometimes vendors provide records that are for print books

• Be aware of record/system numbers and how they will overlay records already in your system

• Keeping catalog up-to-date may be an issue

Thank you!

Emily Dust Nimsakont

Cataloging Librarian

Nebraska Library Commission

emily.dust.nimsakont@nebraska.gov

800-307-2665

cataloging electronic monographs

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