Team Links
- Revised and Updated February 2004
This document outlines procedures for cataloging non-networked monographic electronic resources: CD-ROMs, DVD-ROMs, or floppy disks (or diskettes). Such items may be accompanied by textual matter such as user manuals or reference sheets.
Prior to the 2001 Amendments to AACR2 Chapter 9, electronic resources were referred to as "computer files." The GMD "computer file" will still be encountered on copy. The current GMD is "electronic resource."
Electronic resources will be delivered to the Electronic Resources specialist through one of several channels:
UFO Team: Items that have been firm ordered for University Park locations will be delivered by a member of the UFO team. These items will be accompanied by a regular "U.P. RECEIPT" flyer that should include all necessary processing information. As indicated in the "Special Processing Instructions" section of this document below, a bindery flyer will seldom be included. Follow the guidelines below to establish how an item should be bound. Note that firm order items may be serials, maps, audio CDs, or DVDs. Serial items should be referred to the Serials Cataloging Team. Maps should be referred to the Maps Team. Audio CDs and DVDs should be referred to the Music/AV Team.
CAST: Items that have been firm ordered or received as gifts for CCL locations will be delivered by a member of the CAST. These items will be accompanied by a regular "CCL RECEIPT" flyer that should include all necessary processing information. As indicated in the "Special Processing Instructions" section of this document below, a bindery flyer will seldom be included. Follow the guidelines below to establish how an item should be bound. Note that some items may be serials, maps, audio CDs, or DVDs. Serial items should be referred to the Serials Cataloging Team. Maps should be referred to the Maps Team. Audio CDs and DVDs should be referred to the Music/AV Team.
AP/Gifts Team: Items that have been received as gifts to be cataloged for University Park locations will be delivered by a member of the AP/Gifts Team. These items will be accompanied by a flyer labeled "APPROVAL PROGRAM & GIFTS TEAM, 126 PATERNO LIBRARY" that should include all necessary processing information. As indicated in the "Special Processing Instructions" section of this document below, a bindery flyer will seldom be included. Follow the guidelines below to establish how an item should be bound. Note that gift items may be serials, maps, audio CDs, or DVDs. Serial items should be referred to the Serials Cataloging Team. Maps should be referred to the Maps Team. Audio CDs and DVDs should be referred to the Music/AV Team.
Serials Receiving Team: Items that arrive as part of a standing order will be delivered by a member of the Serials Receiving Team. Theses items will be accompanied by a printout for the standing order title (usually labeled "C.A.S." in the upper right corner) that will include any special processing instructions that may exist. Note that the vast majority of these items are, by definition, cat-as-sep and should be cataloged as individual monographic resources. However, some items arrive as supplements to existing serial titles and should be referred to the Serials Cataloging Team for cataloging. When in doubt, refer to the Serials Cataloging Team for a decision.
Social Sciences Library: Items that have been received by the Social Sciences Library as government depository copies will arrive in campus mail accompanied by a flyer labeled "DOCUMENTS ELECTRONIC PRODUCTS PROCESSING" or a flyer labeled "CAT MARKING / CATALOGING MONO TEAM, 126 PATERNO LIBRARY." Each flyer should specify the location for which the resource should be cataloged as well as any special processing instructions. Note that some items may be serials, maps, audio CDs, or DVDs. Serial items should be referred to the Serials Cataloging Team. Maps should be referred to the Maps Team. Audio CDs and DVDs should be referred to the Music/AV Team.
In most cases, a binding decision will not be available for an electronic resource. Make a decision and include a binding flyer according to the following guidelines:
University Park locations:
In most cases, items in cardboard containers (such as software) will be removed from the container and the container will be discarded.
In almost all cases, CatMarking will house a CD-ROM in a jewel case. Depending on the location, the CD-ROM in the jewel case will be inserted in a pocketed pamphlet binder.
When an electronic resource includes accompanying material in the form of a book, provide a separate barcode for the book. An accompanying book will generally be bound separately from the electronic resource it accompanies and will shelve next to the electronic resource. Assign an appropriate term in the call number for the accompanying material to distinguish its call number from the call number of the main item. Example:
Call number for main item: PC2142.F74 2002Call number for user guide: PC2142.F74 2002 guide
If the accompanying material is not in the form of a book, but is important enough to retain (such as a quick reference sheet or a pamphlet with important information), consult a member of the CatMarking Team. In many cases such items can be inserted in a pocket in the same pamphlet binder that houses the electronic resource.
If there is doubt about how an item should be housed or bound, contact the selector for a decision.
Social Sciences Library:
Nearly all of the electronic resources owned by the Social Sciences Library will be cataloged for library UP-PAT, location ELECRES-SS. Note that this location is a cabinet suited to hold only CD-ROMs in jewel cases, so the items will not be bound in pam binders. The jewel cases themselves will be labeled and stored in the drawers of the cabinet. Textual material larger than the jewel case accompanying such items, because it will not fit in the cabinet, should be assigned a separate barcode; the call number for the accompanying material should include a descriptive term to distinguish its call number from the call number for the disk itself. Accompanying material will be shelved in a separate location by Social Sciences Library staff and a note added to the jewel case of the electronic resource to notify patrons that the accompanying material is shelved elsewhere. Note that although the accompanying material will not be stored in the drawer with the electronic resource it accompanies, the accompanying material will also be cataloged for library UP-PAT, location ELECRES-SS.
The Social Sciences Library receives many government depository CD-ROMs. Some of these will be cataloged for library UP-PAT, location ELECRES-SS according to the guidelines above. A flyer accompanying the item will specify whether the item should be classed using a Sudoc call number or a Library of Congress call number. Note that the jewel cases for many of these items may already be labeled with a Sudoc call number. Items to be cataloged for UP-PAT, ELECRES-SS using a Sudoc number need not be sent to CatMarking for labels; there should already be a Sudoc call number label on the jewel case. Simply apply a barcode to the back of the jewel case. Upon completion, place the CD-ROM on the shelf near Secretarial Services labeled for items to be delivered by Collection Maintenance staff to the Social Sciences Library.
Some depository CD-ROMs are sent by the Social Sciences Library to be cataloged for other locations, most often the Earth & Mineral Sciences Library or the Education and Behavioral Sciences Library. Such items will always be assigned a Library of Congress call number.
Note that there is a special workflow for many depository CD-ROMs. If there is MARCIVE record already in The CAT for an item, the LIAS number (in the form "tmp#XXXXXXXX") should be listed on the flyer accompanying the item. The Libraries receive a monthly shipment of bibliographic records that will overwrite the temporary MARCIVE records with full-level records. Typically full level records arrive within two months of receipt of the item itself. Therefore, it is advisable to hold any items for which a minimal-level MARCIVE record exists for at least a month, at which time The CAT should be re-searched to see if the minimum-level record has been overwritten by the full-level record. In other words, for depository CD-ROMs for which minimum-level MARCIVE records exist, do not search OCLC or RLIN for full-level records. Simply wait until the full records are automatically loaded into The CAT.
CCL Campuses:
Unlike items for University Park locations, items for CCL campuses are often housed in the container in which they are issued. Provide a single barcode for the item if it (or all of its constituent parts) is housed in a container. If the resource is not issued in a container, supply a barcode for each constituent part (e.g. disk, user manual) as for University Park items.
Non-Monographic Items
Serials:
Follow the usual guidelines when determining if the item is a serial or monograph. If there is a print version already in the CAT that is treated as a serial, typically the electronic resource is also treated as a serial. If in doubt, refer to the Serials Department's electronic resources specialist for a decision. Serial items should also be forwarded to the Serials Department's electronic resources specialist for cataloging.
Maps:
Follow the usual guidelines when determining if the item is an atlas, map, or monograph. The term "atlas" in the title and cartographic information in the 255 field are indications that the item may be a map. If in doubt, refer to the Maps Team's electronic resources specialist for a decision. Map items should be forwarded to the Maps Team's electronic resources specialist for cataloging.
Music and Audiovisual:
If the item is an audio CD, video DVD, or has accompanying material that should be handled by the Music/AV Team, forward it to a member of the Music/AV Team. If in doubt, refer to the Music/AV Team.
When a CD-ROM, DVD-ROM, or computer disk arrives with an accompanying book, a decision must be made as to whether or not the two items belong together and should therefore be cataloged together. If the CD-ROM, DVD-ROM, or computer disk complements or supplements the book, then the disk should be treated as accompanying material and cataloged on the same record as the book using the 300|e. Examples: text exercises, additional data, or programs for use with the text. Follow the instructions given in Processing Guidelines for Printed Monographs with Accompanying CD-ROMs, DVD-ROMs, and Computer Disks.
If the CD-ROM, DVD-ROM, or computer disk appears to be the main item and the book is supplementary, catalog the disk as an electronic resource and treat the book as accompanying material. Example: CD-ROM accompanied by a user's guide.
Two options when book is accompanying material to disc: Tag Ind. Contents 300 1 CD-ROM ;|c4 3/4 in. +|e1 user's guide (28 p. : ill. ; 22 cm.) 300 1 CD-ROM ;|c4 3/4 in. 500 Accompanied by statistical summary entitled: Economic review in brief (37 p. ; 27 cm.) 740 0# Economic review in brief
In deciding whether a disk should be cataloged as a main item or as supplementary material, consider the following:
OCLC Passport: format code: com
The com format code can be used to qualify keyword searches or derived searches. The search results of searches qualified in this way will include only records that have fixed field Type "m" or 006 Form "m."
Examples:
fin ti microsoft and ti visual/com
=gart,gro,l/com
RLIN (Telnet access): format code: mdf
When connecting to RLIN via Telnet, one must select the appropriate file(s) before searching. The RLIN defaults to bks, the monographs file. Issue one of the following commands and search per normal guidelines:
sel fil mdf [to search just the electronic resources file]
sel fil mdf, bks, ser, map [to search the electronic resources, monographs, serials, and maps files. For this command, files will be searched in the order specified and results returned from the first file in which a match is found.]
OCLC (Smartport Z39.50 access):
Search per standard monographic searching guidelines. There is currently no method available to limit searching to electronic resources.
RLIN (Smartport Z39.50 access):
There are two different connections available: RLIN and RLIN-MDF. RLIN is divided into eight different bibliographic files based on type of material. The RLIN connection searches all eight files; RLIN-MDF will only search the electronic resources (computer files) file. It is best to use the full RLIN connection because a record is occasionally coded incorrectly as a book instead of as an electronic resource.
LC (Smartport Z39.50 access):
Search per standard monographic searching guidelines. There is no current method available to limit searching to electronic resources.
Treat the entire item as the chief source.
Prior to the 2001 Amendments to AACR2 Chapter 9, the source that gave the most information in the following order of preference was used as the chief source: title screen; CD-ROM, DVD-ROM, or computer disk label; container. (Most institutions choose the CD-ROM, DVD-ROM, or computer disk label as the chief source.)
Fixed Fields and Format
Fixed fields: Accept copy as found. For details about fixed fields, see the guidelines at Fixed Fields - MRDF (Computer Files/Electronic Resources) Format.
Format: Accept copy as found. Some electronic resources will be cataloged as form MRDF, others as MARC (books).
006 Fixed Field (Additional Material Characteristics)
Accept copy as found. Most common will be items cataloged using MARC (books) format that include an 006 for computer files to bring out the electronic aspects of the item.
245 Title Statement
Copy should follow standard monographic guidelines. If a GMD is lacking, insert one (|h[electronic resource]) following 245|a. There is no ISBD punctuation preceding 245|h. However, there will be ISBD punctuation following 245|h depending on which subfield follows it.
245|h examples: Tag Ind. Contents 245 12 A clothesline on the moon |h[electronic resource] :|ba study of drying clothes in a low gravity field /|cCommittee on Drying Clothes on the Moon. 245 00 Effects of illegal lofting in rogue bowling alleys |h[electronic resource] /|cedited by Firstname M. Lastname. 245 04 The grand unified theory of cataloging |h[electronic resource].|pQuantum oscillations /|cCommittee to Merge Everything into One Field.
246 Varying Form of Title
Copy should follow standard monographic guidelines. Add additional 246's to record variant titles if they are lacking from copy.
246 examples: Tag Ind. Contents 246 1# |iTitle on CD-ROM label:|aAdventures on a spiral sliding board 500 Title from title screen. 246 1# |iTitle on container insert:|aCheese wrappers 500 Title from CD-ROM label. 246 1# |iTitle on container spine:|aPeas, peas, peas! 500 Title from CD-ROM label. 246 1# |iTitle on container:|aHi, I'm a container! 500 Title from title screen. 500 Issued in container (28 cm.).
Use 7xx |t, 730, or 740 to provide access for varying title information on accompanying materials. Describe these variations in a 500.
Accompanying material has variant title:
Tag Ind. Contents 245 00 Turtleland ToastMaker 4|h[electronic resource]. 300 1 CD-ROM ;|c4 3/4 in. 500 Accompanied by: Making toast for dummies / by Overeasy U. Eggs and I.M. Squeekyclean, 4th ed. 700 1# Eggs, Overeasy U.|tMaking toast for dummies.
250 Edition Statement
Include any edition and/or version statement that clearly applies to the electronic resource itself.
250 Windows ed., version 2.1.
250 Version 3.0.
Do not include edition information that applies only to the accompanying material in the 250, such as a 2nd ed. of a user's manual.
If in doubt, give the edition statement in a quoted note instead:
500 "Version 2.05"--T.p. verso of user's guide.
256 Computer File Characteristics
Accept copy. Do not add.
256 Computer data.
256 Computer program.
256 Computer data and programs.
300 Physical Description
Floppy disks:
300 2 computer disks ;|c3 1/2 in.
300 1 computer disk ;|c5 1/4 in.
300 14 computer disks ;|c3 1/2 in.-5 1/4 in.
CD-ROMs:
300 4 CD-ROMs ;|c4 3/4 in.
300 1 CD-ROM ;|c4 3/4 in. +|e2 computer disks (3 1/2 in.) + 1 user's guide.
300 CD-ROMs ;|4 3/4 in. (for an incomplete set)
DVD-ROMs:
300 2 DVD-ROMs ;|4 3/4 in.
300 1 DVD-ROM ;|4 3/4 in. +|e3 CD-ROMs (4 3/4 in.)
500 General Note
Note: For reasons of simplicity, 5xx fields in this document are listed in numerical order. For the proper order in which they should be input, consult Order of Notes: Computer Files.
Always record the source of the title:
500 Title from CD-ROM label.
500 Title from title screen.
500 Title from container insert.
Add additional physical information not given in 300:
500 Issued in container (28 cm.).
500 User's guide has title: Programming with Uncle Bob user's guide.
Detailed description of accompanying material (do not repeat the description in 300|e if it is described in a 500):
Detailed description in 500: Tag Ind. Contents 245 00 Vacuum cleaner bags III|h[electronic resource] :|bproceedings of an international conference. 300 1 CD-ROM ;|c4 3/4 in. 500 Accompanied by book containing abstracts of the proceedings.
516 Type of Computer File or Data Note
If the only information in the 516 is: Computer data, Computer programs, or Computer data and programs, move this information into a 256 field. Otherwise, accept if found on copy. Do not add.
520 Summary Note
Accept if found on copy. If possible, add if missing. This note can usually be constructed from information provided on the container. Only include information that is important for describing what is contained in the electronic resource or what it can do.
Summary notes: Tag Contents 520 Contains papers, abstracts, and posters contributed to the conference in PDF format. 520 Collection of data compiled during the 1985-1989 North Atlantic Wheat Biscuit Survey. Includes photographs in several formats. 520 This program includes several databases about TV dinners and kitchen tables that can be searched. Results can be copied and pasted into user-created documents.
530 Additional Physical Form Available Note
Add a 530 if there is evidence that the item exists in other formats. Accept copy unless obviously wrong.
530 Also published in print.
530 Also available online.
Note: For items that are also available online, a corresponding 856 field containing the URL should be in the record.
538 System Requirements Note
If not present on copy, add. Include the minimal requirements for using the software or files on the CD-ROM, DVD-ROM, or computer disk as they are stated in the item. Requirements are usually found printed on the CD-ROM, DVD-ROM, or computer disk label, in an accompanying user manual, on the container, in a jewel case insert, or a "readme" file on the item. Most often the requirements will include machine type (i.e., Mac, PC), operating system requirements, and any special hardware or software requirements (i.e., sound card). This should be brief giving the minimal requirements and, if necessary, recommended requirements.
System Details Note: Tag Contents 538 System requirements: PC with a 486 processor or higher running Windows 3.1 or higher, or Macintosh with 68020 processor or higher running System 6.0.7 or higher; 8 MB RAM (16 MB recommended for Windows 95 or higher); 800 x 600 screen resolution, 24-bit color; 4x CD-ROM drive.
538 is a repeatable field, so you can record system requirements for different platforms in separate notes.
System Details Notes for Multiple Platforms: Tag Contents 538 System requirements for Windows: 233 MHz or faster Pentium or compatible processor; Windows 95/98/NT/2000; 32 MB RAM; 200 MB hard disk space; Sound Blaster or compatible sound card. 538 System requirements for Macintosh: 68030 or higher processor (PowerPC recommended); MacOS 7.1 or higher; 32 MB RAM; 240 MB hard disk space.
538 Disk Characteristics Note
Accept if found on copy. Do not add.
538 Disk characteristics: CD-ROM.
556 Information About Documentation Note
Accept if found on copy. Do not add.
590 Local Note
Use this field to record local information.
590 UP-PAT copy lacks accompanying user manual.
6xx Subject Headings
Accept LC subjects with or without the following form subdivisions:
|vDatabases.
|vInteractive multimedia.
|vProgrammed instruction.
753 System Details Access to Computer Files
Delete this field from copy.
856 Electronic Location and Access
In those cases when the contents of a CD-ROM are also available online (as noted in a 530 note), the record may include an 856 field with the URL for the online version of the resource.
First indicator (Access method) for field 856 will almost always be 4 (meaning the access method is HTTP). If it is something else, consult the MARC Concise Format for Bibliographic Data to verify its correctness. (First indicator 7 may sometimes be present, in which case there must be a subfield 2 in the field to specify the access method.)
The second indicator will be 0 if the record describes the electronic resource itself, 1 if the record describes the print version (to which an 856 for the electronic version has been added).
Second indicator 2 indicates that the location in field 856 is for an electronic resource that is related to the item described by the record. In this case, the item represented by the bibliographic record is not the electronic resource itself. Subfield |3 can be used to further characterize the relationship between the electronic item identified in field 856 and the item represented by the bibliographic record as a whole. For example, the 856 may refer to an abstract or summary of the resource described. The second indicator would be 2 and there might be a |3Chapter summaries to specify the nature of the resource to which the 856 refers. Cases like this are rare.
The URL itself should appear in a subfield u. There may also be a public note in subfield z. Generally accept copy. Underline characters (_) should be changed to %5F and tilde characters (~) should be changed to %7F.
