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Contact

Cataloging and Metadata Services
126 Paterno Library
University Park, PA 16802-1808

Staff Directory

Phone: (814) 865-1755
Fax: (814) 863-7293
ul-cataloging@lists.psu.edu

E-Books Cataloging

 

General Information

Acquisitions staff:

  1. place the e-book orders
  2. attach the orders to imported e-book or mlp records (print copy records are not used)
  3. input valid links to the available e-books upon receipt, making them immediately available to patrons
  4. make sure the Library in the Call/Item record says Online, which is a non-holdable Library
  5. email the orders to Monographs Team staff
    *emails for RUSH e-books will have RUSH in the subject line*

Monographs Team staff:

  1. print the emails or attached files with the e-book orders, some of which list multiple items
  2. add printouts to e-book orders folder in date order
  3. take printouts for the oldest orders to work on and cross off the list and initial as cataloging is completed
  4. return printouts to folder in proper date order if one or more e-book was not cataloged
  5. put completed e-book order printouts in folder for finished orders

E-book orders for serials and periodicals are sent to the Serials Cataloging Team.

 

Searching for Copy

Acquisitions staff will search OCLC for an e-book record once they receive an order. Preferred searching is by

  1. e-book ISBN
  2. author
  3. title

Preferred copy is as follows:

  1. e-book record that matches exactly, including vendor
  2. e-book record from a different vendor
  3. if an e-book record is not found, an mlp record is created

NOTE: If a DDA record is found in The CAT by Acquisitions staff at the ordering stage, the e-book request is returned as a dup.

Cataloging staff

  1. verify that the e-book record created at the time of order matches the e-book title and is the best record
  2. replace mlp records with available print records or other near copy records and update accordingly

    NOTE: If the URL is not included in the e-book order email and you are replacing a record, copy/paste the e-book ISBN and URL into Notepad, Word, etc., first, so that you don't lose it and can paste it back into the new record.
 

Duplicate Records in The CAT

Two types of e-book duplicate records may be found in The CAT:

  1. Bibload records -- Ignore; Use record with URL that is usually provided in email. Bibload records will contain a 949 field similar to the following, which includes a |o to describe the file loaded:

    Bibload 949 example:
    Tag Ind. Contents
    949    Electronic resource|wASIS|mONLINE|kONLINE|lONLINE|o20110727 Sixties|rY|sY|tONLINE

  2. DDA (formerly PDA, Patron Driven Access) -- After an e-resource is accessed for the 3rd time via these records, PSU owns it. The records can be identified by the following:
    • Created by HAB
    • Date cataloged has a date after 3rd access
    • Title control number begins with YB or [add ebl prefix]
    • Staff note indicating purchase added after 3rd access

      NOTE: If a DDA record indicates a purchase, shadow it and use the record with the provided URL from the email, instead. Delete the DDA record if it does NOT yet indicate a purchase.
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Field by Field Guidelines

When updating the e-book record, access the e-book online and verify the following. These items are already purchased.

  • Verify that the title in the e-book matches the 245.
  • Verify imprint, dates, series if present, and paging.
  • Verify that the Table of Contents tab contains information.
  • Verify that the e-book is in focus, readable, and that the pages "turn."

After taking some of the oldest printouts of e-book orders from the e-book orders folder, Cataloging staff should review the following fields in the matching records and update them as necessary. There will already be a CAT record in place for each title.

NOTE: It is okay to copy info from the print record to paste into the e-book record, but, if the e-book info for the descriptive fields differs from the print version, use the e-book info to update the fields accordingly.

020 | 050 & Call Number/Item Record | 245 | 260 | 300 | 4XX/8XX | 500 | 504 | 505 | 533 | 538 | 541 | 590 | 6XX | 655 | 710 | 776 | 856

020 -- ISBN

  • Accept or add e-book 10 and 13 digit ISBNs (copy/paste from the e-book if available)
  • ISBNs may be available from email/printout
  • Print ISBNs should be in a |z if present

050 and Call Number/Item Record

  • Look for an available 050 or 090. E-book records will often have LC call numbers with a lowercase eb added to the end of the date.
  • In the Call Number/Item Record, replace the lowercase eb with |zEBOOK.
  • E-book sets should have EBOOK added after the volume number.

    Call Number Structure
    Call Number Type Structure
    E-book record 050 LB1042.Z564 2004eb
    Call Number/Item Record LB1042.Z564 2004|zEBOOK
    Call Number/Item Record if e-book set LB1042.Z564 2004|zv.1 EBOOK

  • Shelflist the call number as usual. If the e-book record does not have a call number, use the print call number if available and add |zEBOOK.
    NOTE: When using a print record call number, bring over the subjects, as well. It is not necessary to add an 050 or 090 to the bib record, though.
  • Library and Home location should be ONLINE.
  • Item id should be a system generated item id.

245 -- Title and Statement of Responsibility

  • Accept or add |h[electronic resource] after the title proper but before the subtitle. If the title proper is immediately followed by a |n and/or |p, the |h follows them.

    Examples of 245|h Positioning
    Tag Ind. Contents
    245 10 Persistence and spacetime|h[electronic resource] /|cYuri Balashov.
    245 10 Zorba's daughter|h[electronic resource] :|bpoems /|cby Elisabeth Murawski.
    245
    		 00
    		 How products are made.|nVolume 2|h[electronic resource] :|ban illustrated guide to product manufacturing /|cKyung-Sun Lim, editor.
    245 10 Derivatives algorithms.|nVolume 1,|pBones|h[electronic resource] /|cTom Hyer.

    NOTE: The |h is NOT preceded by any mark of punctuation or by a space.

260 -- Publication, Distribution, etc. (Imprint)

  • Accept or add imprint info after verifying from the e-book full text.
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300 -- Physical Description (Collation)

  • The 300|a should indicate 1 online resource followed by paging in parentheses, if available. Check full text online for preliminary and main text paging.
  • If illustrations are present, add a |bill.
  • Do not input a |c.

    Examples for E-book 300 Field
    Tag Ind. Contents
    300    1 online resource.
    300    1 online resource (52 p.)
    300    1 online resource (11 p.) :|bill.
    300    1 online resource (iv, 225 p.) :|bill., col. maps.
    300    1 online resource (2 v. in 1 (xxiv, 260 p. : xxv, 273 p.)) :|bill.

4XX/8XX -- Series Statement

  • Verify that a series present in the record matches a series in the e-book.

500 -- General Note

  • Accept but do not input a general note indicating the description was based on the print record.

    General Note
    Tag Ind. Contents
    500    Description based on print version record.

504 -- Bibliography, etc.

  • Accept or add after verifying from full text online. The Table of Contents may list if a bibliography is present.

505 -- Contents

  • Accept as a general policy, but it is okay to delete if there are many errors present or if it is poorly formatted.

533 -- Reproduction

  • Accept if vendor matches from whom we purchased the e-book (i.e., NetLibrary, EBL, ebrary) but do not add; otherwise, delete.

    Reproduction Notes
    Tag Ind. Contents
    533    Electronic reproduction.|bBoulder, Colo. :|cNetLibrary,|d2009.|nAvailable via World Wide Web.|nAccess may be limited to NetLibrary affiliated libraries.
    533    Electronic reproduction.|bPalo Alto, Calif. :|cebrary,|d2011.|nAvailable via World Wide Web.|nAccess may be limited to ebrary affiliated libraries.

538 -- System Details

  • Accept or add a 538 indicating the mode of access is the World Wide Web.

    System Details Note
    Tag Ind. Contents
    538    Mode of access: World Wide Web.

541 -- Donor Note

  • Accept donor notes added by Acquisitions staff.

    NOTE: If you replace a record, the donor note is retained, but moved to the bottom of the record. It is not necessary to move it back to its original position.

590 -- Local Note

  • Add a 590 in uppercase indicating the e-book is available to authorized PSU users.

    Local Note
    Tag Ind. Contents
    590    AVAILABLE ONLINE TO AUTHORIZED PSU USERS.
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6XX -- Subject Heading

  • There must be at least one LC Subject Heading present in the record. (The second indicator will be zero. See the Subject Heading Treatment chart.)
  • If the record lacks an LC subject heading, check print version records to see if one is available. Refer if not.

655 -- Index Term-Genre/Form

  • Retain or add a 655 for Electronic books. It may appear in one of two forms in the record (if adding, follow the second example):

    Index Term-Genre/Form
    Tag Ind. Contents
    655 #4 Electronic books.
    655 #7 Electronic books.|2local

710 -- Corporate Name

  • Accept if vendor matches from whom we purchased the e-book (i.e., NetLibrary, EBL, ebrary); otherwise, delete.
  • Retain 710s for non-vendor corporate bodies as appropriate.

    Corporate Name Added Entry
    Tag Ind. Contents
    710 2# NetLibrary, Inc.
    710 2# ebrary, Inc.

776 -- Additional Physical Form

This field refers to a record for an alternate format of the item and often appears in conjunction with a 530 note indicating the additional physical form.

  • Accept but do not add 776s that refer to print versions, as well as their corresponding 530s.

    Additional Physical Form Entry
    Tag Ind. Contents
    530    Also available in print.
    776 08 |iPrint version:|aCramerotti, Alfredo.|tAesthetic journalism.|dBristol, UK : Chicago : Intellect, c2009|z9781841502687|z1841502685|w(OCoLC)318873587

856 -- Electronic Location/Access

  • Retain 856s created by Acquisitions staff for the e-book.
  • Ebrary URLs should be preceded by a proxy server address. The |u coding should only be used once at the beginning of the field.

    Electronic Location/Access With Proxy Server Address
    Tag Ind. Contents
    856 40 |uhttp://alias.libraries.psu.edu/eresources/proxy/login?url=http://site.ebrary.com/lib/pennstate/Top?layout=document&id=10333706

  • NetLibrary and EBL URLs do not need the proxy server address.

    Electronic Location/Access Without Proxy Server Address
    Tag Ind. Contents
    856 40 |uhttp://www.netlibrary.com/urlapi.asp?action=summary&v=1&bookid=345894
    856 40 |uhttp://www.pensu.eblib.com/patron/FullRecord.aspx?p=536995

NOTE: If replacing an e-book record with better copy, copy/paste the URL first into Notepad, Word, etc., so that you don't lose it and can paste it back into the new record.

 

Statistics

  • For monographs, mark your statistics in the ER Mono Remote category.
  • For serials, mark your statistics in the ER Ser Remote category.
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