Penn State University Libraries - Remote Electronic Resources Cataloging Policies

This document contains the policies for cataloging remotely-accessed electronic resources. The policies were adopted by the Cataloging Services Faculty at a meeting on October 20, 2003.

1) Responsibilities for integrating resources, training and documentation

• All integrating resources that have a known relationship to an existing serial title will be cataloged by the Serials Cataloging Team. Integrating resources that have no known relationship to existing serials titles will be cataloged by Cataloging Services.
• Selectors may make requests for cataloging of free resources directly to either the Serials or Monographic electronic resources catalogers, who will refer as necessary. Requests for purchased electronic resources will follow existing workflows through ordering, with requests for cataloging directed to Serials or Cataloging by the Electronic Resources Specialist.
• The Serials Department will train its own staff who catalog integrating resources in a serials environment. Cataloging Services will train its own staff who catalog integrating resources in a monographic environment. Documentation will be comprehensive. Responsibility for its maintenance will be shared by electronic resources specialists in both departments.

2) Single record vs. separate records

When adding individual records to the CAT:

• If the Libraries own a print version of an electronic resource, reflect the availability of the electronic version by adding a note and link to the record for the print version. Create a call/copy record for the electronic version. (Note that if the electronic version of the title differs appreciably from the print version, a new record is warranted.)
• If the Libraries do not own a print version of an item, create a new record for the electronic version, whether or not copy for the print version is available. Create a call/copy record for the electronic version.
• If the Libraries acquire a print version of an item for which a record for the electronic version already exists in The CAT, use the record for the print version for the newly acquired print title. In this case, there will be two records in The CAT for the same title.

When batch-loading records to the CAT:

• If the Libraries own a print (or microform) version of an electronic resource, and when the records purchased for batch loading are in the form of records for the print (or microform) version to which a note and URL have been added, match incoming records to existing records in The CAT and overwrite existing records to the extent feasible. Create call/copy records for the electronic versions as part of the load. (Note that match criteria for the Sirsi Bibloader are unsophisticated and thus matching incoming records to records already in The CAT has not been feasible for any of the bib loads completed as of this writing. Also note that some purchased records for electronic resources describe the electronic resource itself [rather than the print version]. In these cases, the records should be loaded as new records; a call/copy record for the electronic resource should be created as part of the load.)
• If the Libraries do not own a print (or microform) version of an electronic resource, load incoming records as new records. Create a call/copy record for the electronic resource.
  

3) Rec Type and 006 field

When copy cataloging, accept copy. Do not add an 006 when it is lacking from copy. Because rules for cataloging electronic resources were implemented relatively recently, there is much variation on copy; the resulting inconsistency is reflected both in The CAT and in OCLC.

For original cataloging, follow current rules, choosing format (MARC, MRDF, etc.) and coding RecType as warranted. Add an 006 for electronic resources coded RecType “a”.

4) Call number

For all monographic electronic resources use call number “Electronic resource,” Class Scheme ASIS, Library ONLINE, Location ONLINE, and Item Type ONLINE. An auto-generated Item ID can be initiated by typing AUTO in the Item ID box of the Vol/Copy record. Leave the “circulate” box checked. (ONLINE is not a holdable location.)