Michigan State University

Procedure for Adding Free Web records to the Catalog

Items that would be considered eligible for this procedure are URL’s that can be accessed freely without restriction on the web and once cataloged would not be added to with any sort of update. In other words, the content of the URL will be cataloged once and no on-going work will be required as is true for standing orders. Selectors would not expect Technical Services to return to the URL to look for new content to catalog separately after it was first added.

1. Selector creates an “order” by completing and submitting the form found at http://bibtrack.lib.msu.edu/.  Submitting this form will send the request to sent to: ecatrequest@mail.lib.msu.edu. The form will provide space to include the URL, as it should appear in the catalog, a title as apparent to someone viewing the record, the HTML tag title, their initials, and a fund code.

2. Acquisitions staff will work from the forms delivered to the “ecatrequest” mailbox by logging in on the staff interface, searching for the type of records they want to work on, clicking on the ticket number, and cutting and pasting from the information supplied by the selector. Separate bib and order templates will be used to supply constant data. An explanation of the templates will be a separate document. There must be a minimum of a title and URL for each bib record created.

3. Acquisitions staff will not search the orders for duplication or any add process. There will be no search for SkyRiver copy at the order point.

4. After the Input Typist completes an entry in the catalog, they will right click on URL they have added and then “Open URL” to make sure the URL works. They will review the URL for accuracy. If it does not work and if it is not a keying error, they will return the order to the selector after suppressing the record and adding a note “Returned to selector.”

5. If the URL works, the Input Typist will review the web result to make sure that the title given by the selector nominally matches the result they obtained by using the URL and mark the form in the “ecatrequest” file as “complete.” If it does not, the order is returned to the selector after suppressing the bib record and adding a note “[today’s date] Returned to selector”, [inputters initials] in the note field of the order record. The “ecatrequest” form will be marked “problem.”

6. The Selector will respond to returned items via the “ecatrequest” form. Acquisitions will correct and unsuppress the bib record and if everything is now correct, mark the “ecatrequest” form “complete.”

7. An E-copy cataloger will search in the OCLC number index for the “Webcat” and get a list of titles to catalog.

8. The e-copy cataloger will select the top ___titles and add their initials after the word “Webcat” in each record selected so that others know that this record is in process. The 001 will now look like this: Webcat [e-copy cataloger’s initials].

9. The titles will be searched in OCLC for matching copy. If it is found, the record will be updated and overlaid on the brief record in the online catalog removing the “Webcat” in process notes. Specific cataloging procedures are in a separate document.

10. If no SkyRiver copy is located or the title cannot be completed, the e-copy cataloger updates the 001 “Webcat” note by adding “CMS” and removing their initials. The 001 will now look like this: Webcat CMS.

11. The e-cataloger will select the top ___titles marked “Webcat CMS” and add their initials. The 001 will now look like this: Webcat CMS [e-cataloger initials].

12. Any titles that cannot be cataloged will be marked “prob” in the 001 field to allow these records to be assigned as a separate workflow. Since this workflow is part of a 6-month pilot, we recommend leaving the titles marked “prob” until after the 6 months then analyzing the reasons why titles became problems at that time. The 001 will now look like this: Webcat prob.

13. Since all records are online, we will be able to identify them via the 001 field and through create lists so that any that are not cataloged through this procedure can be identified and can be researched on OCLC periodically.