Cataloging Online Monographs (electronic books) (AACR2)
As of August 1, 2009, records for online books should be input under the PCC's provider-neutral rules rather than making a separate record for each provider of the book. Eventually records for individual providers may be merged into one provider-neutral record, but for now there will be a mixture of types of records.
Here are MSU's procedures for cataloging online books under provider-neutral rules. These procedures apply to all e-monographs, including packages or series such as NetLibrary, ebrary, Wiley o-books, Annals of the New York Academy of Sciences, MSU theses, etc.
1. Check the local catalog to see whether it contains the online version from a different provider (e.g., you have ebrary but a NetLibrary version is already in the catalog). If so, treat your version as an Add.
a. Add your URL in a new 856 field, including ezproxy string if required, and $z note with the provider’s name. For example:
856 40 $z Connect to online resource via Wiley - MSU authorized users $u [ezproxy and URL]
b. In the old URL, add the provider name to the $z note if it is not already there.
c. Do not add another item record.
If there is nothing in the local catalog, you will catalog the e-resource in SkyRiver. See steps 2-5.
2. If you find a provider-neutral record: Use it.
a. Delete all 856 fields that do not apply to MSU.
b. Add your 856 field with the URL, ezproxy string if required, and $z note with the provider’s name. For example:
856 40 $z Connect to online resource via ebrary - MSU authorized users $u [ezproxy and URL]
NOTE: If the record already has the URL for your provider, you must still add the ezproxy string and $z note.
c. Add “Online” at the end of the call number.
d. There will often be an order record to overlay. Make sure there is no 856 field in the order record before exporting. Otherwise your 856 will not export.
e. Before exporting, add a 999 field: $e m (or change Mat Type 'a' to 'm' in Millennium after exporting)
3. If there is no provider-neutral record but you find copy for your provider: Use it, following your old procedures (Wiley, ebrary, etc.).
- One change in procedure: add your provider information to the $z note of the 856 field. For example:
856 40 $z Connect to online resource via ebrary - MSU authorized users $u [ezproxy and URL]
NOTE: It is also acceptable to "neuter" the record by removing references to your provider, following the steps in #4, below.
4. If you find no copy for your provider but you do find copy for another online version (e.g., you have ebrary but you only find NetLibrary or a publisher’s e-version): Use the copy, with the following changes:
a. Take out all information specific to the other provider (856, 710, 740, 5xx notes, etc.).
b. Take out any 533 field.
c. If the 260 field reflects the other provider, change the 260 to reflect the print version (or, if no print version, to reflect your provider). Date should be date of print version.
d. Change the 300 field to read “1 online resource”, including paging and illustrations. Do not include any information about format (such as digital, pdf, or html). For example:
1 online resource (iv, 326 p.) : $b ill., maps.
e. Make sure that the GMD $h [electronic resource] is present and that the Fixed field Form code is 's'.
f. Do not add a 538 note (Mode of access: World Wide Web), a 588 note (Title from…), or a 530 note (Also issued in print). Leave these notes if present.
g. If your version has its own ISBN, add it. Do not delete other ISBNs.
h. Add your URL, including the ezproxy string and the $z note with the provider’s name. For example:
856 40 $z Connect to online resource via ebrary - MSU authorized users $u [ezproxy and URL]
i. Add “Online” at the end of the call number.
j. There will often be an order record to overlay. Make sure there is no 856 field in the order record before exporting. Otherwise your 856 will not export.
k. Before exporting, add a 999 field: $e m (or change Mat Type 'a' to 'm' in Millennium after exporting)
5. If you find no copy for any online version, derive a new provider-neutral record from the print record. Do not include in the master record any information specific to the provider except for the URL.
a. Keep the 1xx, 245, 260, series, call number, etc. from the print record. Delete the 010 field.
b. Add a 588 note (the last 5xx field). If there is a print record, note should read:
588 Description based on print version record.
If there is no print record, the wording of the note will depend on the source of the title. Include provider name and the date viewed.
Examples:
588 Title from book home page (Oxford, viewed on June 18, 2007).
588 Title from PDF title page (Wiley InterScience, viewed on Sept. 2, 2008).
588 Title from table of contents page (Alexander Street Press Web site, viewed on Aug. 11, 2008)
c. 020 fields:
- Add your e-ISBNs, if any, as the first ISBNs
- Keep the print ISBNs, but put them in $z subfields.
d. If the title on your version is different from the 245 title, add a 246 field in this form:
246 1_ $i Available from some providers with title: $a [your title]
e. The 300 field should read “1 online resource” and include paging and illustrations. Do not include any information about format (such as digital, pdf, or html). For example:
1 online resource (iv, 326 p.) : $b ill., maps.
f. Add a 776 08 field for the print version record, if any. At the beginning of the field, add: $i Print version:
Example: 776 08 $i Print version: $t Nature's perfect dog $w(CaEvSKY)sky123456789
NOTE: The 776 field can also be used for additional formats such as CD-ROM or microfiche versions of the resource.
g. Add the following:
- GMD $h [electronic resource] (in the 245 field, after the $a, $n or $p)
- Fixed field Form: o
- 006 m d [To get spacing correct in SkyRiver, you can copy from an existing record]
- 007 cr
- “Online” at end of call number.
- 655 _0 containing appropriate genre term (consult CMS team for what to use). For example:
655 _0 Electronic books.
655 _0 Electronic reference sources.
- URL including ezproxy string if required, and $z note with the provider’s name. For example:
856 40 $z Connect to online resource via Safari - MSU authorized users $u [ezproxy and URL]
- Do not add a 538 note (Mode of access: World Wide Web) or a 530 note (Also issued in print).
h. There will often be an order record to overlay. Make sure there is no 856 field in the order record before exporting. Otherwise your 856 will not export.
i. Before exporting, add a 999 field: $e m (or change Mat Type 'a' to 'm' in Millennium after exporting)