Cataloging: Online Serials (electronic journals) - AACR2

PRINCIPLES:

As much as is possible, CONSER guidelines will be followed. See especially CONSER Cataloging Manual Module 31. Also see guidelines for the CONSER standard record, developed in 2008. Local editing guidelines will cover locally defined MARC fields and fields where different options are possible but some local standardization is desirable.

DEFINITION:

Remote access or electronic serials are serial titles that are mounted on web sites. These may be:

New electronic journals that do not have print counterparts,
Electronic journals with print counterparts (which may or may not be identical to the electronic),
Scanned journals which are archive copies of print journals (such as the journals in the JSTOR project),
Journals for which overlapping issues are available in print and online versions.

OTHER PHYSICAL FORMATS:

Some electronic journals will be available in other formats which we may or may not own. For most situations, each format will have its own catalog record, even if the title is the same, with appropriate linking notes and entries.

MAJOR/MINOR CHANGES:

The current Conser policy of creating a new record for a major change will be followed. Follow the current rules even if a corresponding print title follows older rules for title changes. There are special title change problems for electronic serials, because issues may or may not continue to exist under the old title.

RECORD CHOICE:

In 2003 the national standard changed to requiring one master record per remote-access journal, regardless of how many aggregators exist for the journal. Except in special cases, MSU will follow the national standand and will use only one catalog record for a remote journal, combining information for various aggregators onto that record.

SOURCE OF DESCRIPTION (original input):

Order of preference is generally:

Publisher's website, if it contains the full text and full run;
Host or archiving site, especially if the publisher's site does not contain the first issue;
Record for the print;
Aggregations/databases which are article-based and do not maintain issue integrity.

FIXED MARC FIELD GUIDELINES

Current Conser guidelines require most electronic serials to be cataloged in the primary textual serials format, with an 006 (additional format fixed field information) added for computer file information. However, some older titles may be on OCLC in the computer format, Type code m.

Type code: a

If the Type code is m, title needs recataloging. Give to the appropriate Cataloging and Metadata Services team member.

Form code: s

Orig. code: s or blank

See CONSER Cat. Manual Module 31 for discussion of reproductions.

Ctry, Frequency, and Regularity:

Verify on web site if easily possible.

Dates:

If remote journal also appears in print (or another) format, use the opening date from the print. If remote journal does not appear in another format, use opening or closing date only if you are certain of it; otherwise leave the dates open (e.g., 19uu, 9999). Do not use date of digitization or date of first issue online as opening date unless it corresponds to the rules above.

DtSt:

Value will be either c or d, depending on whether the journal is "current" or "dead".

006 field.

If coded Type a, there should be a 006 field for computer information. If there is a 006 field, accept it. For an original record or "new" command, an 006 field is required.

For example: 006 [m d ]

where m=computer file and d=Document (i.e., text). Consult Bibliographic Formats and Standards as needed for the appropriate codes.

007 field.

If there is a 007 field, accept it. For an original record or "new" command, an 007 field is required. A common example would be c |b r |d c |e n |f u. As of 2008, CONSER standard record guidelines require only the |a and |b to be coded.

VARIABLE MARC FIELDS GUIDELINES

049 (Location)

In most cases the location will be one of the following:
QEMP (paid Internet resource)
QEMO (free Internet resource)
QEMT (free Internet resource which is also archived on the MSU server). Occasionally, however, a branch will have access to a remote resource only from the branch, in which case the location should reflect the branch.

050 or 090 (Call number)

Full LC classification will normally be used. The call numbers used will be the same for a journal in print and electronic versions. Therefore, if a print version is already in the catalog, use that call number.

As of 6/06 the word Online will be used at the end of the catalog call number for all remote-access resources. (v=Online will no longer be used in the 949 field.) For original cataloging, Online should not be part of the call number in the OCLC master record. Instead, add Online after the record has been updated to OCLC and before exporting to the catalog.

090 HT539 |b .A34 Online

022 (ISSN)

The ISSN of the electronic edition goes in the |a. Add if readily available. If the ISSN of the print is in the |y, leave it. Add the ISSN of the print in a |y if it is not present (take from the 776 field or elsewhere if readily available).

037 (Publisher address)

Leave it if it exists. Don't need to add.

130 (Uniform title)

CONSER standard record guidelines state that a uniform title main entry is not necessarily required when the same title exists in another physical format (such as print). If a uniform title main entry is used for an online serial, retain any additional qualifier that is already in the 130 for the print (city; date).

130 0 International economic review (Online)
130 0 Geomorphology (Amsterdam, Netherlands : Online)

245 (Title)

Use the GMD [electronic resource]. Change any existing GMD [computer file] to the GMD [electronic resource]. The GMD is located after the title proper, before the subtitle. It is bracketed and preceded by |h.

245 00 Emerging infectious diseases |h [electronic resource].

246 (Variant Titles)

If the record lacks variant titles of the online version, please add whatever variants are needed. This might include a variant which is the html title (click on View and then on Document source or Page source). Introductory phrases such as Welcome to .... do not justify a 246 entry unless the introductory phrase includes corporate body, an acronym of the journal title, or other significant words. If you think that the source of variant title information is useful, put it in the |i subfield of the 246.

256 (Computer File Characteristics)

Do not use.

260 (Imprint)

The place and publisher should be applicable to all online versions and thus should not reflect a particular digitizer or provider of an aggregation. In most cases, the place and publisher should be that of the print (if any). In general, publishers are not traced. Non-commercial bodies associated with the intellectual content of the title are traced as usual.

If there is a an opening/closing date in a 362 0 field, use that date in the 260. Otherwise omit the date in the 260. See <span style="text-decoration: underline;" />CONSER standard record guidelines for the latest information on the 260 field.

300 (Physical Description)

In the past, the 300 field has not been used for remote-access resources. With 2004, the use of the 300 field is permissible in some cases. Discussions concerning local practice are ongoing.

310 (Frequency)

Describe frequency, if available, e.g., quarterly. If frequency is unknown, code Freq u.

362, 500 (Designation fields) - NEEDS UPDATING for 362 FIELD

See CONSER standard record guidelines for the latest information on the 362 field. CONSER standard records use only the unformatted version, 362 1.

The 362 0 will be used if the first issue of the online journal is available for viewing. If the journal appears in print as well as online, the 362 0 will be used when the online journal begins with the first issue of the print journal (or, in the case of a ceased journal, ends with the last issue of the print).

362 0 Vol. 10 (1996)-
362 0 1995-01-

If there is no 362 0, provide a 362 1 field to indicate when the print (or other format) began.

362 1 Print began with: Vol. 24, no. 1 (Jan. 1983)
362 1 Print began in 2003.

Do not add a 362 1 field to indicate.the coverage of the digitized serial at the time of cataloging.

If there is no 362 0, a 500 "Description based on" note is given on the record and is combined with the Title Source Note. For original cataloging, the "Description based on" note should be the last 500 note in the bibliographic record.

500 Description based on: Vol. 4, issue 3 (Summer 1992); title from title screen (Project Muse, viewed Jan. 14, 2001).

When there is no 362 0 , no date will be given in the 260 field.

4xx (Series)

Do not use the aggregator or the title of the aggregation as a series.

5XX NOTES:

CONSER guidelines now apply these in numerical order. Accept whatever order is on the record.

500 (Title Source Note)

This is a required note which tells where the title was obtained.

Following the source of title give where and when it was viewed, in parentheses (per AACR2 9.7B22), because the information frequently changes in electronic resources. If the journal appears in multiple formats, include the format you are viewing for original input.

For copy, do not change the view date in the 500 note unless you change the description of the serial.

500 Title from journal home page (publisher's website, viewed Oct. 1, 2000).
500     Title from publisher's statement page on the Web (viewed Sept. 15, 1997).
500     Title from volume contents page (publisher's PDF format, viewed Sept. 15, 1997).
500     Title from text of README file (ACS website, viewed Mar. 14, 2002).
500     Title from HTML header title (Project Muse, viewed Dec. 16, 1998).

If you are using a print record as the basis for the description, it is permissable to use the note:

500 Title from print version record.

In this case, no "Description based on" note is necesary.

If there is a "Description based on" note, combine it with the "Title source" note in the last 500 field.

500      Description based on printout: July 1994; title from caption (JSTOR, viewed Feb. 2, 1999).
500      Description based on: Vol. 2, no. 2 (Apr. 1995); title from journal home page (ScienceDirect, viewed Nov. 29, 1997).
500      Description based on: Vol. 3, no. 1 (Jan. 1994); title from title screen (Ingenta HTML format, viewed Sept. 24, 2001).

500 (Latest Issue Consulted)

For original cataloging, use this note.

500 Latest issue consulted: Vol. 29, no. 2 (Dec. 2009) (viewed May 21, 2010)

506 (Restrictions on Access)

No longer used for either original or copy. Delete if found.

515 (Numbering Irregularities)

Make notes on any numbering or issuing peculiarities. Electronic serials may have unusual numbering patterns. For copy, accept information on record.

516 (Type of Computer File or Data)

Do not use unless you need to record a complex or unusual format. If on copy, leave it.

520 (Summary)

CONSER encourages the us of the summary note. For copy, accept if there, but no need to add. For original, try to include. Avoid the use of "glowing" words or phrases sometimes used in blurbs (e.g., "the best international journal ..." ; "does a remarkable job ...").

530 (Physical Form Note)

Used for the other physical form or forms of the serial, whether or not we own the other format. Add or edit as needed. Optionally, use the |i of the 776 field to record this information and omit the 530.

The 530 is a repeatable field, so there may be more than one 530 on the record.

530     Also issued in print.
530     Also issued in microform.
or
530     Also issued in microform and print.

If the print title is different from the electronic title:

530 Online version of print publication: Airplanes of WWII.

We normally no longer add a 530 field to the catalog print record to note the existence of an online version. In special cases, however, a 530 may be added to the print record. For instance, if the print has ceased and only an online version now exists, this note might be used:

530 Available only via the Internet, from January, 1997-

Alternatively, a 580 (Linking Entry Complexity Note) might be used to explain a situation.

538 (System Requirements)

Do not give system requirements notes unless the requirements are particularly unusual and would relate to all versions. Delete from copy.

538 (Mode of Access)

Under CONSER standard record guidelines, a Mode of Access note is required only if access is NOT via the World Wide Web. If the note is left in copy, delete any URL in it.

538 Mode of access: World Wide Web.

550 (Issuing Body Note)

If on the record, accept it. Usually not necessary to add for copy.

550 Official journal of the Concrete Products Association, Oct. 1920-Apr. 1930.

556 (Information about documentation)

Normally this will not be used. If it is used, it must specify the version to which it applies.

556 8 CatchWord version includes instructions for accessing related graphics in separate README file.

580 (Linking Entry Complexity Note)

This note is sometimes used when the electronic version replaces the print version, or when there is a complex major title change [see 530 note]. This note should be checked for accuracy.

6XX (Subjects)

According to CONSER guidelines, use the subdivision "Periodicals" in all cases for electronic serials. [For print serials, the subdivision "Periodicals" is used ONLY if frequency is known or known to be irregular.] Please add the subdivision "Periodicals" if necessary.

650 0 Gardening |v Periodicals.

653 (Uncontrolled Index Terms)

It is acceptable for original catalogers to add subject terms that are uncontrolled.

655 (Genre/Form)

For original cataloging, add Electronic journals in the 655 field. For copy, leave if present, but do not add.

710 2 (Corporate Author Added Entry)

For original input, do not trace a vendor or aggregator (Project Muse, JSTOR, Wiley, etc.) in the 710 field. For copy, we no longer routinely trace the vendor. If there is a particular need to collocate journals from one vender, you may add a 710 field.

However, DO add a 710 field for an issuing body.

753 (Technical details note)

Do not use. Delete if on the record.

776 (Additional Physical Form Entry)

Used to link electronic and print (or other) versions of a title. As of November 2004, we will retain the 776 if present. For original input, the appropriate 776 field(s) will be used. When adding a 776, include the ISSN, DLC number and OCLC record number if possible. Optionally, include a |i subfield to replace the 530 note.

Note: the first indicator in the 776 is only for printing or not printing a note. Since this has no impact on the catalog, either first indicator 0 (print a note) or 1 (do not print a note) can be accepted on copy.

780 (Preceding Entry) and 785 (Succeeding Entry)

Will be retained on copy whether or not we own the earlier or later version.

856 (Electronic Location & Access Field)

If possible, use the direct URL rather than the Erasmus "About page" URL. For paid resources, it is usually necessary to add the MSU ezproxy string (http://ezproxy.msu.edu:2047/login?url=) to the URL.

Example of an 856 field with the MSU ezproxy string:

856 40 |u http://ezproxy.msu.edu:2047/login?url=http://www.ejel.org/previous-issues.htm |z Connect to online resource - MSU authorized users

The URL goes in the |u subfield of the 856 field, with the ezproxy string (if needed) at the beginning of the URL. Add the |z note containing local access instructions either before or after the URL. This access note includes who are the authorized users.

|z Connect to online resource - MSU authorized users [for paid resources]
|z Connect to Vol. 3 online - MSU authorized users
|z Connect to online resource - All users [for free resources]

If more than one URL appears in the record because there is more than one authorized user, the |z notes should be in alphabetical order by user.

|z Connect to online resource - Law Library authorized users
|z Connect to online resource - Library of Michigan authorized users
|z Connect to online resource - MSU authorized users

949 & Holdings.

The basic codes for the 949 field are eser$ [paid resources] and eser [free resources].

949 *ov= ;i= /loc=wb/sta=e/ty=199/w=cmsorigeser$xxx;
'949 *ov= ;i= /loc=wb/sta=e/ty=199/w=cmscopyeserxxx;

Location wb is used for most Internet AND server-mounted resources.
Location wp is currently used only for resources that are being archived on the MSU server.

As of 7/1/08, include workstats for serials in the 949 field. The 982 field may continue to be used for CONSER statistics.

As of 6/2006, v=Online is no longer used in the 949 field for remote-access items. Online is used in the call number instead.

Currently Serials Solutions records are being loaded by Systems for most paid remote-access serials. These records include holdings. If MSU catalogs a remote-access serial, no holdings ("Library Has" field) or LDR's will normally be done.

982

No longer used for general serials statistics. May be used for CONSER statistics.

TITLES BOTH IN PRINT & ONLINE

Separate records are used for print and online versions.

In the record for the PRINT ORIGINAL:

530

We no longer add a 530 to the print record, unless complex circumstances call for some explanation.

530 Issues for spring 1995-fall 1997 also available online; later issues only available online.

776

As of November 2004, a 776 field noting the online title may be retained in, or added to, the print title regardless of whether the title is different and regardless of whether we hold the online title. The field will be used for original input. If it is not present in copy, it is optional whether to add it.

776 0 |t Emerging infectious diseases (Online) |x 1023-679 |w (DLC)sn 95007041 |w (CaEvSKY)sky123456789 |w (OCoLC)31483353

856 41

We no longer add an 856 to the print record when the online version is in the catalog. The Systems Department adds an 856 field to the print record for trial or free-with-print journals, which are not in the catalog.

In the record for the ONLINE VERSION:
Follow all instructions for electronic serials, as above. Note especially the linking fields 530 and 776. If they are not in the record, please add as appropriate. Include the ISSN, DLC number, and OCLC number in the 776 field if possible.

530 Also issued in print.
776 0 |t Arid lands newsletter |x 0277-9455 |w (DLC)an 81004117 |w (CaEvSKY)sky123456789
or
776 08 |iAlso isued in print as: |t Journal of remotology |x 1234-5678 |w (DLC) 200412345678 |w (OCoLC)12345678

Multiple linking relationships may occur with remote access serials. Below is an example in which the electronic and print versions were issued simultaneously for some time. The online version then entirely replaced the print publication. The range of issues published simultaneously in print and online versions is described in the 530 field.

Record for the print version:

110 2    Library and Information Technology Association (U.S.)
245 10 LITA newsletter.
362 0    No. 1 (winter 1980)-v. 18, no. 4 (fall 1997).
530       Issues for spring 1995-fall 1997 also available online; later issues only available online.
785 10 Library and Information Technology Association (U.S.). |t LITA newsletter (Online) |x 1079-123X |w (DLC)sn 94004077 |w (CaEvSKY)sky123456789 |w (OcoLC)31406418

Record for the online version:

110 2    Library and Information Technology Association (U.S.)
240 10   LITA newsletter (Online) 245 00 LITA newsletter |h [electronic resource].
500       Description based on: Vol. 16, no. 2 (spring 1995); title from journal home page
(viewed Jan. 13, 1999).
580       Beginning with winter 1997, issued in online format only.
780 10   Library and Information Technology Association (U.S.). |t LITA newsletter |x 0196-1799 |w (DLC) 84647365 |w (CaEvSKY)sky123456789 |w (OCoLC)5757570
856 40   |u About page URL |z Connect to online resource - MSU authorized users

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Cataloging: Online Serials (electronic journals) - AACR2

FIXED MARC FIELD GUIDELINES

Ctry, Frequency, and Regularity:

VARIABLE MARC FIELDS GUIDELINES

TITLES BOTH IN PRINT & ONLINE