5/14/2003alao spring workshop 2003 providing access cataloging –requirements –one record or...

Providing Access Through the Catalog

Tschera Harkness Connell, Ph.D.

Associate ProfessorSerials Coordinator, Serials & Electronic Resources Dept.

Acting Head, Technical Services & Accounting Dept.

The Ohio State University

ALAO 2003 Spring Workshop

5/14/2003 ALAO Spring Workshop 2003

Providing Access

Cataloging – Requirements – One record or separate records for

multiple formats– CONSER policy for simultaneous,

identical versions distributed by multiple vendors

– Serials in aggregators

(What is different)

Leader/06 (Type), 008 (BLvl), 006 (Additional material characteristics)

• MARC: Type = a (language material) [OhioLINK: Type = s (defined as serial)]

• BLvl = s (serial)

• Added 006 field to give information about electronic aspects of publication

Requirements

5/14/2003 ALAO Spring Workshop 2003

Sources of information– Always note source of title & for new records,

date viewed

Uniform title qualified by (Online) if another format exists

GMD = [electronic resource]

Title variants e.g., HTML title element (appears in title bar of Web browser displays)

More What is different …

5/14/2003 ALAO Spring Workshop 2003

More What is different …• Date of publication (245 ‡c) if cataloging

from 1st or last issue• Numbering fields

– 1st issue available, transcribe in Dates and/or Sequential Designation field (362)

– 1st issue not available, add general note (500): Description based on …

– Simultaneous publication to print version, but no 1st issue, transcribe coverage (362 1) as Electronic coverage as of … and add general note: Description based on…

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Notes

• Restrictions on access (516 or 500)

• System requirements for special hardware or software (538)

• Mode of access (538)

• Documentation (556)

• Other physical medium (530)

… More …

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Electronic location and access (856)• Repeatable field

– ‡u URI– ‡3 specifies part of item to which the field

applies– ‡z note

• Policy issues – Multiple locations within site– Level of representation (granularity)– Mirror sites– More than one access method– Related resources

… and More.

Element Name Full level

Fixed fields Fixed fields Code fully

022 ISSN Supply full available info

050, 082, 086 … Class number One number if available

130/240 Uniform title Required if available in multiple formats

245-260 Title & Imprint All applicable elements

310/321/362 Frequency, Coverage Required if applicable

5XX (500, 530, 538)

Notes (Other formats, Mode of Access, Sys Req)

All applicable notes as per AACR2 & LCRIs

6XX Subject headings At appropriate specificity

7xx Added access points (I.e. added entries)

Full Add. Entry coverage as per AACR2 & LCRIs

856 Electronic location/access Either here or in note

Full Level Field Requirements for Electronic Serials(bold green = mandatory)

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CONSER policy = Separate records

although does give guidelines for libraries allow single record

Single or Separate Records(for Multiple Physical Formats)

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Single Record Approach

Records easy to understand when:

• history of title is straight forward

• there are a small number of manifestations and locations

• the library has both the print and the e-version

Index display easy to understand

Small number of manifestationsSmall number of locations

Library has both print & online versions

Print

Online

3 Locations

Screen 1 of 2

Screen 2 of 2

History of title straight forward

5/14/2003 ALAO Spring Workshop 2003

Single Record Approach

Records are difficult to understand when:

• there are many locations

• when records are lengthy

• one format has ceased

Screen 1 of 3

Many locationsRecord is lengthy

8 locations

+ 2

Screen 2 of 3

Screen 3 of 3

Record is lengthy!!

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Record Can Be Confusing When One format has ceased

Description 28 cm.Publ history V. 1, no. 1 (Jan/Feb. 1929)-v. 70, no. 3

(May/June 1999)Frequency Six no. a yearPubl history Electronic coverage as of Aug. 23,

1999: Vol. 68, no. 1 (Jan/Feb. 1977)-Notes Description of electronic version based

on Vol. 68, no. 1 ….; title from journal contents pageMode of access for electronic version…System requirements for online …Electronic version continues paper format.

5/14/2003 ALAO Spring Workshop 2003

Records easier to understand:

• in terms of which version the notes pertain to

• when title has complex history

• when there are multiple locations

• when library has only e-version

Separate Record Approach

5/14/2003 ALAO Spring Workshop 2003

Maintenance Issues for Single Record

• Availability of copy

• Complexity of hooking to holdings from citation databases

• Issues/workflows of loading batch loads for new collections

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What is the Question?

… whether to use a single record or separate records for multiple formats?

or

… how to design end-user retrieval set displays so that multiple versions are grouped?

Functional Requirements of the

Bibliographic Record (FRBR)http://www.ifla.org/VII/s13/frbr/frbr.htm

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CONSER policy for simultaneous, identical versions

distributed by multiple vendors

• Single record

• aggregator neutral record -- created from information provided on the primary publishers’ Web sites

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Interim Issues

Identification of which record to use•OCLC policy – if a record present, use it•Local policy e.g., fullest, CONSER•Consortial issues – identifying which record to use

Handling batch loaded records•Such as regularly updated records for full-text serials in aggregators•E.g. EbscoHOST, Serials Solutions

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The Future?

••••• … and more change …

5/14/2003

Thank you!

Contact information:

Tschera Connellconnell.17@osu.edu