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Electronic Resources Cataloging: Taming of the Shrewd

Electronic Resources Cataloging: Taming of the Shrewd. Presented by Louisa Kwok HKUST Library International Seminar on Bibliographic Services August 28 th , 2006. Hong Kong. Outline. About HKUST Library Electronic resources we catalog Workflow & procedure Cataloging rules & MARC tagging

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Electronic Resources Cataloging: Taming of the Shrewd

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  1. Electronic Resources Cataloging: Taming of the Shrewd Presented by Louisa Kwok HKUST Library International Seminar on Bibliographic Services August 28th, 2006. Hong Kong

  2. Outline • About HKUST Library • Electronic resources we catalog • Workflow & procedure • Cataloging rules & MARC tagging • Single record approach vs. separate record approach • Challenges • ISSN issue • Meeting the challenges

  3. About HKUST Library • Books - 630,000 volumes • Journals - 4,500 titles in print and 16,500 online (Web access). • E-books & other e-resources - 63,500 titles • Microform - 70,000 titles • Audio-Visual materials - 24,000 titles

  4. Cooperative Cataloging Participation • OCLC Full Member. • OCLC Enhance Member for Book Format. • NACO (Name Authority Cooperative Program of PCC) member since 2000. • CONSER (Cooperative Online Serials Cataloging Program of PCC) member since 2002.

  5. History • 1992 - OCLC Internet Resources Cataloging Experiment Project. • 1993 - Started cataloging journals in UMI databases. CD-ROM format. • 1995 – Participated in the OCLC “Building a Catalog of Internet Resources” project. Records provided direct links to the Internet resources.

  6. History (cont’d) • 1999 - Cataloged titles in Web version of UMI databases, ProQuest. • 1999/2000 – Participated in OCLC CORC project, cataloging Internet Resources using metadata and Dublin Core. • 2001/02 – Large cataloging projects, e.g. IEEE Xplore, ACM Portal, SpringerLink, etc. • 2003 – Cataloged large open access collections, e.g. DOAJ, NAP, CDL eScholarship, etc.

  7. Direct Access vs. Remote Access • Direct access - The use of electronic resources via carriers (e.g., discs/disks, cassettes, cartridges) designed to be inserted into a computerized device or its auxiliary equipment. • Remote access - The use of electronic resources via computer networks. --AACR2 Glossary

  8. E-Resources That We Catalog Purchased (All) Consortium Purchased (Selected) Open access (Selected)

  9. What Do We Select to Catalog? Resources that • Offer full-text information. • Offer substantial coverage. • Fit our collection development policies. • Support the curriculum, research and general educational interests at HKUST. • Are of scholarly and academic nature. • Have relevant geographical coverage.

  10. Types of E-Resources We Have Cataloged

  11. Cataloging of Open Access Resources • Have cataloged about 5,000 open access titles. • Evaluated by Internet Resources Group based on a set of selection guidelines. • Include databases, academic journals, books, Websites, reference tools, etc. • Display “Open access” in the OPAC record.(856$z).

  12. Some Open Access Examples Database: • Europe's Network of Patent Databases Academic Journal: • Directory of Open Access Journals - c. 700titles • BioMed Central & PubMed Central - c. 240 titles E-Book: • Univ. of Calif. eScholarship e-books – c. 400 • NAP e-books – c. 720 titles Website: • 中華人民共和國國家統計局 = National Bureau of Statistics of China Reference Tool: • 林語堂當代漢英詞典 = Lin Yutang's Chinese-English Dictionary of Modern Usage

  13. Establish Inter-Department Workflow • Started developing “Electronic Resources Procedure” in late 90’s. • A document detailing the inter-departmental actions and procedures. • Several revisions over the years. • Covering the entire process from selection, ordering, receiving, setting up access, cataloging, preparing guide/description, etc.

  14. Electronic Resources Procedure Helps us • to achieve better coordination among different depts. involved • to better communicate between departments. • to provide electronic access efficiently. • to streamline and simplify the workflow.

  15. Electronic Resources Procedure • Provides different sets of procedures for • Direct-accessed resources • Remote-accessed databases • E-journals • E-publications other than journals • Each set has detailed workflow on • Adding new resources • Updating, e.g. change in title, access, etc. • Withdrawal and cancellation.

  16. A Linear Communication Model Collection Development Acquisitions New resource Systems Maintenance ALL librarians Cataloging, Reference, etc.

  17. Cataloging Rules & Guidelines LC Draft Interim Guidelines for Cataloging Electronic Resources (1997): • Descriptive Cataloging Manual (DCM B19) • Clarifies some concepts. • Provides guidelines on: • Single/multiple record approach. • Use of 856. • Collocating records using 7xx. • Indicating other formats in 530. http://www.loc.gov/catdir/cpso/elec_res.html

  18. Cataloging Rules & Guidelines (cont’d) AACR2 2002 Revision: • Chapter 9 “Computer Files” revised and renamed “Electronic resources”. • GMD [computer file] changed to [electronic resource]. • Chapter 12 “Serials” renamed to “Continuing Resources”. • “Chief source” changed to be the entire item.

  19. What is an Electronic Resource? • Computer file (Prior to 2001): “A file (data and/or programs) encoded for manipulation by computers.” • Electronic resource (AACR2 2002 Rev.): “Material (data and/or program(s)) encoded for manipulation by a computerized device. This material may require the use of a peripheral directly connected to a computerized device (e.g., CD-ROM drive) or a connection to a computer network (e.g., the Internet).”

  20. New Concepts • Continuing resource: A bib. resource issued over time with no predetermined conclusion. Includes serials and ongoing integrating resources. • Integrating resource: A bib. resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole.

  21. Representation of bibliographic resources in AACR2 Finite resources Continuing resources Monographs Integrating resources Serials Multi-parts Parts remain discrete Updates do not remain discrete

  22. References • AACR2 2002 Revision • LCRI 1.0 • BIBCO Manual: Integrating Resources: A Cataloging Manual http://www.loc.gov/catdir/pcc/bibco/irman.pdf

  23. OCLC-MARC Coding Guidelines Cataloging Electronic Resources: OCLC-MARC Coding Guidelines (2006 July) • A detailed guide to assist catalogers in creating records for electronic resources in WorldCat. • Implements AACR2 2002 revision. • Members can create records with bib level “i”. http://www.oclc.org/support/documentation/worldcat/cataloging/electronicresources/

  24. Leader/06 Type of Record • To differentiate MARC records created for various types of content rather than their physical form. • Code “m” is now only used for: Computer software; numeric data; multimedia; online systems or services • Textual material in electronic form, use the same code as the print version: Former practice – Type: m Current practice – Type: a

  25. Leader/07 Bibliographic Level a – Monographic component part b – Serial component part c - Collection d - Subunit i – Integrating resource m – Monograph/item s – Serial …

  26. 008/21 Type of Continuing Resource d - Updating database l - Updating loose-leaf m - Monographic series n - Newspaper p - Periodical w - Updating Web site …

  27. 008/22 Form of Original Item a   Microfilmb   Microfichec   Micro opaqued   Large printe   Newspaper formatf   Brailles   Electronic…

  28. 008/23 Form of Item a - Microfilm b - Microfiche c - Micro opaque d - Large print f - Braille r - Regular print reproduction s – Electronic …

  29. 008/34 Entry Convention A code that indicates whether an item was cataloged according to successive entry, latest entry or integrated entry cataloging conventions. • 0 - Successive entry • 1 - Latest entry • 2 - Integrated entryUsed for integrating resources and electronic serials that do not retain their earlier titles.

  30. MARC Tagging 008/21 = d, l, w, m, p, n, or w 008/22 = s 008/34 = o, 1, or 2 Electronic Resources Leader/06 (Type of Record) = a (Language material)… 008/23 Form of Item = s (Electronic) Continuing Resources Monographs Integrating Resources Serials Leader/07 BibLvl= i (Integrating Res.)

  31. Single Record OR Separate Record Approach?

  32. Single Record Approach • Print and remote electronic access in one record. • Other formats, such as, CD-ROM, Microform, have their own records. • Pros: • Reduces clutter in catalog. • Patron views one record for both print and online access. • Less cataloging workload.

  33. Single Record Approach (cont’d) Cons: • Print and online version may differ in content with time. • Frequent updating of records is needed with changes in bibliographic info. or subscription. • Separate records are still needed for other formats or when content differs. • Batch record loading more complicated.

  34. Separate Record Approach • Before 2003: • Each online version is cataloged in a record separate from the print. • After 2003: • CONSER implemented the aggregator-neutral standard. • All online versions of a title are cataloged on a record separate from the print.

  35. What is an Aggregator-Neutral Record? • Create one record for an electronic serial issued in multiple aggregations. • Apply to all online serials distributed by one or more provider. • No information specific to any one particular provider, e.g. notes, added entries. To find out more: http://www.loc.gov/acq/conser/agg-neutral-recs.html

  36. Separate Record Approach • Pros • User friendly interface, better browse display. • Easier to maintain bib. record for changes. • In line with the FRBR concepts. • In line with CONSER standard. • Facilitate loading vendor records. • Cons • Splits holdings across multiple records. • More records in the catalog.

  37. History of Our Practice (Periodicals)

  38. Our Current Policy We use a mixture of treatments: • Separate (2) record approach (periodicals): • One record for the print and one for the e-version. • All e-versions grouped into a single electronic record. • Single record approach (non-periodical collections, e.g. books).

  39. Other Challenges!

  40. Meeting Needs of Various User Groups • HKUST Library users. • International cooperative cataloging program, CONSER, OCLC. • Library staff: Acquisition, Systems, Collection Development, Cataloging, Reference, etc.

  41. Loading of Vendor Records To load or not to load, that is the question. • Fit our collection scope and level. • Quality of the records. • Subject headings & classification. • For collection assessment & statistics. • Access by subject or classification no. • Enhance records if resources/technology permitting.

  42. Battle Against Fluidity & Volume • Keeping track of updates, esp. in aggregators. • Incomplete source of information. Missing front matters. • Maintaining validity of links. • Need to frequently re-catalog existing records. • Change of interface.

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