Nuts and bolts about electrons : Cataloging electronic theses and dissertations

1. Mark Scharff, Washington University in St. Louis MOUG Annual Meeting 2011, Philadelphia, PA Nuts and bolts about electrons : Cataloging electronic theses and dissertations

2. What are ETD’s? How do they differ from analog counterparts? How are they described? Scope

3. Textual (including music)—two possibilities • Submitted as a print document and subsequently digitized • Submitted as an electronic document • Audio/visual • Submitted in analog formats and subsequently digitized • Submitted as digital files • Present as illustrative material What ARE ETD’s?

4. May include embedded links to other online documents, spreadsheets, videos, programs Access may be greater, or restricted by different means ETD vs. analog document

5. “Born-digital” ETDs are on the agenda The electronic document is an remote online resource. Separate record for electronic version, not a “one-record approach” Will not deal with cataloging analog version (much) Focus and assumptions for today

6. How are the files received? Where do files reside? What if any metadata is present there? Who created it? Does the student provide metadata? Is it harvestable? Will the cataloger be involved in creating non-MARC cataloging? Considerations and decisions

7. Type (Leader/06)—code for predominant intellectual content, as published resource. • Fixed field Form (008/23) • s = generic code for electronic resources • o = code for online resource Textual documents—Fixed fields

8. 006—add to bring out computer file attributes and attributes of any accompanying material 007—add if desired to bring out attributes of computer file or of accompanying material. Provider-neutral guidelines—1st 2 bytes mandatory Textual documents—fixed fields

9. 245--$h [electronic resource] • 260—mileage varies • Date only ($c)—analogous to print • “[S.l. : s.n., date]”—published item with unknown details—Provider-neutral guidelines • Robert Bremer (OCLC)—regard university or department as the publisher. Textual documents—variable fields

10. 300—variety of approaches here, too • Purely digital description—AACR2 9.5 • 1 electronic text (1 file : 240,000 bytes) • Purely in analog terms, minus $c • ix, 256 p. : ill. • Hybrid approach (Provider-neutral) • 1 online resource (ix, 256 p. : ill.) Textual documents—fixed fields

11. Notes • Source of title (500) • Dissertation note (502) • Restrictions on access (506)—generally local • Type of computer file (516)—for unusual stuff Textual documents—variable fields

12. More Notes • Additional physical form (530) • Only if you’re concerned with an analog copy • Provider-neutral guidelines—use 776 field instead • System details note (538)—only if access is other than WWW • Abstract (520) Textual documents—variable fields

13. Main entry (1XX)—nothing unusual Subject headings (6XX)—for intellectual content; no standardized genre/form headings to add, but local practice might call for them Added entries (7XX)—may wish to give one for the publisher (university or department) Textual documents—variable fields

14. Supplementary material to text • If described as part of main thesis, may call for additional 007 fields and some additional information in notes. • Musical scores • As remote electronic resources, they are considered published (Type “c”) • May include other sorts of files (e.g. composition for electronics and orchestra) Nontextual documents

15. Videorecordings • Example: OCLC #688159417 (though cataloged as text with video as supplementary material, from 2010) • Example: OCLC #69020881 (also text with video supplement, from 2006) • Sound files • No examples found where sound file was principal element Nontextual documents

16. Guidelines for students submitting ETDs (http://library.wustl.edu/services/thesisguidelines.html) • Students submit to WU (theses) or to ProQuest (dissertations) • Submission instructions require student to login with WUSTL Key (one-stop username and password) WU workflow

17. Theses go directly to the WU ETD Repository (part of the Digital Library) Dissertations go to UMI, who sends them back to WU for ingest into the repository Metadata is created within the digital library using Oxygen and MARCEdit, then sent to the cataloging unit Wu workflow

18. The records are loaded into an OCLC Connexion local save file Constant data is applied to records one by one Records are manually edited for content, capitalization, punctuation, filing indicators, added entries Records are contributed to OCLC at Level K (WU does not assign subject headings to theses and dissertations except for music) Wu workflow

19. http://platinum.ohiolink.edu/dms/catstandards/etd.pdf • OhioLINK standard, dating from 2007 • http://www.libs.uga.edu/catalog/etd_summary.pdf • U. of Georgia policy which seems to presume that EDTs will all be reproductions • http://scholar.lib.vt.edu/theses/GailsCCQarticle.html • Publicly available copy of 1995 article by Gail McMillan on ETD cataloging at Uva and Va. Tech Some resources (in no particular order)

20. http://www.libraries.psu.edu/psul/cataloging/catref/eresources/etd.html#geninfohttp://www.libraries.psu.edu/psul/cataloging/catref/eresources/etd.html#geninfo • Penn State U guidelines • http://www.digital-scholarship.org/etdb/ • ETD bibliography, dated Nov. 2010 • http://www.oclc.org/bibformats/en/specialcataloging/default.shtm OCLC guidelines for ETD, sort of Some more resources

21. http://www.ndltd.org/standards/metadata/etd-ms-v1.00-rev2.htmlhttp://www.ndltd.org/standards/metadata/etd-ms-v1.00-rev2.html • Latest NDLTD (Networked Digital Library of Theses and Dissertations) guidelines • http://www.loc.gov/catdir/pcc/bibco/PN-Guide.pdf • PCC’s guidelines for provider-neutral bibliographic records for electronic resources Some more resources