Preliminary Bibliographic Records: Online Resources

Yale University Library February 2006 Payment Records: Online Serial Resources

Policy

In lieu of preliminary bibliographic records for online serial resources, create brief, suppressed bibliographic records to support acquisition information needs for order or payment.

These guidelines apply to only remote access electronic serial resources—online serial resources. They do not apply to direct access electronic resources such as CD-ROMs nor to non-serial online resources such as online books or online databases.

Rationale

These brief, suppressed, bibliographic records are designed to facilitate ordering and payment actions by staff; they are not used to describe the resource or make it accessible to library users. Records to describe the resource and make it accessible to library users will be made by loading records for online serials or made by staff with cataloging responsibilities.

Although the goal of staff in acquisitions and in cataloging units is to catalog online serial resources as fully as possible as quickly as possible so that the catalog represents our online collections to users, creating preliminary bibliographic records for online serial resources increases record production costs (searching bibliographic utilities) and complicates batch processing workflows (introducing a need to check for duplicates and suppress records when duplicates are found). Separate, brief, suppressed bibliographic records—online serial payments records--for staff use and full bibliographic records for public use simplifies integration of the manual processing needed for managing payments with the batch processing needed for managing access to online serial resources.

The decision to use brief, suppressed bibliographic records to hold purchase orders for online resources is an important part of a much larger change. Redesigning our work with online serials by automating as much of the work as possible, preferring batch processes over manual ones, and using a third party record supplier like Serials Solutions is radical change in how the library works.

Three factors dominate the situation.

First, our collection of online serials is, largely, leased not bought. We don't know how long we'll have these titles in our collection. Many titles come and go quickly.

Second, the records we get from the vendor for online serials are temporary records.

1 Not only is the collection itself volatile, but the records are not likely to be permanently in the catalog. For example, we may stop using vendor A (Serials Solutions) and begin to use vendor B (Ex Libris), and all the records provided by vendor A will be deleted and replaced by a new load of records from vendor B. Any purchase orders attached to records supplied by vendor A would have to be deleted and re-made and attached to the records supplied by vendor B.

Third, the titles are, for the most part, leased in batches not purchased one-by-one. Almost none of our online serial titles will have an individual purchase order. Those that do will need the purchase order before the vendor-supplied record for that title can be order, delivered and loaded into Orbis.

Given this situation--volatile collections of online serials, temporary records, and batch processes--linking purchase orders to vendor-supplied bibliographic records for online serials complicates our work. Not linking purchase orders to the vendor supplied bibliographic records simplifies it.

When one does create a purchase order for an online serial, one need not search the utilities for copy, evaluate records, select one, download it, and edit it. Instead, one uses the template for online serials and adds the available title information and URL for the resource, makes a simple MFHD without a call number, creates and attaches the purchase order. All the other activity related to the vendor-supplied record for the title will not affect the purchase order or the bibliographic record it is attached to. Any future work on the purchase order is done without regard to the vendor-supplied bibliographic record.

Public access to the online serial is provided by the vendor-supplied record. There is a simple and radical disconnect between the staff-only bibliographic record with the purchase order attached and the publicly available information in the vendor-supplied record. Work flows that are built on linking the purchase order to the vendor-supplied record present many complications and additional work for staff without compensating improvements in user access to the online serials.

2 Production Overview

Brief payment records are created for online serial resources not yet represented in Orbis that are (1) on order or (2) recently licensed and (3) individually selected. They are not created for freely accessible online serial resources, and they are not created for resources that are only “selected” as part of a larger publisher set of titles or aggregation package. The brief records are used primarily as a hook to the line item. These payment records are suppressed in the catalog and thus do not display to the OPAC user.

The procedures described in this document are to be followed by acquisitions staff with responsibility for creating bibliographic records in Orbis to support ordering or payment activities for online serials.

Part 1: Creating a payment record for an online serial resource Part 2: Recording information in the Orbis MFHD Part 3: Notifying Metadata Services Team Appendix A: Template for online journals Appendix B: Template for MFHD

The instructions provided in Parts 1 and 2 assume the use of the templates provided in the Appendices. The templates provide all predetermined values for fixed and variable fields so that acquisition staff only input information such as titles, issn, url that are unique to the resources being acquired.

3 Part 1: Creating a Payment Record for an Online Serial Resource

When activating a license for an online serial resource or creating an order for the resource, search Orbis only. Do not search OCLC, RLIN, or LCDB. Using approved templates, create a brief, suppressed record when there is no matching record in Orbis.

If an Orbis search results in a record for the print, microformat, or CD-ROM version of the resource, create a separate record for the online version. Print, microformat, CD- ROM, and online versions of a resource are represented separately in Orbis.

If an Orbis search results in a payment record for the online version of the resource, compare the access URL in the record to the access URL for the item being cataloged, if available. If the URL is identical, attach the order information to the record. If the URL is different or unavailable, create a new payment record for the resource.

Fixed fields: Fixed field values are provided in the templates in Appendices A and B.

Variable fieds: Create variable fields as follows for online serial resources:

022 (ISSN): Record the ISSN (International Standard Serial Number) in the 022 field according to the following pattern:

022 ‡a ####-#### (online)

Enter the ISSN for the online version only. Do not enter ISSNs for print or CD-ROM versions. Do not enter ISSNs that are identical for print, CD-ROM, or online versions. Qualify the ISSN with the phrase online in parentheses, as shown above.

245 ‡a, ‡h, and ‡b (Title, general material designation, and other title information): Record the title in field 245 according to the following pattern, using the value 0 for both indicators:

245 0 0 ‡a Title ‡h [electronic resource] [payment record] : ‡b other title information.

When recording the title, prefer the following sources of information, in the order specified: 1. Web page at the access URL, if available (Prefer the title as it appears on the home page to the title as it appears on the table of contents page, if different.) 2. Product page for the resource at the vendor’s Web site 3. Product title entered by selector on the e-resource order form Do not transcribe initial articles or diacritics. Capitalize the first letter of the first word and the first letter of proper nouns. Enter the phrase electronic resource payment record for the general material designation in square brackets in subfield h following subfield a. Use subfield b for other title information (such as subtitles, parallel titles, etc.), and precede it with a colon. Do not transcribe a statement of responsibility.

4 Note: Adding the phrase electronic resource payment record as the GMD makes it easier to identify such payment records in the title list resulting from a search.

246 (Variant titles): Record a varying form of the title in field 246 according to one of the following patterns as appropriate:

If the title recorded in field 245 ‡a is in English and contains an ampersand (&), create a 246 field with the word "and" in place of the ampersand, using indicators as shown.

Title on home page: State & County QuickFacts

245 0 0 ‡a State & county quickfacts ‡h [electronic resource payment record] 246 3 ‡a State and county quickfacts

If the title recorded in field 245 ‡a contains an obvious typographical error or an unusual spelling, provide the corrected text or alternate form, using indicators as shown.

245 0 0 ‡a State & county quickfacts ‡h [electronic resource payment record] 246 3 ‡a State & county quick facts 246 3 ‡a State and county quick facts

If the title recorded in field 245 ‡a is different from the title on the vendor’s product page, if available, or on the selector’s request form, provide the alternate title, using indicators as shown.

Title on home page: Commentary Archive Title on selector’s request form: Commentary Digital Archive

245 0 0 ‡a ‡h Commentary archive [electronic resource payment record] : ‡b other title information. 246 3 ‡a Commentary digital archive

If the title recorded in field 245 ‡a is different from the title as it appears elsewhere in the resource itself, assuming that an access URL is available, provide the alternate title, using indicators as shown.

Title in title caption: The Nation. Since 1865 Digital Archive Title in Web browser window title: The Nation Archive

245 0 0 ‡a Nation ‡h [electronic resource payment record] :. ‡b digital archive since 1865 246 3 ‡a Nation archive

5 856 ‡3 and ‡u (Materials specified and uniform resource identifier): If an access URL for the resource is supplied, enter the materials specified and the URL according to the following pattern.

856 4 0 ‡3 Online journal ‡u access URL

Enter the phrase Online journal in subfield 3. Enter the access URL in subfield u.

Do not enter URLs for pages on the vendor’s Web site or for related pages.

If an access URL is not supplied, delete the 856 field.

Record Suppression: Before saving the record, click on the System tab. Click inside the box next to Suppress from OPAC to suppress the record.

Part 2: Recording Information in the Orbis MFHD

Create the MFHD by clicking on the New Hldgs icon on the toolbar. A template with the following values should appear:

852 8 0 ‡b yulint ‡k Suppressed

Record Suppression: Before saving the record, click on the System tab. Click inside the box next to Suppress from OPAC to suppress the record.

Part 3: Notify cataloging staff in Metadata Services Team

Send email notice with title and bibliographic record number to the Metadata Services Team at [email protected] to alert cataloging staff of new title. Cataloging staff will acquire record from vendor or add new record manually as needed.

6 Appendix A: Template for Online Journals

Leader: Type of Record system supplied as a (language material) Bibliographic Level Assign the value s (serial) Encoding Level Assign the value 5 (preliminary level) 006: Computer File Target Audience system supplied as _ (unknown or not specified) Type of File Assign the value d (document) Govt. Publication system supplied as _ (not a government publication) 007: Computer File tab. Specific Material Designation Assign the value r (remote) Original vs. Reproduction Aspect system supplied as _ (undefined) Color Assign the value u (unknown) Dimension Assign the value n (not applicable) Sound on Medium Assign the value u (unknown) Image Bit Depth system supplied as --- (unknown) File Format Assign the value u (unknown) Quality Assurance Target(s) Assign the value u (unknown) Antecedent/Source Assign the value u (unknown) Level of Compression Assign the value u (unknown) Reformatting Quality system supplied as a (access) 008: Publication Status system supplied as **Obsolete Code or Value Not Set** Date 1 system supplied as ____ Date 2 system supplied as ____ Place of Publication system supplied as **Obsolete Code or Value Not Set** Frequency system supplied as _ (no determinable frequency) Regularity system supplied as **Obsolete Code or Value Not Set** ISSN Center system supplied as _ (no ISSN center code assigned) Type of Serial system supplied as _ (none of the following) Original Item system supplied as _ (none of the following) Form of Item Assign the value s (electronic) Nature of Entire Work system supplied as _ (not specified) Nature of Contents 1 system supplied as _ (not specified) Nature of Contents 2 system supplied as _ (not specified) Nature of Contents 3 system supplied as _ (not specified) Govt. Publication system supplied as _ (not a government publication) Conf. Publication system supplied as **Obsolete Code or Value Not Set** Alphabet system supplied as _ (no alphabet or script given/no key title) Type of Entry Assign the value 0 (successive entry) Language system supplied as ___ (blanks) Modified Record system supplied as _ (not modified) Cataloging Source Assign the value d (other)

022 ‡a ####-#### (online)

7 245 0 0 ‡a Title ‡h [electronic resource payment record] : ‡b other title information. 856 4 0 ‡3 Online journal ‡u access URL

Appendix B: Template for MFHDs

852 8 0 ‡b yulint ‡k Suppressed