Access to the Access

Cataloging - be clear as the value and purpose of cataloging. For historical and current theory, see http://www.und.edu/dept/library/Departments/abc/catheory.htm

A)

A number of research papers, documents and draft proposals have been prepared in recent years that redefine the approach to cataloging.

These should provide you with a theoretical background for determining the level of detail and approach you take to cataloging electronic resources.

A-1)

Group 1 entities: products of intellectual or artistic endeavor that a named or describe in bibliographic records. a) and b) represent artistic or intellectual content. c) and d) reflect physical form

1. Work - distinct intellectual or artistic creation
2. Expression - intellectual or artistic realization of a work
3. Manifestation - physical embodiment of an expression of a work
4. Item - single examplar of a manifestation

Group 2 entities: those responsible for the intellectual or artistic content, physical production and dissemination, or the custodianship of such products

1. Person
2. Corporate body

Group 3 entities: serve as the subjects of intellectual or artistic endeavor

1. Concept
2. Object
3. Event
4. Place

A-2)

1. Find. Find entities that correspond to the user's state search criteria (i.e. to locate either a single entity or a set of entities in a file or database as the result of a search suing an attribute or relationship of the entity)
2. Identify: Identify an entity (i.e. to confirm that the entity described corresponds to the entity sought, or to distinguish between two or more entities with similar characteristics)
3. Select: Select and entity that is appropriate to the user's needs (i.e. to choose an entity that meets the user's requirements with respect to content, physical format, etc., or to reject an entity as being inappropriate to the user's needs)
4. Acquire: Acquire or obtain access to the entity described (i.e. to acquire an entity through purchase, loan, etc., or to access an entity electronically through an online connection to a remote computer)

Rahmatollah Fattahi's JSC paper adds "housekeeping"

B)

Library staff search for, identify, and note Internet resources with would be of use to their clientele. They apply specialized selection policies which are modified for electronic resources, but follow the same general principles as those used in the selection of print materials.

Cataloging as two major benefits:

1. The use of written selection policy provides a basis for the selection of quality resources
2. The use of the integrated library management system provides a standard approach to organizing these resources, as there are standards already in place for the catalog record format, for the subject headings systems, and for definition and description of elements of the records.

Basic premises in Nancy Olson's Cataloging of Internet Resources:

1. There is a great deal of valuable information available through the Internet
2. These resources need to be organized for accessibility
3. Using existing library techniques and procedures and creating records for retrieval through existing online catalogs is the most efficient method of access these resources.

Pros:

1. Assurance of quality, reliable information to users. Librarians have no financial interest in any of the sites. They are trained and experienced in selected best quality resources.
2. Multiple access points are provided through the OPAC. Sites can be indexed under a variety of access points: subject headings, titles, authors, and issuing institutions. Linking entries can be included when other materials are related to the item cataloged.
3. Use of controlled vocabulary and authority system provides for consistent, logical access, using a method, and terminology with which library users already have familiarity
4. Single look up point for users. Bibliographic description follows a standard which provides a similar display to users for all resources.
5. Portability of records, i.e. they can be shared with other libraries.
6. A wide range of information sources can be presented to the user. The user may not know about the varied formats in which the information he seeks may be found, including electronic resources.
7. If your OPAC is available 24 hours a day via the web, so is access to electronic resources for your users. This even applies to resources that are licensed if they are controlled via IP address, patron barcode, or proxy server.

Cons:

1. URLs change; URNs are still not a reality. Originally this was quite a problem. URL checkers are available and most "good" sites refer themselves to new addresses.
2. MARC and AACR2 have a reputation for being inflexible and difficult to use. However, major changes are taking place world-wide by many organizations that will change MARC and AACR2 to accommodate electronic resources.
3. Lack of workstations. The number or level of computers are not always optimum and it is costly to remain up-to-date.
4. Lack of Interent connectivity. There more and more people with access, although those without is still very significant.
5. Rules are in flux; work you do now may change - but don't they always change in time?

An experienced cataloger can do original cataloging of many sites in ca. 20 minutes. Some sites are very complex and may take longer.

Identification and selection, and licensing when necessary is often more time-consuming than cataloging. Licensing in particular is making acquisitions very different. Licensing gains access for "authorized users" who in an academic setting are likely to be employees, faculty, staff, and students of the University as well as authorized patrons of the university's library. Before you even try to read the license agreement, identify your users' information needs and make sure it fits your collection development policy. For assistance, try: www.library.yale.edu/llicense/publishers.shtml or http://www.faxon.com/html/ind_lr.html (Harris)

For general guidelines at Chester Fritz Library (CFL), see http://www.und.edu/dept/library/Departments/abc/Edocgid.htm

For selection guidelines at CFL, see http://www.und.edu/dept/library/Departments/abc/edocguid.htm

For a checklist used to propose and manage electronic resources, see http://www.und.edu/dept/library/Departments/abc/echklst1.htm

For a form used when a electronic serial must be registered online, see http://www.und.edu/dept/library/Departments/abc/echklst4.htm

For cataloging policies and procedures, see http://www.und.edu/dept/library/Departments/abc/Catepol.htm

For "Cataloging web sites: Chester Fritz Library guidelines" tag-by-tag, see http://www.und.edu/dept/library/Departments/abc/webcat.htm

Once you have decided to catalog electronic resources, there are still some difficult issues to address:

1. Monograph or serial? - see Seriality
2. Single vs. separate? - see Seriality
3. Do you use serial checkin records when there is nothing to check in?

Since PALS can generate a report based on action date for review of a license, and the serials checkin record can be used to record jobber numbers, etc. when print and online subscriptions come together, we have decided to create serial record information. See, http://www.und.edu/dept/library/Departments/abc/eserial.htm

4. Aggregators - catalog titles within each? See the EBSCO aggregator section of http://www.und.edu/dept/library/Departments/abc/eserial.htm

If you are paying a lot for access to those titles, it would seem appropriate to ensure your users can find them.

5. Call numbers - yes or no?

Call numbers can serve collocate materials on a topic, exclusive of format. Computers can manipulate and match them better than text.

6. Aren't web subject lists good enough?

Seriality, see http://www.und.edu/dept/library/Departments/abc/seriality.htm

(adapted from CONSER documents)

Definitions:

Monographic or static or finite: resources that are complete as first issued. Has no predetermined conclusion. E.g. books, maps, sound records, multi-volume sets, software, electronic texts, etc.

Serial or continuing: a bibliographic resource issued in a succession of discrete parts, usually bearing numeric and/or chronological designations

1. Successive: information is supplied in succession or discrete parts. E.g. serials, series, multi-part items that are not complete as first issued; this includes monographs that are updated by a succession of supplements
2. Integrating: resources that are updated over time for which the updates are integrated into the resource and do not remain discrete; these are dynamic since information contained within can change over time

ONE RECORD

006 [for PALS]

049

530

655 [local policy]

776 relational field

856

Monographic

1. if only electronic exists: catalog it for its content and add coding and tags for electronic, incl. 007
2. equivalent content: both print and electronic are the same (nearly "exact"); different physical manifestation but with equivalent content; e.g. a PDF file

Ongoing (including serials)

1. if only electronic exists: catalog it for its content and add coding and tags for electronic, incl. 007

1. equivalent content: both print and electronic are the same (nearly "exact"); different physical manifestation but with equivalent content; e.g. a PDF file

1. physical manifestation with equivalent content ("equivalent manifestation" in CONSER terms): if online version contains full-text to be satisfactory substitute and has no significant additional content, online version can be considered an equivalent manifestation even though presentation might differ
2. publisher-based aggregator services that retain the concept of "issues" so the user can locate a volume and/or date. Illustrations, tables are usually included and the publisher often provides a search engine
3. GPO single-record copy is available
4. Print and electronic with equivalent content change titles simultaneously

TWO RECORDS

Monograph

1. not same in print (or other format) and electronic; e.g. images not included; content of electronic differs significantly from print - include 530, and 776 and 856 with appropriate indicators on each to create links, and any appropriate 7XX relator field
2. print version may be serial, but online is a database coded Blvl: m and DtSt: m; e.g. membership directories

Ongoing (including serials)

1. content of electronic resources differs significantly from print

1. Aggregator databases that aggregate, or bring together, full text of journal articles from a number of publishers
2. Subject-based aggregators usually present a searchable database. Usually these databases contain full-text or selected articles with illustrations, brief articles, and other features often omitted. The concept of "issues" no longer exists and the concept of chief source is not appropriate.

1. resource undergoes a change in format usually from print to electronic; print is discontinued and replaced by online
2. print is replaced by online, but with some overlap; use separate records but use single-record conventions to describe the existence of overlapping issues

1. Print:

1. Issues for __ also available online; later issues online

1. Online:

1. Issues for __ also available in print

1. resource is a database or web site equivalent to more than one print resources in includes significant new material
2. resource has substantially different or additional content; use 775 other added entry or 787 non-specific relationship entry and 856 42 related publication link
3. original text cannot be definitively identified
4. separate records for aggregated titles make database maintenance easier and can be done by staff with modest training or be automated
5. serial vendor identification numbers usually vary for print alone, electronic alone, and print and electronic together
6. separate ISSN numbers are assigned for online titles that vary in content or title from the original print
7. although GPO policy is to use one record, many instances of separate records exist

Related Sites

1. Partial information.

1. Some related sites are appropriately cited by provision of 856 41 #3 in the print record. These often do not warrant their own record. These include sites containing indexes, table of contents, abstracts, selected articles, supplementary information.
2. Only current issue is available
3. Table of contents and/or abstracts are available, but subscription or a fee-per-article is required for full-text access

1. Other

Federal documents

GPO catalogs all versions of a publication using the single record approach whenever more than one version exists. Current cataloging now includes the following note: Internet version also available (content may vary from the physical version and/or the content of the electronic version may have been changed by the publishing agency). GPO also does excellent maintenance, keeping PURLS up to date, noting sites no longer available, etc. Rather than create separate records, it is strongly recommended to accept GPO's cataloging. There are, of course, many government serials that exist only in electronic format, for which GPO does not use a singe-record technique.

Maintenance

1. Single-record approach assumes both print and electronic will undergo the same changes. If library holdings change to only one format or the other, or has access to several electronic sites for one title, each field in the record has to be evaluated to determine which fields need to be stripped or changed. Records can become very large and potentially confusing. Inclusion in union lists and ILL practice is confusing.
2. Separate records are more specific and precise. They can be simply deleted if one of the formats is discontinued or withdrawn. The titles often include "online" and are therefore visible in OPAC displays. It is clearer which title can be used in ILL and union lists. Serial checkin is based on bib records; electronic are not checked in but may be paid for and handled differently than the print subscription both by the library and the vendor.

Latest vs. successive entry (proposed)

1. Successive for successively-issued

1. serials in print or other physical media
2. series
3. use if earlier titles are retained

1. Latest for integrating

1. loose-leafs
2. additive databases
3. web sites
4. use if only latest title appears in the site

Title changes (proposed)

1. Major change results in new bibliographic record

1. corporate body main entry or qualifier
2. physical format

1. Minor change is one recorded on the same bibliographic record

1. numbering changes back to same
2. edition statement (when used as enumeration)
3. place qualifier (place only changes)
4. words indicating type of publication (e.g. newsletter, magazine) that are added or dropped at the end of the title of a periodical
5. first 3, rather than 5 words
6. disregard words like "welcome to" or "so-and-so presents"

Aggregators

If you are going to sign agreements with aggregators, you may want to consider cataloging the individual titles. We don't have time for IAC, but since EBSCO Online is unpredictable, we are cataloging them.

Selecting aggregators:

• evaluate based on assessment of individual resources with the aggregation. They should meet these criteria: appropriateness of subject, authority of authors, projected use, scholarly value, instructional value, archival value, and general utility
• an aggregation should have added value by being aggregated:
• proportion of resources in the aggregation that will be added vs. doing titles separately,
• essential resources available only in the aggregation,
• high proportion of relevant resources than can be found elsewhere
• cost of aggregation vs. cost of purchasing separate should be more reasonable
• possibility of replacing print with electronic
• aggregation should fully and accurately represent the content of every resource it includes:
• technical documentation in the original should also be available in the aggregation
• for serials, current issues and updates be included quickly; plus access to back files
• aggregation should represent all necessary tables, graphs, etc.
• aggregation should maintain the content of the original sources

Coherence - Should be related by function or subject

Functionality - Effectiveness of search mechanisms and interface

• Should provide complete, reliable and consistently structure access:
• provide accurate index and a global search capability
• hierarchy of files should be logical and consistent
• each resource should be identified by a single name that is used consistently
• provide links to special applications, e.g. viewers
• links should be reliable and able to connect during high-use hours
• access:
• searches for a topic should result in relevant resources without reference help being needed
• should be able to search for title of resource
• scope and function of the aggregation should allow users to evaluate the relevance of the content

Resources consulted as of July 1999 especially references to new initiatives

1. CONSER Working Group. Single vs. separate records : draft report. http://www.library.ucla.edu/libraries/cataloging/sercat/conserwg/conserwg.draft.htm
2. Committee on Cataloging: Description and Access. Task Force on Metadata. Summary report, June 1999. http://www.ala.org/alcts/organization/ccs/ccda/tf-meta3.html
3. IFLA Study Group on the Functional Requirements for Bibliographic Records. Functional Requirements for Bibliographic Records : final report. Munchen: K.G. Saur, 1998. http://www.ifla.org/VII/s13/frbr/frbr.pdf
4. ALCTS. CC:DA Task Force on Metadata and the Cataloging Rules. Final report. http://www.ala.org/alcts/organization/ccs/ccda/tf-tei2.html
5. ISBD (ER) and AACR2 future direction. http://www.library.yale.edu/cataloging/aacrer/tf-harm21.htm
6. Hirons, Jean. Revising AACR2 to accommodate seriality : report to the Joint Steering Committee for Revision of AACR. 1999. http://www.nlc-bnc.ca/jsc/ser-rep0.html
7. Fattahi, Rahmatollah. AACR2 and catalogue production technology. 1997 (JSC paper)
8. PCC Standing Committee on Automation (SCA). Task Group on Journals in Aggregator Databases. Interim report. http://lcweb.loc.gov/catdir/pcc/aggupdrpt.htmlThis report investigates and makes recommendations for a cost-effective and timely means for providing records to identify full-text electronic journals in aggregator databases. It contains recommendations on content and describes a demonstration project with EBSCO.
9. Chu, Heting. Electronic journals: promises and challenges for academic libraries. 1999. http://phoenix.liu.edu/~hchu/ejournal.htm
10. Anderson, Craig. Cataloguing of Internet Resources. 1999. http://www.yprl.vlc.gov/au.yprl/catintres.html
11. CC:DA Task Force on Harmonization of ISBD(ER) and AACR2 http://www.library.yale.edu/cataloging/aacrer/tf-harm21.htm
12. IFLA on the review of IFLA Guidelines for OPAC displays http://www.ala.org/alcts/organization/ccs/ccda/tf-opac2.html
13. IFLA ISBD(ER) International standard bibliographic description for electronic resources http://www.ifla.org/VII/s13/pubs/isbd.htm
14. Task Force on Rule 0.24 http://www.ala.org/alcts/organization/ccs/ccda/tf-024g.html
15. Duke University Libraries. Report of the Cataloging Web Sites Task Force. Sept. 1998. http://www.lib.duke.edu/ejournal/catweb.htm
16. Olson, Nancy B. Cataloging Internet Resources : a manual and practical guide. http://www.purl.org/oclc/cataloging-internet
17. Walters, William H., [et al.] Guidelines for collecting aggregators of web resources" in Information Technology and libraries, v. 17, no. 3, Sept. 1998, p. 157-160.

Cataloging Electronic Documents : resources for assessing and accessing electronic resources at Chester Fritz Library, University of North Dakota. See, http://www.und.edu/dept/library/Departments/abc/Catedocs.htm

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