Scope

Local cataloging of remote online serials is exceptional; most cataloging is provided by the vendor. However, in cases when the vendor cannot provide cataloging, the selector may request cataloging for a particular title. Although the cataloging assignment may be filtered in advance to eliminate out of scope items for cataloging, keep the following points in mind:

a. For the resource you are cataloging, the issues must be discrete. If the web version is basically a "latest issue" with continuous updating (ongoing replacement of content with more current content), it is out of scope even if the print version was cataloged as a serial. The New York Times is cataloged as a serial in its print version, but it is a continuously updated web page in the online version. The online New York Times is not considered to be a serial. Per AACR2/rev., the online NYT is an integrating resource, and different rules apply.

In contrast, each issue of an online serial is discrete: the content does not not change once the issue has been published. For examples of online serials, see the cataloging examples linked at the end of this checklist.

b. Source copy should be full level, preferably CONSER authenticated.

c. The online version can reproduce the formatting of the print version, like a microfilm version reproduces the print original. A reproduction of a print serial is always cataloged as a serial rather than as an integrating resource. Currently, the common electronic reproduction formatting type is PDF. If the online version is a reproduction of the print version in the sense described, catalog it using the reproduction checklist, which is similar to the technique used for microform.

d. In many cases, the online version is reformatted for the web. In that case, use the same subjects, but catalog the serial following the CONSER Standard Record guidelines.

e. Apply these guidelines to online serials that have the same content as the print originals. At this time, do not apply these guidelines when the online version is a different serial edition. For example, if the print version is the English language edition and the online version is the French language edition, or if the the print version is the Northeast edition and the online version is the Southwest edition.

Statistics: Count as an original serial.

Techniques

• Unlike print cataloging, generally there will not be an in-process record for the online serial in Orbis. However, verify that this is the case in Orbis.
• Also verify that there is no cataloging record for the online version in LCDB or WorldCat

a. If the record for the print version is in Orbis,

• display the print record and use the Voyager copy command (Record-->Make a Copy); the title bar should have Voyager Cataloging -[New Bib Record (Copy)]
• click on the Save to Database icon (the Sailboat), then click the Continue button at the authority verification window: the Bibliographic Dedupe Detection window will open
• click on the Add as a New Record button (NOT the Replace/Merge using profile:YLmerge)
• when the record has been saved to Orbis, the new Orbis ID will display in the title bar
• before you begin to edit the record for the online version, close the record for the print version to avoid confusion!

b. If the print record is not in Orbis but is in LCDB or WorldCat, save the record to Orbis from LCDB or (for the exported WorldCat record) from the Voyager import file. Since there is no Orbis record for the print version in this situation, the Dedupe window will not open and the record will save directly into Orbis, and you can begin editing.

c. If cataloging is done on Connexion, derive the appropriate record for the print version in WorldCat and edit to match the online version.

Checklist

Reformatted for the Web. This is the more common situation. Use the CONSER Standard Record guidelines. Before you begin editing, check the Leader and the authentication code (042) to make sure the record is within scope: create variant edition records only from full level records.

1. DELETE:

010, all 035s, 022, 042, 300, 321, 530, 533, 550, 580. If the online serial has a 022, change the 022 of the print to the 022 of the online version.

Delete 730/740 if the field duplicates a linking field.

2. LEAVE AS IS:

043, 050, 130, all 6xx fields

310 Verify that the current frequency is stated on the online version; if not, delete.

All linking fields: 765, 767, 775, 776, 780/785 fields.

IMPORTANT: for all linking fields, verify that the first indicator is 0 NOT 1; change the indicator to 0 if necessary. (The link will not display in the Orbis OPAC if the indicator is not set correctly!)

Added entries. Review 710 fields to make sure they reflect the online version as well. In some cases it may be necessary to enter additional 710s; if a body in a 710 is no longer associated with the online version, delete it. If in doubt, consult with a catalog librarian.

IMPORTANT: Verify that there is an authority record for all 7xxs; if there is not, consult with a cataloger with NACO authorization.

3. UPDATE:

040 Cataloging Source Codes

Indicate that the record represents original cataloging

041 Language Code

Only $a is retained.

130 Uniform Title

Leave as is. In general, adding "Online" to the qualifier is not necessary, since the 130 does not need to differentiate the print from the online version.

245 Title

1. The source for the title is the first issue of the online serial, not the home page. Verify that the title is a match on the print version.
2. Add $h [electronic resource]
3. Retain the subtitle only if it does not conflict with the CONSER Standard.
4. $b Reminder: acronyms/initialisms, parallel titles, and subtitles that only function to name the issuing body are no longer valid as other titles; they should be recorded only in field 246
5. Remove $c from the source copy.

246 Variant Title

1. Verify that the 246 fields apply (e.g., a 246 for the cover title or the spine title would no longer be appropriate)
2. Add any variant forms that appear in the online version; for example, if the home page title varies from the first issue/earliest issue title. CONSER:"Generally consider recording as variant titles only titles appearing in readily accessible sources (for example, those that can be accessed within one or two pages from the earliest issue's title page or title screen or by clicking on a prominently displayed icon or menu choice on a home page or main menu page." You are not expected to check subsequent issues for further variations.
3. Be sure to use the new CONSER Standard indicator fields: 246 11 for parallel titles; 246 13 for other variant titles such as acronyms; 246 1 $i $t for minor title changes.

260 Publication, Distribution, etc.

1. $a Place of publication: only the first place is recorded.
2. The online version may not have an explicit place of publication. CONSER guidelines: "if a place of publication is readily available (for example, found by scrolling within a few pages of the home page or first issue page), record that place in field 260 $a. Otherwise, supply a probable place of publication (e.g. [United States?] or [S.l.] in field 260 $a. Code the fixed field country code accordingly." If you need to supply a probable place of publication, use the printed source copy's place: 260 $a [<place>?].
3. $c Opening and closing dates are not included

300 Physical Description

Delete from the source record copy.

362 1_

1. Retain the 362 only if the online version has the first issue.
2. If the first issue is available on the website, be sure the 362 first indicator is 1 (for "unformatted")
3. The note always starts with "Began with ..."
4. If the online version uses the same numbering scheme as the print version, just use the enumeration/chronology as found on the source copy.
   
5. If the online version uses a different numbering scheme, transcribe the numbering as found on the website.
6. AACR2/rev abbreviations are not required; it's not required to change a roman numeral to an arabic numeral; generally you can use the capitalization found on the web page (though avoid ALL CAPS).
7. Continue to use commas to indicate different levels of enumeration and place the chronological designation in parentheses.
8. If there is no chronological designation for the first issue, use a phrase such as "published in <year>" or give the copyright date.

Examples:

Opening page of first issue: Volume 1 Number 1 August 2008

362

1

‡a Began with Volume 1, Number 1 (August 2008).

Opening page of first issue: No. I Pt. I. On TOC page: c2008.

362

1

‡a Began with No. I, Pt. I, c2008.

4xx/8xx Series

1. Review the series to verify that it is also on the online version. If the series is not on the online version, delete it. When in doubt, consult with a catalog librarian.
2. Note that per LCRI 25.5B "General" item 6, a new uniform (series) title is not made for a republication in electronic form.
3. If there is a new series on the online version that is not on the printed version, consult with a cataloger with NACO authorization.
4. Use an 8xx for all traced series.
5. Only make a 4xx if there is an ISSN ($x) that applies to the series.

4. ADD:

500 Description based on ... title from ....

1. If there is already a Description based on /Title from note, edit it for the web version; otherwise, always make a Description based on (DBO) note.
2. If the first issue is not on the web version, cite the earliest available web issue. Don't cite the earliest print issue even if the print holdings go back further than the online version.
3. The note should indicate the issue and the date viewed.
4. If the first issue designation (the enum/chron) is already given in 362, just state "Description based on first issue..."
5. Always combine the source of title note with the DBO note.

Examples:

When the record has a 362 1_:

500

‡a Description based on first issue; title from contents page (viewed Nov. 12, 2007).

When the record lacks a 362 1_ (because the online version does not go back to the first issue):

500

‡a Description based on Volume 2, no. 1 (August 2005); title from contents page (viewed Dec. 12, 2007).

 

500 Latest issue consulted (LIC)

1. Do not combine with the DBO/Source of Title note.
2. The LIC note follows the DBO/Source of Title note.
3. Always make the note if the website has issues later than the first issue.

500

‡a Latest issue consulted: Volume 3, no. 4 (December 2010).

506 Restrictions on Access Note [Subscription Series Only!]

The accompanying paperwork should indicate whether or not the online serial is a subscription. For subscriptions, the following 506 note is required:

506

‡a Access restricted by licensing agreement.

538 System Details Note

Per the new standard, the note Available on the World Wide Web is no longer made. The note is still used if special equipment is needed to run some applications, but this should be rare for online serials that were born as print. If you run into such a situation, consult with a catalog librarian. (A web browser is not special equipment, but a media player would be.)

590 Local note

For subscription e-journals (see 506 above), add also:

590

‡a Access is available to the Yale community.

856 Electronic Location and Access

Add the 856 linking field to the online serial's URL using the following pattern:

856

4

0

‡3 Online journal ‡u <url for journal home page>

Fixed Fields

Leader: leave as is. If the Encoding Level is not blank or I, it is probably out of scope.

008 Edit 008 as indicated:

1. Date 1/Date 2 should match the online version's 362, not the print version; if there is no 362, take the dates from the 500 DBO note.
2. Edit the Place of Publication to match the 260 if necessary
3. Frequency/Regularity: Use | : No Attempt to Code
4. ISSN Center: change to _ No ISSN Center Code Assigned if necessary
5. Form of item: Use s: Electronic
6. Conf. Publication: Use | : No Attempt to Code
7. Cataloging Source: Use d:Other <DO NOT LEAVE VALUE c AS IS>
8. Leave other fields as is

007/006 (added by the cataloger)

The 007/006 fixed field strings will not be on the source record (unless the source record is for microform)

To create the 007 field:

1. Click the 007 tab to open the 007 window
2. When the 007 window opens, click the Computer File tab, then click the New button. (FYI, you have now enabled Byte 1) The Computer File value options will now fill the window.
3. Under the new CONSER standard, only the first value (Byte 2, Specific Material Designation) is required. Select Remote from the menu.
4. Enter No Attempt to Code for all other values, with the exception of the obsolete Original vs Reproduction Aspect, which should be left as is. Note that the No Attempt to Code character appears as a pipe upon entry but reformats as a square with arrow.
5. Click the Apply button.
6. You can use Macro Express to open 007, select Computer File, select Remote, and enter No Attempt to Code for the appropriate fields with one key-stroke sequence.

To create the 006 field <note: CONSER may eliminate the 006 requirement; this is still under discussion>:

1. Click the 006 tab to open the 006 window
2. When the 006 window opens, click the Computer File tab, then click the New button. (FYI, you have now enabled Byte 1) The Computer File value options will now fill the window.
3. Under the new CONSER standard, only Byte 1 is required. Enter No Attempt to Code for all 006 values. Note that the No Attempt to Code character appears as a pipe upon entry but reformats as a square with arrow.
4. Click Apply button.
5. You can use Macro Express to open 006, select Computer File, select Remote, and enter No Attempt to Code for the appropriate fields with one key-stroke sequence.

MFHD

All online resources are entered like this:

Catalog as a Reproduction

<to be drafted>

Examples

Record for printed serial in LCDB. Record needed for the online version. Cataloged following the CONSER Standard guidelines Keshet (Milan, Italy)

RELATED DOCUMENTS

CONSER Standard Record: What's New

CONSER Standard Record Documentation
 

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URL: http://www.library.yale.edu/cataloging/Orbis2Manual/variantedseresources.htm