decorative image
Yale University Library Metadata Services

Payment Records
Online Serial Resources

Introduction

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.

Scope

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.

Production Overview

Brief payment records are created for online serial resources not yet represented in Orbis that are (1) individually selected and (2) on order or recently licensed. 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.

The instructions provided in Parts 1 and 2 assume the use of the template provided in the Appendix. The template provides 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.

Part 1: Creating the Payment Record

The selector should provide the acquisitions staff person with the ISSN of the online serial (if there is one), the title of the online serial, and the URL that is used at Yale to access the online serial.

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 template, create a brief, suppressed record when there is no existing 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 finds an existing payment record for the online version of the resource, compare, if available, the access URL in the record to the access URL for the item being cataloged. 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 template in the appendix.

Variable fields: 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 [ISSN] (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 - Title

Record the title in field 245 according to the following pattern, using the value 0 (zero) for both indicators.

245 0 0 ‡a [title] ‡h [payment record electronic resource].

When recording the title, use the title provided by the selector. 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 payment record electronic resource for the general material designation (GMD) 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.

Adding the phrase payment record electronic resource 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. Include the GMD in subfield h in each 246.

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 [payment record electronic resource].
246 3   ‡a State and county quickfacts ‡h [payment record electronic resource]

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

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 selector's request form: Commentary Digital Archive
Title on home page: Commentary Archive
245 0 0 ‡a Commentary digital archive ‡h [payment record electronic resource].
246 3   ‡a Commentary archive ‡h [payment record electronic resource]

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 browser title bar: The Nation Archive
245 0 0 ‡a Nation ‡h [payment record electronic resource].
246 3   ‡a Nation archive ‡h [payment record electronic resource]

856 - Electronic Location and Access

If an access URL for the resource is supplied by the selector, enter the materials specified and the URL according to the following pattern.

856 4 0 ‡3 Online journal ‡u [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 provided in the template.

Record Suppression

Suppress the record.

Part 2: Recording Information in the MFHD

Create the MFHD with the following values.

852 8 0 ‡b yulint ‡k Suppressed ‡h payment record

Record Suppression

Suppress the record.

Part 3: Notify Catalog Management

Send email notice with bibliographic record number, title, ISSN (if available), vendor or publisher, and coverage dates (i.e., the years to which we have access) to Catalog Management. Cataloging staff will acquire record from vendor or add new record manually as needed.

Template for Online Journals

Leader007

006 Computer File tab007

007 Computer File tab007

008007

Payment Record007

Download the template for the payment record here.

Save the file in C:\Voyager\Catalog\Template. Variable fields need to be modified according to the instructions above.

Template for MFHDs

MFHD007

Download the template for the MFHD here.

Save the file in C:\Voyager\Catalog\Template.

Search / Contact Us / Yale University Library / Yale University / YaleInfo