Electronic Resources Cataloging: Taming of the Shrewd
Presented by Louisa KwokHKUST Library
International Seminar on Bibliographic Services
August 28th, 2006. Hong Kong
Outline
1. About HKUST Library2. Electronic resources we catalog3. Workflow & procedure4. Cataloging rules & MARC tagging5. Single record approach vs. separate record
approach6. Challenges7. ISSN issue8. Meeting the challenges
About HKUST Library
Books - 630,000 volumesJournals - 4,500 titles in print and
16,500 online (Web access).E-books & other e-resources - 63,500
titlesMicroform - 70,000 titlesAudio-Visual materials - 24,000 titles
Cooperative Cataloging Participation
OCLC Full Member. OCLC Enhance Member for Book Format. NACO (Name Authority Cooperative
Program of PCC) member since 2000. CONSER (Cooperative Online Serials
Cataloging Program of PCC) member since 2002.
History
1992 - OCLC Internet Resources Cataloging Experiment Project.
1993 - Started cataloging journals in UMI databases. CD-ROM format.
1995 – Participated in the OCLC “Building a Catalog of Internet Resources” project. Records provided direct links to the Internet resources.
History (cont’d)
1999 - Cataloged titles in Web version of UMI databases, ProQuest.
1999/2000 – Participated in OCLC CORC project, cataloging Internet Resources using metadata and Dublin Core.
2001/02 – Large cataloging projects, e.g. IEEE Xplore, ACM Portal, SpringerLink, etc.
2003 – Cataloged large open access collections, e.g. DOAJ, NAP, CDL eScholarship, etc.
Direct Access vs. Remote Access
Direct access - The use of electronic resources via carriers (e.g., discs/disks, cassettes, cartridges) designed to be inserted into a computerized device or its auxiliary equipment.
Remote access - The use of electronic resources via computer networks.
--AACR2 Glossary
What Do We Select to Catalog?
Resources that Offer full-text information. Offer substantial coverage. Fit our collection development policies. Support the curriculum, research and general
educational interests at HKUST. Are of scholarly and academic nature. Have relevant geographical coverage.
Types of E-Resources We Have Cataloged
Types No. of Titles
Electronic journals
Databases
Standards
Conferences
E-Books & misc.
HKUST theses
16,508
189
1,744
7,783
50,076
3,766
Total 80,066
Cataloging of Open Access Resources
Have cataloged about 5,000 open access titles. Evaluated by Internet Resources Group based
on a set of selection guidelines. Include databases, academic journals, books,
Websites, reference tools, etc. Display “Open access” in the OPAC record.
(856$z).
Some Open Access Examples
Database: Europe's Network of Patent Databases Academic Journal: Directory of Open Access Journals - c. 700 titles BioMed Central & PubMed Central - c. 240 titlesE-Book: Univ. of Calif. eScholarship e-books – c. 400 NAP e-books – c. 720 titlesWebsite: 中華人民共和國國家統計局 = National Bureau of
Statistics of ChinaReference Tool: 林語堂當代漢英詞典 = Lin Yutang's Chinese-English
Dictionary of Modern Usage
Establish Inter-Department Workflow
Started developing “Electronic Resources Procedure” in late 90’s.
A document detailing the inter-departmental actions and procedures.
Several revisions over the years. Covering the entire process from selection,
ordering, receiving, setting up access, cataloging, preparing guide/description, etc.
Electronic Resources Procedure
Helps us to achieve better coordination among
different depts. involved to better communicate between departments. to provide electronic access efficiently. to streamline and simplify the workflow.
Electronic Resources Procedure
Provides different sets of procedures for Direct-accessed resources Remote-accessed databases E-journals E-publications other than journals
Each set has detailed workflow on Adding new resources Updating, e.g. change in title, access, etc. Withdrawal and cancellation.
A Linear Communication Model
Collection Development
Acquisitions
ALL librariansCataloging, Reference, etc.
Systems
New resource
Maintenance
Cataloging Rules & Guidelines
LC Draft Interim Guidelines for Cataloging Electronic Resources (1997):
Descriptive Cataloging Manual (DCM B19) Clarifies some concepts. Provides guidelines on:
Single/multiple record approach. Use of 856. Collocating records using 7xx. Indicating other formats in 530.
http://www.loc.gov/catdir/cpso/elec_res.html
Cataloging Rules & Guidelines (cont’d)
AACR2 2002 Revision: Chapter 9 “Computer Files” revised and
renamed “Electronic resources”. GMD [computer file] changed to [electronic
resource]. Chapter 12 “Serials” renamed to “Continuing
Resources”. “Chief source” changed to be the entire item.
What is an Electronic Resource?
Computer file (Prior to 2001):“A file (data and/or programs) encoded for
manipulation by computers.” Electronic resource (AACR2 2002 Rev.):
“Material (data and/or program(s)) encoded for manipulation by a computerized device. This material may require the use of a peripheral directly connected to a computerized device (e.g., CD-ROM drive) or a connection to a computer network (e.g., the Internet).”
New Concepts
Continuing resource:A bib. resource issued over time with no
predetermined conclusion. Includes serials and ongoing integrating resources.
Integrating resource:A bib. resource that is added to or changed by
means of updates that do not remain discrete and are integrated into the whole.
Representation of bibliographic resources in AACR2
Finite resources
Monographs
Multi-parts
Continuing resources
Serials
Parts remain discrete
Integrating resources
Updates do not remain discrete
References
AACR2 2002 Revision LCRI 1.0 BIBCO Manual: Integrating Resources: A
Cataloging Manual
http://www.loc.gov/catdir/pcc/bibco/irman.pdf
OCLC-MARC Coding Guidelines
Cataloging Electronic Resources: OCLC-MARC Coding Guidelines (2006 July)
A detailed guide to assist catalogers in creating records for electronic resources in WorldCat.
Implements AACR2 2002 revision. Members can create records with bib level “i”.
http://www.oclc.org/support/documentation/worldcat/cataloging/electronicresources/
Leader/06 Type of Record
To differentiate MARC records created for various types of content rather than their physical form.
Code “m” is now only used for:
Computer software; numeric data; multimedia;
online systems or services Textual material in electronic form, use the same
code as the print version:
Former practice – Type: m
Current practice – Type: a
Leader/07 Bibliographic Level
a – Monographic component part
b – Serial component part
c - Collection
d - Subunit
i – Integrating resource
m – Monograph/item
s – Serial
…
008/21 Type of Continuing Resource
d - Updating database
l - Updating loose-leaf
m - Monographic series
n - Newspaper
p - Periodical
w - Updating Web site
…
008/22 Form of Original Item
a Microfilmb Microfichec Micro opaqued Large printe Newspaper formatf Brailles Electronic…
008/23 Form of Item
a - Microfilm
b - Microfiche
c - Micro opaque
d - Large print
f - Braille
r - Regular print reproduction
s – Electronic
…
008/34 Entry Convention
A code that indicates whether an item was cataloged according to successive entry, latest entry or integrated entry cataloging conventions.
0 - Successive entry 1 - Latest entry 2 - Integrated entry
Used for integrating resources and electronic serials that do not retain their earlier titles.
MARC Tagging
MonographsMonographs
Continuing Resources
Continuing Resources
Integrating Resources
Integrating Resources SerialsSerials
Electronic Resources
Electronic Resources
Leader/06 (Type of Record) = a(Language material)…
008/23Form of Item = s(Electronic)
008/21 = d, l, w, m, p, n, or w008/22 = s008/34 = o, 1, or 2
Leader/07BibLvl= i(Integrating Res.)
Single Record Approach
Print and remote electronic access in one record.
Other formats, such as, CD-ROM, Microform, have their own records.
Pros: Reduces clutter in catalog. Patron views one record for both print
and online access. Less cataloging workload.
Single Record Approach (cont’d)
Cons: Print and online version may differ in content
with time. Frequent updating of records is needed with
changes in bibliographic info. or subscription. Separate records are still needed for other
formats or when content differs. Batch record loading more complicated.
Separate Record Approach
Before 2003: Each online version is cataloged in a
record separate from the print. After 2003:
CONSER implemented the aggregator-neutral standard.
All online versions of a title are cataloged on a record separate from the print.
What is an Aggregator-Neutral Record?
Create one record for an electronic serial issued in multiple aggregations.
Apply to all online serials distributed by one or more provider.
No information specific to any one particular provider, e.g. notes, added entries.
To find out more: http://www.loc.gov/acq/conser/agg-neutral-recs.html
Separate Record Approach
Pros User friendly interface, better browse display. Easier to maintain bib. record for changes. In line with the FRBR concepts. In line with CONSER standard. Facilitate loading vendor records.
Cons Splits holdings across multiple records. More records in the catalog.
History of Our Practice (Periodicals)
Year Record #1 Record #2
Before 1998: Print CD-ROM
1998-2001: Print + Publisher
CD-ROM + Aggregator
2001-2004: Print + (Publisher)
CD-ROM + Publisher + Aggregator
2004-now Print CD-ROM + Publisher + Aggregator
Our Current Policy
We use a mixture of treatments:Separate (2) record approach (periodicals):
One record for the print and one for the e-version.
All e-versions grouped into a single electronic record.
Single record approach (non-periodical collections, e.g. books).
Meeting Needs of Various User Groups
HKUST Library users. International cooperative cataloging
program, CONSER, OCLC.Library staff: Acquisition, Systems,
Collection Development, Cataloging, Reference, etc.
Loading of Vendor Records
To load or not to load, that is the question.Fit our collection scope and level.Quality of the records.Subject headings & classification.
For collection assessment & statistics. Access by subject or classification no.
Enhance records if resources/technology permitting.
Battle Against Fluidity & Volume
Keeping track of updates, esp. in aggregators.
Incomplete source of information. Missing front matters.
Maintaining validity of links.Need to frequently re-catalog existing
records.Change of interface.
Added Functions of Catalog/Cataloging
Past – Provides bibliographic info. only. Now – Also involves access & other info. Metadata for manipulation into other lists or
services, e.g. E-journal list, New acquisition list, HKALL, Database list, etc.
Linking between catalog records with other e-resources, e.g. via WebBridge.
ISSN Issue
A different ISSN can be assigned to an electronic format of a serial by publisher.
Most systems do not index 022$y - affecting ISSN searching on OPAC.
Affecting cross linking of resources, e.g. via WebBridge.
Lack of work-level identifier to bring different manifestations of the same work together.
Journal of Biomedical Material Research
Print record $a Print ISSN
$y E-ISSN
$a E-ISSN
$a 0021-9304
$y 1097-4636
$a 1097-4636
E-record $a E-ISSN
$y Print ISSN
$a Print ISSN
$a 1097-4636
$y 0021-9304
$a 0021-9304
Microform record $a Print ISSN
$a E-ISSN
$a 0021-9304
$a 1097-4636
Local practice in red.
ISSN Issue (cont’d)
Enhance ISSN fields of all journal records with local practice.
Problems not solved yet! How to link the serial type of publication
cataloged separately as monographs.Some e-resources just do not have ISSN,
e.g. databases, conference proceedings, news type of publications.
Meet the Challenges!
Constant weighing of cost vs. effectiveness. Thoughtful and flexible deployment of human
resources. A good understanding of user needs and search
behavior. Awareness of the pros and cons of various rules
and practices. Choose a strategic option after considering all
factors Information access vs. subject analysis
Five New Laws of Librarianship
Libraries serve humanity. Respect all forms by which knowledge
is communicated. Use technology intelligently to enhance
service. Protect free access to knowledge; and Honor the past and create the future
(Gorman, M. (1995). Five new laws of librarianship. American Libraries, 26 (8), 784-785.