Documentation for Cataloging E-books
-Draft-
Search OCLC for a good record. When choosing between two "electronic version" records,
prefer the one that has been treated as an original rather than as a reproduction. (see attached
examples)
In Voyager: If there is an "electronic version" bibliographic record that we can
use:
- Import the record, and modify it as necessary (see below). Remember to choose "OK to export"
- Check for the presence of all required fields, and add as necessary
fixed field
008 > Form of item >
s (Electronic)
(use only when Type does not equal "m")
006
Additional material characteristics
T
o create, click on 006 button > computer file (m) > new > [code as follows] > Apply
> Close
Target
audience
| (no attempt to code
Type of
file
d (document)
Government
| (no attempt to code
Other fields are optional.
007
Physical description fixed field
To create, click on 007 > Electronic Resource(c) > new > [Code as follows] > Apply
> Close
≠b: Specific material designation r (remote)
≠d:
Color
u (unknown)
≠e:
Dimensions
n (not applicable)
≠f:
Sound
u (unknown)
Other subfields are optional.
245 subfield ≠h [electronic resource] (this
follows title proper,
precedes : ≠b)
500 General
note
≠a Title from... (viewed ______)
for Sources of title proper, see
http://ublib.buffalo.edu/libraries/units/cts/olac/capc/stnir.html
516 Type of Computer File/Data Note ≠a
Text (electronic book).
530 Additional physical form available ≠a Also available in
print.
533 Reproduction note
(If present in an existing "electronic resource record", o
ther notes fields with duplicate information may not be needed.)
538 System details note. ≠a "System requirements: Internet connection; web
browser"
or
538 "Mode of Access: World Wide Web"
856 40
URL
- If a URL is free, skip this step. (The proxy test is only checking to see if a link is in the
proxy server, not whether it actually needs a proxy) If it was purchased (received from ACQ), we
will need to test for proxy. Use the proxy link checker on a web browser from which you have not
authenticated that day:
http://www.library.uiuc.edu/proxy/test
If the link works when tested at this site, it isn't necessary to add the UIUC proxy to the
url.
Sometimes we need to ask for site to be added to EZ proxy. (Follow instruction on the test
page) A more direct link to test a proxy is:
http://www.library.uiuc.edu/proxy/go.php?url=________&auth=force
- Modify the record for local use
If the resource is free, we
do not create a 596 or add the proxy. We do add subfield ≠3 when appropriate, and add
subfield ≠x UIU
For resources which are not free, create a 596 field by copying and pasting the 856 field
and changing the tag. To the existing 856, add the UIUC proxy to the front of the url. Add ≠x UIU
596 40 ≠
u
url from 856
856 40 ≠
3 Full text ≠
u
http://www.library.uiuc.edu/proxy/go.php?url=appropriate url ≠
x UIU
Other options for 856
≠3
options text:
856 40 ≠
3 PDF version
856 40 ≠
3 HTML version
Also, add public notes when appropriate. For example, for a PDF version:
≠z requires Adobe Acrobat software which is available for download.
- Create a MFHD (click on "new holding")
Add 007 information:
see example above
The following fields should be added:
541 b b ≠h free ≠o ebook
[Note: add subfield h (≠h free) only if the e-book is free]
852 8 b ≠
b eresour-nc ≠
h Online Resource ≠
t 1 ≠z Accessible anywhere on the UIUC campus or with UIUC
NetID
If the resource is free, the public note above (Accessible anywhere...) can be omitted.
856 40 ≠
3 Full text ≠
u
http://www.library.uiuc.edu/proxy/go.php?url=
insert appropriate url ≠
x UIU
Do not create an item record.
As always, remember to save your work.
In Connexion:
If no record for an electronic version is found, locate a good print record
- Use the print record to derive a new record for the electronic version
From the OCLC record for the print version, go to Edit ►Derive ►New record. When prompted,
the fixed field values should be transferred. Change the
Form fixed field to s
Add the required fields: 006, 007, 245 ≠h, 500, 516, 530, 538, 856 (general URL without
proxy)
To add the 006 field, Edit ►Field 006►Insert►Computer files
The 007 field can be inserted with normal Connexion editing (click at the end of what will
be the preceding line, hit "enter"). When adding the field this way, remember that the first
subfield, ≠a (category of material), should be coded c (Electronic Resource)
Save the record add 049 ≠m no and update), and import into Voyager
Follow steps #3-5 above (check links, modify URLs, and add holdings)
New procedure:
To assist with deriving a new record from print, constant data has been created for
electronic books. The fields which have been added are: 006. 007. 500, 516, 530 (retain when
applicable), 538, 856 (with reminders about content of subfields). We still need to edit the
constant data values as appropriate, and add the fixed field
Form s and the
245 ≠h [electronic resource]
