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Technical Services Units:

Documentation for Cataloging E-books


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:

  1. Import the record, and modify it as necessary (see below). Remember to choose "OK to export"

  2. 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
    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

  3. 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:

    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:

  4. 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 40u url from 856
    856 403 Full textu url  x UIU
    Other options for 856 3 options text:

                    856 403 PDF version
                    856 403 HTML version

    Also, add public notes when appropriate. For example, for a PDF version: ≠z requires Adobe Acrobat software which is available for download.

  5. 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-nch Online Resourcet 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.
    856 403 Full textu insert appropriate urlx 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

  1. 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]