Cataloguing of Electronic Serials:  General Policies

[A work in progress; includes policies decided as of 9 August 2000.]

See also document: Procedures for Cataloging DLC/CONSER Single Record Approach Electronic Journals.

Multiple formats:  single vs separate records

Electronic and print versions

When both a print and an electronic version of a serial exist, we follow CONSER guidelines.  (See also the CONSER Cataloging Manual, 31.3.5 and CONSER WG:  Single v. Separate Records:  Draft Report.)

• We will use a single bibliographic record under the following circumstances:
  1. The print and electronic versions can be considered equivalent manifestations in that:
     • The electronic version includes the complete full text, not just selections, indexes, or announcements

       and

     • The electronic version does not include significant additional material.

  2. The print version continues to be published after the electronic version becomes available.

  3. We have holdings of both versions.

     This criterion applies regardless of how current or complete our print holdings are; thus, even if our subscription to the print version is cancelled, we will continue to use the single-record approach.

  Currently, using the single-record approach, the bibliographic record for the print version is edited, with separate holdings added for the electronic version.  (This pattern may change in future.)  See also: Procedures for Cataloging DLC/CONSER Single Record Approach Electronic Journals

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• We will use separate bibliographic records under the following circumstances:
  1. The print and electronic resources cannot be considered equivalent manifestations, in that:
     • The electronic resource includes only selected or partial text.

       (Note that separate records would only apply in this case if the electronic resource itself has been identified for cataloguing.  Often, it will simply be noted in the record for the print title, as a related resource.)

       or

     • The electronic resource includes significant additional material, including resources that incorporate the contents of multiple print titles.

  2. The print title ceases to be published, while the electronic resource continues; in other words, the format changes.

     In this situation, a new bibliographic record is provided for the electronic resource.  If there has been an overlap in coverage, or if we did not know about the cessation of the print title, we may have been using a single record for both titles.  In such a case, we separate the information into the two records. See also: Procedures for Cataloging DLC/CONSER Single Record Approach Electronic Journals

  3. We will use a record specifically for the electronic resource when we hold only the electronic version.

Multiple electronic versions

[still to be explored further]

856 fields

This section overall actually applies to more than just electronic serials but is particulary relevant for electronic serials cataloguing.

• Location of 856

  The URL for the electronic resource being catalogued should be in an 856 field in both the MARC bibliographic and holdings records.

• Checking and editing 856

  When cataloguing electronic resources:  Check all 856 field links, to make sure that they function correctly.  856 fields containing valid URLs for related resources may be retained in the bibliographic record on a case-by-case basis. 856 fields containing URLs for related resources which are no longer current should be deleted.

  When cataloguing other types of material, 856 fields do not need to be checked.

  Post-cataloguing maintenance will be performed on all 856 field links in all types of records.

HTML document last reviewed:  19 Feb. 2001