Procedures for Cataloging DLC/CONSER Single Record Approach Electronic Journals

(This is a procedure for items in serials format only)


These procedures apply to current titles for which we have both print and electronic holdings of a title. Titles in electronic format for which for we have not had print holdings or titles which have never been or are no longer published in print, should be cataloged using the online record. These items should be passed to your trainer.



Table of Contents

Searching Voyager/OCLC for Matching  Copy


530 Note (Additional Physical Form Available)

007 Physical Description Fixed Field (Computer Files)

Linking Fields and Added Entries


Voyager Holdings Record





Searching Voyager/OCLC for Matching Copy


1)    Search and retrieve the serial title in the “Journal Title <” search in Voyager. Ensure that the title is an exact match for the title you are looking for (compare title, information provided in email/other correspondence, subject scope of journal, publishing information (although publisher may have changed), etc.).


2)    Do not be fooled by titles that are similar. For example, compare these different Voyager titles: Sociological research; Sociological research online. Even though the titles appear very similar, they are completely different titles emphasizing a different scope.


3)    It will be necessary to compare the content of the online journal with the print edition. A determination must be made that the online version of the serial title reflects the same full-text content of the print edition. Several situations may be indicative of content variations, some are:


a.    The presentation in the chief source (normally home page of the journal): the title itself may differ or statements in the editorial areas may explicitly point out an intentional difference such as the inclusion of additional material.

b.    The website for the journal may be merely an advertisement with selected access to full-text articles—a lack of issue designations is usually an indicator of this type of site (These types of homepages are not normally, intentionally cataloged by the Cataloging Dept.).


4)    Do not retrieve print issues of a title from the stacks to make page-by-page comparisons. However, if a print issue is in hand, statements about the online version may be found in the masthead or other editorial material, and if it is a current issue, it can be compared with the online version to determine if the content is the same.


5)    If a difference is evident, pass the title to your trainer or if possible (i.e., if you are trained to do so), catalog the unique title on a separate electronic resource record that is DLC/CONSER.


6)    Ensure a given title is part of the “Howard-Tilton” (HT) holdings and not “Med Library” (MD) or Business Library (BL). We catalog only those titles for which Howard-Tilton has a subscription.


7)    Ensure that the electronic version hasn’t already been cataloged as part of the record for the print version: check for the presence of 856 (Electronic location and access) with URL in bibliographic (should be in delimiter “x” in bib.) and holdings record with “internet” location and 856 with URL in delimiter “u”, 530 note, 007 field, etc.


8)    If the electronic/remote resource aspect of the title has not been cataloged in Voyager, search OCLC for updated full-level DLC/CONSER copy using the OCLC number.





9)    After selecting a matching record, select a persistent URL and test it to the document level (not just the most recent issue) to ensure the subscription is activated. A single, concise, persistent URL that links directly to the homepage or contents page of a journal title is required. Sources of information for URLs will vary with publisher or service provider. Obtain a URL from one of these sources:


a.    Vendor/publisher/service provider (e.g., EBSCO, Ingenta, Emerald, Cambridge, OUP, etc.) website listing of URLs at each journal home page or an online (HTML) or downloadable document (PDF, Word, Excel) with URLs for all online titles.

b.    Instructions from “help” or “librarian” information pages at vendor/publisher/service provider website for a formula on how to construct persistent and robust URLs to journal home pages.

c.    URL(s) provided with communication regarding title(s) in the form of a Word or Excel document listing multiple titles with their URLs provided in house probably from the Digital Services Librarian.

d.    If such a source is not apparently available, consult the trainer.


Do not use the following, unless they are verified by one of the sources mentioned above:


a.    URL(s) derived from copying the URL in the address/location bar while viewing the journal homepage.

b.    URL(s) present in the OCLC bibliographic record.


If there are no apparently viable URL(s), consult your trainer.


When a working URL has been obtained which represents the equivalent of the print edition, apply the following:


·      Export full-level updated DLC or CONSER copy

o     Before saving the record and overlaying older copy Voyager, copy any important information from the older record to the updated record that was put in by a previous cataloger (948 fields, special notes, etc.) and is not reflected in the updated record.

o     Also before overlaying, eliminate local/other 035 fields from the updated OCLC bibliographic record (Note: Do not delete the 035 for (OCoLC)).


·      Create an 856 field in the bibliographic record for the URL if not already present. (If the web browser is at the specific homepage for the journal, the Voyager command, Ctrl-u can be used to insert the 856 field after downloading; this will not work for EBSCO or Ingenta titles. Also, Ctrl-k can be used to test a URL present in a Voyager record).

·      According to local procedure, in the 856 field the URL should be in $u, first indicator “4” (http), second indicator “1” (version of resource).

·      Delete any OCLC FirstSearch 856/URL(s).

When there is more than one valid service provider for a given title and two active URLs are added to the bibliographic record, follow the procedures below in 9), More than one source for Internet access, Voyager Holdings Record, in distinguishing the links.



530 Note (Additional Physical Form Available)


10) Confirm that a 530 note (Additional physical form available) is present in the bibliographic record. If no 530 is present, add one. In addition to noting availability on the WWW, the note should contain:

·      information on the format of the files that need special software applications to read and/or print the documents, and whether the title is available to subscribers only. It should also normally indicate

·      the title of the online version, if it is significantly different from the 245 title of the bibliographic record for the print version (this does not include differences which result from qualifiers added to a uniform title such as “Online”).

·      Information regarding more than one service provider when more than one active, valid URL is present in a record


Information present in a 530 note referring to OCLC FirstSearch should be deleted, as well as information regarding the chronology of availability, as this information could change.




530     Also available online via the World Wide Web as: Online rheology; full-text available to subscribers in PDF and Postscript format; Acrobat reader required to view and print PDF documents.


530     Also available online via the World Wide Web; full-text available to subscribers in HTML and PDF; Acrobat reader required to view and print PDF documents.


530      Also available online via the World Wide Web to subscribers.


530        Also available online via the World Wide Web [This note would be used

if the journal is free to the public or if it cannot be ascertained if a subscription is necessary]


         530     Also available online to subscribers via the World Wide Web; made available by Emerald and Ingenta



007 Physical Description Fixed Field (Computer Files)


11)  The record should have a 007 Physical Description Fixed Field (Computer Files). Generally accept 007 fields in DLC/CONSER records as they are.


If it is not present, add one via the template in the Voyager record.


a.    Click on the 007 button.

b.    Go to the “Computer file” tab and click “New”.

c.    In “Specific material designation” select “r” (Remote). 

d.    In “Color” select the value that best reflects the usage in the documents themselves:

i.             HTML would be “c” (multi-colored)

ii.            PDF would be “g” (grayscale)

iii.           Others could be “m” (Mixed) indicating a mixture of multi-color and grayscale formats.


e.    In “Dimensions” always select “n” (Not applicable).

f.     For “Sound” select “[blank]” (No sound) which is usually the case unless there is evidence of sound on the home page of the journal, in which case select “a”, “Sound”.

g.    Click “Apply” and then “Close”. Save the bibliographic record before closing it.


If a 007 is being edited, after clicking the 007 button, the “Computer file” 007 appears. After selecting/changing values:

i.             Click “Apply” and then “Close”.

ii.            Save the record.


Other possible values are listed in the 007 template and in OCLC’s Bibliographic formats and standards, 007 Physical desctiption field (Computer files):


Example of 007 as it appears in OCLC record:


07         c $b r $d c $e n


Linking Fields and Added Entries


12) The bibliographic record should also have a 776 (Additional physical form entry), which links the print record to a record for the online version. Generally accept 776 fields present in DLC/CONSER records.


If no 776 field is present, add one if there is an OCLC record for the online version or if a separate ISSN has been assigned to the online serial and no online record exists. The 776 includes the main entry for the related serial, normally a title. Include the title of the online version (usually the uniform title (130)) in $t. If there is no uniform title, use the 245 title. Whichever title is used, include subfields “a”, “n”, “p”, which will all be included in $t of the 776 field. If the main entry is a corporate body, it is placed in the subfield “a”, followed by the title in subfield “t” (title proper) or “s” (uniform title). Also include the ISSN in $x and Library of Congress control no. (010) in $w, if they are present, and the OCLC no. is also placed in the last $w.




776 1# $t Biotechnology progress (Online) $x 1520-6033 $w (DLC)sn 98004606 $w (OCoLC)37380325


776 1# $t Journal of polymer science. Part A, Polymer chemistry [all elements of common and section title in one subfield “t” without subfields “p” or “n”]

(Online) $x 1099-0518 $w (DLC)sn 98007469


776 1# $a Royal Anthropological Institute of Great Britain and Ireland. $s Proceedings of the Royal Anthropological Institute of Great Britain and Ireland for ... (Online) $w (DLC)sn 99023400 $w (OCoLC)41669699


Made up example:


776 1# $t Cinema variety review (Online) $x 1099-0518 [no online record; separate ISSN for online version]


13) A 740 0# title added entry should be present when the title of the online version differs from the print title (The difference should include more than the addition of the word “Online” either as a qualifier in a uniform title or at the end of a title consisting of several words). Add this added entry if not already present in the record.


Made up example:


245 00 NDP bulletin.

530     Also available online via the World Wide Web as: Online NDP; full-text available in PDF to subscribers.

740 0# Online NDP.

776 1# $t Online NDP $x 3487-1928 $w (DLC)sn2001008989 $w(OcoLC)99098909


14) If there is a link for an earlier title (780), check the online journal to see if the print holdings we have access to extend back to the dates when the journal was published under the earlier title (i.e., compare the beginning coverage of the current title with the online holdings). If this is the case, then these same procedures will apply to a DLC/CONSER print record for the earlier title.


It a title has a separately cataloged supplement (770-supplement/special issue entry field present) or if the title is a separately cataloged supplement (772-parent record entry field present), complete the cataloging for the title in hand and pass it to your trainer for analysis.





15) 948 fields for current titles are coded for DLC and indicate one title and zero volumes were cataloged. Ensure that the new 948 field is the first in the bibliographic record. Add subfield $g and the code “er” to denote that the item is an electronic resource.


Special Circumstances:


948 fields for earlier titles which are upgraded according to these procedures and which have or have not already been closed-out as a title change are still coded as a new electronic title cataloged.




948 ## 20000726 $b pvf $c d $d 1 $e 0 $g er



Voyager Holdings Record


16) Create a holdings record in addition to the one for the print holdings already present.


a.    Ensure the holdings record is for serial holdings at encoding level “2” (Leader, type “y”, enc/l “2”).

b.    852 should have first indicator “8”, second indicator blank; $b (location) is “internet”; $h has: “Search by URL”.

c.    Add 856 field from bibliographic record (Also, here the Ctrl-u command can be used, if the Web browser is at a specific homepage for the journal): The URL is in $u, first indicator “4” (http), second indicator “1” (version of resource). Delete any $z or $3 and the information in it.

d.    In some cases it may be necessary to provide a public note ($z) in the 852 field denoting the online issues we have access to, if our holdings differs substantially from the available holdings at the journal home page.


Holdings record examples:


852 8# $b internet $h Search by URL

856 41 $u


852 8# $b internet $h Search by URL $z 2001-

856 41 $u


17) More than one source for Internet access.


URLs from different aggregators, carriers, etc., must be placed in separate holdings records with location “internet”. Use public notes ($z) differentiating the holdings statements in each 852 field (in the bibliographic record, $z is used in the 856 field). If the holdings cannot be easily differentiated, do not use 852 public notes, but construct a 530 note in the bibliographic record indicating the different services.




         1st Holdings record:


         852 80 $b internet $h Search by URL $z Recent issues

         856 41 $u


         2nd Holdings record:


         852 80 $b internet $h Search by URL $z Back issues

    856 41 $u




Full example:


007     c $b r $d m $e n $f #


245 00 Biotechnology progress.

530 ## Also available online via the World Wide Web; full-text available to subscribers in HTML and PDF.

776 1# $t Biotechnology progress (Online) $x 1520-6033 $w (DLC)sn 98004606 $w (OCoLC)37380325

856 41 $x

948 ## 20000726 $b pvf $c d $d 1 $e 0


Holdings record example:


Leader: type=y  enc/l=2


852 8# $b Internet $h Search by URL

856 41 $u




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Last reviewed: Feb. 21, 2002