Department Manual
506, 530, 856 Fields on Bibliographic Records

• Monograph printed materials
  • URLs on imported OCLC records
• Serials
  • URLS on Imported OCLC Records
    • Overlaying existing records
  • Editing records with URLs
    • General guidelines
    • JSTOR titles
    • Editing Online Only Versions
    • Titles Requiring Intermediary Pages with LogIn Information
  • Overview of workflow for licensing, acquisition, cataloging and database maintenance

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Monograph printed materials

Imported OCLC Records With URLs

Acquisitions staff who import records into VOYAGER must check for the presence of a 506, 530, and/or 856 field in the bibliographic record. [For 856 procedures for catalogers, see variable fields section of Cataloging Member Copy Monographic Records for Printed Materials]

If the 506 or 530 field has a ‡u, route a printout of the bibliographic record to the Copy Cataloging Team leader.

If the 856 field has a ‡3 or ‡z which contains one of the following notes: Publisher description; Sample text; Table of contents, make sure the URL is in a ‡u. Do not route a printout of the bibliographic record to the Copy Cataloging Team leader.

If the 856 field does not contain one of the subfields indicated above, change the ‡u to the ‡x. Do not route a printout of the bibliographic record to the Copy Cataloging Team leader.

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Serials

URLs on imported OCLC records

Staff who import and/or overlay records into VOYAGER must check for the presence of a 506, 530, 856 and 007 fields in the bibliographic record, which indicate the existence of an online version.

Importing new records

Check the Contract Database if a URL for full text is listed on the bibliographic record.

• Title listed, license marked "completed":
  verify that link is current, update bib record according to current practice

• Title listed, but license marked "pending" or "In Process":
  route to e-resource coordinator

• Title is part of package "Bibliographer Review":
  
  • Delete 007/530/856. Do NOT route printout to e-resource coordinator

• Title not listed:
  
  • print bib and highlight 530/856
  • delete 007/530/856
  • route printout to e-resource coordinator

URL is for table of contents, abstracts or selected articles of a journal

• Verify that the link is current. If it is not, delete it and its associated 007/530
• If the link is current, continue cataloging according to current practice

 

For URLS on electronic versions:
The electronic version of the bibliographic record will be used when the Libraries has never subscribed to the print resource or when there is no print equivalent.
At the point of order, the serials ordering specialist should check the following:


• Title should be listed in the Contract Database: Suppress the 856 by deleting any |z or |3; replace the |u with |x. Create an "on order" holdings record.
• Title not listed in the Contract Database:
  • Suppress the 856 by deleting any |z or |3
  • Replace the |u with |x
  • Route printout to the e-resource coordinator. Indicate that the title is not listed in the Contract Database

Overlaying/updating existing serial records

If the existing record in Voyager does NOT have a URL, follow procedure for URLS on imported OCLC records above.

If the newer record contains a URL, compare it to the existing record.

Check for a 948 on the existing record indicating latest update date. Legitimate updates for bibliographic records with URLs should be in the [code]:xxx/yyy format or should reflect the e-resource coordinators initials (cns) and generally indicate that the title should be listed in the Contract Database
• URL on existing or new record is for table of contents, abstracts, and/or selected articles
  • verify that link is current, update bib record according to current practice, continue cataloging
• URL is to full text
  • verify title in Contract Database:
    • Title listed: update bib record according to current practice
      • Verify that the link is current
      • update the 948
      • update the "as of" date in the holdings records
      • update the holdings 008
      • If there are ANY changes to the URL or any problems with access, print the bib, highlight the 856, note change/problem on printout, and route to the e-resource coordinator
    • Title not listed:
      
      • print bib and highlight 530/856
      • delete 007/530/856
      • route printout to e-resource coordinator

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Editing bibliographic records with URLs
KSU will use the one-record approach when the Libraries has both the print and online versions of a journal. In most instances, the catalog will provide a hotlink to an electronic journal's homepage, rather than directly to its table of contents. Consult the e-resources coordinator when in doubt about providing the link. The coordinator will also provide catalogers with information concerning access restrictions, method of acqusition, lending, and holdings. Most of this information will also be available in the Contract Database.

Catalog according to prescribed copy cataloging procedures, and additionally add/check/verify information in the following fields:

Add an 007 field for the remote resource.

Add a 506 if title is restricted.
506 field examples: [for full text titles that have restricted access]

• Online version restricted to KSU faculty, staff and students.
  Online version restricted to KSU faculty, staff and students. Access limited to 5 concurrent users.

Add a 530.
530 field examples for titles with print and online:

• |a Also available online. [used when title is full text]
• |a Also available online. (Adobe Acrobat required) [used when the hotlink is directly to a .pdf file]
• |a Table of contents also available online.
• |a Selected articles also available online.
• |a Table of contents and abstracts available online.

Other variants may be acceptable.

Add 910's as needed for e-journals. (KSUL uses these tags in order to automatically generate subject and collections lists for the Libraries' web pages.)
1st indicator blank, 2nd indicator blank.

E-journal tag:
• A |a QEJ must be added for every URL for full text products that are in the record. Use separate 910's for each URL.
• The initial QEJ line will also include at least 1 subject code, generally based on the dept. code used. Subsequent QEJ lines do not require a subject code. The code list is available on the LAN at w:\509\serials\dept. codes by code xls.
• When applicable, follow the subject(s) code (or Journal collection code when present) with the "free" (QFR) or "student library fee" (QSTR) code
• The last element of the QEJ tag is |5 KKS. [effective 6/22/2001]
Examples of single QEJ on records.

Example 1: 910 _ _ |a QEJ |b ECON |b FINA |b JSTOR |b QSTR |5 KKS
Example 2: 910 _ _ |a QEJ |b ARCH |5 KKS
Example of multiple QEJ's on one record.


Example 1:

910 _ _ |a QEJ |b ECON |b FINA |b MUSE |5 KKS
910 _ _ |a QEJ |b JSTOR |b QSTR |5 KKS

Add 930s for the Dept. code as indicated on the purchase order or from other documentation provided by Collection Managers/Team. Codes are maintained for currently received titles only. Multiple codes may be input in separate 930 fields. Appropriate coding facilitates retrieval of reports and provides canned searches for Subject Specialist web pages.
1st indicatior blank, 2nd indicator blank.

Dept. codes tag: input in 930 _ _, immediately following the QEJ 910 tag(s).
• Dept. code (in all CAPS) is formatted with the prefix zzdc.
  
• The last element of the dept. code tag is |5 KKS. [effective 6/22/2001]
Examples


930 _ _ |a zzdcVETM |5 KKS
930 _ _ |a zzdcARCH |5 KKS

No Dept. code on purchase order or from subject specialist: Add the 910 and 930 but leave them blank. Save and then print the record. Place the printout in the Dept. codes envelope.

Add 945's as needed for journals in group packages.
1st indicatior blank, 2nd indicator blank.
Group subscription tag: input immediately before the 948 tag.
Group sub codes are used to tie a package or group subscription together. Coding facilitates retrieval of records for database maintenance and invoicing. Codes are maintained on the Libraries LAN at w:\509\serials\dept code by code.xls on notebook page C.

• Electronic group sub code (in all CAPS) is formatted in a |a with the prefix zzgp.
• Print pkg codes are prefixed by subfield b.
• The last element of the group package code tag is |5 KKS.
  Note: codes may be either numeric or a Journal Collection alphacode.

  Examples

  • Example 1: 945 _ _ |a zzgpAMPHSO |5 KKS
  • Example 2: 945 _ _ |a zzgp0012 |5 KKS

Add a 948.
948 field:

Add |a r:[initials]/cns |d [date]

NOTE: copy catalogers should add their initials and the e-resources coordinator's initials, e.g., |a r:xxx/yyy.

Add an 856.
856 field (bibliographic record):
Use appropriate indicator values.

For full text titles with one URL on record:
• |u [URL]
• |u [URL] |z Older issues available full-text via JSTOR
• |u [URL] |z 1998-1999
  NOTE: use |z notes only to indicate that access is to specific items (e.g., backfiles only such as JSTOR, or other titles where there are no current issues available), or that access is indirect (e.g., through an 'instructions page').

For full text titles with multiple url's on one record:
• |u [URL]
  NOTE: use |z notes with dates of coverage to indicate when one title is recent issues and one is older issues, or when both are recent issues to show where the access is coming from with dates in |z notes. The most current issues should be the first URL.
  The 910 QEJ lines must match the order of the URLs for access information.

Example: 2 URLs on one record with access to both recent and older issues.

|u [URL] |z 2000-
|u [URL] |z Older issues available full-text via JSTOR
Example: 2 URLs on one record, both with access to recent issues.

|u [URL] |z 2000- via Springer LINK
|u [URL] |z 2002- via EDP Sciences
Example: 2 URLs on one record: one to older issues only, the other to TOC.

|u [URL] |z Older issues available full-text via JSTOR
|3 Table of contents via Oxford University Press |u [URL]

For titles with partial access only . (Note: these titles will not have a QEJ code and are not reflected in the Contract Database.):
|3 Table of contents and abstracts |u [URL] or,
|3 Selected articles |u [URL]

Create a Holdings Record (full text titles only)

Add restrictions information when applicable.
Code the Leader.
Use encoding level "2" when no 866s are present;


use "4" when vols. are 'received' in summary form in 866s.

EXAMPLE: v.1 (1999)-v.2 (2000)

use "3" when vols are recorded as open-ended holdings. (All full text ejournals, except for WebEditions and currently published JSTOR titles, will be level 3.)

EXAMPLE: v.1 (1999)-

Edit the holdings 007

Choose computer file 007 and code the SMD only for remote or CD, as applicable.

Edit the holdings 008

Code appropriately. See Editing the MARC Holdings 008

Edit the holdings 852
NOTE: Use call no. from print holdings followed by (Online)

852 0 |b net |h [call no. from print holdings] (Online) |z Restricted to KSU faculty, staff and students.
856 4x |u [URL] |z [public note] (e.g., for JSTOR titles, if applicable)
NOTE: the 856 on the holdings should, in the majority of cases, duplicate the 856 on the bibliographic record

Edit the 866 field
Verify where full text access begins by scanning available volumes online. (Contract database may also include this type of information.) If title is dead, indicate range of vols. available online.

866 71 |8 0 |a v.30 (2001)- |z [as of 05/2002]
866 71 |8 0 |a v.234:no.5 (2000:May)- |z [as of 05/2002]
866 71 |8 0 |a v.27 (1998)-v.30 (2001) |z [as of 05/2002]

Web-based CD-ROMS (very few of these remain)


852 01 |b net |h [call no. from print holdings] (Online)
856 42 |z Online access through WebSpirs database |u [URL]
866 71 |8 0 |a [holdings]

Example

NOTE: Catalogers should be aware that many databases are cataloged as monographs and should have the appropriate holdings template. Databases will be coded with bib 910 field code as QEDB rather than QEJ. Some may lack 866 coverage information.

Catalogers will notify serials manager of titles newly cataloged 1) to inform staff via New Resources blog that the title is available; 2) update information in the Contract Database; and 3) update files for A-Z list.

Serials manager will ask for new shelf labels for titles that also have current issues in Hale to add "Online" to shelf labels.

Examples of titles in the JSTOR collection

Catalogers should be aware that JSTOR does not always list their available titles individually, but may have notes on each journal web site concerning the
availability of earlier or later titles. Verify that KSUL has access to those titles. If a title is not listed in the Contract Database, ask the e-resource coordinator to verify that the title is indeed part of the collection so that information can be legitimately added to the Contract Database and the title can be cataloged.

Titles with a current print subscription:

see: Journal of Human Resources

Titles that JSTOR reflects as title changes (so there are 2 separate URLS), but that KSU has cataloged on one record:


Philosophical Transactions. Biological sciences
NOTE: The difference in titles is reflected in the 246 field; it may be necessary to add coverage information in the bib and holdings 856 fields.

856 41 |u http://www.jstor.org/journals/00804522.html |z Older issues (1980-1990) available full-text via JSTOR [as of 6/1/2000]
856 41 |u http://www.jstor/org/journals/09628436.html |z Older issues (1990- ) available full-text via JSTOR [as of 6/1/2000]

Titles with a current print subscription that already include another fulltext access method:
(Note that in this case, 1 holdings indicates "free", 1 indicates "purchased.")

see: Biometrika



Ceased titles:


Renaissance News
Note that the 866 indicates exact holdings for JSTOR ceased titles and the URL is displayed.
Example:


Online only titles:


Follow instructions below for editing online-only titles below.
Base 856 |z note on JSTOR examples mentioned above

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Editing Online Only Versions

Follow general guidelines for cataloging serials. Add/check/verify the following fields.

• 006/007 fields: Add/verify, if applicable.
• 506 field examples: [use to note restrictions on access, if applicable]
  • |a Limited to five simultaneous users; restricted to the University's Class B domain.
  • |a Restricted via KSU IP addresses to KSU faculty, staff and students.
  • |a Restricted to KSU faculty, staff and students
• 856 field examples:
  
  • |u [URL]
  • |u [URL] |z Available through a KSU instructions page
• 948 field:
  
  • Add |a r:[initials]/cns |d [date]
• Holdings 007 field: Add
• Holdings 852 field
  
  • 852 01 |b net |h [call no.] (Online) |z [Restrictions info, if applicable]; or
  • 852 01 |b ref cd |h [call no.] (Online) [for web-based CD-ROMs] |z [Restrictions info, if applicable]

  NOTE: pre- 2002: cataloger had option of using the LC class no. only, followed by (Online):
  852 8 |b net |h DA456 (Online)
  852 8 |b net |h TA1 (Online)
  Do not use this for current cataloging.

• Holdings 856 field examples:
  Generally, use the same wording/style used for the bibliographic 856.
  Add an appropriate note if applicable, for example:
  
  • |u [URL] (for direct link to current issues online or for ceased JSTOR titles where entire run is available online)
  • |u [URL] |z Older issues available full text via JSTOR
  • |u [URL] |z Online access through WebSpirs database

• Holdings 866
  Add 866s following procedures as noted above.

Inform the serials manager when cataloging is complete.
Serials manager will notify staff through New Resources blog that titles are available and request "Online" be added to shelf label for current issues in Hale Library. NOTE: J-Stor titles will NOT have "Online" added to shelf label.

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Titles Requiring Intermediary Pages with LogIn Information

Subject Bibliographers and/or the E-Resource coordinator will create an Intermediary Page in HTML providing appropriate login information when CNS is unable to provide a scripted log-in. Indexes, abstracts, and databases will also require a descriptions page, which are created by the Subject Specialist. Links to the description page may also be provided on the bibligraphic record. See SciFinder as an example.

Serials cataloger will edit the bibliographic and holdings records as above, but modify the holdings notes:

852 0 |b net |h [call no. from print holdings] (Online) |z Restricted to KSU faculty, staff and students
856 42 |u http://www.lib.ksu.edu/eresources/accesshelp/thelancet.html |z Access through through KSU Instructions page

Add an 866 when applicable.

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Workflow for Licensing, Acq, Cataloging and Database Management of Electronic Resources

• Subject specialist submits "add e-resource" information via email to licensing coordinator (for free resources or free with print resources); or submits request for paid resources to Soc/Hum or Science chair: if approved, chair submits information to licensing coordinator.
• License reviewed by the licensing coordinator.
  • Create paper folder and maintain applicable correspondence
  • Create folder in w/licenses to maintain applicable correspondence.
• License is unacceptable: subject specialist and dept. chair are notified by lLicensing coordinator.
• License is deemed acceptable, signed by the Dean of Libraries and the vendor/publisher, and access has been arranged:
  • Coordinator will
    • record information concerning accessible volumes, subscriber numbers, administrative user ids, passwords and other key information (ILL, perpetual access) in the Contract Database; change status from "pending" to "in process"
    • create or update existing purchase order; import bibliographic record for e-resource if needed and add URL to "In Pricess" holdings
    • email serial librarian, providing Title, Bib ID, holdings 008 information, URL, restrictions, etc.
    • email EzProxy coordinator with domain name, when applicable.
  • Cataloging will
    • edit and hotlink the title following editing guidelines
    • add title to New Resources blog
    • update SFX
    • inform the licensing coordinator when complete
  • Coordinator will
  • update the Contract Database: change the License Status from "in process" to "complete"
  • File the folder in the "Licenses" cabinet in Administrative Services

Titles no longer available will be removed (or unchecked or suppressed) from the Contract Database, the catalog, and the SFX files.

Licensing coordinator and/or Serials Librarian will notify or consult with appropriate staff as deemed necessary throughout the entire process.

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Serials Cataloging on Voyager