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Cataloging of Digital Reproductions

Scope: This document states SUL's policy regarding the cataloging of electronic resources that are digital reproductions of print items. Electronic resources that are "born digital" are not within its scope. It covers the following types of materials:

• Digital reproductions that are created locally and available through a SUL server.
• Digital reproductions that are created by external sources, but are available to SUL users.

Basic policy: use a single-record approach to catalog a digital reproduction if the original print item is already cataloged (i.e. there is a catalog record for it in SUL's bibliographic database). This policy is based on the following principles:

• That we should make full use of the cataloging already done.
• A single record is a more user-friendly approach as long as it provides clear and adequate information for access to both the print and online versions.

Below are instructions that address specific situations regarding the retention and cataloged status of the print original.

1. The print item is already cataloged and will remain in SUL's collection:

   Follow the basic policy as outlined above. Catalog the digital reproduction by adding information about it to the existing record for the print version. Consult the Guidelines for Cataloging Internet Resources, Section III for details on specific data elements that should be added.

2. The print item is not yet cataloged but is to be kept after digitization:

   Use the single record approach, catalog the print version and add information about the digital version to it.

3. The print item is to be discarded after digitization, or after we obtain access to a digitally reproduced version from an outside source. It is already cataloged:

   Apply the same basic policy, i.e. keep the record for the print version and add information about the digital reproduction to it. We will rely on the holdings information in Symphony to indicate that we only have the online version.

4. The print item is not cataloged and is to be discarded after digitization:

   In this case, since there is no catalog record for the print version in our database, and no reason to create one, catalog the reproduction in a record of its own, in accordance with the PCC provider-neutral e-monograph policy. See Guidelines for Cataloging Internet Resources, Section II for further information

5. If a digital reproduction is cataloged according to #4 and later on another print copy is acquired, the print copy should be received on a separate record The Receiving Unit should route the print item to the designated variant edition cataloger in the MARC unit to be cataloged, according to Guidelines for Ordering/Receiving Print Materials when a Record for the Online Version exists in Symphony. Following a single-record approach, the cataloger will add fields for the online version to the record for the print version. The cataloger should then send a request to Data Control to withdraw the record for the online-only version.

[Approved by catalog managers, 05/23/2002, revised 08/2009]

Last modified: September 4, 2009