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Cataloging Printouts of Digital Materials

I. Printouts of Internet materials

I.A. Monographic and Integrating resources

I.B. Serial

I.C. Assembled Collections

II. Printouts of PDF, etc., files emailed to us by publishers

II.A. Monographic

II.B. Serial

 

I. Printouts of Internet resources

According to current SUL policy, printouts and other means of capturing the content of an Internet resource (e.g., download to a CD-ROM) are considered an acceptable form of acquisition. Below is our policy on how we catalog this type of materials. Such materials should first be processed by the Acquisitions Department before being routed to the the Metadata Department for cataloging. [Note: this policy may change when the Library of Congress issues its cataloging guidelines for printouts of Internet resources.]

I.A. Monographic and Integrating resources

Printouts, CD-ROMS, etc., of Internet resources should be searched by Acquisitions to determine whether there is an existing SUL record for the Internet resource from which the printout was made or CD-ROM was captured.If there is a bibliographic record in Symphony, the printout should be routed to Data Control to make the additions for the printout noted below. If there is no record, Acquisitions should create a record according to its standard procedure, and should barcode the item.It should then be routed to the Electronic Media Cataloger in the MDU Unit.

• If there is an existing Symphony record, Data Control will search the URL to determine whether the URL is still active and that the item in Symphony is the same item as the printout.If the URL is broken, Data Control will search the web to see if a new URL can be found.

  
  

• If a Symphony Record and an appropriate call number are available, and SUL users still have access on the web, Data Control should add the following:

  A Call number/Item record for the printout.Most locations will need an LC call number; a document printout may need a SUDOC or California Document call number.The item should be barcoded. The existing INTERNET RESOURCE call structure should be deleted.

  The following note should be added to the bibliographic record:

If the printout indicates a library other than Green Library, substitute the appropriate location in the note.If the printout or other capture is of an integrating resource*, include the date of the printout or capture, if known, for example:

• If there is a Symphony record and SUL users can access the resource on the web, but no usable LC or other appropriate call number is available for the printout, or none is noted on the printout, add the fields above but leave the auto generated call number, and route to the Class Unit requesting an LC call number.

  
  

• If there is a Symphony record but SUL users no longer have access on the web, the printout should be routed to the Electronic Media Cataloger in the MDU Unit noting that it is no longer on the web.The MDU unit will withdraw the record for the online version and catalog as below.




If there is no Symphony record, Acquisitions should create a record according to its standard procedure, and should barcode the item. It should then be routed to the Electronic Media Cataloger in the MDU Unit for cataloging.




• If SUL users have access to the resource on the web, SUL will catalog the Internet resource from which the printout was taken, according to the procedures given in Guidelines for Cataloging Internet Resources, except that no call structure for INTERNET RESOUCE should be created. A 590 note and call number for the printout will be added at the time of cataloging as in the instructions above.




• If the SUL users no longer have access to the resource on the web, catalog the printout as a non-microform reproduction following LCRI 1.11.If the Internet version itself was a reproduction of a print version, still catalog it as a reproduction of the Internet version rather than of the print version, since the Internet version would be the immediate published source from which the reproduction printout was taken.However, if SUL has a copy of the print original with a record in Symphony, instead add the printout to that record, wording the note as follows:
  

For the most part, the record will parallel that of the online versions but with certain fields changed:

Fixed Fields:

The Rec Type will generally be “a” if the online item itself is textual.All 008 fields will be coded for the online version, with the exception of the field Form, which will be coded “r” for a printout, or “s” for a CD-ROM (or other) download.

Example for printout:

Rec_Typ: a        Bib_Lvl: m    Form: r

No 006 or 007 field should be added for a paper printout, but should be for a CD-ROM capture, reflecting the item in hand rather than the Internet version.

Variable fields:

245: Do not add a GMD for a paper printout.

Add one of the following 533 fields:

Add the following 856 with the URL in the $z subfield:

*Integrating resource: A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole.Examples include websites and databases.

I.B. Serial

Acquisitions staff should determine whether a printout, CD-ROM, etc., of an Internet serial are of a single issue, selected issues, or whether all issues will be printed out/captured.

Printouts, CD-ROMS, etc., of Internet serials should be first searched by Acquisitions to see whether we have already received other printouts of the same title. If all issues are printed out, they should be checked in and processed using the same procedure as print serials, using the record on which a previous printout or printouts were received. If it is a selected issue and the note on the bibliographic record indicates that only a single printout has been received, route to Data Control to add or change the fields noted below.

If no previous printouts have been received, Acquisitions will search to determine whether there is an existing SUL record for the Internet resource from which the printout was made or CD-ROM was captured. If there is a record, the printout should be routed to Data Control to make the additions for the printout noted below. If there is no record, Acquisitions should create a record according to its standard procedure, and should barcode the item. It should be then routed to the Serials Cataloger in the MDU Unit.

If there is an existing Symphony record, Data Control will search the URL to determine whether the URL is still active and that the item in Symphony is the same item as the printout. If the URL is broken, Data Control will search the web to see if a new URL can be found.

 

If a Symphony Record and an appropriate call number are available, and the item is still on the web, Data Control should add the following:

For a single one-time issue or selected issues:

A Call number/Item record for the printout. Most locations will need an LC call number; a document printout may need a SUDOC or California Document call number. Issue designation should be noted in the call number.The item should be barcoded.

The following note should be added to the bibliographic record:

If the printout indicates a library other than Green Library, substitute the appropriate location in the note.

For selected issues, add the following note:

Add a MARC Holdings record for the holding library, noting the issue or issues held.

If all issues are to be printed out, on the first issue received add:

A Call number/Item record for the printout. Most locations will need an LC call number; a document printout may need a SUDOC or California Document call number. Issue designation should be noted in the call number. The item should be barcoded.

The following note should be added to the bibliographic record:

If the printout indicates a library other than Green Library, substitute the appropriate location in the note.

A MARC holdings record should be added for the printouts.

Subsequent issues should be checked in and processed using the same procedure as print serials.

If there is a Symphony record and SUL users can access the resource on the web, but no usable LC or other appropriate call number is available for the printout, or none is noted on the printout, add the fields above but leave the auto generated call number and route to Serials Incoming requesting an LC call number. Issue designation should be noted in the call number.

If there is a Symphony record but SUL users no longer have access on the web, the printout should be routed to the Serials Cataloger in the MDU Unit noting that it is no longer on the web. The MDU unit will catalog as below and withdraw the record for the online version.

If there is no Symphony record, Acquisitions should create a record according to its standard procedure, and should barcode the item. It should then be routed to the Serials Cataloger in the MDU Unit for cataloging.

If SUL users have access to the resource on the web, SUL will catalog the Internet resource from which the printout was taken, according to the procedures given in Guidelines for Cataloging Internet Resources. A 590 note and call number for the printout will be added as in the instructions above at the time of cataloging.

If SUL users no longer have access to the resource on the web, catalog the printout as a non-microform reproduction following LCRI 1.11. If the Internet version itself was a reproduction of a print version, still catalog it as a reproduction of the Internet version rather than of the print version, since the Internet version would be the immediate published source from which the reproduction printout was taken. However, if SUL has a copy of the print original with a record in Symphony, instead add the printout to that record, wording the note as follows:

For the most part, the record will parallel that of the online versions but with certain fields changed:

Fixed Fields:

The Rec Type will generally be “a” if the online item itself is textual. All 008 fields will be coded for the online version, with the exception of the field FORM, which will be coded “r” for a printout, or “s” for a CD-ROM (or other) download.

Example for printout:

Rec_Typ: a        Bib_Lvl: s  Form: r

No 006 or 007 field should be added for a paper printout, but should be for a CD-ROM capture, reflecting the item in hand rather than the Internet version.

Variable fields:

245: Do not add a GMD for a paper printout.

Add one of the following 533 fields:

Add the following 856 with the URL in the $z subfield:

I.C. Assembled Collections

Assembled collections are printouts of two or more Internet resources related by topic which were not part of the same website. They were assembled by the selector to be cataloged as a group.

 

Each individual title of the printouts, CD-ROMS, etc., of the Internet resources should be searched by Acquisitions to determine whether there is an existing SUL record for the Internet resource from which the printout was made or CD-ROM was captured. If there is a bibliographic record in Symphony, that printout should be routed to Data Control to make the additions for the printout noted in Section IA above. Any remaining printouts for which there is no record should be routed as a group to the Electronic Media Cataloger in the MDU Unit.

 

 

SUL will catalog the printouts as an assembled collection according to the guidelines in the SUL Collection-Level Cataloging document with the following additions: Add a note saying that these items are printouts of internet resources. Search on the web for each item. For any still on the web, add an 856 field with $3 giving the title of that resource and $u with the active URL.
For a CD-ROM on which are downloaded an assembled collection, catalog the CD-ROM as an unpublished item. Give the individual titles and URL in the record as instructed above.

II. Printouts of PDF, etc., files emailed to us by publishers

II.A. Monographic

Publishers sometimes provide us with a PDF or other electronic file instead of a physical item (i.e., book or CD-ROM).These are not available on the Internet. Until SUL has the ability to store such files and make them accessible to users electronically, these files must be printed out or downloaded onto CD-ROMs to be usable. Such printouts or CD-ROMS should be routed to the Electronic Media Cataloger in the MDU Unit for cataloging after they are received according to Acquisitions’ standards.

These items will be cataloged as non-microform reproductions following LCRI 1.11.

Since the original published item is the digital item provided by the publisher, for the most part the record will be based on the digital item, with changes in certain fields:

Fixed Fields:

The Rec Type will generally be “a” if the digital item itself is textual. All 008 fields will be coded for the digital version, with the exception of the field FORM, which will be coded “r” for a printout, or “s” for a CD-ROM (or other) download.

Example for printout:

Rec_Typ: a        Bib_Lvl: m    Form: r

No 006 or 007 field should be added for a paper printout, but would be added for a CD-ROM or other electronic captured, reflecting the item in hand.

Variable fields:

245: Do not add a GMD for a paper printout.Add one of the following 533 fields:

 

II.B. Serial

Some publishers have stopped making available physical copies of their serials, but are instead emailing an electronic file or posting the files on the web. These are most often printed out or downloaded to CD-ROM or other physical storage media for use by the patron.

 

New titles should be routed to the Serials Cataloger in the MDU Unit for cataloging according to the following instructions after they are received according to Acquisitions’ standards. Subsequent issues should be checked in and processed by Acquisitions according to the procedures for print serials.

If a publisher no longer provides physical copies but does make access available on the web, catalog the Internet version (process as a format change if we previously received a physical copy). If we are printing out some or all of the issues, make a 590 note and call number records as noted above in Section IB.

 

If there is no Internet access, and the only access patrons will have to the item is via printouts, catalog the printout as a non-microform reproduction according to LCRI 1.11.

Since the original published item is the digital item provided by the publisher, for the most part the record will be based on the digital item, with changes in certain fields:

Fixed fields:

The Rec Type will generally be “a” if the digital item itself is textual. All 008 fields will be coded for the digital version, with the exception of the field FORM, which will be coded “r” for a printout, or “s” for a CD-ROM (or other) download.

Example for printout:

Rec_Typ: a        Bib_Lvl: s  Form: r

No 006 or 007 field should be added for a paper printout, but would be added for a CD-ROM or other electronic captured, reflecting the item in hand.

Variable fields:

245: Do not add a GMD for a paper printout.

Add one of the following 533 fields:

 

The printout and bibliographic record should be returned to Acquisitions to treat as a new serial title.

Last modified: May 8, 2009