The Ohio State University

Document: ABC-CLIO E-Book Cataloging Procedures

Date: January 18, 2003

Effective: January 18, 2003

Created by (or Revised by): SER, BSD

Introduction

The cataloging of the e-books for the ABC-CLIO database will be very similar to the steps used for the Brittle E-book project in that NEW records will be created for the e-books that are a part of ABC-CLIO.

Step 1. Creating new files for constant data manager.

Create two Constant Data Files for applying to the NEW record. Name one file “ABC-CLIO” and name the other file “itemebk”.

[Note: The spacing of the field and the codes in the field is critical. See supervisor for proper codes and spacing.]

Step 2. Reviewing the e-book for publishing data.

Using the persistent URL for the e-book, bring up the electronic version of the title you are cataloging. Find the front matter of the book which provides information as to title, publisher, copyright date, edition, authors/editors, etc. This information is needed for selecting the appropriate record on OCLC to be used as a basis for creating a new record.

Step 3. Finding a record on OCLC.

Log-on to OCLC using the OSU login.
Searching by title, look for a record that matches the title of the e-book being cataloged.

Note: In most cases, the record will reference NetLibrary in the 533 and 710 fields. If there is not a record with NetLibrary referenced in it, refer it to the supervisor. Print a copy of the record currently in OCLC for future reference.

Step 4. Create a NEW record.

With the record for the NetLibrary reproduction open, under EDIT on the tool bar, click on “New.” A pop up screen will ask: “Transfer fixed values also.” Click on “yes.” A new record will appear containing the same information that was in the copied record. Save the NEW record to your local bib file where the record will be edited.

Step 5. Apply constant data and editing.

After the record is in the local bib file, apply your constant data for ABC-CLIO.
Verify information in the fields and edit the record based as indicated below.

• Field 090 (Call number):
  If OSU has the print version of the e-book, add the call number in 090 with “eb” added to the end.

  If OSU does not have a print version, use the call number present in the record on OCLC. Most of the NetLibrary records have the call number in 050 field. Do not change the number in this field. Add the call number to the 090 field in the new record. If the call number does not have “eb” at the end of it, add “eb”.

• Field 533:
  Delete the 533 field for NetLibrary.

  The Constant data manager will set up the field 533 as follows:
  533    Electronic reproduction. $b Santa Barbara, Calif. : $c ABC-CLIO : $d 2002? $n Available via World Wide Web.

• Field 506:
  Add field 506 as follows:
  506    Available to OhioLINK libraries.

• Field 530:
  Add field 530 as follows:
  530    Online version of print publication.

• Field 655:
  Delete this field if it is present in the record.

• Field 710 2:
  Delete the 710 2 for NetLibrary, Inc.
  Add 710 2 heading for ABC-CLIO

• Field 856 4:
  Add the 856 4 field with the OhioLINK’s rave URL for the title.
  The standard format for the persistent URL is:

  http://rave.ohiolink.edu/ebooks/reference/[IDNO]

  IDNO stands for ID number. Replace [IDNO] with the term provided from OhioLINK.

  Delete any other 856 fields in the record.

Step 6. Producing the record.

Validate your New record. Correct any problems indicated.

Once the record has been edited and validated, it is ready to be produced. Producing the record adds the record to the OCLC database. When this is done, an OCLC number is assigned to the record.

To produce the record, log on to OCLC CatME. With the record open in your local bib file, click the Produce button. Momentarily, OCLC will add the record to their database and will assign the OCLC number. The OCLC number will replace the “NEW” in the record you were creating and will update the record in your local file. Make note of this number.

Once the record is produced, there is no need to do any further work on this record in your local bib file. DO NOT bring the record in your local bib file into OSCAR. Since this record is for OhioLINK, it will be brought into the OhioLINK save file before it is brought into OSCAR.

Step 7. OhioLINK save file.

After the record has been produced in OCLC, using the OhioLINK login for CatME log-on to OCLC.

Select the Worldcat database. Search the database for the record just created by using the OCLC #. Verify that the record is the correct one. Click on save. The system will ask if it is to be saved to the online save file. Click on yes. The system will assign and display a save file number.

IT IS IMPORTANT THAT THE SAVE FILE NUMBER IS WRITTEN DOWN FOR FUTURE REFERENCE should there be a need to look at this file again and for providing a listing of the records to OhioLINK.

Step 8. Adding the record to OSCAR.

Once the record is in the OhioLINK Save File, it is necessary to export the record into OSCAR. Searching by the SAVE File Number, bring up the record to be added to the OSU database. Save the record to your local bib file. Be sure to resave the record in the OhioLINK save file.

Apply the constant data for building an item record and completing the cataloging of the record for OSCAR.

If we have the print version in OSCAR, update the 776 field in the online version to include the OCLC # if it is not present.

Validate the record. Export the record into OSCAR and note the bib#.

Update the print record by adding the 530, 776, 856 fields and update field 910. Wording for field 530: Issued also in an online version.

Review the record in the Public display and verify that the links work correctly for both the print and the online record.