The Ohio State University

Many online serials have available cataloging copy on OCLC, which in general requires minimal editing to be accepted as the OSCAR catalog record. The following guidelines apply to editing of bibliographic records for online serials. The procedures describe minimal editing to conform to OSUL practice.

If the online serial has first appeared in another format, these guidelines also include guidelines for editing or creating fields that will provide the links between the online serial and the original format of the item.

Exclude from these guidelines "direct access computer file serials" which are issued in a physical carrier, for example, a CD-ROM or floppy disk. Exclude, also, online serials which do not have matching OCLC copy or which require complex editing as specified in the guidelines.

Do not delete any field or data in an OCLC record unless specified in the guidelines.

BIBLIOGRAPHIC RECORD

Bibliographic records used for cataloging copy for online serials are added to OSCAR by using XPO in Passport for Windows.

Cataloging copy for OhioLINK online journals is found either in the OhioLINK's save file of electronic serial records, or in the WorldCat database as a whole. Because of cost considerations, OhioLINK's save file must be searched first for cataloging copy for OhioLINK e-journals, before searching the OCLC complete database (WorldCat) for copy. These copy cataloging guidelines apply whether copy is edited in OCLC or in OSCAR (in the case of copy exported from OhioLINK's save file).

VARIABLE FIELDS

022   ISSN (Do not repeat this field)

Verify that matches item being cataloged; if not in bib record add it, if available.
In some cases the electronic version will give the same ISSN as the print. If the print ISSN is the ONLY ISSN available on the item, use it. Verify the ISSN with the actual record on the Web by utilizing the address provided in the 856 field.

OSCAR FIELD TAG TO USE TO INSERT THIS FIELD: I (ISSN)

040     Cataloging Source

• If $b contains a language other than English and field 938 is present, use or upgrade.
• If language in 040 $b is not English and vendor code is not present in 938, do not use or upgrade the record. (Look for English record or create new.) See policy: http://library.osu.edu/sites/techservices/OCLCparallelrecords.php

Do not delete the call number in this fieldand do not edit (modify) it.
Accept the number or key an edited number in field 090.
Adjust the call number (if necessary) according to local practice for:

• Any number that has already been used for another unrelated serial in OSCAR.
• Any number that is different than the number used for a related (i.e., a preceding or a subsequent) title for the online serial being cataloged.
Do not add this field if absent from the bib record.

If OSUL has the title in print, use the same call number as used for the print version. (This policy is in accordance with the policy to retain call numbers for new titles of a serial title change in order to group entire runs of a serial together.)

If OSUL does not have the corresponding print version, use the following instructions:

• If present, accept the 050 field
• If no 050 field is present, assign ONLY a LC classification number in the 090 field. Base this number on the subject content of the serial.

Note that if a 090 field is added through OSCAR, this field must be duplicated (i.e., there must be 2 instances of this field), to insure proper public display on OSCAR.

OSCAR FIELD TAG TO USE TO INSERT THIS FIELD: C (CALL NUMBER)

Although a majority of online serials will not have this field, many online annual reports, and online directories will have a corporate body in this field. If present, edit ONLY for obvious typos (e.g. spelling, punctuation).

In addition to collocation, serials uniform titles are used to differentiate items published under an identical title proper. An online serial that is also issued in another physical format requires a uniform title qualified by the physical medium. (See LCRIs for AACR2 25.5B and CONSER documentation).

The CONSER Cataloging Manual, Module 31 instructs catalogers to use a uniform title when:

• The online title matches that of its print (or other physical medium) counterpart;
• The online title matches that of another unrelated serial in the database;
• The online serial is published in various electronic editions;
• The online serial was formerly published in one format (e.g. print) and changed to another (e.g. electronic file).
If the cataloging record does not have a uniform title (130 or 240) and any of the 4 above listed conditions apply, refer to Serials Coordinator or Head of the Cataloging Section in SER

130   Uniform title (used as main entry)

Uniform titles are frequently used as main entries for serials.
240   Uniform title (when 1XX name main entry field is present)
Use "1"as first indicator in all cases; Use "0" as second indicator and delete any initial article.

In some records, the qualifier in the 130 field contains the name of the aggregator (i.e. Online : OCLC or Online : CatchWord Ltd). Do not use the name of the aggregator unless the title is in conflict with an existing online title. This may occur in cases where there the same title is provided through JSTOR. In cases where the qualifier contains the name of the aggregator, delete the aggregator’s name unless doing so would create a conflict between titles.

In cases where there is a JSTOR online title, qualify the title buy adding (Online : JSTOR (Organization)) to the uniform title if it is not already present.

OSCAR FIELD TAG TO USE TO INSERT THE 130 AND 240 FIELDS: T (TITLE)

1st indicator =
1 if 1XX field is present,
0 if no 1XX field
2nd indicator =
number of characters the computer should ignore in indexing, e.g., 4 for "The"

Add the GMD (General Material Designation) ‡h [electronic resource] if not present
Edit other subfields in the 245 ONLY for obvious typos, e.g., spelling and punctuation.

NOTE: Verify that the title matches the title of the online journal. If it does not, under the AACR2 Revision 2002, a “slight” change in title may not constitute a title change. In cases where the title in the record does not exactly match the e-journal, refer the record to your supervisor for review.

246, 299, 730 Variant titles and title added entries (Repeatable fields)

Edit these fields ONLY for obvious typos, e.g. spelling and punctuation

Verify that place of publication, publisher and date(s) of publication are correct. However, if no publishing information is present, nor can be supplied, use "[S.l. : ‡b s.n.],"

Note that if there is an unformatted 362 field (i.e. 362 1), the ‡c in the 260 field may be deleted.

‡a current frequency (e.g. Monthly)
‡b date of current frequency when it is different from the beginning date of the publication and when a former publication frequency is given in the 321 field (e.g., ‡b 1995- )

OSCAR FIELD TAG TO USE TO INSERT 310 FIELD: R (DESCRIPTION)

‡a       statement of former frequency
‡b       dates of former frequency (e.g., ‡b Mar. 1972-Dec. 1980)

Delete any instances of this field that give information about changes of frequency that predate the availability of the online version.

362   Designation field (Repeatable)

362 0
Indicator "0" means that the information in the field was transcribed from first issue of the serial. Transcribe designation from first issue of the serial, when available. If present, edit for obvious typographical errors.

Note: For example, first issue refers to Vol. 1, no. 1 of the serial. For an online version of a print, the first issue would be the first issue of the print or the first issue of the online journal if a print version does not exist.

If the numbering is not the first issue, then the 362 0 field should not be used. In this situation, delete the 362 0 field and enter a 362 1 field as well as editing or adding the corresponding 500 note as shown below.

362 1

Use when first issue is unavailable, but the beginning or ending date is known. Add a 500 field "description based on" note to indicate issue consulted. Edit the 362 and corresponding 500 field for obvious errors.

362 1

Mandatory to indicate coverage of digitized serial at the time of cataloging, e.g.,

362 1 Electronic coverage as of July 16, 1997: Vol. 30, no. 1 (May 1989) -

In most records, the 362 1 field is present. In these situations update “Electronic coverage as of” to the date the record is cataloged in OSCAR. Using this document as an example and going with today’s date at the time of writing (10/24/02), the 362 1 field would read as follows:

362 1 Electronic coverage as of October 24, 2002: Vol. 30, no. 1, (May 1989)-

An example of the 500 note is: Description based on: Vol. 30, no. 1 (May 1989); title from general information screen (viewed July 16, 1997).

Make certain that the 500 note includes “title from” information.

If the 362 1 field and 500 note are being added because they are not in the record, use the current date since that is the date the e-journal is being cataloged.

Verify that the holdings indicated in the 362 field matches the earliest volume that can be accessed through OSU (OSCAR) for the item being cataloged. If OSUL holdings or OhioLINK’s holdings begin with later volumes than the coverage in the 362 field, indicate the actual coverage by adding a 500 note.

For an OhioLINK example the 500 note would be: Electronic Journal Center holdings: Vol. #, no. # (Mar. 2001)-

An example of this situation is the title: Australasian psychiatry (Online). In addition to adding the 500 note, in ‡z of the 856 field, indicate the holdings as follows: ‡zConnect to web site for v.9 (2001)-

If the 362 field is missing, add it using the guidelines for the 362 field. Transcribe volume and number/issues in the same form as they appear on the Web for the e-journal.

OSCAR FIELD TAG TO USE TO INSERT 362 FIELD: R (DESCRIPTION)

4XX/8XX   Series (440, or 490 1 plus 830, 800 ‡t, 810‡t) (Repeatable fields)

If series is present, verify that it matches the information present on the item and that there are no obvious typos.

Review all notes for obvious typographical errors. Check to see if the following notes are present. If not, and if applicable, add them.
362 1   Issue coverage at time of cataloging.
            See explanation above.
516      If present, edit for typos.

538      System Requirements. Mandatory
538      Mode of access. Mandatory


Must be given in all records for online journals to explain the means by which the serial can be accessed. If this pair of fields is not present on the bib, add:
Example:    538   System requirements: Internet connectivity, World Wide
                            Web browser and Adobe Acrobat Reader.
                   538   Mode of access: World Wide Web

530, 776   Other physical formats.
Notes should be made for the existence of other formats (530). The other format(s) should be noted in the 776 1 field.
Example:
530    Online version of a print publication.
776 1  ‡t [title of print version] ‡x [ISSN of print version] ‡w (OCoLC)[OCLC control number of record for print version]

Add 530 note to the bibliographic record for any corresponding print version owned by OSUL. Example:   530   Issued also in online version.

Also add the 776 field to the corresponding record for the print version owned by OSUL.

Example: 776 1  ‡t [uniform title of online version] ‡x [ISSN of online version]
                ‡w (OCoLC)[OCLC control number of record for online version]

NOTE: If another format exists, but OSUL does not own the title in that format and the 776 field is not present in the record being added to the database, do not search OCLC for the additional information. Therefore, do not add the 776 field. If the 776 field is present in the record being added to OSCAR, keep the 776 field even if OSUL does not own the other format.

OSCAR FIELD TAG TO USE TO INSERT 5XX FIELDS: N (NOTE)
OSCAR FIELD TAG TO USE TO INSERT 776 FIELD: Q (link)

For OSUL, must have at least one subject heading. Check that the headings seem appropriate to the item and that they are spelled correctly. If no 6XX_0 field present, assign a 6XX field. If any questions refer to Serials Coordinator or Head of Serials Cataloging Section.

699   Local Subject Heading
Edit for obvious typos.

OSCAR FIELD TAG TO USE TO INSERT 699 FIELD: K (NO OVERLAY)

Verify that added entries appear appropriate for serial and that spelling is correct.

For fields 730 and 740, if ‡h for medium exists, delete that subfield; ‡h is designated as “do not use.”

Delete any 780 fields that do not apply to the online version.

Check that linkage fields between serial records are correct. Add these fields if needed.

799   Local added entry (OSUL uses this field for publisher name.) Use the 799 field only for OhioLINK e-journals.


Verify that the 799 field is present. If not, add it.
Example:   799   Elsevier

Do not add the 799 to records for e-journals obtained through other aggregators.

OSCAR FIELD TAG TO USE TO INSERT 700,710,711 FIELDS: B (ALTERNATE NAME)
OSCAR FIELD TAG TO USE TO INSERT 776 FIELD: Q (LINK)
OSCAR FIELD TAGS TO USE TO INSERT 780 & 785 FIELDS: X (780, CONTINUES); Z (785, CONT'D BY)
OSCAR FIELD TAG TO USE TO INSERT 799 FIELD: K (NO OVERLAY)

Make sure that one instance of this field accurately reflects OSUL's means of access. Delete any additional 856 fields.
OhioLINK and OSUL are presently using the “856 4” format. Wording for the 8564 ‡z subfield in the online record is: Connect to web site.

Wording of subfield ‡z on the print record varies slightly from wording on online record.
Wording on print record: Connect to web site for online version.

Any questions about this field, consult the Head of the Electronic Resources section.

If using CatME, see supervisor for setting up and using CatME.

If using PRISM:
If OCLC OhioLINK XPO, add cataloger code and date cataloged, i.e. 910 &[cataloger code]YYMMDD to the OSCAR record. Also, edit the fixed fields of the OSCAR record (see below).
If OCLC XPO, add constant data: acd esercat var and edit. (See "Searching and Using OCLC for Cataloging E-journals").

OSCAR FIELD TAG TO USE TO INSERT 910 FIELD: Y (MARC)

FIXED FIELDS (FOR RECORDS EXPORTED FROM OHIOLINK):

Note that no editing can take place on bibliographic records in the OhioLINK save file prior to export.

Verify the accuracy or edit the following fixed fields on the OSCAR record:

01   LANG:

Three letter language code should match the language of the text of the e-journal. Most often the value will be eng for English.

wwj   For online journals

Enter date cataloged MM-DD-YY

s   For serial

s   For computer file

-     Display in local catalog, and display at OhioLINK central (use for serials not acquired through OhioLINK)

g     Display in local catalog, and display at OhioLINK central (use for OhioLINK serials)

FIELDS TO BE ADDED TO THE CORRESPONDING BIBLIOGRAPHIC RECORD FOR OSUL PRINT VERSION:

530     Additional physical form availability note (OSCAR TAG N (NOTE)) and corresponding 776 1   linking field (OSCAR TAG Q (LINK))

856 4   Electronic location and access (OSCAR TAG Y (MARC))

910    Update with cataloger initials and date of update


Wording for 856 4 on print record:
856 4   ‡uhttp://[address] ‡zConnect to web site for online version