The Ohio State University

Cataloging Government Document Monographs with URLs: Interim Procedures

Philosophy: 

Although government documents are increasingly available only in electronic format, many continue to be available in both paper and electronically.  GPO has traditionally used a “one record” approach in cataloging these, and OSU has followed suit, partly because this is consistent with our policy of using a single record for paper and fiche items and partly because it eliminates duplication when the patron searches by title.  It was also realized some time ago that an item record should be created for an electronic version (url), whether in a single record for paper and electronic version or a separate record for electronic version.  Pending final determination by Technical Services Committee, the Cataloging Dept. will continue this policy.

Procedure:

A. Copy Cataloging:

When faced with a paper government document with a url for the electronic version,

1. Determine that the url works.  (This usually means cutting and pasting it into a WWW search.) 

2. If the url works, edit the 856 |z to read: Connect to this title online

3. If there is not a 530 availability note (e.g., Also available via the Internet.) and a 538 requirements note (Adobe Acrobat reader required.), add these to the record.

4. Create an item record for the electronic version with appropriate copy no., location =  wwb, Itype = 16,  Icode2 = z, and status = g

5. If there is a MARCIVE or other record in OSCAR/Felix for the electronic version, mark it for deletion (also any attached item record).

B.  Original Cataloging:

Create a new record in OCLC for the paper document.  If there is a working url on the physical piece or if there is a record for an electronic version of the same document, create a single record for both the paper and electronic version, including a 530, 538, and  856, as above.  Be sure to create two item records, one for the paper and one for the electronic. 

Analytics:

In dealing with government document analytic titles, it is especially important to be certain that there is an item record for the electronic version and that it is properly linked to the serial title bib.