The Ohio State University

Document: Procedure for Cataloging Preservation E-books

Date: January 18, 2003

Effective: January 18, 2003

Created by (or Revised by): SER, BSD

Some books in our collection are very old and very brittle. Preservation has undertaken a special project to preserve these books by creating a print reproduction and an electronic reproduction. The bibliographic record for the print reproduction has been load onto OCLC and OSCAR. The electronic reproduction has not been cataloged. The procedures in this document cover the cataloging of the E-book.

Step 1. Partial Bibliographic Record for Print Reproduction

Preservation will provide a copy of part of the bibliographic record for the paper reproduction. The paper reproduction has been cataloged and has been loaded into the OCLC Worldcat database as well as in OSCAR. The portion of the record will provide the OCLC number, the call number, the title (field 245) and, in some cases, the uniform title (field 240) and/or alternate title (field 246).

Step 2. Logging on to OhioLINK’s Server

The files for the electronic reproductions are loaded onto an OhioLINK server. Accessing the OhioLINK E-book server is accomplished through the use of the FTP protocol, which can be opened by clicking on the WSFTP icon on the desktop. See your administrator about adding it if the icon is not present.

By clicking on the icon, a Session properties screen appears. To open the OhioLINK E-Books server enter the following information:

Once the information is entered, click the OK button. A second screen will appear requesting the password to be entered again. Once this password is entered, the list of e-books stored on the server, which OSUL Preservation has loaded, will appear on the right side of the screen under /ald3/E-Books/OSU as shown in Figure 1:

Figure 1. Highlighted is the file name for A Simple Heart.    To the right of the file name is the date the file was created and the size of the file in bytes.

The file name usually includes the number of pages in the book and the file type (pds). To the right of the file name is the load date of the electronic version and the size of the file expressed in bytes. For example, A Simple Heart has a file size of 24589759 bytes. In the process of cataloging the electronic version, the file name will be modified and the file size converted to megabytes (MB).

The file name on the server was usually based on the title of the book (field 245) and the author. However, when similar titles existed, the uniform title or the alternate title was used. The files are arranged alphabetically by title excluding the leading articles. Once the file for the e-book being cataloged is located on the server, note the file size in bytes, the date the file was loaded onto the server, and minimize the server screen for later use. Care must be taken in selecting the appropriate file. If a uniform title or alternate title exists in the paper reproduction record, check to see if files exist on the server for these titles as well as for the title before making the final selection.

Step 3. Creating constant data form

Setup a new constant data form called "ebook" under your constant data manager. This form will be used in cataloging the e-books. Your supervisor will help set up this form. See Appendix A for instructions and fields.

Step 4. Creating a NEW Record

Log onto OCLC CatME.

DO NOT USE THE OHIOLINK LOG-IN. Even though the e-books are being stored on the OhioLINK server, this is an OSU project. Use the regular login for OSUU.

Using CatME, find the record for the paper reproduction in OCLC WorldCat by searching the database using the OCLC number provided in the record. The bibliographic record for the paper reproduction will be used as the basis for creating the record for the e-book.

With the record for the print 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 original record for the print reproduction. Save the NEW record to your local bib file where the record will be edited. Log off CatME.

Step 5. Editing the NEW Record

Open the NEW record in your local file and apply the constant data for e-books. Edit the record and verify that the constant data has been properly applied.

• In the fixed field information, verify that Form is set to "s". If it is not, change it to "s".

• Verify the fields 006 and 007 contain the information as specified in the constant data.

  006 __ m               d

  007 __ c  $b r  $d u  $e n  $f u

• In field 090, add the call number (use the number from the print reproduction) and then add "eb" to the end of the call number. For example, if the call number in the print reproduction is G370.M27 1895a then the call number in the electronic resource record will be G370.M27 1895aeb. For the print reproduction, the call number will end with "a". If the call number does not end with "a", refer the title to the supervisor. Some titles are analytics as a result of a series within a serial. These titles require special handling.

• If the field 240 (uniform title) already exists add the qualifier (Online). Location of the modifier is important, so if there is doubt, please see your supervisor. If the 240 field does not exist, do not add/create it.

• To field 245, add $h [electronic resource]. It is important that this is added in the proper order in relation to the other subfields.

• Verify that field 500 is added with the appropriate wording.

  500 __ Text made available in compliance with Section 108 of the Copyright Revision Act of 1976.

• Verify the wording for field 530.

  530 __ Online version of print reproduction.

• Verify the two 538 fields added to the record are correct. Replace the "xx.x" for file size with the number of megabytes (MB). To obtain this number, convert the number of bytes to megabytes using the conversion program at the following web site:
  http://www.beesky.com/newsite/bit_byte.htm
  Carry the file size to one decimal place and round up. Some titles have more than one volume associated with it. In these situations, the size for each volume will be included in field 538.

• Delete the field 533 that pertains to the print. This note begins with "Photocopy."

• Update the 533 field for the electronic reproduction by replacing the "yyyy" in $d with the year the electronic book was created. This information is obtained from the file information on the OhioLINK server.

• Edit field 7761 with the information to link it to the print reproduction.

  Subfields that should be included are a (author), s (uniform title), t (title), w (OCLC). If there were not a uniform title (field 240) in the print record, then there would not be a subfield "s" in the 7761 field in the electronic resource record. In most cases where the print has a uniform title, it is quite different from the title (field 245), include $s and $t in the 7761 field. However, if the title and the uniform title are virtually the same, include only $s in the 776 field.

  Note: When you add the $s (uniform title, field 240) or $t (title proper, field 245), do not include leading articles of the title or uniform title. for 776 $t or $s. For example for the title The challenge of the city:

  245 14 The challenge of the city

  7761 would be: 776 1  $t Challenge of the city

• Edit field 8564 as shown below:

  Structure of rave link:
  http://rave.ohiolink.edu/ebooks/dmc/OSU/[FILENAME]
  where [FILENAME] should be substituted with the real filename of the book.

  At this point, using the title, A Simple Heart as an example, the file name in the 8564 field would look like this initially:

  |uhttp://rave.ohiolink.edu/ebooks/dmc/OSU/SimpleHeartHerodius_Flaubert_246pgsxxxxxxxx.pdf|zConnect to title online

  Note that many of the file names have underscores (_). OCLC CatME will not allow underscores. In place of the underscore, enter %5F. The rave link will look like the link below with the %5F highlighted to show where the underscores were.

  |uhttp://rave.ohiolink.edu/ebooks/dmc/OSU/SimpleHeartHerodius%5Fflaubert%5F246pgsxxxxxxxx.pdf|zConnect to title online

  Note: The x’s represents where the OCLC number will be entered once the record is produced. This number is not available until the e-book record is produced in OCLC.

  Some titles consist of more than one volume and will have more than one file associated with it. In these situations, there will be an 8564 field for each file in the record.

• Complete the editing of the 949 fields and 910 field.

• Upon completion of the editing of the NEW record, validate the record.

Step 6. Producing the Record

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. This is the number that is needed to complete the URL in the 8564 field and to link the record to the to file name.

To produce the record, log on to OCLC CatME. With the record open in the local bib file, click the Produce button. Momentarily, OCLC will add the record to their database and assign the OCLC number. The OCLC number will replace the "NEW" in the record being created and will update the record in the local bib file. Make note of this number. Once the OCLC# is available, update the 8564 field in the newly created record on OCLC and in the record in the local bib file.

Step 7. Editing the 8564 Field in the New Record for the Electronic Reproduction

Once the OCLC number is available, it is necessary to edit the 8564 field in the new record on OCLC. This is accomplished by opening the record in OCLC WorldCAT, "locking" the record, and updating the OCLC number to the rave link.

Using CatME, search the database using the OCLC # and open the record.

Under "Action" choose "LOCK" to lock the record for editing.

Update the 856 field by adding the OCLC # to the URL. The URL in the 8564 field will now look like:

|uhttp://rave.ohiolink.edu/ebooks/dmc/OSU/SimpleHeartHerodius%5Fflaubert%5F246pgs50957134.pdf|zConnect to title online

This link cannot be verified until the file name is updated in the database located on the OhioLINK server.

Review the record to make sure that you have not missed editing any of the fields as described in the previous step. Make any necessary changes.

When the editing is complete, click on "Replace" under ACTION. The record had now been updated in OCLC.

Step 8. Updating the Print Reproduction Record

While still logged onto OCLC, update the record for the print reproduction.

Note: Before proceeding with editing the record, verify the number of institutions currently using the record. You will find this information at the bottom of the screen where it shows "held" followed by a number. If the number is one, then we "should" be able to "Lock," edit the record and "Replace," since we should be the owner of the record. If the "held" number is greater than "1," you will not be able to edit the record. If this situation occurs, note it on list of records from which you are working.

If the record indicates "1", open the record by using the OCLC#, LOCK the record, and add the following fields:

• 530 __ Issued also in an online version.
• 776 1_ [enter the appropriate information for the electronic reproduction]
• 856 4_ [enter the rave line from the electronic record] $z Connect to title online

When the editing is complete, and the record has been carefully reviewed for any typing errors, validate the record.

Next, REPLACE the record.

Note: Editing the print record on OCLC can only be accomplished if OSU is the owner and no other institution has used it.

Step 9. Rename the File on the OhioLINK Server

The file name must be updated by adding the OCLC number to the file name for the file located on the OhioLINK server. Open the WSFTP icon that was minimized early. Expand the column for the file name until the entire name can be read. Click on the "Rename" button on the right side of the screen and enter the OCLC number before the ".pdf".

As in the example, A Simple Heart, the original file name was:

SimpleHeartHerodius_Flaubert_246pgs.pdf

When the OCLC number is added, the file name will look like:

SimpleHeartHerodius_Flaubert_246pgs50957134.pdf

Once the OCLC# has been entered, click on "OK" and the transmission and linking will automatically occur. At the bottom of the screen a report will display indicating whether the renaming was successful or not. In order for the renaming to be successful, you must be logged into CatME and the record must be closed on OCLC or the linking of the file to the OCLC record will fail.

Step 10. Update 8564 in Record on Local Bib file and Export to OSCAR

Finish updating the 8564 field in bibliographic record in your local bib file. Add the OCLC number to the record in your local file. Validate the record and export it into OSCAR. Note the bibliographic number assigned to the record.

Step 11. Update Record for Print Reproduction Record on OSCAR

Open the record for the print reproduction in OSCAR and update it by adding the 530, 7761 and 8564 fields as was done earlier in the record for OCLC.

Step 12. Check links on Public Display

Now that the file name and the rave link have been updated, go into public OSCAR and call up the record and check the URL for both the print and the electronic to make certain that it works. If it does not work, check the 856 field and the file name to make certain they are correct and make corrections. If corrections were necessary, you must make the same changes in the records on OCLC so that the links work from those records.

The new record is now complete if the links in both the print and online work properly. Access has been given to the electronic version of the print reproduction.

Appendix A shows the fields and subfields that may be setup on the constant data form in CatME. Using a constant data form will reduce editing time and reduce the potential typing/spelling errors. The fields placed in the constant data form are based on the document, "Specifications for Preservation E-Books Cataloging". Note that the elements for fixed field 006 must be properly placed. See your supervisor for help in setting up this field.

006    m           d

007    c $b r $d u $e n $f u

500    Text made available in compliance with Section 108 of the Copyright Revision Act of 1976.

530    Online version of print reproduction.

533    Electronic reproduction. $b Austin, [Tex.] : $c BookLab, Inc., $d yyyy.

538    Mode of access: World Wide Web.

538    System requirements: xx.x MB; Adobe Acrobat Reader.

776 1  [author] $s  $t  $w (OCoLC)

856 4  $u http://rave.ohiolink.edu/ebooks/dmc/OSU/[insert filename] $z Connect to title online

949  0 $l wwb $m a $x - $d mm-dd-yy

949  1 $g 1 $j 0 $l wwb $s g $t 16 $x -

910    nn03mmdd

The "nn" in field 910 represents the cataloger’s code, which may consist of two or three letters.

Page last modified: 8 November 2011

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