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Home > Manuals > Cataloguing Manual > Original cataloguing of electronic monographs

Original Cataloguing of Electronic Monographs

Cataloguing tools

General information

For general information regarding the chief source of information, selection of title or publisher details and fixed fields, see the general cataloguing procedure, Original cataloguing of electronic resources

Creating the record on Voyager

There are several methods of creating new records for electronic items in Voyager: use a blank bibliographic template for the item, copy an existing record for another electronic resource and edit as necessary, or import a suitable record from a remote database and again edit it as necessary. Copying records saves changing the default template and can save a lot of data entry, as much of the text and codes do not have to be entered in the new record. However be aware that there is potential to accidentally edit (and change) the record you wish to copy; it is also easy to leave data relating to the copied record in the new record! It is necessary to check and/or amend every field in the new record. You may need to delete fields that are not relevant to the site being catalogued.

Required fields in monographic records

There are two sub-fields that may require attention if a suitable record has not been selected to copy. They are the 06 (Type of record) and 07 (Bibliographic level) sub-fields. Most sites are text based, so the type of material selection will usually be: Language material, printed. The 000/07 will always be Monograph

000/06 (Type of record) Language material, printed
000/07 (Bibliographic level) Monograph

As most electronic resources we catalogue are coded as language material, another code is necessary to describe the computer file aspects, i.e. field 006 (Computer files). The Computer file type will usually be: Document

Target audience As applicable
Computer file type Document
Government publication As applicable

The computer file 007 is mandatory in any record representing an item whose carrier is a computer file. For online resouces the specific material designation is always Remote. The Colour selection will depend on the display of colours in the title being catalogued, but will often be: Monochrome or Mixed. Check USMARC Format for bibliographic data for more information on colour.

Specific material designation Remote
Colour Monochrome or Mixed
Dimension Not applicable
Sound on medium As applicable

Sub-fields in the 008 fixed field are the same as those for printed materials. However, online monograph titles may be works in progress and therefore not complete at the time of cataloguing. If this is the case, theType of pub. Date-Status sub-field is coded Multiple dates. For a standard monograph, the coding is usually Known or probable single date. This sub-field determines the contents of the two date sub-fields. If there is a single date, input the appropriate date into sub-field Date 1 and leave Date 2 blank; for coding Multiple dates, Date 1 contains the date of publication (260 field) and Date 2 usually contains '9999' (open ended date).

Publication status Known or probable single date
Date 1 As applicable
Date 2 Leave blank


Publication status Multiple dates
Date 1 As applicable
Date 2 9999

A new code has been added to sub-field 23 Form of item. Code 's', Electronic and should be added to all records for electronic publications.

Form of item Electronic

Add a Dewey Decimal Classification number. Use the full edition of DDC and code the first indicator as 0 (full edition) and the second indicator as 4 (assigned by agency other than LC). Include subfield 2 for the DDC edition number.

082 0 4 $a796.809943 $2 22

Include the general material designation <I>electronic resource in square brackets following the title proper.

245 0 0 $a Australian peacekeeping, East Timor $h[electronic resource]
245 1 0 $aB-Eye $h [electronic resource] : $b see the world through the eyes of a honeybee

Open dates may be used for online monograph publications if the document is incomplete at the time of cataloguing. If open dates are used this will also be reflected in the fixed field data. For non-serials, the publication date may be estimated, unlike serials where the first issue is
required before a date can be supplied in the catalogue record.

260 # # $aCanberra $b National Library of Australia,$c[1995?]-
260 # # $aCanberra $bNational Library of Australia, $c1995-
260 # # $a Canberra $b National Library of Australia, $c1995

Note: Records for computer files do not have 300 fields as there is no physical item.

General notes should be added as appropriate to the record, including recognition of the source of title proper (mandatory), notes highlighting prominently named people such as editors and any other general notes as applicable to the item being catalogued.

1. "Source of title proper" and "description based on" notes

These notes must always be included in a record for an electronic resource. It is current NLA practice to combine these two notes into a single one. The prescribed sources of information for the title and statement of responsibility areas include the resource itself and information issued by the publisher including any containers. In practice, there may be a title screen that includes the title proper and usually the statement of responsibility and data relating to publication details. In the absence of a title screen, be as specific as possible in the note field to indicate where the title proper was derived from. Always indicate the date on which the title was viewed for cataloguing.

500 # # $aTitle from title
screen (viewed on July 18, 2005).
500 # # $aTitle from subject
line of email header (viewed on July 18, 2005)
500 # # $a Title from HTML
title tag (viewed on July 18, 2005).

2. Editors, other prominently named people or organisations

Add a note for prominently named person/s or bodies if no other field is applicable and the person/s or bodies should be given an added entry.

500 # # $aEditor: Laura Doe.
500 # # $aFunding and support provided by the Dept. of Communications, Information Technology and the Arts.

3. Other general notes

Give other general notes necessary or useful for the description.

500 # # $aRegistration required to access title.
500 # # $a"Paper presented at
the Annual Conference of the Australian Agricultural and Resource Economics
Society, Christchurch, New Zealand, 20-22 January 1999"--Title page.
500 # # $aJune 2005.
500 # # $aDEST no. : 7087.AEID

Optional descriptor note that characterises the file or files present in the electronic resource.

516 # # $aText.
516 # # $aText, graphics and sound
line of email header (viewed on July 18, 2005)
516 # # $a Text, animation and video

Give a note to explain the scope and general contents of the resource. It should give the user a good idea of the contents and could take the form of a summary, abstract or a phrase describing the resource. Include a reference for links to significant sites and organisations.

520 # # $aWebsite of the 1999
Virtual Congress of the College. Includes abstracts of papers, online
presentations, some with multimedia capability, posters, discussion areas and
news updates.
520 # # $aTranslation of the
diary of the Welshman J. Roberts, describing his voyages from England to
Australia and back again in the 1850s, and his experiences while in
520 # # $a Online book
presenting the author's challenges to conventional scientific theory. Includes
a glossary and appendices.

These notes record the technical information about a resource, including the mode of access and any special computer or system requirements. They are provided to explain how the resource can be accessed.

1. Mode of access note (mandatory)

538 # # $aMode of access: Available online. Address as at dd/mm/yy: $u http://www...

2. System requirements note (optional)

A note regarding system requirements when special software, equipment or operating systems are required for access. Do not include commonly encountered plug-ins such as Adobe Acrobat or Windows Media Player.

538 # # $aSystem requirements: Software to access sound clips in Mp3, WAV and MOV formats.
538 # # $aSystem requirements:
Contains video files which require the VivoActive plug-in which is no longer
supported by the software company.

This note records that the title has been selected for preservation by the National Library or one of the PANDORA partners.

583 # # $aSelected for archiving$5ANL
583 # # $aSelected for archiving$5VSL

Provide subject headings in accordance with monographic rules. There are NO form headings for online publications.

Provide subject headings in accordance with monographic rules.

In order to facilitate the compilation of a PANDORA data set of bibliographic records from the National Bibliographic Database, a series added entry field is added to the catalogue record.

830 # 0 $a PANDORA electronic collection

This field contains the URI required to locate and access the resource and its archived version. Include two 856 fields; the first points to the resource URL, and the second to the URN (or persistent identifier) for the archived version

856 4 0 $zPublisher site $u
856 4 1 $zArchived at ANL $u

On Voyager:

  1. If you have set up your preferences for cataloguing PANDORA items you should use the defaults that are available using the New Hldgs and New Items templates. Location (subfield 'b') for PANDORA items is ELECAUS, classification (subfield 'h') should be Internet and Item Type should be NFL

    852 8 # $bELECAUS$hInternet
  2. On the System tab check the box 'OK to export'. This will upload the record from Voyager to Libraries Australia overnight.