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Cataloguing - Serials


Creating Separate Records for Print and Electronic Versions of the Same Title

General information

It is National Library policy to add availability and access information about an electronic version to the catalogue record for the print version, rather than to create separate records. However, separate records should be created in the following situations:

  1. When a publication is available in both formats and the print version subsequently ceases whilst the electronic version continues.
  2. When the print version of a publication ceases publication and is continued by an electronic version. This situtation could also occur in the reverse, that is, an electronic version ceases and is continued by a print version.
  3. NOTE: In both cases, separate records are only created in instances where the National Library has decided to preserve the electronic version in PANDORA, although the print record may be used when cataloguing/archiving titles for Indexing and Abstracting Services.

A - Publication is originally available in both formats

  • Record for print version

Include the following fields to provide information about the existence of another version. This scenario also applies when the print version subsequently ceases while the electronic version continues.

  • 530 (Additional physical form available note)

This note indicates that another version of the publication exists.

530 # # ¦aAlso available in an electronic version via the Internet at: http://www.next.com.au/spyfood/geekgirl/
530 # # ¦aNo longer published in print. Later issues available on the Internet at: http://www.next.com.au/spyfood/geekgirl/
  • 776 (Additional physical form entry)

This should be added if a separate record for the electronic version exists in the catalogue. If the electronic version has not been catalogued the 530 field is sufficient.

776 # # ¦tGeekgirl (Online)¦x1328-5742
  • 856 (Electronic location and access)

Include the URL in the print record as well as the electronic one.

856 4 # ¦uhttp://www.next.com.au/spyfood/geekgirl/
  • Record for electronic version

Create a record for the electronic version according to the procedures for Original cataloguing of electronic serials. The following fields specifically relate to having separate records.

  • 130 (Main entry - uniform title)

If the titles for the print and electronic versions are identical, the qualifier Online should be used to differentiate the titles.

130 0 # ¦aGeekgirl (Online)
  • 530 (Additional physical form available note)
530 # # ¦aAlso available in print.
530 # # ¦aPreviously also available in print, -1996.
  • 776 (Additional physical form entry)

This should be added if a separate record for the print version exists in the catalogue. If the print version has not been catalogued, the 530 field is sufficient.

776 # # ¦tGeekgirl¦x1325-4715

B - The print version of a publication ceases and is continued by an electronic version

  • Record for print version
  • 500 (General note)

Use a general note to indicate that later issues are available on the Internet. The 530 field is only used to record information about any additional physical format in which the described material is available. However, if issues previously only available in print are digitised and made available online with the later online only issues, use a 530 note.

500 # # ¦aNo longer published in print. Later issues available on the Internet at: http://www.next.com.au/spyfood/geekgirl/

If the title continuing a print serial is not an online serial, e.g. it may be a page that is constantly updated or a database, use the following note.

500 # # ¦aNo longer published in print. Continued on the Internet at: http://comlegal.jcu.edu.au/exp.html
  • 785 (Succeeding entry)

This is a standard linking note to indicate a later title.

785 0 0 ¦tJournal of the Australian War Memorial (Online)¦x1327-0141
  • 856 (Electronic location and access)

Include the URL in the print record as well as the electronic one.

856 4 # ¦uhttp://www.awm.gov.au/journal/
  • Record for electronic version

Create a record for the electronic version according to the procedures for Original cataloguing of electronic serials. The following fields specifically relate to having separate records.

  • 130 (Main entry - uniform title)

If the titles for the print and electronic versions are identical, the qualifier Online should be used to differentiate the titles.

130 0 # ¦aJournal of the Australian War Memorial (Online)
  • 500 (General note)

Use a general note to indicate that the title was previously available in print. The 530 field is only used to record information about any additional physical format in which the described material is available.

500 # # ¦aPreviously available in print, -1996.
  • 780 (Preceding entry)

This is a standard linking note to indicate a previous title.

780 0 0 ¦tJournal of the Australian War Memorial¦x0729-6274

 

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Last updated 28 August 2001

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