Original Cataloguing of Electronic Serials
Cataloguing tools
- AACR2, 2nd ed., 2002 revision, Ch. 9 'Electronic Resources' and relevant CSBs
- Conser cataloguing manual, Module 31 Remote access computer file serials
- OCLC's Cataloguing Internet resources: a manual and practical guide
- Cataloguing electronic resources: OCLC-MARC coding guidelines
- LC's Guidelines for the use of field
856
Guidelines for coding electronic resources in Leader/06 - Use of fixed fields 006/007/008 and leader codes in CONSER records
- MARC 21 Format for bibliographic data: field list
- Library Australia's Guidelines for the cataloguing of electronic resources
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, Please also note the following changes applicable to serials introduced with the 2002 edition of AACR2:
- categories of materials to be catalogued as serials have been expanded (see AACR2 for details)
- for serials being catalogued from the first issue: if there is a full form and either an acronym or initialism in the chief source, choose the full form, give the acronym/initialism as other title information and also make an added entry for it. (12.1.B2)
- change in numbering sequence can be described within the catalogue record by supplying a bracketed term such as [new ser.] (12.3G1)
- Minor changes in title not requiring a new catalogue record have been expanded (21.2A2)
Sources of information
Base the description of the serial on the first issue (or part of), or on the earliest available issue if the first issue is unavailable. The chief source of information is the resource itself.
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 save to Voyager and again edit as necessary. Using the provided templates is recommended but you may also copy records. 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 title being catalogued.
Required fields in bibliographic record
- 000 (Fixed fields - Leader)
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 material) and 07 (Bibliographic level) sub-fields. Most sites are text based, so the type of material selection will usually be: Language material. For more discussion about the 000/06 sub-field, see the general cataloguing procedure,Original cataloguing of electronic resources. The 000/07 will always be Serial.
| 000/06 (Type of record) | Language material |
| 000/07 (Bibliographic level) | Serial |
- 006 (Fixed fields - Computer file)
As most electronic resources 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 but when cataloguing collections, use the Combination code.
| Target audience | As applicable |
| Computer file type | Document |
| Government publication | As applicable |
- 007 (Fixed fields - Computer file)
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 publication being catalogued, but will usually be: Mixed. Check MARC 21 Format for bibliographic data for more information on colour.
| Specific material designation | Remote |
| Color | Monochrome or Mixed |
| Dimension | Not applicable |
| Sound on medium | As applicable |
- 008 (Fixed fields - Serials)
Sub-fields in the 008 fixed field are the same as those for printed materials. However, Internet publications often lack a definable frequency, with information being constantly updated and changed. If this is the case Frequency should be coded no determinable frequency and Regularity should be coded completely irregular.
| Frequency | As applicable |
| Regularity | As applicable |
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 |
- 022 (ISSN)
Electronic serials selected for national preservation are allocated an ISSN at the time of cataloguing if an ISSN has not already been assigned. The ISSN should be registered and all other ISSN tasks completed in the 024, 222 and 583 fields.
- 024 (Other standard Identifier)
Add month date of ISSN allocation.
| 024 | 8 # |
ISSN/MMMYYYYY (eg ISSN/June2005) |
- 082 (Dewey Decimal Classification number)
Add a Dewey Decimal Classification number. Use the full edition of DDC and code the first indicator as 0. Include subfield 2 for the DDC edition number.
| 082 | 0 4 | $a796 $2 22 |
- 222 (Key title)
Add a key title using bibliographic rules. If the the title has a print equivalent, differentiate the title with a qualifier of Online
| 222 | # 0 | $aTimor today$bonline |
- 245 sub-field h (General material designation)
Include the general material designation electronic resource in square brackets following the title proper.
| 245 | 0 0 | $a Timor today $h[electronic resource] |
| 245 | 1 0 | $a Text $h[electronic resource] : $bthe journal of the Australian Association of Writing Programs. |
- 300 (Physical description)
Note: Records for computer files do not have 300 fields as there is no physical item.
- 500 (General notes)
A number of general notes may be required for a title, including recognition of the source of title proper, highlighting prominently named people such as editors and any other general notes explaining updating procedures.
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 the 'source of title' note with an 'item described' note. 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 clear as possible in the note field to indicate where the title proper was derived from.
| 500 | # # | $a Title from title screen (viewed on July 10, 2005). |
| 500 | # # | $a Title from HTML title tag (viewed on July 10, 1995). |
2. Designation/Description based on
If the description is not based on the first issue or part, or on the first iteration, then it is necessary to added a 'description based on' note. Sometimes it is hard to determine whether the issue being catalogued is actually the first issue available. It may be necessary to search the back issues or archives section of the resource in order to locate the earliest issue or item of information. If there are no archived copies, but there is evidence that earlier issues existed, for example the current issue may be no. 4, use a 'description based on' note.
Some Internet serials completely lack designation and may not even contain definable issues. If it is impossible to locate or construct a designation, it may be necessary to add a 'Description based on' note using the date catalogued.
| 500 | # # | $aDescription based on: Aug. 25, 1996 [Date catalogued]. |
3. 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 | # # | $a Editor: Laura Doe. |
| 500 | # # | $a Funding and support provided by the Dept. of Communications, Information Technology and the Arts. |
4. Other general notes
Give other general notes necessary or useful for the description.
| 500 | # # | $a Previously available in print, -1999. |
| 500 | # # | $a Each issue has a distinctive title. |
| 500 | # # | $a Title is available via subscription only and is sent as an email attachment in .pdf format. |
- 516 (Type of computer file or data note)
Optional descriptor note that characterises the file or files present in the electronic resource.
| 516 | # # | $aText. |
| 516 | # # | $aText, graphics and sound |
| 516 | # # | $a Text, animation and video |
- 520 (Summary or abstract note)
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 | # # | $a Noetica consists of Noetica - Journal; Noetica - Open forum; and the CogPsy mailing list. |
| 520 | # # | $a "Soundsite is a World Wide Web publication for sound artists, practices and theorists. Soundsite deals with the cultural, theoretical and practical aspects of sound". |
- 538 (System details note)
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 | # # | $a Mode of access: Available online. Address as at dd/mm/yy: $u http:// |
| 538 | # # | $a Mode of access: Email subscription. Publisher address as at dd/mm/yy: $u http:// |
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. |
- 583 (Action note)
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 |
- 583 (Action note) additional note only for use when registering a new ISSN
| 583 | # # | $aISSN registration $b00 (for new record, 01 for correction/update to record already on ISSN Online)$c20061105 (8 digit YYYYMMDD date of registration, 2nd c subfiled date of corection, this field is repeatable once only) $5ANL |
Thus:
| 583 | # # | $aISSN registration$b00$c20061105$5ANL |
- 600 (Subjects)
Provide subject headings in accordance with serial rules. There are NO form headings for online publications.
- 780, 785 (Former and Later title)
Add as required using serial cataloguing rules
- 830 (Series added entry)
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 |
- 856 (Electronic location and access)
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 $uhttp://www.api-network.com/jasreview/ |
| 856 | 4 1 | $zArchived at ANL $uhttp://nla.gov.au/nla.arc-52363 |
- 852 (Location)
On Voyager:
-
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 - On the System tab check the box 'OK to export'. This will upload the record from Voyager to Libraries Australia overnight.
