POLICY NO. 21
GUIDELINES FOR THE CATALOGING OF INTERNET RESOURCES
(April 3, 2003; revised Sept. 2, 2004)

Premise: The University of Kentucky Libraries online catalog should reflect the libraries' holdings whether those holdings are physical items housed in the libraries or electronic resources which are accessed remotely by UK libraries' staff and users.

Options for electronic resources include:

MATERIALS CREATED AT THE UNIVERSITY OF KENTUCKY

The University of Kentucky Libraries will catalog the electronic resources that are created at the University of Kentucky for inclusion in our own catalog and in order to share information about these resources with others. These electronic resources will have PURLs assigned which contain a unique identifier for that particular web resource such as an OCLC record number for the original paper, the OCLC number for the web resource itself or another identifier appropriate to that resource.

Electronic Resources will be responsible for assigning and maintaining PURLs so catalogers working with web resources will want to coordinate obtaining PURLS with Electronic Resources.

MONOGRAPHS

Separate bibliographic records will be created for each format including electronic resources. The holdings information will follow the format outlined in Policy 19.

If there is a related record such as the collection record for a finding aid, the appropriate notes and 856 field will be added to the collection record.

If there is an 856 on a record for a non-electronic resource such as one leading to a table of contents or other appropriate resources, it should be validated by the cataloger and the subfield x added if it is kept on the record.

SERIALS

Policy 22 on multiple versions will be followed; it includes the following:

When all the formats represent the same copy of a serial such as backfiles or replacements in another format for a paper original, then only one bibliographic record with separate holdings (MFHD) records would remain the standard practice.

For records from aggregator databases, separate records for each aggregator will be maintained, although both records represent an electronic resource. This will allow unique coverage to be maintained and keeping the records separate will reduce maintenance efforts as these records are updated.

If a serial is superceded by an electronic resource, the 856 for the electronic resource may be added to the serial record as appropriate.

The holdings information will follow the format outlined in Policy 19.

856 FIELD IN THE BIBLIOGRAPHIC RECORD

Information on formatting of the 856 field can be found in the OCLC Bibliographic Formats and Standards.

For any electronic resource that is licensed for off-campus use, the EZProxy prefix must be added to any of the URLs for that resource. The prefix is http://ezproxy.uky.edu/login?url=

Example:

856	40|u http://ezproxy.uky.edu/login?url=http://search.epnet.com/direct.asp?db=aph&jid=%22GXH %22&scope=site |z CLICK HERE for The ABNF journal |k (Off Campus Restrictions may apply, see Off-Campus Access Instructions).

If it is a new resource to the collection, check with Electronic Resources to make sure EZProxy server has been updated. They will need the name of the resource and the URL.

NOTES WHICH SHOULD BE ADDED TO FIELDS ARE:

STAFF ONLY NOTES (|x):

For any URL that has been confirmed as valid or useable and does not need a restrictions note, then a subfield |x (staff side note) with the 3 letter OCLC participating symbol code will be added to inform other library staff that this field has been validated. An exception to a subfield x (staff side note) can also be made for bulk loaded electronic resources.

Example:

856	4_|u http://dsp-psd.pwgsc.gc.ca/Collection-R/LoPBdP/CIR/938-e.htm |z The official languages in Canada: federal policy (93-8E) |x KUK

If the subfield |x with KUM, KUT, KNE or KUK or a subfield k with restriction information is not present then the field can be deleted since it may be considered to be providing misleading or inaccurate information to users.

PUBLIC NOTES (|z):

Public notes will be used to indicate limits on electronic access such as passwords, IP address limits, etc. Current notes and their definitions include:

|z CLICK HERE For Resource Name |k (Password Required, Ask at Service Desk) -- Password should be listed in electronic resources database or in the paper list.

|z CLICK HERE For Resource Name (UK Campus Access Only) -- means limited to IP addresses primarily used on UK main campus and not accessible via Proxy Server.

|z CLICK HERE For Resource Name |k (Off Campus Restrictions may apply, see Off-Campus Access Instructions) -- means limited to IP addresses and the proxy server will allow access.

|z CLICK HERE For Resource Name |k (Off-Campus access is available either through Proxy Server Access or Password Access. To get password, Ask at Service Desk) -- Means that off-campus users have more than one route to gain access either proxy or password.

|z CLICK HERE For Resource Name |k (Only Accessible from (Library Name)) -- only PCs within that library can access this resource.

|z CLICK HERE For Resource Name |k (Only Accessible from (Library Name). Password required, Seek Assistance from the (Library Name) Service Desk) -- limited password access within a particular library.

Other notes may be added as needed. However, to ensure consistency in interpretation, submit all suggestions for public display notes to BPPAG for review before using them.

MULTIPLE 856 FIELDS:

If there are multiple 856 fields on the record, then the subfield k can be used only once and will display at the end of the Internet Access field.

Brief View - OPAC

Internet Access:

CLICK HERE for Youth and society. CLICK HERE for other possible electronic options. CLICK HERE for Off-campus Access Instructions for UK Affiliates. (Off Campus Restrictions may apply, see Off-Campus Access Instructions).

MARC FIELDS

856	40 |u http://pcift.chadwyck.com/pcift/search?source=bconfig.cfg&Action=SearchOrBrowse&SE ARCH=Search&JID=c446 |k (Off Campus Restrictions may apply, see Off-Campus Access Instructions). |z CLICK HERE for Youth and society.
856	41 |u http://lib.uky.edu/ejournals/ |z CLICK HERE for other possible electronic options.
856	42 |u http://www.uky.edu/Libraries/proxyhelp.html |z CLICK HERE for Off-campus Access Instructions for UK Affiliates.

856 FIELD IN THE HOLDINGS RECORD

856 fields can also be added to the MFHD record for the internet resource. These fields display as part of the holdings information in the OPAC with the label Linked Resource:

If the internet resource requires the proxy server for off-campus access, a URL should be added to the MFHD record for the internet resource that points to the Libraries' Off Campus Users web page.

More information can be found in the BPPAG Policy on Holdings Records (TBA).

UNTIL A LINKSERVER IS OPERATIONAL, THE FOLLOWING POLICIES APPLY:

AGGREGATOR RECORDS:

As aggregator records are available, they will be loaded into Voyager into the Electronic Resources Owning Library with a separate location for each aggregator or set as appropriate.

A 099 with the Call Number: SEE Internet Access will be added to the records and displayed as the call number in the holdings record.

If the records are for serials, then the coverage, if available, will be added to a 250 field. The 250 field will display on the index screen when a Journal title search is done.

856 FIELDS USED FOR ELECTRONIC JOURNALS IN AGGREGATORS:

Multiple 856 fields will have CLICK HERE as the beginning of the subfield z to reduce confusion that may occur with multiple links.

856 FIELDS USED FOR NON SERIALS IN AGGREGATORS:

IF AGGREGATOR RECORDS ARE NOT AVAILABLE AND ELECTRONIC ACCESS IS DESIRED:

If there are no records for a particular aggregator or the electronic records are not available in INFOKAT, then an 856 field may be added to the print serial record. This 856 field should be formatted as follows:

856	41 |u http://lib.uky.edu/ejournals/ |z CLICK HERE for electronic options

Before adding the 856 field, please check that the MARC records are not readily available.

A 909 with the name of the aggregator (ex. 909 JSTOR) can be added to make retrieval of the records as a group feasible.

Currently, the only approved aggregator that this 856 field can be used for is JSTOR.

Other Bibliographic Policies & Procedures

1. Call numbers for non-book materials (7-8-1999)
3. Printing date for materials (9-21-2000)
4. Copy numbers in holdings or item records (12-14-2000)
5. Minimal level cataloging (2-10-2000)
6. MFHD Records for Serials and Non-Serials Materials (rev. & combined with Policy #17, 3/31/04)
Caption Dictionary (11-7-2002)

7. Withdrawals, lost / missing, and deletions (September 2004)
9. Local notes (2-08-2001)
11. Hierarchy for cataloging sources (9-22-2000)
12. Authority control for the UK Institutional Group (1-05-1995)
13. Mixed media materials (3-29-1994)
14. "Boundwiths": multiple bibliographic records representing one physical piece (2-08-2001)
15. Bibliographic Control & Processing Policies for Non-book Materials (3-18-2002)
18. Language Used in the Enumeration of Multi-volume Works (12-16-1996)
19. Guidelines for OPAC Display of Internet Resources (10-05-2000)
20. Storage Procedures for Updating the Catalog (6-10-2003)
22. Multiple Versions - Same Title in Different Formats (2-06-2002)
23. Enumeration and Chronology in Item Records (11-19-2003)

This page was last updated 20 December 2004. To comment on this document, send mail to Kate Seago at kseago@email.uky.edu.