DATABASE MANAGEMENT AND STANDARDS COMMITTEE

RECOMMENDATIONS ON CATALOGING OHIOLINK CONSORTIALLY OWNED ELECTRONIC RESOURCES

rev. 3/00

1.Separate records for the print and the electronic versions of resources purchased by OhioLINK are required in the OhioLINK central catalog, but are not required in any library’s local system.  Variations in local practice ensure that a record for both formats appears in the central catalog.

2. Local sites have the option of using a single record for the print and electronic versions by adding to the print record the 530, 776, and 856 fields with information about the electronic version.

3. Recommended fields and wording for both the print and electronic versions are as follows:

                a. 530 Additional physical form available note

                Required for print and electronic version

                Wording for the print version: Online version also available.

                Wording for the electronic version: Online version of the print title. (Minimum)

                or

                Online version of the print title: <title> (Acceptable)

                b. 776 Additional physical form entry: Required for print and electronic version.

                Subfields for the print version:

                $t title (of electronic version); Required

                $x ISSN (of electronic version); Required

                $w record control # (of electronic version); Optional

                Subfields for the electronic version:

                $t title (of print version); Required

                $x ISSN (of print version); Required

                $w record control # (of print version); Optional            

                c. 856 electronic location and access: Required for print and electronic version

                Subfields and indicator for both electronic and print versions:                   ]

                First indicator 4; Preferred                                                                                 

                $u Uniform Resource Locator; Required                                                                         

                $z Public Note; Required unless note is system-supplied                           

                or

                First indicator 7, Method specified in $2; Acceptable

                $u Uniform Resource Locator; Required

                $z Public Note; Required unless note is system-supplied

                $2 Access method; Required

                d. 506 Restrictions on access note

                Do not use for print version

                Optional for electronic version

4. Check-in record(s) with at least LIB HAS summary information should be attached to the record(s).

5. DMSC strongly recommends that libraries add information about the electronic version of serials purchased through consortial agreements to the record for the print version of the serial when they hold it. This will insure that information on the electronic version will be available to patrons regardless of which record they choose to display and regardless of changes of ownership in the central catalog.