The Research Services Committee requested at their January 12th, 2009 meeting that electronic materials be cataloged on a separate record.
Check the request form to see if the request is for a free resource. Free resources will not have been searched first in Order Services and will probably not have a record in Acorn. However, as with all new titles, search Acorn first for duplication and/or to find the record added by OS with the order.
A print record is not considered a duplicate. See first paragraph.
A Netlibrary version record is not considered a duplicate either.
We do not add information or additional urls to NetLibrary records.
To determine a NetLibrary record, look for these signs:
Cataloging source (040) N$T N$T and NetLibrary, Inc. as the corporate author and NetLibrary in the Electronic reproduction (533)
If you find a duplicate electronic version record in Acorn that is not NetLibrary, determine if
it is a good match for the electronic resource you have been asked to catalog.
If the request is for a free resource and the request is from a bibliographer, contact the bibliographer to find out if they were aware of the existence of the resource in Acorn and whether they want further action taken.
If the request is for a paid resource, the request should come from Order Services. A paid resource should already have an Acorn record with an order attached. If you do not find an Acorn record, contact Order Services to find out why. The record may be in Acorn with a different name, for instance. Or the request may not have reached OS and thus they will need to follow up with the vendor and/or bibliographer to determine how the resource was purchased.
If you find a record in Acorn for the same title, but contains a url from another vendor, this is
not considered a duplicate. We may have paid for two different resources that contain the same title.
DO NOT add a url from a different vendor (from two different paid resources) to the same Acorn vendor. Doing so will prevent our ability to easily remove all of the records from one provider. We do not currently have the ability to delete only certan fields globally.
If the request is for an "analytic" of a paid resource, the analytic will not have been brought
into Acorn by Order Services. A "momma" record should exist for the database, though. An analytic
will need to be brought in as a new record.
Note: if the request is to analyze a large number of titles within a database, and the number of titles exceeds 50, you will need to determine if records are available to download from the vendor, and if none are a vailable, whether there are any for purchase. If none are available for purchase, the Cataloging and Authorities Team will need to discuss whether analytic cataloging is feasible.
If there is a record added by OS in Acorn, and this record was supplied by the vendor, be sure to
preserve the URL before overlaying with a different record, should you choose to overlay. The url
from the vendor will most likely be the best url for the resource.
Preserve the url before overlay by changing the 856 to 956. This will prevent the field from being overlaid. It will also prevent it from public display, so be sure to CHANGE IT BACK to an 856 after overlay.
CAT policy for ebrary records: current policy for ebrary supplied vendor records is to NOT overlay. Recognize ebrary by 040 CaPaEBR|cCaPaEBR. Retain the ebrary record but check OCLC for a provider neutral or ebrary version record and update there. Remember to add a 506 note to the record.
When you are ready to catalog a title that is not already in Acorn, you will need to find a record that matches your title on OCLC. If none is available, you must create an original record using appropriate cataloging rules and procedures as outlined in AACR2 (or RDA, should that replace AACR2) and MARC standards. Bring the record into Acorn.
Find a stable url. The url included in the Request for cataloging electronic resources form should be the most accurate url. If the resource has already been added to the Heard Databases page, the Info tab will have a stable url on it.
If you are cataloging analytics, you may not have a url supplied for your exact item.
Do not rely on the url found at the top of a web page. It may contain session information that will not be stable after the date you catalog the resource.
Some resources have the stable url in a citation or other link. Right clicking on the link can sometimes result in a way to capture the url.
Add the stable url in an 856 field. Indicators: 40. Begin the field with delimiter u ( |u ).
Some libraries prefer text to the plain url. If you know that text is preferred, add a delimiter z ( |z ) with the text that will appear.
Some text that has been used:
|z Click here for access
|z Read only text
If you have separate links to several volumes of the same title and it is cataloged as a set, you will need to add separate 856 fields for each volume. Be sure to add enough information in the |z to differentiate.
|z Volume 1
|z Vol. 1: Bridging the gap.
Check that url is proxied: Once you have added your url, you will need to check to make sure that the resource has been proxied. To do this, go to the Webcat and search the title in Acorn. Click on the url. If it opens the resource from Webcat, good. If you get a message window telling you the url needs to be added to the proxy server (not sure of wording), go ahead and fill in your email address and send the message. This will get it into the proxy server. After sending this message, LITS will confirm to your email that the resource has been added to the proxy server.
If the resource is by subscription only, you must add a 506 note so that the link will go through the proxy server for off campus users. If the material is a free resource, do not add this note.
506 Internet access restricted to Vanderbilt users.
If the resource is free, do NOT add the 506 note.
Give yourself credit for cataloging the record by adding a catstat code.
Remember to update the Database for managing e-resources to show that the title is cataloged by changing the Status to YES.
CALL NUMBER INFORMATION:
The library in the call record should be Internet. We no longer add a second call for the requesting library. If the library is not Internet, change it to Internet unless there are instructions stating otherwise in a 952 note.
Item Type: pick the one that best describes the resource. Usually E-BOOK or WEBSITE.
Call Number: AVAILABLE ONLINE
Circulation: No (uncheck the box)
Remember to update the Database for managing e-resources to show that the title is cataloged by changing the Status to YES. Access the Database for managing e-resources here
Created by ZB Feb. 26, 2009
Updated July 15, 2010