Harvard University Library

Standing Subcommittee on Bibliographic Standards and Policy
Standing Subcommittee on Serials, Series and Continuations


Cataloging Networked Resources in HOLLIS


Revised 2 May 2000
Re-Edited 6 September 2001



Contents:

In recent years, networked resources have become an increasingly important part of library collections. These guidelines are intended to assist catalogers in the preparation of catalog records that will appear in HOLLIS catalog and to promote consistency in the database. They were prepared by the Standing Subcommittee on Serials, Series and Continuations of the Standing Subcommittee on Bibliographic Standards and Policy as a supplement to the HUL Bibliographic Standards.

Computer network resources include any electronic resources that are accessed through a computer network, whether the Internet or a LAN (local area network). Examples are web sites, documents available over the World Wide Web, electronic journals, and online databases, as well as CD-ROMs accessed through a LAN. The term does not include CD-ROMs that are accessed through a stand-alone computer.




HOLLIS CATALOG POLICIES AND GUIDELINES

Staff who catalog networked resources should have a basic understanding of using the network, be familiar with major network applications (e.g. World Wide Web, FTP), and understand the formulation of uniform resource locators (URLs).

Unlike traditional library materials, networked resources are generally not under the library's physical control. Cataloging a networked resource represents a commitment by the library to maintain current electronic location and access data (for example, the URL). Reports from link-checking software will be made available to libraries on a regular basis to assist them in maintaining links.

The practices and standards for cataloging electronic resources are still evolving and the nature of the electronic resources themselves continues to change. This document cannot answer all questions about the cataloging of electronic resources; it assumes a solid knowledge of current principles and practices in cataloging. Questions that arise in connection with the cataloging of serials may be directed to the HUL CONSER Office. Other questions concerning the cataloging of electronic resources may be referred to the chair of the Standing Subcommittee on Bibliographic Standards and Policy (http://hul.harvard.edu/cmtes/haac/bsp.html).

1) Which bibliographic record to use

Harvard libraries generally follow a single-record approach for multiple versions (HUL Bibliographic Standards 3.10). Under this policy, information describing various kinds of reproductions of a work is included in LOC fields and holdings records, including the 856 field, which are attached to the bibliographic record for the original (usually print) work. This differs somewhat from CONSER’s single-record approach for electronic resources (cf. CONSER Cataloging Manual, section 31.3.5), which uses note fields and field 856 in the OCLC bibliographic record to give information about electronic versions of a work.

If a networked resource presents itself as an electronic version of the original publication in another format, add a LOC for the networked resource to the record for the original. For example, scanned images of a journal or the online version of an index may be cataloged by adding a separate LOC field and holdings record to the bibliographic record for the print.

Harvard applies the following guidelines to all formats:

Single-record approach

Harvard practice requires the use of field 807 (corresponding to MARC21 field 007) in the holdings record of the electronic version (cf. example 1B below and 4.3.1 Computer Files, an addendum to the HOLLIS Holdings Editing Guide). (CONSER practice: when using the single-record approach, do not use an 007 field for the computer file if the bibliographic record is for another format.)

Separate-record approach

In the separate-record approach, the electronic and non-electronic versions of a resource are cataloged on separate bibliographic records, each describing the respective versions as original editions. See example 2B for a separately-cataloged electronic resource which is not equivalent to any one print publication. See also section 8, "Other fields in records for separately-cataloged resources," below.


If the physical format of a serial changes, e.g. the print publication ceases and is replaced by a microfiche or electronic version, it is treated like a title change and a new record is created (cf. LCRI 21.3B).


Example 1A: Bibliographic Record -- Print and Networked Resource on One Record:

 LTHU MORE                                                       ABS1686
                                                 LI812--HOLLIS CATALOGING  WNF1
 HU FMT: S ENCL:   C/DT: 09/13/85 U/DT: 04/07/99 STAT: c LGD: as DCF: a CHK: 6
 LCMRC: 6 LCCLAS: NA 0001 VENDOR: OCL ARCV:   PUB ST: c PDT1: 1975 PDT2: 9999
 CNTRY: mau FREQ:   LANG: eng S/TYP:   REG: x ISDS: 1 MED:   REPROD:   ENTW: i
 CNTNT:     GOV:   CONF: 0 ALPHBT: a S/L: 0 MODREC:   CATSRC: d

 010:  : |a    86656170  |z sc 79005211
 022:0 : |a 0196-0008
 035/1:0 : |a 03417556 |z 05439388 |z 01977485

 130:0 : |a Avery index to architectural periodicals (2nd ed., rev. and enl.).
|p Supplement.
 222/1: 0: |a Avery index to architectural periodicals. Second edition. Revised
and enlarged. Supplement.
 245:00: |a Avery index to architectural periodicals. |p Supplement / |c Columbia
University.
 260:  : |a Boston, Mass. : |b G.K. Hall,
 300/1:  : |a v. ; |c 36 cm.
 310:  : |a Irregular
 362/1:1 : |a Began with: 1st, published in 1975.
 500/1:  : |a Description based on: 2nd, published in 1977.
 530/7:  : |a Also available online.

... [Subject headings removed] ...

 655/10: 7: |a Computer network resources. |2 local

 780/3:10: |a Avery Library. |t Avery index to architectural periodicals.
Supplement |w (OCoLC)4112286 |w (DLC)sn 88012932
 740/4:0 : |i des |a Avery index to architectural periodicals (2nd ed., Rev.
and enl.) |p Supplement (Online)
 LOC/1:9c: |i des |b Ref
    MD: 02/06/94  H-1    21 ITEM RECORDS  BN-001-01
 LOC/2:1c: |i net |a NA1.A1 |b .C653 1973 Suppl. |k netdes
    MD: 07/30/00  H-2  BN-002-01
 LOC/3: x: |i law |k netlaw
    MD: 12/20/00  BN-003-01


Example 1B: Holdings Record:

LTHU SAME                                                       ABS1686-002
                                                 LI812--HOLLIS CATALOGING  WNF1
Avery index to architectural periodicals (2nd ed., rev. and enl.). Supplement.
  Avery index to architectural periodicals. Supplement / Columbia University.
-- Began with: 1st, published in 1975. -- Vols. for 1975-1978 issued by:
Columbia University; 1979-1982-   by:  Getty Art History Information Program at
LOC/2: c: net |k netdes
 HU CREATED 11/06/95 UPDATED 03/28/00 FORMAT: H RECSTAT n RECTYP: y
 LVL: 1 STAT: 1 METH: z RET: 1    COM: 0 COP: 01 CAN:      LANG:

 506/1:  : |a Available to users with a valid Harvard ID.
 807/1:  : |a cr un
 856/2:41: |u http://nrs.harvard.edu/nrs:hul.eresource:averyind




2) Which LOC code to use

Electronic resources accessible from devices outside the cataloging unit’s library, e.g. resources available through HOLLIS portal or resources available on the Internet, should be cataloged using the LOC code, "|i net". The "net" LOC displays in the public catalog as "Networked Resource:"

Networked resources accessible only from within an individual Harvard library or at some limited set of physical devices should be cataloged using that library's LOC code; for example, use of a unit library’s LOC is appropriate for CD-ROMs or other computer files which are mounted on a single machine or on a unit’s LAN. In such instances, the library’s LOC code and the sublocation "|c Networked Resource" are used.

Example 2A: Bibliographic Record - Networked Resource on |i net LOC Code

 LTHU MORE                                                       BJM4939
                                                 LI812--HOLLIS CATALOGING  XN21
 HU FMT: S ENCL:   C/DT: 01/27/97 U/DT: 08/06/01 STAT: c LGD: as DCF: a CHK: 3
 LCMRC: 6 LCCLAS: PN 0098 VENDOR: OCL ARCV:   PUB ST: c PDT1: 1uuu PDT2: 9999
 CNTRY: ncu FREQ: ¦ LANG:     S/TYP: ¦ REG: ¦ ISDS:   MED: ¦ REPROD: ¦ ENTW:
 CNTNT:     GOV: ¦ CONF: ¦ ALPHBT: ¦ S/L: ¦ MODREC: ¦ CATSRC: d
 006: m FILE: u AUD:   GOV: u

 010:  : |a sn 90003259
 022:0 : |a 1053-1920
 035/1:0 : |a 22471982
 040:  : |a NSD |c NSD |d NST |d NSD |d NST |d EYM |d MYG |d OCL |d DLC |d HUL
 042:  : |a nsdp |a lcd
 050/1:14: |a PN98.P67 |b P668
 082/1:10: |a 909 |2 12
 210/1:0 : |a Postmod. cult.
 222/1: 0: |a Postmodern culture
 245:00: |a Postmodern culture |h [computer file] : |b PMC.
 246/1:3 : |a PMC
 260:  : |a Raleigh, NC : |b Postmodern Culture, |c c1990-
 310:  : |a Three no. a year
 362/1:0 : |a Vol. 1, no. 1 (fall 1990)-
 500/1:  : |a "An electronic journal of interdisciplinary criticism."
 500/2:  : |a Description based on printout of online display; title from
caption.
 516/3:8 : |a Electronic serials in ASCII and HTML formats
 530/4:  : |a Issued also on microfiche and computer diskette.
 650/1: 0: |a Postmodernism |x Periodicals.
 655/2: 7: |a Computer network resources. |2 local
 655/3: 7: |a Electronic journals. |2 lcsh
 776/1:1 : |t Postmodern culture (Microfiche) |w (DLC)sn 91019114 |w
(OCoLC)23234647
 776/2:1 : |t Postmodern culture (Diskette) |w (OCoLC)28863760
 LOC/1: c: |i net |k netwid
    MD: 07/30/00  H-1



Example 2B: Bibliographic Record - Networked Resource on a Library's LOC Code

 LTHU MORE                                                       AZT7311
                                                 LI812--HOLLIS CATALOGING  XN21
 HU FMT: D ENCL:   C/DT: 01/23/95 U/DT: 03/01/01 STAT: c LGD: ms DCF: a CHK: 8
 LCMRC: 6 LCCLAS: Z  6203 VENDOR: OCL ARCV:   PDTYP: c PDT1: 1993 PDT2: 9999
 CNTRY: enk LANG: eng FILE: e AUD:   GOV:   MODREC:   CATSRC: d
 006: s FREQ: a REG: r ISDS:   S/TYP:   MED:   REPROD:   ENTW: b
 CNTNT:     GOV:   CONF: 0 ALPHBT:   S/L: ¦

 010:  : |a sn 96047046
 035/1:0 : |a 34847071
 040:  : |a WAU |c WAU |d HUL
 041:0 : |a engfreger
 042:  : |a lcd
 050/1:14: |a Z6203 |b .I635
 130:0 : |a International medieval bibliography (CD-ROM)
 245:00: |a International medieval bibliography |h [computer file].
 246/1:30: |a IMI bibliography
 246/2:30: |a IMB on CD-ROM
 246/3:30: |a IMB auf CD-ROM
 246/4:30: |a IMB sur CD-ROM
 246/5:30: |a IMB
 260:  : |a Leeds, U.K. : |b International Medieval Institute ; |a Turnhout :
|b Brepols Publishers, |c c1995-
 300/1:  : |a computer laser optical discs ; |c 4 3/4 in. + |e user's guide
 310:  : |a Annual
 362/1:0 : |a CD-ROM 1 (covering 1984-1993)-
 500/1:  : |a Main menu displays the following titles: IMI bibliography; IMB on
CD-ROM; IMB auf CD-ROM; IMB sur CD-ROM.
 500/2:  : |a Title from title screen.
 515/3:  : |a Backfiles published retrospectively.
 530/4:  : |a CD-ROM version of print publication of the same title.
 538/5:  : |a System requirements: IBM-PC or compatible system; Windows; CD-ROM
drive.
 546/6:  : |a User interface and guide in English, French and German.
 650/1: 0: |a Middle Ages |x Bibliography |x Databases.
 655/2: 7: |a CD-ROMs. |2 local
 655/3: 7: |a Computer network resources. |2 local
 710/1:2 : |a University of Leeds. |b International Medieval Institute.
 776/2:1 : |t International medieval bibliography |x 0020-7950 |w (DLC)
70462591 |w (OCoLC)1783429
 LOC/1: c: |i wid |c Networked Resource |h Latest issue only |n Available on
selected terminals located in the Widener Reading Room
    MD: 04/27/00  H-1     1 ITEM RECORD   BN-002-01  XN-9612-001AZT7311
    XN-9812-003AZT7311
 LOC/2: c: |i lam |c Networked Resource |h Latest issue only |n Available on
selected terminals located in the Lamont Reading Room
    MD: 03/01/01




3) Which LOC subfields to use

Whether using a unit’s LOC code or the LOC code "net," always add a subfield |k (the LOC reporting subfield) in the form "|k net[cataloging unit’s LOC code]", for example, |k netwid. This subfield is used by the URL checking software to identify the unit responsible for maintaining the URL in the holdings record.

A bibliographic record which describes an electronic resource should include a note indicating the date the resource was updated and the date it was viewed. If this information is not in the bibliographic description (for example, when the description is for the non-electronic version), it may be included in the LOC field in subfield |n.

Example 3:  LOC subfields

  LOC/1: c: |i net |k netwid |n Description based on update
dated 26 December 1998 




4) The URL and other access information

Electronic location and access information goes in the 856 field, and notes on restrictions on access in field 506. In OCLC and RLIN, these fields are part of the bibliographic record, but, in the HOLLIS catalog, they are stored in a holdings record, whether the fields come from a bibliographic utility record or are entered manually.

When a bibliographic utility record is loaded in the HOLLIS catalog, a holdings record will be created for the targeted LOC and the 856 and/or 506 from the bibliographic record will be placed into the holdings. If the targeted LOC already has a holdings record, the incoming information will be discarded. If the 856 needs correction later, updates should be made directly in the HOLLIS catalog. Information on what happens in the duplicate detection and resolution process is contained in chapter 10 of the HOLLIS Reference Manual and its Appendixes T and U.

Any URL that is entered in an 856 field should be verified to be sure the resource is accessible at that address. In some cases, a specific URL may be available for a resource, but it cannot be accessed except through a menu which resides at a different URL. In that case, give the URL for the menu together with a note.

Internet addresses commonly contain two characters -- the spacing underscore ( _ ) and the spacing tilde (~) -- which cannot be input and displayed in HOLLIS (nor in most other library systems).

To input a spacing underscore in a URL, use the hexadecimal value "5F" preceded by a percent sign (%5F) -- for example:

   http://www.yahoo.com/Education/K_12   =   http://www.yahoo.com/Education/K%5F12

To input a spacing tilde, use the value "7E" preceded by a percent sign (%7E) -- for example:

   http://core.symnet.net/~VOU/   =   http://core.symnet.net/%7EVOU/


OCLC serial records claimed with a CONSER national level authorization do not cause a holdings record to be created in HOLLIS catalog. The 856 field must be entered in the holdings record directly.

Example 4: Holdings Record - Containing a URL

LTHU SAME                                                       BDU7674-001
                                                 LI812--HOLLIS CATALOGING  WNB
Sierra Club.
  Sierra Club [computer file]. -- San Francisco, CA, USA : Sierra Club,
[1994?-
LOC/1: c: net |k netwid |n Based on file as of 26 March 1999.
 HU CREATED 10/18/95 UPDATED 03/26/99 FORMAT: H RECSTAT n RECTYP: x
 LVL: 1 STAT: | METH: | RET: |||| COM: | COP: || CAN: |||| LANG: |||

 807/1:  : |a cr un
 856/2:40: |u http://www.sierraclub.org




5) Different electronic versions and access restrictions

For different versions with the same access restrictions, create one |i net LOC and a holdings record with a single 506 field and multiple 856 fields (see example 5A below).

For different versions with different access restrictions, create separate |i net LOCs and holdings records for each different access restriction with appropriate 506 and 856 fields for each one (see example 5B below).


Example 5A: Two versions on one |i net LOC

LTHU SAME                                                       AAO3792-013
                                                 LI812--HOLLIS CATALOGING  WNF1
American quarterly. -- v. 1-    spring 1949- -- Vols. for 1949-50 published for
  the Program in American Studies at the University of Minnesota; 1951-57 for
  the Committee on American Civilization of the University of Pennsylvania;
  1958-    published in cooperation with the American Studies Association.
  LOC/13: c: net |a AP2 |b .A3985 |n The latest 5 years are not available in the
  JSTOR electronic version. |n Project Muse version coverage begins with v. 48
 HU CREATED 03/20/99 UPDATED 03/28/00 FORMAT: H RECSTAT n RECTYP: y
 LVL: 1 STAT: 1 METH: z RET: 1    COM: 0 COP: 01 CAN:      LANG:

 506/1:  : |a Available to users with a valid Harvard ID.
 856/1:41: |z JSTOR version |u http://nrs.harvard.edu/nrs:hul.eresource:amquart1
 807/2:  : |a cr un
 856/3:41: |z Project Muse version |u http://nrs.harvard.edu/nrs:hul.eresource:amquart2


Example 5B: Two access methods with different restrictions on two |i net LOCs

LTHU SAME                                                       AAO3204-006
                                                 LI812--HOLLIS CATALOGING  XNAB
The Journal of clinical investigation. -- Vol. 1 (Oct. 1924)- -- New York, N.Y.
  : American Society for Clinical Investigation,
  LOC/6: c: net |n Full-text coverage of this journal begins with 1993. |k
netmed
 HU CREATED 05/22/97 UPDATED 03/28/00 FORMAT: H RECSTAT n RECTYP: y
 LVL: 1 STAT: 1 METH: z RET: 1    COM: 0 COP: 01 CAN:      LANG: und

 506/1:  :  |a Available to users with Countway Plus accounts.
 856/1:41:  |u http://gateway.ovid.com/
LTHU SAME                                                       AAO3204-007
                                                 LI812--HOLLIS CATALOGING  XNAB
The Journal of clinical investigation. -- Vol. 1 (Oct. 1924)- -- New York, N.Y.
  : American Society for Clinical Investigation,
  LOC/7:1c: net  |a R11  |b .J67  |k netwid
 HU CREATED 01/31/98 UPDATED 03/28/00 FORMAT: H RECSTAT n RECTYP: y
 LVL: 3 STAT: 1 METH: p RET: 1    COM: 0 COP: 01 CAN:      LANG:

 506/1:  :  |a Available to users with a valid Harvard ID.
 807/1:  :  |a cr cnu
 856/2:41:  |u http://nrs.harvard.edu/nrs:hul.eresource:jcinvest
 853/3:03:  |6 1  |a v.  |b no.  |i (year)  |j (month)
 863/4:30:  |6 1  |a 97-  |i 1996-



6) Different levels of the resource

Some electronic resources are presented as collective resources with two or more "levels" of information. The cataloger should use judgment about what level of a given resource to catalog. Two issues to consider are ease of access for the user and how similar print sources would be treated. For example, a collective resource might be cataloged as one item, with or without a contents note or analytics:



Example 6A: Project Home Page ("Set" record)

LTHU MORE                                                       BBQ4290
                                                 LI812--HOLLIS CATALOGING  WNF1
 HU FMT: B ENCL: d C/DT: 05/08/95 U/DT: 03/15/00 STAT: n LGD: am DCF: a CHK: 0
 LCMRC: | LCCLAS:    0000 VENDOR:     ARCV:   PDTYP: | PDT1:      PDT2:
 CNTRY:     LANG:     ILLUS:      AUD:   REPROD:   CNTNT:      GOV: | CONF: |
 FEST: | INDX: | FICT: | BIO: | MODREC: | CATSRC: d
 006: m FILE: u AUD:   GOV:

 040:  : |a MH-L |c MH-L
 245:00: |a Multilaterals Project |h [computer file].
 256:  : |a Computer data.
 260:  : |a [Medford, Mass. : |b Fletcher School of Law & Diplomacy, Tufts
University, |c 1992-
 500/1:  : |a Title from first screen.
 500/2:  : |a Multilateral conventions organized by subject.
 538/3:  : |a Mode of access: Internet and World Wide Web.
 516/4:  : |a Available in ASCII and WordPerfect versions
 520/5:  : |a Includes treaties and texts of international multilateral
conventions and other instruments in the fields of environmental agreements,
human rights, commerce and trade, laws of war and arms control.  The vast
majority of texts date from the second half of this century, but also includes
historical texts, from the 1648 Treaty of Westphalia to the Covenant of the
League of Nations.
 505/6:0 : |a Atmosphere and space -- Flora and fauna: biodiversity – Cultural
protection -- Diplomatic relations -- General -- Human rights -- Marine and
Coastal -- Other Environmental -- Trade and commercial relations -- Rules of
warfare; arms control – Gulf Area borders -- Chronological listing -- List of
treaty secretariats with known Internet servers – Other collections of
international law -- Miscellaneous historical documents.

... [Subject headings removed] ...

 655/2: 7: |a Computer network resources. |2 local
 710/1:2 : |a Fletcher School of Law and Diplomacy.
 LOC/1: c: |i net |k netlaw |n Based on update dated Aug. 4, 1998
    MD: 03/15/00  H-1



Alternatively, or in addition, a subset of the resource with its own web page may be cataloged:

Example 6B: "Subset" record

LTHU MORE                                                       BBQ6257
                                                 LI812--HOLLIS CATALOGING  WNF1
 HU FMT: B ENCL: d C/DT: 05/10/95 U/DT: 03/15/00 STAT: n LGD: am DCF: a CHK: 0
 LCMRC: | LCCLAS:    0000 VENDOR:     ARCV:   PDTYP: | PDT1:      PDT2:
 CNTRY:     LANG:     ILLUS:      AUD:   REPROD:   CNTNT:      GOV: | CONF: |
 FEST: | INDX: | FICT: | BIO: | MODREC: | CATSRC: d
 006: m FILE: u AUD:   GOV:

 245:00: |a Multilaterals project @ the Fletcher School of Law & Diplomacy.
|p Atmosphere and space |h [computer file].
 246/1:30: |a Atmosphere and space
 256:  : |a Computer data.
 260:  : |a [Medford, Mass.] : |b Fletcher School of Law and Diplomacy, Tufts
University, |c 1992-
 538/1:  : |a Mode of access: Internet and World Wide Web.
 516/2:  : |a Available in ASCII and WordPerfect versions
 505/3:0 : |a Treaty Banning Nuclear Weapons Tests in the Atmosphere, in Outer
Space and Under Water (5 Aug 63) -- Treaty on Principles Governing the Activities
of States in the Exploration and Use of Outer Space, Including the Moon and other
Celestial Bodies (27 Jan 67) -- Agreement on the Rescue of Astronauts, the Return
of Astronauts and the Return of Objects Launched into Outer Space (22 Apr 68) --
Agreement Relating to the International Telecommunications Satellite Organization
"INTELSAT" (20 Aug 71) – Convention on International Liability for Damage Caused
by Space Objects (29 Mar 72) --Convention on Registration of Objects Launched into
Outer Space (12 Nov 74) --Convention on the International Maritime Satellite
Organization (INMARSAT) with Annex and Operating Agreement (3 Sep 76) -- Convention
on Long-Range Transboundary Air Pollution (13 Nov 79) -- Agreement Governing the
Activities of States on the Moon and other Celestial Bodies (5 Dec 79) – Vienna
Convention for the Protection of the Ozone Layer (22 Mar 85) -- Ciesin Policy
Documents relating to the Montreal Protocol -- United Nations Framework Convention
on Climate Change (9 May 92).

... [Subject headings removed] ...

 655/2: 7: |a Computer network resources. |2 local
 710/1:2 : |a Fletcher School of Law and Diplomacy.
 LOC/1: c: |i net |k netlaw |n Based on update dated 26 December 1994
    MD: 04/07/99  H-1



Finally, an individual document within the resource may be cataloged separately:

Example 6C: Analytic Record

LTHU SAME                                                       BBQ4342
                                                 LI812--HOLLIS CATALOGING  WNF1
 HU FMT: B ENCL: b C/DT: 05/08/95 U/DT: 03/15/00 STAT: n LGD: am DCF: | CHK: 7
 LCMRC: | LCCLAS:    0000 VENDOR:     ARCV:   PDTYP: | PDT1:      PDT2:
 CNTRY:     LANG:     ILLUS:      AUD:   REPROD:   CNTNT:      GOV: | CONF: |
 FEST: | INDX: | FICT: | BIO: | MODREC: | CATSRC: d
 006: m FILE: u AUD:   GOV:

 245:00: |a Convention on registration of objects launched into outer space
(1975) |h [computer file].
 260:  : |a [Medford, Mass. : |b Fletcher School of Law and Diplomacy, Tufts
University,
 440/1: 0: |a Multilaterals project at the Fletcher School of Law and Diplomacy.
|p Atmosphere and space
 500/1:  : |a Caption title.
 500/2:  : |a "BH653.txt."
 655/1: 7: |a Computer network resources. |2 local
 LOC/1: c: |i net |k netlaw
    MD: 04/07/99  H-1




7) Form/genre access

Whether creating a new record or adding to a record for the original in a different format, the HUL Bibliographic Standards, Appendix B, require adding a 655 field for "Computer network resources".

655: 7: |a Computer network resources. |2 local

Add other appropriate terms and their sources; for example:

655: 7: |a Electronic journals. |2 lcsh

8) Other fields in records for separately-cataloged resources

The bibliographic description for a separately-cataloged electronic resource must include the following fields:

  • 006 for computer files (unless the resource is cataloged using the computer file format). See 006 Fixed-Length Data Elements: Additional Material Characteristics.
  • 007 for computer files (field 807 in the HOLLIS holdings record)
  • 245 |h [computer file]
  • a 500 note giving the source of the title; for example:

      500: : |a Title from first screen.

      500: : |a Description based on: Vol. 2, no. 2 (Apr. 1995); title from journal home page (viewed Nov. 29, 1997).

  • a 538 note giving the mode of access; for example:

      538: : |a Mode of access: FTP.

Optionally, add a 516 field (Type of Computer File or Data) and/or a 256 field (Computer File Characteristics). For example:

    516:8 : |a Electronic journal available in ASCII, Acrobat, and PostScript file formats

    256: : |a Computer data

Field 256 is not used in CONSER serial records; use the 516 field.

Do not use field 300 in records for remote-access electronic resources.

Note that the use of the computer file format (i.e., Leader/06=m) has been restricted to the following classes of electronic resources: computer software (including programs, games, fonts), numeric data, computer-oriented multimedia, online systems or services. Other classes of electronic resources are coded for their most significant aspect (e.g. language material, graphic, cartographic material, sound, music, moving image).

Example 8: Separately-cataloged electronic resource

LTHU MORE                                                       BMJ6953
                                                 LI812--HOLLIS CATALOGING  XNB5
 HU FMT: B ENCL: d C/DT: 10/23/98 U/DT: 04/25/00 STAT: n LGD: am DCF: a CHK: 7
 LCMRC: ¦ LCCLAS: CD 1040 VENDOR:     ARCV:   PDTYP: m PDT1: 1998 PDT2: 9999
 CNTRY: enk LANG: eng ILLUS:      AUD:   REPROD:   CNTNT:      GOV: f CONF: 0
 FEST: 0 INDX: 0 FICT: 0 BIO:   MODREC:   CATSRC: d
 006: m FILE: d AUD:   GOV: f

 043:  :  |a e-uk---
 110:1 :  |a Great Britain.  |b Royal Commission on Historical Manuscripts.
 245:10:  |a Historical Manuscripts Commission  |h [computer file] :  |b promoting
the UK's archival inheritance.
 246/1:1 :  |i Title bar:  |a Historical Manuscripts Commission's web site
 256:  :  |a Text and image data.
 260:  :  |a [London] :  |b The Commission,  |c [1998?-
 500/1:  :  |a Title from home page.
 500/2:  :  |a Title history: The Royal Commission on Historical Manuscripts,
1998-
 538/3:  :  |a Mode of access: Internet, the World Wide Web.
610/1:10:  |a Great Britain.  |b Royal Commission on Historical Manuscripts.
 650/2: 0:  |a Manuscripts  |z Great Britain  |v Computer network resources.
 651/3: 0:  |a Great Britain  |x History  |x Manuscripts  |v Computer network
resources.
 651/4: 0:  |a Great Britain  |x History  |x Sources  |v Bibliography  |v Catalogs.
 655/5: 7:  |a Computer network resources.  |2 local
 LOC/1:4c:  |i net  |a CD1040  |b .G73x  |k netwid  |n Based on file as of 25 April
2000.
    MD: 04/25/00  H-1




9) Holdings record fixed fields

For holdings record fixed fields, in general, use whatever values apply to the material. Match the RECTYP with the bibliographic level -- that is, use 'y' if the bibliographic level is 's'; otherwise, use 'x'.

The following values can be used as defaults when cataloging electronic resources:

HU CREATED 06/14/97 UPDATED 07/14/97 FORMAT:H
RECSTAT n RECTYP: x
LVL: 1 STAT: 1 METH: z RET: 1   COM: 0  COP: 01 CAN:     LANG:




10) Other holdings information

Frequently, it will not be practical to maintain holdings information in 853/863 fields, particularly if the resource is not something, such as a CD-ROM, that the library physically receives. For the majority of remote-access resources for which the library receives no change notification and over which the library has no control, consider using an open holdings statement or none at all, rather than giving detailed information which will grow inaccurate and obsolete.

For more information about the holdings record, see the online addition to the HOLLIS Holdings Editing Guide (2nd ed.): 4.3.1 Computer Files.


CATALOGING NETWORKED RESOURCES IN HOLLIS PORTAL

As the Library provides access to a growing number of electronic resources through the HOLLIS portal and the web sites of the individual libraries, the user community will benefit from their integration with other resources in the Union Catalog of the Harvard Libraries (HOLLIS catalog).

A unit sponsoring a resource for access through the HOLLIS portal must arrange for cataloging in HOLLIS catalog. Resources available on a trial basis only are typically not cataloged.

Cataloging for any resource listed in the HOLLIS portal should follow the same guidelines outlined in the various documents provided for Harvard staff by the Standing Subcommittee on Bibliographic Standards and Policy and its Standing Subcommittee on Serials, Series, and Continuations.

Several conventions are followed when cataloging electronic resources for the HOLLIS portal:

  • Restriction on access, if any, should be noted in the holdings record:

      For resources restricted by IP address:
      506: : |a Available from workstations connected to the Harvard network.

      For resources restricted by login/password:
      506: : |a Available to users with a valid Harvard ID.

  • URLs for HOLLIS portal resources should point to the resource page associated with each resource and have the following form:

      856:40: |u http://nrs.harvard.edu/hrs:hul.eresource:[filename]

When a resource is in testing for the HOLLIS portal, the sponsoring unit is notified that it is available for cataloging. Notification of serial resource availability is coordinated through the CONSER Office. Because HOLLIS patrons do not have access to resources during this phase, the cataloging status indicator in the LOC should be set to "x." When a resource is released and available for patron use as a part of the monthly production cycle, the cataloger should change the value to "c."



Example 9: Holdings record for a HOLLIS portal database

 LTHU SAME                                                       BPB6633-001
                                                 LI812--HOLLIS CATALOGING  XN21
America, history and life (Online)
  America, history and life [computer file]. -- 1964- -- Santa Barbara, CA :
ABC-CLIO,
LOC/1:1c: net |a E151 |k netwid
 HU CREATED 09/09/00 UPDATED 08/07/01 FORMAT: H RECSTAT n RECTYP: y
 LVL: 1 STAT: 1 METH: z RET: 1    COM: 0 COP: 01 CAN:      LANG:

 506/1:  : |a Available from workstations connected to the Harvard network.
 856/1:40: |u http://nrs.harvard.edu/nrs:hul.eresource:amhislif
 807/2:  : |a cr un

Problems and questions about the cataloging of resources avaiable through the HOLLIS portal should be directed to:

    For serials: Ruth Haas (rshaas@fas.harvard.edu)

    For all others: Ann Sitkin (sitkin@law.harvard.edu)


BIBLIOGRAPHY

In addition to the usual cataloging rules and rule interpretations, there are a number of resources specifically tailored to cataloging networked materials:


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