----------------------------Original message----------------------------
To:  Maps-l subscribers:
 
My colleague, Rich Greene, asked that I post the following for those
Maps-l
subscribers who catalog cartographic materials.  This item is being
posted to
several listservs.  Please excuse any multiple postings.  If you have
any questions
about it, please feel free to contact Rich Greene (<a href="/scripts/wa-UGA.exe?LOGON=A3%3D9802%26L%3DMAPS-L%26E%3D7BIT%26P%3D203327%26B%3D--%26T%3Dtext%252FplainTEXT%252FPLAIN%3B%2520charset%3DUS-ASCII%26pending%3D" target="_parent" >[log in to unmask]</a>) or
me
(<a href="/scripts/wa-UGA.exe?LOGON=A3%3D9802%26L%3DMAPS-L%26E%3D7BIT%26P%3D203327%26B%3D--%26T%3Dtext%252FplainTEXT%252FPLAIN%3B%2520charset%3DUS-ASCII%26pending%3D" target="_parent" >[log in to unmask]</a>).  We will either answer your questions or forward
onto approrpriate
OCLC staff.
 
Ellen Caplan
OCLC, Cat.&Technical Services Div.
800-848-5878 or <a href="/scripts/wa-UGA.exe?LOGON=A3%3D9802%26L%3DMAPS-L%26E%3D7BIT%26P%3D203327%26B%3D--%26T%3Dtext%252FplainTEXT%252FPLAIN%3B%2520charset%3DUS-ASCII%26pending%3D" target="_parent" >[log in to unmask]</a>
________________
February 16, 1998
 
Cataloging Electronic Resources
OCLC-MARC Coding Guidelines
 
Introduction--
OCLC is issuing these guidelines to assist cataloging users in creating
records for electronic resources in OCLC's WorldCat, the OCLC Online
Union Catalog.  Cataloging staff may implement these guidelines
immediately.  Final guidelines and instructions will be issued when OCLC
announces the MARC changes necessary to support full implementation.
These guidelines pertain to MARC tagging only, not to cataloging policy
and practices.  Cataloging rules and manuals still govern the content of
records.
 
The following definition of "electronic" (currently used by the Library
of Congress in its Interim Guidelines for Cataloging Electronic
Resources) is used throughout these guidelines:
 
                "Electronic resource:  The term used to refer to a
manifestation of a work encoded for manipulation by computer.  The
manifestation resides in a carrier accessed either directly or remotely
... Some electronic resources may require use of a peripheral device
attached to a computer (e.g., a CD-ROM player).  Note that ... this term
does not include "electronic" resources that do not require the use of a
computer, e.g., music compact discs, videodiscs."
 
USMARC Change--
The definition of Type of Record (Leader/06) has changed, and LC
announced the change in Update no. 3 to USMARC Format for Bibliographic
Data (July 1997).  The primary change is to value 'm' (Computer File).
Prior to the change, all records for computer files were coded as Type:m
(except for electronic cartographic materials coded as Type:e) because
the computer file aspect was considered primary.  Type 'm' will still
identify some kinds of computer files, but only if they belong to
certain categories defined below.  In all other cases, the type of
material characteristics described by other Type of Record codes take
precedence over the computer file characteristics of the item.  In OCLC
displays, 'Type' represents the USMARC element 'Type of Record'.
 
New definition of Type 'm'
                m - Computer File.  Code 'm ' indicates that the content
of
the record is for the following classes of electronic resources:
computer
software (including programs, games, fonts), numeric data, computer-
oriented multimedia, online systems or services.  For these classes
of materials, if there is a significant aspect that causes it to fall
into
another Leader/06 category, code for that significant aspect (e.g.,
vector data that is cartographic is not coded as numeric but as
cartographic).  Other classes of electronic resources are coded for
their most significant aspect (e.g., language material, graphic,
cartographic material, sound, music, moving image).  In case of doubt
or if the most significant aspect cannot be determined, consider the
item a computer file.
 
Examples:
           1.   A copy of Homer's Iliad available via the Internet
                                Old practice    Type: m
                                New practice    Type: a
 
                                Since the item is basically textual in
nature, 'Type' is coded "a"-language material.  The electronic aspect is
secondary to the textual aspect.
 
            2.  OCLC's Passport for Windows software
                                Old practice    Type: m
                                New practice    Type: m
 
                                The item is software and no other Type
code applies.  There is no change from current practice.
 
In addition, OCLC requests that you sometimes code field 006, as
outlined below.
 
Other changes to field 856 have also been approved for identifying the
relationship between the item described in the record and the location
information recorded in field 856.  OCLC will implement these changes
when additional work necessary to support full implementation is done.
 
Input conventions--
CONSER has developed some cataloging guidelines for online serials (see
http://lcweb.loc.gov/acq/conser/mod31pt1.html#interim) which permit the
option of a single record for a non-electronic item which can also
include information for the electronic version.  In January, the Library
of Congress issued Draft Interim Guidelines for Cataloging Electronic
Resources (see http://lcweb.loc.gov/catdir/cpso/elec_res.html) for
comment.  Many OCLC catalogers are eager to implement the revised
definition of Type of Record.  Until OCLC can implement additional
USMARC tagging and a longer-term solution, we request that users follow
the coding guidelines described in this memo.  OCLC's guidelines are
compatible with CONSER guidelines with the exception that OCLC requests
that additional information be added, as described later in this
document.
 
Even with these guidelines, some problems are still not completely
resolved.  Duplicate detection, for example, cannot easily distinguish
one version from another.  Indexing and identifying a record as a
computer file may not be possible if the local system does not index
field 006 or field 007.  MARBI approved changes to the USMARC formats in
January 1998 to make the designation of records for electronic items
clearer.
 
Single versus separate records--
While creation of separate records for an item is preferable when both
an electronic and non-electronic version exist, some institutions have
found that a single record approach is better for their environment and
users.  Therefore, two options are described below.  OCLC recommends
that libraries verify the impact of either option with their system
vendor and with partners in cooperative agreements prior to implementing
either of them.
 
If you are cataloging an electronic item, it is not necessary to verify
whether or not the non-electronic version exists in physical form or if
it has already been cataloged.  In the same way, when you catalog a
non-electronic item, it is not necessary to verify whether or not a
non-electronic version exists.  In both of these cases, you catalog the
item as if no other version exists.  These guidelines apply only if you
know that both exist and want to note the existence of both in your
catalog.
 
Creating separate records.
--In the record for the non-electronic item-
*       Select the workform based on the revised definition of "Type"
and the primary aspect of the item
*       Do not input fields 006 and 007 for the electronic version.
*       Note the availability of the electronic version in field 530
                Example:  Available also on the Internet
*       Add a 700-730 added entry field for the electronic version when
the main entry differs
*       Optionally, link to the electronic record with field 776
 
--In the record for the electronic item-
*       Select the workform based on the revised definition of "Type"
and the primary aspect of the item
*       Include field 006 for computer file, if Type is not 'm'
*       Include field 007 for computer file
*       Note the availability of the non-electronic version in field 530
                Example:  Also available in printed form.
*       Add a 700-730 added entry field when main entry for the
non-electronic version differs
*       Optionally, link to the non-electronic version using field 776
*       Provide the location of any remotely accessible version(s) in
field(s) 856
 
Creating a single record that includes a reference to the electronic
item-
                If you choose, you may create a record for the
non-electronic version and add an annotation about the existence of and
access to the electronic version, although creation of separate records
is preferred.  The non-electronic version is the primary version and the
electronic copy is secondary.
*       Select the workform based on the revised definition of "Type"
and the primary aspect of the item
*       Do not input field 006 for the electronic version
*       Optionally, include field 007
*       Note the availability of the electronic version in field 530
*       Add a 740 added entry when the title for the non-electronic
version differs
*       Provide the location of any remotely accessible version in field
856
 
The OCLC instruction to input field 006 when cataloging an electronic
item differs from USMARC.  In USMARC, field 006 is still optional.
However, field 006 in OCLC is mandatory when Type is not 'm' so the
records can be retrieved with the type of material search qualifier
'COM' as well as by the qualifier of the primary format.  Inclusion of
field 006 will be reconsidered when OCLC implements all of the MARC
changes that MARBI approved in January.