Guidelines for the cataloguing of electronic resources (obsolete 9 feb 2007)

This document provides guidelines for the creation and editing of bibliographic records and holdings statements for electronic resources on the Australian National Bibliographic Database (ANBD). The Libraries Australia Expert Advisory Group on Cataloguing of Electronic Resources has developed the guidelines in consultation with Libraries Australia users.

The guidelines have been tailored to provide specific help with cataloguing remote access electronic resources. They apply to a range of electronic resources including e-books, e-journals, titles supplied by aggregator services, databases, web sites, images, and sound files. They are not intended for use in the cataloguing of locally accessed electronic resources such as CD-ROMs or electronic resources that do not require a computer for access such as videodiscs.

Why should records for electronic resources be included in the ANBD?

Libraries Australia encourages libraries to record their electronic resources on the ANBD even if the resource is not available for interlibrary loan as listing has many benefits for resource sharing:

Cataloguing standards

These guidelines are intended to be a guide to applying existing Libraries Australia cataloguing standards to electronic resources and are not intended as a replacement for the existing standards.

Separate or single records

Libraries Australia recommends the creation of separate records when a resource exists in both electronic and non-electronic form.

This is seen to be the most viable solution at the ANBD level because:

If the cataloguer is aware that a resource exists in both electronic and non-electronic form, Libraries Australia recommends that an 'Additional physical form available' linking note (MARC field 530) be included in the bibliographic records for both physical forms to indicate the existence of the alternative form.

While Libraries Australia recommends a separate record approach, it recognises that libraries may not wish to create a separate record for all of their electronic resources, for example the digitised form of an original or rare item or a government publication. In these cases the addition of an 'Additional physical form available' linking note (MARC field 530) to the record for the print form is an acceptable way of recording the existence of the electronic form. Electronic location and access information (MARC field 856) should also be added.

Libraries Australia recommends that cataloguers do not create merged records by the addition of the full details of the electronic form to the record for the print form.

The standards for bibliographic and holdings data for electronic resources are evolving and the interpretation of standards may vary between organisations. It is to be expected that there may be some differences in the application of standards in records that are added to the ANBD for the foreseeable future. Any changes in the international standards will be considered as part of any further development of the Libraries Australia guidelines.

Holdings, Electronic location and Access

856 (Electronic location and access)

This field contains the URL and other details required to locate and access the resource. Most records require an 856 for the URL address and some may require extra 856 fields to indicate other access options such as email, ftp, gopher etc. It is recommended that persistent identifiers be used in ANBD records where available (for example PURLs, DOIs).

When the title is available from a number of locations, add a note (z subfield) to each 856 so that each version can easily be distinguished. Use appropriate text for each note, for example: Publisher site, Archived at ANL, Archived at VSL. Give preference to the publisher's URL as this is usually more up-to-date than the archived version.

856 4 0 |z For North America
|uhttp://www.rlg.org/preserv/diginews/
856 4 1 |zUK mirror site
|u http://www.rlg.ac.uk/preserv/diginews/

If the electronic location (field 856) is accessible only by your library, add a subfield 'x' with text beginning 'ISD5:_' to record the NUC symbol of your library.

856 4 0 |xISD5: ANL|uhttp://www.easttimor.com/|5ANL

Email addresses may be recorded in field 856 but they can be fragmented in their structure making it difficult to click on or copy and paste the addresses. Consider placing email addresses that are relevant to the item (for example, email subscription information) in the 538 field, in addition to the 856 field.

See MARC 21 concise format for bibliographic data for more details.

850 (Holdings)

Libraries Australia recommends that details of the actual serial issues not be included in the holdings statement as issue availability may vary significantly over time, for example back issues may be added, a publisher may decide to only make available the current and selected previous issues, or a publisher may lose interest and cease adding issues to the Internet. If possible add a note (subfield h) to direct users to the source of current coverage of the resource.

Holdings statements should indicate the availability of the resource for document delivery. The following generic statements are recommended:

850 # # |aANL|cInternet|hSee Internet for available issues
850 # # |aNMQU|cOnline access. Available for document delivery|hSee Internet for available issues
850 # # |aQGU|cOnline access. Not available for document delivery

Maintenance

As with all bibliographic and holdings records added to the ANBD, users are strongly encouraged to update records for electronic resources when there are changes to the publication or to a library's holdings.

  1. Amending records when updating of the resource ceases but the resource is still available

    Many electronic resources, both serials and non-serials, continue to change and evolve over time. As with printed serials, multi-volume and loose-leaf works, it is necessary to close the record when the title ceases to be updated.

  2. Amending records when Internet resources disappear

    If an electronic resource ceases to exist the bibliographic record for the resource should be retained on Libraries Australia and a note should be added to indicate that it has disappeared. The 856 field should be removed as its primary purpose is to provide a direct link to the resource. The URL should be retained within a note only.

Appendix 1.

Recommended Data Elements

This appendix lists data elements that would usually be included in bibliographic records for electronic resources. It is not intended to be a complete list of the data elements that may be required. For more details about these and other data elements please consult the MARC 21 concise format for bibliographic data.

National content (Austraiana)

Ensure that the National Content box is checked on all records that have Australian content. Please refer to Section 3.3.2 National Content Flag of the Libraries Australia Client Manual for more details regarding the use of this flag.

Type of record (Leader/06)

The Type of record code (Leader/06) in records for electronic resources should be coded to convey the most significant aspect of the work. Resources that are primarily text, such as electronic journals and books, should be coded "a" (Language material). If the electronic resource is a picture, the appropriate code would be code "k" (Two dimensional non-projectable graphic) and for a map use code "e" (Cartographic material).

Code "m" is only used for the following classes of electronic resources: computer software (including programs, games, fonts); numeric data; computer-oriented multimedia; online systems or services.

Bibliographic level (Leader/07)

The bibliographic level code (Leader/07) in records for electronic resources should be coded to convey either the serial or monographic nature of the item described.

To determine if a resource should be coded as a monograph or a serial consider whether

The implementation of the new code 'i' for integrating resources is currently under negotiation at the Library of Congress and should not be used until further notice.

Field 006

Unless Leader/06 is coded 'm' it is necessary to include field 006 to describe the electronic aspects of the resource. For textual electronic resources the Computer file type subfield (006/09) will usually be coded "d" (Document). Code "m" should be used when the item is a combination of two or more types of files, eg text with a significant amount of multimedia files.

Field 007

The computer file 007 should be used in any record representing an item whose carrier is a computer file. For an online electronic resource the Specific Material Designation subfield (007/01) should be coded "r" (Remote).

Field 008

Use the 008 fixed fields that are appropriate to the type of record indicated in Leader/06.

Many non-serial online titles are not complete and are continually updated, if this is the case, the Type of Date/Publication Status subfield (008/06) should be coded "m" (Multiple dates).

Internet serial publications often lack a definable frequency, with information being constantly updated and changed. If this is the case, the Frequency subfield (008/18) should be coded "blank" (No determinable frequency) and the Regularity subfield (008/19) should be coded "x" (Completely irregular).

Form of Item (008/23 or 008/29)

The form of item code for electronic resources is code "s" (Electronic).

130 (Main Entry - Uniform Title)

Consider adding a uniform title if the electronic resource is also available in other formats or in other versions.

General material designation (245 sub-field h)

The general material designation "[electronic resource]" should be used.

300 (Physical description)

Records for remote access electronic resources should not include a 300 field as there is no physical item.

500 (General notes)

A number of general notes may be required, including recognition of the source of title proper other general notes and explanation of updating procedures.

  1. Source of title proper

    This note should always be included in a record for an electronic resource even when the title is taken from the chief source of information. Always indicate the date on which the title was viewed for cataloguing.

  2. Other general notes

    Give other general notes to explain expected changes/updates that may be provided by the publisher/editor.

506 (Restrictions on access note)

Give a note to record any restrictions on access to the resource.

Currently there is no single data element that can be reliably used to identify free web resources. Users can infer that data is freely available through the absence of restriction statements in field 506 or field 856.

Options to explicitly convey free access to electronic resources are under consideration. Interim recommendations are to consider flagging items as 'Freely available' in field 856 (z subfield). This collocates location and access provisions in a single tag, making it easier for the user to see.

856 4 1 |zArchived at ANL - freely available
|u http://purl.nla.gov.au/nla/pandora/timortoday

516 (Type of computer file or data note)

Optionally use this field to describe the file or document formats, or other file characteristics, of the resource. NB. Do not use field 256 for file characteristics as it replicates information already held elsewhere in the record.

520 (Summary or abstract note)

A note to explain the type of information contained in the resource is recommended. Include a reference for links to significant sites and organisations.

530 (Additional physical form available note)

If the cataloguer is aware that a resource exists in both electronic and non-electronic form, Libraries Australia recommends that an 'Additional physical form available' linking note (MARC field 530) be included in the bibliographic records for both versions to indicate the existence of the alternative form.

538 (System details note)

This note records system information. It should be provided to explain any special access requirements such as browser plug-ins.

6XX (Subjects)

There are NO form headings for online publications.

830 (Series added entry uniform title)

If the electronic resource is part of an aggregated dataset, the title of the collection or aggregation should be recorded in the 830 field. The 830 field is indexed and offers precise retrieval of the collection set and the ability to scan the collection title. The 830 is also included as a data element to support the effective delivery of products for electronic collections.

Consider constructing a uniform title that identifies the series as an electronic journal collection.

Appendix 2.

Sample Records

Record 1:

Electronic journal

000   01272nas 2200325 a 45
001   000023137846
005   20011024090801.0
006   m d
007   cr mn uuuuu
008   011023c20019999xnawr0p s 0 a0eng d
022 1 |a1445-8446
040   |aANL |beng |cANL
043   |au-at---
130 0 |aAustralian library news (Online)
245 0 0 |aAustralian library news |h[electronic resource] / |cStevens and Dent Information Services
260   |aFive Dock, N.S.W. : |b Stevens and Dent Information Services, |c2001-
310   |aWeekly.
362 0 |aIssue 1 (Aug. 15, 2001)-
500   |aIssues available as an email attachment in PDF format. Contact aln@myoffice.net.au
500   |aTitle from title screen (viewed on Aug. 15, 2001).
506   |a Restricted to subscribing institutions.
538   |aMode of access: Available as an email attachment in PDF format.
583   |aSelected for archiving|5ANL
650 0 |aLibraries|zAustralia|vPeriodicals
650 0 |aLibrary cooperation|zAustralia|vPeriodicals
710 2 |aStevens and Dent Information Services.
856 4 |zArchived at ANL |uhttp://pandora.nla.gov.au/tep/21843

Record 2:

Electronic journal in aggregation

000   02119nas 2200409 a 4500
001   000021578261
005   20000503081612.0
006   m d
007   cr mnu---uuuuu
008   980223c19uu9999nyuuu p s 0eng d
022   |a0008-4433
040   |aOH1 |beng |cOH1 |dOCoLC
130 0 |aCanadian metallurgical quarterly (Online)
245 0 0 |aCanadian metallurgical quarterly |h[electronic resource].
260   |aNew York, NY : |bElsevier Science Pub. Co.,
362 1 |aCoverage as of Feb. 17, 1998: Vol. 36, issue 1 (January 1997)-
500   |aDescription based on: Vol. 36, issue 1 (January 1997); title from general information screen (viewed Feb. 17, 1998).
506   |aRestricted to subscribing institutions.
516   |aAbstracts, tables of contents, and citation information are HTML encoded; articles are available in portable document format (PDF) and as Postscript Level 2 files.
530   |aOnline version of the print title: Canadian metallurgical quarterly.
538   |aSystem requirements: Internet connectivity, World Wide Web browser, and Adobe Acrobat reader.
538   |aMode of access: Internet via World Wide Web. Available at: http://www.sciencedirect.com/science
650 0 |aMetallurgy |vPeriodicals.
710 2 |aElsevier Science (Firm)
776 1 |tCanadian metallurgical quarterly |x0008-4433
830 0 |aScienceDirect Electronic Journal Collection.
850   |aANU |cOnline access. Available for document delivery
850   |aNUN |cElectronic Journal Available for Document Delivery PEJ669.05/12
850   |aSUA |cOnline access. Available for document delivery - restrictions apply
850   |aVS:CL |cCSIRO-wide online access. Document delivery available at other CSIRO libraries with restrictions; not available at VS:CL
850   |aWCU |cAvailable to Curtin clients only
856 4 0 |uhttp://www.sciencedirect.com/science/journal/00084433

Record 3:

Online database

000   01419nam 2200361 a 4500
001   NYCGAQN8058-B
006   m | e |
007   cr |n|||||||||
008   010327t19989999nju s 000 0 eng d
040   |aSUM |beng |cSUM |dNNC
043   |an-us---
050 4 |aZ1219
245 0 0 |aGlobal books in print |h[electronic resource]
246 1 3 |aBowker's global books in print
246 1 3 |aBooks in print
256   |aComputer data.
260   |aNew Providence, N.J. : |bR.R. Bowker, |c1998-
500   |aTitle from web page (viewed Oct. 4, 2001)
500   |aDescription based on content as of: March 27, 2001.
506   |aRestricted to users at subscribing institutions.
516   |aText (Online bibliographic database).
520   |aProvides information on a variety of publications including forthcoming, children's, large print, serials, paperbound, out-of-print, and audio and video. Features bibliographic records, subjects guide, full-text reviews and publishers' section.
530   |aIssued also in print and CD-ROM.
538   |aMode of access: Internet via World Wide Web. Available at: http://www.globalbooksinprint.com/GlobalBooksInPrint/
650 0 |aCatalogs, Publishers' |zUnited States
651 0 |aUnited States |xImprints |vCatalogs.
710 2 |aR.R. Bowker Company.
856 4 0 |uhttp://www.globalbooksinprint.com/GlobalBooksInPrint/

Record 4:

Image (original linked to digitised version

000   01613nkd 2200289 a 4500
001   000023150673
005   20011113091911.0
008   011030s1909 xx nnn in d
040   |aANL |beng
043   |au-at-ne
245 0 0 |aView of post office, school of arts and shire hall, Lockhart |h[picture].
260   |cca. 1909
300   |a1 photograph : |bgelatin silver ; |c8.7 x 13.7 cm.
500   |aCondition: fair.
500   |aThis photograph was reproduced in the book 'Land galore : history of Lockhart Shire, New South Wales' by William A. Bayley.
500   |aTitle from inscription on photograph.
500   |aInscriptions: "View of post office, school of arts and shire hall, Lockhart" --printed below image."Lockhart, Drummond monument at left c. 1909, p. 112-108%" --in ink on reverse.
500   |aPart of a collection of photographs depicting buildings and street scenes in Lockhart; groups of people; bullock and horse teams; and other images.
544   |dRelated material: W. A. Bayley papers: |aNational Library of Australia Manuscripts section MS 5529
650 0 |aStreets |zNew South Wales |zLockhart |vPhotographs.
651 0 |aLockhart (N.S.W.) |xBuildings, structures etc. |vPhotographs.
773 0 |iIn collection: |tRural and town scenes from Lockhart and the surrounding region, New South Wales |w(AKIN)23135581
830 0 |aRural and town scenes from Lockhart and the surrounding region, New South Wales.
850   |aANL |c PIC/6073/22 LOC Box PIC/6073
856 4 1 |uhttp://nla.gov.au/nla.pic-an23150673

Record 5:

Government report (Online)

000   01508nam 2200301 a 4500
001   000023616439
005   20020603160506.0
006   m d s
007   cr cn auuuu
008   020530s1999 xnaab s s000 0 eng d
040   |aNSL |beng |cNSL
043   |au-at-ne
100 1 |aThomas, Brendan.
245 1 0 |aPolicing public order |h[electronic resource] : |boffensive language & conduct, the
260   |a[Sydney] : |bAboriginal Justice Advisory Council, |c[1999]
520 3 |aA report on the over representation of Aboriginal people in criminal proceedings for offensive language and offensive conduct charges.
538   |aMode of access: Internet via World Wide Web. Available at: http://www.agd.nsw.gov.au/ajac.nsf/pages/publications.
538   |aSelected for archiving |5NSL
610 1 0 |aNew South Wales. |tSummary Offences Act 1988
650 0 |aLaw enforcement |x Social aspects |z New South Wales.
650 0 |aAborigines, Australian |zNew South Wales |xCriminal justice system.
650 0 |aAborigines, Australian |xLegal status, laws, etc. |zNew South Wales.
710 2 |aAboriginal Justice Advisory Council (N.S.W.)
850   |aNSL |cInternet
856 4 0 zPublisher site |uhttp://www.agd.nsw.gov.au/ajac.nsf
856 4 1 |zArchived site - freely available |uhttp://pandora.nla.gov.au/tep/25203

Record 6:

Government report (original linked to digitised version)

000   02472nam 2200409 a 4500
001   000023608041
005   20020527110313.0
008   020527s2001 aca b f000 0 eng d
020   a0642711577 (Pbk)
040   |aANL |beng |cANL
043   |au-at---
082 0 4 |a379.1180994 |221
110 1 |aAustralia. |bParliament. |bSenate. |b Employment, Workplace Relations, Small Business and Education References Committee.
245 1 0 |aUniversities in crisis : |b report into the capacity of public universities to meet Australia's higher education needs / |cSenate Employment, Workplace Relations, Small Business and Education References Committee.
246 1 4 |aUniversities in crisis : report on higher education
260   |aCanberra : |bThe Senate, |c2001.
300   |axxiv, 440, [6] p. ; |c25 cm.
490   |aParlimentary paper / the Parliament of the Commonwealth of Australia, |x0727-4181 ; |v no. 217 of 2001
500   |a"September 2001"
500   |aChair: Jacinta Collins.
504   |aIncludes bibliographies.
505   |aIntroduction -- Public universities at a time of change -- The funding of higher education -- Governance and regulation of universities -- Quality
520   |aUniversities in crisis: report into the capacity of public universities to meet Australia's higher education needs
530   |aAlso available in an electronic version via the internet. Address as of 27/05/02: http://www.aph.gov.au/senate....
540   |aCommonwealth of Australia 2001.
650 0 |aUniversities and colleges |zAustralia.
650 0 |aUniversities and colleges |zAustralia |xFinance.
650 0 |aHigher education and state |zAustralia.
700 1 |aCollins, Jacinta.
830 0 |aParliamentary paper (Australia. Parliament) ; |v no. 217 of 2001.
850   |aANL |cNq 328.94 AUS
856 4 1 |uhttp://www.aph.gov.au/senate/committee/eet_ctte/public_uni/report/index.htm