Cataloging & Access Guidelines for Electronic Resources

Cataloging and Access Guidelines for Electronic Resources
Part 1: Florida Heritage Collection - special instructions
August 2003

These instructions should be used only in combination with the general guidelines for digitized materials http://www.lib.usf.edu/catalog/CAGER/CAGERGuidelines-Pt1rev.html

THE ELECTRONIC VERSION RECORD - (LTQF)
FIELDS TO BE ADDED OR CHANGED IN
MODIFYING THE PRINT VERSION RECORD
Fixed field:

Target audience
T/AUD - (aka, Audn in OCLC) This should have the value of "g" or blank, unless
the material is specifically aimed at a particular age/grade level. It may be
necessary to "fine tune" the value in this fixed field, after the addition of the 521 field.
    blank = unknown or unspecified                 a=preschool
           g = general                                             b=primary
                                                                            c=elementary (grades 4-6)
                                                                            d=secondary, senior high (grades 9-12)
                                                                            e=adult
                                                                            f=specialized
                                                                            j=juvenile work (thru age 15, or grade 9)
Though not exclusive to Florida Heritage Collection materials, this element should be
included in all records for items in this collection.

Variable fields:

System control numbers "tickler fields".
Project Group   One kind of 035 tickler will retrieve all titles in the Florida Heritage
Collection with a single search key, as well as, revealing other information about the
source and status of each title. Be careful not to delete this field when editing a record.
         characters 1-5 = always (DNX)
         characters 6-8 = the 3-letter project code; always FHP
         1 blank character space
         character 10 = status of the item (S=selected; P=in process; C=completed)
         1 blank character space
         characters 12-13 = symbol for the participating institution; for institution codes,
            see: http://susdl.fcla.edu/strucmeta/igcodes.html
         1 blank character space
         characters 15-24 = the date in which the bib record was entered in LTQF--in
            the format: YYYY-MM-DD
    Example:   035: : |a (DNX)FHP S UF 1999-04-01

Availability on the Internet   Another type of 035 tickler that you may encounter is
one that FCLA will enter for any full-text that they load on a server, and made
available via the Internet. Catalogers should also be careful not to delete this field.
However, catalogers may feel free to utilize this field to indicate which bibliographic
records have been entered into OCLC. By adding characters 24-28, those that
have not been entered in OCLC will always "float" to the top of the index screen.
This way records that were "overlooked" for entry into OCLC will be obvious.
        characters 1-5 = always (DNX)
        characters 6-9 = always FCLA
        1 blank character space
        characters 11-13 = always url
        1 blank character space
        characters 15-23 = the date on which the images were loaded--in the format
                YYYYMMDD
        characters 24-28 = xOCLC <cataloger adds these characters only after
               entering the record in OCLC, and entering the OCLC control number in
                an 035 field of this same record>
    Examples: 035:   : |a (DNX)FCLA url 20000107
                         035:   : |a (DNX)FCLA url 20000107xOCLC

Florida FIPS Indexing Code This type of 035 tickler will index the bibliographic
records containing the corresponding FIPS code in a 651 field. Enter an 035
field to correspond with every 651 FIPS code field entered.
<These fields can be copied and pasted directly into the catalog record from:
http://susdl.fcla.edu/lfnh/sfiles/FLfips.htm >
        characters 1-5: always (snx)
        characters 6-9: always FIPS
        characters 10-14: the code for the Florida county name
    Example: 035: : |a (snx)FIPS12031

Target audience note
521 - Describes the age groups for which the item is suggested. Derived from the
Sunshine State Standards: http://www.firn.edu/doe/menu/sss.htm (At present, these
fields are to be added, post-cataloging, by Digitization Committee advisers. In the
future, this information may be supplied to the cataloger by the selector)   Use for all
materials in the Florida Heritage Collection.
            1st ind:    blank = audience (generates no display constant in LTQF)
            2nd ind:   blank
              |a    Appropriate grade level. Create a separate 521 field for each of the
                     following phrases that apply:
                         Grades PreK-2
                         Grades 3-5
                         Grades 6-8
                         Grades 9-12
                         College students and adults   (do not enter a subfield |b in fields when
                                using this phrase)
             |b    Code for the source of the ranking in subfield |a. For grade levels PreK-12,
                    use: FDOESSS
   Examples: 521:    : |a Grades 6-8 |b FDOESSS
                             521:    : |a Grades 9-12 |b FDOESSS
                             521:    : |a College students and adults
NOTE: The design and use of the 521 field is still under construction; for the time
being, these fields will not display to the public from LTQF records.

Reproduction note:
533 - This field describes the digital reproduction. All of the following subfields (except |e)
are applicable. Elements in subfields are generally separated by ISBD punctuation (note
examples below)
        both indicators are undefined (blank)
        a = Type of reproduction. A mandatory element containing an introductory phrase
               that identifies the type of reproduction. End the phrase with a period.
               <Use "Electronic reproduction.">
        m = Dates of publication and/or sequential designation of issues reproduced. Use
              only with serials and multi-part resources.
        b = Place of reproduction. A mandatory element that identifies the place in which the
               reproduction was made. <Since the act of "reproduction" for the Florida Heritage
               Collection occurs at several different places in the state, use "Florida" and enclose
               it in brackets>
        c = Agency responsible for reproduction. Base this subfield on the "trailer" at the
              bottom of each of the Florida Heritage Collections screens: "State University
              System of Florida, PALMM Project".
        d = Date of reproduction. A required-if-applicable element that conveys the date when
              the reproduction was made. <Take the date from the statement on the HTML table
              of contents (not the PDF of a printed contents page), or the source code>
        e = Physical description of reproduction <Never used for online resources>
        f = Series statement of reproduction. The form of this field may change when the
              FHC documents achieve their final form. In the meantime, use: "Florida Heritage
              Collection".
        |n = Note about reproduction. Enter each of the following in a separate |n subfield:
               1) Mode of access (field 538) information
               2) System requirements (field 538) information
               3) Information about the digitizing agency and the location of the copy from
                     which the reproduction was made
               4) If available to the cataloger, additional technical information about the
                    creation of the electronic reproduction may be entered
   Examples: 533: : |a Electronic reproduction. |b [Florida] : |c State University System
                    of Florida, PALMM Project, |d 1999. |f (Florida heritage collection) |n Mode
                    of access: World Wide Web. |n System requirements: Internet connectivity;
                    Web browser software; Adobe Acrobat Reader to view and print PDF files.
                    |n Electronically digitized by the University of South Florida from a book held
                    in the Main Library at the University of South Florida, Tampa.
                        533: : |a Electronic reproduction. |m Vol. 1, no. 2 (Feb. 1899). |b <Florida> :
                    |c State University System of Florida, PALMM Project, |c 1999. |f (Florida
                   heritage collection) |n Mode of access: World Wide Web. |n System
                    requirements: Internet connectivity; Web browser software; Adobe Acrobat
                    Reader to view and print PDF files. |n Electronically reproduced by the
                    University of South Florida from a serial held in the Main Library at the
                    University of South Florida, Tampa.

Terms Governing Use and Reproduction Note:
540 - Contains the text of a specific "copyright permission" statement. Text comes from the
permission letter from the holder of the original copyright. This information will not be exclusive
to the Florida Heritage Collection materials, but should always be applied to them when
necessary, but only if supplied to the cataloger by the selector of the resource.
        1st ind:    blank
        2nd ind:   blank
        |a     Terms governing use and reproduction (the statement of rights to use the material,
                including those governed by copyright, literary rights, patent rights, broadcasting
                rights, and contractually secured rights to repackaging, marketing or distributing
                the material)
        |b    Jurisdiction (institution name)
        |c    Authorization (text of, or citation to the statute, action, order, report, rationale, or
               rule that justifies the terms of use)
        |d    Authorized users (class of users, or specific individuals to whom the restrictions
               in subfield |a do not apply)
        |3    Materials specified (distinguishes any subset of the described materials)
        |5    Institution to which field applies (the code of the institution that holds the copy to
               which the restriction applies)

Local Subject Added Entry--Geographic Term
651 - Florida CEEUS (formerly FIPS) and HUC Codes
Enter these codes to items only when the correct code(s) is (are) obvious, and number
three (3) or less. In cases of doubt, or when more that 3 codes would be required,
do not use.
<These fields may be copied and pasted directly into the catalog record from: http://susdl.fcla.edu/lfnh/sfiles/FLfips.htm or http://palmm.fcla.edu/lfnh/sfiles/FLhuc.html>
<Always enter the corresponding 035 index field given in:
http://susdl.fcla.edu/lfnh/sfiles/FLfips.htm and http://palmm.fcla.edu/lfnh/sfiles/FLhuc.html
for every 651 CEEUS or HUC code field entered>
        1st ind:    blank
        2nd ind:    7
        |a County name or Hydrological unit name
        |z   Numeric code for the county or hydrological unit
        |x   Source of the term (either “CEEUS" or “HUC”)
Example: 651: 7: |a Duval |z 12031 |2 CEEUS

Local Subject Added Entry--Topical Term
690 - Period and subperiod from the Florida History Timeline:
http://susdl.fcla.edu/fh/outline/outline.html
<These fields may be copied and pasted directly from
http://susdl.fcla.edu/strucmeta/fhptagout.html into the catalog record>
        1st ind:    blank
        2nd ind:   7
        |a     Topical term or geographic name (i.e., period from the Timeline). Refer to:
   http://susdl.fcla.edu/strucmeta/fhptagout.html for periods, subperiods,
                and heading codes)
        |x     General subdivision (i.e., subperiod from the timeline--if applicable)
        |3     Materials specified (i.e., heading code)
        |2     Source of term. (Always use "fhp")
   Example: 690: 7: |a Discovery and Exploration |x Native Peoples |3 fh1075 |2 fhp

690 – Theme from the Florida Themes:
http://palmm.fcla.edu/fh/themes.html
<These fields may be copied and pasted directly from
http://palmm.fcla.edu/strucmeta/fhpthemtag.html into the catalog record>
       1^st ind:      blank
       2^nd ind:    8
       |a             Topical term or geographic name (i.e. theme from the Theme list). Refer to:
   http://palmm.fcla.edu/strucmeta/fhpthemtag.html for terms.
Example: 690: 8: |a Agriculture.

Added entry--Corporate Name
710 - Provide an added entry under the corporate name of the reproducer. Use:
PALMM (Project)

Series Statement (Traced Form):
830 - Create a series added entry to trace the series entered in 533 |f as follows:
830: 0: |a Florida heritage collection.

Location
852 - To identify, for searching purposes, all records that belong to the Florida
Heritage Collection Project. Resources may be part of several projects, and
should have an 852 field for each.
Example: 852: : |b fhp

Electronic Location and Access (Temporary)
856 - A problem arose when in-process LTQF items began to be retrieved
with institutional searches. These items had no link, call number, or other
locational information. To avoid this patron confusion, cataloging libraries
are required to enter the following field in all new records, exactly as follows:
856:0 : |x inzprocess |z NOT YET AVAILABLE; in process for electronic access.
This field will be overlaid by FCLA with the permanent URL described in the
following section.

Electronic Location and Access (Permanent)
856 - Information to locate and access the online resource. FCLA will add these
URL's after the electronic version is loaded. Some of the values in these tags and
indicators are restricted and non-standard due to special programming by FCLA:
1st ind: 4=http <always use this value>
2nd ind: blank=no information provided <URL displays in the public mode>

0=resource: the bibliographic record describes the electronic

version at this location

1=version of resource: the bibliographic record describes some

version (print?) other than the electronic version at this location

2=related resource: the location is that of some related electronic

resource, but not a version of what the bibliographic record

describes

8=no display constant generated

        |u Uniform resource locator: contains the "clickable" URL which provides
             electronic access in a standard syntax.
        |y This subfield suppresses, in WebLUIS, display of the subfield |u text and

instead displays the subfield |y text.

FIELDS THAT INSTITUTIONS MAY WISH TO ADD TO RECORDS
IN THEIR OWN PROCESSING UNIT(S):
Libraries that own the printed version may choose to add the following
notes and links to facilitate access to the electronic resources from their
own WebLUIS catalogs.

The library owning the print version should follow their own local policy for copy
holdings information to indicate the existence of the electronic version. It is also
advisable that the location of the archival electronic file be recorded, whether it
is located in the same library as the print version, or at another location.

System control number "tickler field"
035 -   This field contains characters that allow retrieval of all titles in the Florida
Heritage Collection project with a single search key, as well as, reveal other
information about the source and status of each title.
          characters 1-5 = always (SNX)
          (See additional information about this 035 field, above)
    Example:   035: : (SNX)FHP S UF 1999-04-01

Additional Physical Form Available Note
530 - Informs the user of the existence of the electronic version. Suggested text:
Electronic version available on the World Wide Web as part of the Florida
Heritage Collection.

Action Note
583 - Notes about FHC processing and reference actions.
        |a enter "reformat"
        |b DL bibliographic identifier (extract this from the middle of the URL; the
            part that begins with your institution's two-letter code, in upper-case, plus
            the subsequent 8 numbers, up to the "%")
        |c prospective queue date (this may be the planned date of reproduction,
            or, if it is already "up", use the current date on which you are cataloging it)
        |f enter "Florida Heritage Project"
        |i enter "raster-file" if image data or "text-file" if ASCII
    Example:    583: : |a reformat |b SF12345678 |c 20001130 |f Florida Heritage
                      Project |i raster-file

APPENDICES:

Description of the electronic version of a printed work
(Fields modified from the print version record and added fields shown in purple)

Education, Division of Colleges and Universities, PALMM Project, |d 1999.

|f (Florida heritage collection) |n Mode of access: World Wide Web.|n

System requirements: Internet connectivity; Web browser software; Adobe

Acrobat Reader to view and print PDF files. |n Electronically reproduced

by the University of South Florida from a book held in the Main Library at

the University of South Florida, Tampa.
539/8: : |a s |b 1999 |d flu
651/1: 0: |a Florida |x Guidebooks.
651/1: 4: |a Duval |z 12031 |x CEEUS
690/1: 7: |a Economics and Society, 1865-1913 |3 fh4600 |2 fhp

Description of the printed version of a work that was selected for digitization
(Added fields shown in purple)