Cataloging and Access Guidelines
for Electronic Resources
Part 1: Linking
Florida's Natural Heritage - special instructions
August 2000
These instructions should be used only in
combination with the general guidelines for digitized
materials http://www.lib.usf.edu/techservices/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)
Variable fields:
Coded Cartographic Mathematical Data
034 - Coded data about scales, coordinates, and equinox of
cartographic materials.
Use also for digital items, the coordinates of which can represent a bounding
rectangle, the outline of the area covered, and/or the outline of an interior
area
not covered. Do not use this field unless you also enter
this data in textual
form in field 255. Be careful not to delete this field when editing
the record.
1st
ind. 0=scale indeterminable/no scale recorded
1=single scale (a single horizontal scale)
3=range of scales (use only of the scale varies in a single map)
2nd
ind blank=not applicable; cartographic item is not digitally
encoded
0=outer ring; coordinate information represents the closed noninter-
secting boundary of the area covered.
1=exclusion ring; coordinate information represents the closed non-
intersecting boundary of the area within the excluded G-polygon
outer ring.
|a =
category of
scale
|h = angular scale
|b =
constant ratio; linear horizontal scale |j = declination--northern
limit
|c =
constant ratio; linear vertical scale
|k = declination--southern limit
|d =
coordinates--westernmost longitude |m = right
ascension--eastern limit
|e =
coordinates--easternmost longitude |n = right
ascension--western limit
|f =
coordinates--northernmost latitude |p
= equinox
|g =
coordinates--southernmost latitude |s = G-ring
latitude
|t = G-ring longitude
Example:
034:1 : |a a |b 744080 |c 96000 |d E1193000 |e E1220000
|f N0250000 |g N0220000
System
control numbers "tickler fields".
Project Group
One kind of 035 tickler will retrieve all titles in Linking Florida's Natural
Heritage 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 4-letter project code; always LFNH
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 appropriate 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) Though not
developed for LFNH, this field
should be entered on materials in this collection if
applicable.
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
Linking Florida
Natural Heritage 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>
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. |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 Florida from a book held in the Smathers Libraries at the
University of Florida.
533: : |a Electronic reproduction. |m Vol. 1, no. 2 (Feb. 1899).
|b
<Florida> :
|c State University System of Florida, PALMM Project, |c 1999. |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 Florida from a serial held in
the Smathers Libraries at the University of Florida.
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 Linking Florida's Natural Heritage
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 FIPS Codes
Enter FIPS 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
>
<Always enter the corresponding 035 index field given in:
http://susdl.fcla.edu/lfnh/sfiles/FLfips.htm
for every 651 FIPS code field entered>
1st ind: blank
2nd ind: 4
|a County name
|z Numeric code for the county
|x Source of the term (either “CEEUS" or “HUC”)
Example: 651: 4: |a
Duval |z 12031 |x CEEUS
Local Subject Added
Entry--Topical Term
(optional for these
materials)
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 into the catalog record from:
http://susdl.fcla.edu/strucmeta/fhptagout.html
>
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
Added entry--Corporate Name
710 - Provide an added entry under the corporate name of the
reproducer. Use:
PALMM (Project)
Taxonomic Identification
754 - Taxonomic identification information associated with
the organism in hand.
Always use both subfields. Be careful not to delete this field
when editing.
|a Taxonomic name/Taxonomic hierarchical category
(repeatable)
|2 Source of taxonomic identification
Example:
754: : |a Plantae (Kingdom) |a Spermatophyta (Phylum) |a
Angiospermae (Class) |a Dicotyledoneae (Subclass) |a
Rosales (Order) |a Rosaceae (Family) |a Rosa (Genus) |a
setigera (Species) |a tomentosa (Variety |2 <Code for
Lyman David Benson's Plant Classification>
Location
852
- To identify, for searching purposes, all records that belong to the Linking
Florida Natural Heritage project.
Resources may be part of several projects, and
should have an 852 field for each.
Example:
852: : |b lfnh
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.
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 a ditization
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)LFNH 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 Linking
Florida's Natural Heritage.
Action Note
583 - Notes about 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 "Linking Florida's Natural Heritage"
|i enter "raster-file" if image data or "text-file"
if ASCII
Example:
583: : |a reformat |b SF12345678 |c 20001130 |f Linking Florida's
Natural Heritage |i raster-file