Cataloging and Access Guidelines
for Electronic Resources
Part 1: Florida Map Collection/Aerial
Photography: Florida - special instructions
July 2003
Purpose: to provide guidance to catalogers concerning the description of and access to cartographic resources associated with PALMM Projects. These guidelines are intended to provide consistency in treatment of digitized maps and atlases for the benefit of patrons at all SUS institutions as well as the general public when using the SUS library catalog(s).
Generally, catalogers should apply the most current AACR2r rules for description, OCLC bibliographic formats and standards tagging, and Library of Congress subject headings and practices as appropriate to the item. In the past, reproductions of cartographic materials have generally been cataloged as facsimiles, with the body of the record (245, 260, etc. fields) describing the characteristics of the facsimile and relying on a 534 (Original version) note for details of the original. In order to facilitate cataloging of maps for PALMM projects, a reverse treatment has been chosen--that of describing the original in the body of the record (245, 260, etc. fields) and describing the characteristics of the reproduction in a 533 (Reproduction) note.
As with other materials, we communicate which materials are selected by each participating library by bringing a record for the item into the LTQF database and attaching a tickler field that denotes the project with which it is associated. (See general CAGER guidelines). Please use these guidelines and enter the description as completely as possible in advance of transferring the image file to FCLA. A separate 035 field should be added for the unique identifier for the electronic version, containing the NUC code for the contributing library in parentheses, followed by a number unique to the item (to be supplied by digitizers) and entered in the record prior to transferring the file to FCLA). This will be especially helpful for maps, which frequently have very similar titles and subjects and may otherwise be hard to distinguish. The record that will remain in the separate catalog of the library owning the print version will not need to fully describe the electronic version if the record from the shared database (LTQF) indexes with items in that library catalog and provides that information. It should be updated to reflect the digitization activity, but since a separate record will also be retrieved representing the electronic version it is optional whether or not to edit it further. Current rules should be used for cataloging cartographic Internet resources to describe and provide access to these materials. Frequently effort can be saved by starting from the record for the printed map or atlas and making modifications to the record as described below for the electronic version. When applicable, added entries should be made for all contributors, and FIPS codes should also be added. A copyright statement will be generated as a boilerplate, but may also be included in a 540 field when distinctive information is needed. In cases where an atlas is digitized and the print version record has utilized the earlier practice of cataloging the item as a book, the format must be changed to cartographic.
ELEMENTS IN RECORDS FOR
CARTOGRAPHIC ELECTRONIC RESOURCES IN LTQF
Use Cartographic format (FMT P in LUIS)
Fixed field:
Fixed-Length Data Elements
Form of Item
REPRO - (aka Form in OCLC) (wait for FCLA to enter “s” in “repro” fixed
field).
Target audience
T/AUD - (aka, Audn in OCLC) The LUIS field for audience level
Variable fields:
Fixed Length Data Elements - Additional
Material Characteristics
006 - code "m" for computer file
TYP
= type of record (only valid value is "m" for computer file)
GOVT = government publication
(for resources digitized by an SUL and
mounted on a state, or state
university server, use “s” for state; for resources of mixed
responsibility, use “u” for unknown)
blank=not a government
publication
o=government publication,
a=autonomous or semi-autonomous
component level undetermined
c=multilocal
s=state, provincial,
f=federal/national
territorial, dependent, etc.
i=international
intergovernmental
u=unknown whether it is a
l=local
govt pub or not
m=multistate
z=other
Physical description fixed field
007 - code "c" for computer file. This field has five elements:
GMD = category of material (only valid value is "c" for computer
file)
SMD = specific material designation (use value "r" for remote access
files)
O/R = original vs. reproduction aspect. Obsolete, do not use.
COLOR = color characteristics of the file.
a=one color. A single color, other than black. Usually for
monochrome
display devices.
c=multicolored. More than one color. Usually for color photographic
processes.
g=grey scale. Degrees of dark to light from black to gray to white.
m=mixed. Combinations of one color, black-and-white, multicolored,
and/or other images. (Values a, c, g, etc.)
n=not applicable. Does not involve anything visual (e.g., digitally
encoded audio data)
u=unknown. Color characteristics are unknown.
z=other. None of the other codes are appropriate.
DIM = dimensions of the medium (for remote access files, correct value is
"n"
for not applicable.
SOUND = sound characteristics of the file.
blank=no sound
(silent)
a=has sound
u=unknown
007 - code "a" for maps if the original was a map or atlas. This field has 6 elements:
GMD = category of material (only valid value is "a" for maps)
SMD = specific material designation
a=atlas k=profile s=section
g=diagram q=model y=view
j=map r=remote sensing image z=other
COLOR = indicates color characteristics
a=one color c=multicolor
PHYSICAL MEDIUM = material of which the cartographic item is made
a=paper d=metal g=textile z=other
b=wood e=synthetics p=plaster
c=stone f=skins u=unknown
TYPE OF REPRODUCTION = indicates facsimile of other type
f=facsimile u=unknown
n=not applicable (i.e., not a facsimile) z=other
PRODUCTION/REPRODUCTION DETAILS = photographic technique used
a=photocopy, blueline print d=film z=other
b=photocopy u=unknown
POSITIVE/NEGATIVE ASPECT
a=positive m=mixed polarity
b=negative
n=not applicable
007 - code "r" for remote-sensing image if the original was an aerial photograph, etc.
This field has
GMD = category of material (only valid value is "r" for remote sensing image)
SMD = specific material designation
u=unspecified
ALT = altitude of the sensor
a=surface c=spaceborne u=unknown
b=airborne n=not applicable z=other
ATT = general angle (attitude) of the device with which the image was made
a=low oblique c=vertical u=unknown
b=high oblique n=not applicable
CLOUD = amount of cloud cover
0=0-9% 4=40-49% 8=80-89%
1=10-19% 5=50-59% 9=90-100%
2=20-29% 6=60-69% n=not applicable
3=30-39% 7=70-79% u=unknown
PCT = platform construction type
a=balloon g=land-based remote sensing device
b=aircraft, low altitude h=water surface-based remote sensing device
c=aircraft, medium altitude i=submersible remote sensing device
d=aircraft, high altitude n=not applicable
e=manned spacecraft u=unknown
f=unmanned spacecraft z=other
PUC = platform use category
a=meteorological m=mixed uses z=other
b=surface observing n=not applicable
c=space observing u=unknown
ST = sensor type
a=active b=passive u=unknown z=other
DT = data type
mm=combination of various data types
nn=not applicable
pa=sonar, water depth
pb=sonar, bottom topography images, sidescan
pc=sonar, bottom topography, near-surface
pd=sonar, bottom topography, near-bottom
sa=magnetic field
uu=unknown
zz=other
Coded Cartographic Mathematical Data
034 - record scale and coordinates if available.
System control numbers
"tickler fields".
Project Group
035 - tickler field: 035: : (DNX)MAPFL S UF 2001-07-01
Unique Identifier for the Electronic Version
035 - an identifier
field with IID in parenthesis followed by the NOTIS institution group
code of the contributing library plus an
8-digit BibID number:
Ex: 035: : |a (IID)UF90001234
Florida FIPS Indexing
Code
035 for FIPS code when applicable: 035: : (snx)FIPS12033
(or code that
corresponds to the area covered)
<These fields can be copied and pasted directly
into the catalog record from: http://susdl.fcla.edu/lfnh/sfiles/FLfips.htm
>
Classification number.
050 - LC classification number for place covered (retain)
090 - LC-type classification number for place covered (retain; add if there is no 050)
Geographic Classification
052 - retain or add if there is none.
General Material Designation
245 |h -
use "electronic resource"
Ex.
245:00: |a Map of Florida |h <electronic resource>.
Cartographic Mathematical Data
255 - scale, projection, coordinates, etc. of the original item as available.
Publication, Distribution, etc.
260 - describe the original item as fully as information available permits.
Ex: 260: : |a <London, |c 1633>.
Relief Note
500 - indication of how relief is depicted in the map; must agree with the fixed field
value RELIEF.
Ex: 500: : |a Relief shown by contour lines.
Summary, etc.
note:
520 - summary of the contents of the resource. (Highly recommended)
Free text.
Reproduction Note
533 - This
field describes the electronic reproduction. All of the following
subfields (except |e) are applicable. Elements in subfields are generally
separated by ISBD punctuation (note examples below). Subfields are not
necessarily entered in alphabetical order.
both
indicators are undefined (blank)
a=type of
reproduction (a mandatory element that constitutes an introductory
phrase identifying th type of reproduction. End this subfield with a
period. <use: "Electronic reproduction.">
b=place of reproduction (a mandatory element that identies the location in
which the reproduction was made. <Since the act of
"reproduction" for
local digitization projects occurs at several places in the state, use
"Florida" and enclose it angle brackets>
c=agency
responsible for the reproduction. A required-if-available element
that identifies the agency responsible for the reproduction. <Base
this
information on the "trailer" at the bottom of the PALMM web pages, or
some similar source>
d=date of
reproduction. A required-if-available 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), or the
source code>
e=physical description of the reproduction <Do not use for online resources>
f=series
statement of the reproduction. A required-if-available element for
conveying series relationship <Formulate a series based on text in web
pages of the resource>
m=dates of publication and/or sequential designation of issues reproduced.
A required-if-available element for recording the volume numbers and/or
dates of original issues which have been digitized. For use with serials
and multipart resources.
n=note about the reproduction. Though designated as an optional element
in the input standards, use this subfield for several elements, each in a
separate subfield |n:
mode of access (538 field) information.
system requirements (538 field) information
digitizing agency name and the location of the original
additional technical information about the creation of the electronic
reproduction (if available to the cataloger)
3=materials specified (optional) used to distinguish a subset of the described
materials. Determine placement according to use.
Example:
533: : |a Electronic reproduction. |b <Florida> : |c State
University
System of Florida, PALMM Project, |d 2001. |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 map held in
the George A.
Smathers Libraries at the University of Florida, Gainesville.
Terms Governing Use and Reproduction Note
540 -
Notes for using the materials after the holder grants access. Use for
copyrights,
etc. that restrict reproduction, exhibition,
etc. <Cataloger may not need to enter this
field as FLCA can generate this for display as
a boilerplate; use only if distinctive
ownership information is provided for the
item>.
Ex: 540: : |a Reproduced with permission of cartographer.
Subject Added Entry - Geographic Name
651 - Geographic name of the area covered by this cartographic item.
Ex: 651: 0: |a Florida |v Maps.
651 - Florida FIPS Codes. Enter FIPS
codes on items only when the correct code(s)
is(are) obvious, and number three
(3) or less. In cases of doubt, or when more than 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>
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
Additional Physical Form Entry
776 - Information about the work as it exists in other
physical formats, e.g. print.
1st ind: 0=print a note
1=do not print a note
2nd ind: undefined
|a Main Entry Heading <usually will not need; enter only
if different from 1XX field>
|t Title <usually will not need; enter only if different from 245
field>
|b Edition <usually will not need; enter only if different 250 field>
|c Qualifying information <generally use "Original" enclosed in
parentheses>
|x ISSN
|z ISBN
|w (DLC) LC control number
|w (OCoLC) OCLC number
Example:
776:1 : |c Original |w (DLC) 46348729 |w (OCoLC)92749210
Location/Call Number
852 - Used by FCLA to record project codes that should correspond to those in
the 035 field(s). <Do not delete these
from the LTQF record!>
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
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 Locally applied subfield
that suppresses, in WebLUIS, display of the subfield
|u
text and instead displays subfield |y text.
<Any other fields required for the particular digitization project(s) associated with the item>
FIELDS TO BE DELETED
FROM THE RECORD FOR THE ORIGINAL
(in converting it to
describe the electronic version)
System Control Number
035 field OCLC number of print version (Move to 776)
LCCN
010 LC control number of print version (Move to 776)
SOME USEFUL WEBSITES:
(AACR2) Cataloging Internet Resources: A Manual
and Practical Guide
http://www.oclc.org/oclc/man/9256cat/toc.htm
Cataloging Electronic
Resources: OCLC-MARC Coding Guidelines
http://www.oclc.org/oclc/bit/212/feb98.htm
(CONSER) Module 31, Remote Access Computer File
Serials
http://lcweb.loc.gov/acq/conser/module31.html
(LC) Guidelines For The Use of Field 856
http://lcweb.loc.gov/marc/856guide.html
Guidelines on the Choice of Type and BLvl for
Electronic Resources
http://www.oclc.org/oclc/cataloging/type.htm
Guidelines for Distinguishing Cartographic
Materials on Computer File
Carriers from other Materials on Computer File
Carriers
http://www.loc.gov/marc/cfmap.html