University of California
SOPAG Electronic Resources Cataloging Task Force

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CDL Cataloging Guidelines
CDL Conventions for Cataloging Electronic Resources
Revised March 2003 by Becky Culbertson

FIXED FIELDS:

Single records:
Do not add any electronic information to the fixed field (Leader/Directory/008) when using the single record technique. 

Separate records:
When cataloging separately, select the appropriate workform and code the fixed fields per national standards. 

006 FIELD (ADDITIONAL MATERIAL CHARACTERISTICS FF):

Single records:
This field is not used on print records, unless there is accompanying material. 

Separate records:
When making a separate record, this field is required. In most cases, the 008 fixed fields will be coded for text (book or serial) and 006 will be coded for computer files. In the rare case the 008 fixed fields are coded for computer file and the material is a serial, include a serial 006.  It is possible to have multiple 006 fields.  For example, an digital atlas serial is coded in the 008 field as cartographic material with an 006 field for computer file and an 006 field for serial. 

007 FIELD (PHYSICAL DESCRIPTION FF):

Single & separate records:
Include the 007 field in records denoting or describing electronic resources, whether created using the single record or separate record technique. The first two bytes must be coded as shown; catalogers are not required to determine color or sound. 

$a c Category of material = computer file 
$b r Specific material designation = remote 
$c <omit> Original versus reproduction aspect <Obsolete. Do not use> 
$d Color = c (known to be in color) or u (not known to be in color) 
$e n Dimensions = not applicable 
$f Sound = a (known to have sound) or u (not known to have sound) 

While MELVYL/CPD cannot currently utilize this field, many systems can use it to limit searches, label Internet records, and create lists of records.  By including it now, we anticipate taking advantage of this capability in local systems and the future MELVYL Catalog. 

VARIABLE FIELDS

022 FIELD (ISSN)

Single records:
For single records, give the ISSN of the original serial in the 022. For the online version, use field 776. (See 776 for details). 

Separate records:
For separate records, give the ISSN of the online version in the record for the electronic version . In general this number is different from the number of the original. For exact reproductions like JSTOR, the same ISSN is used for both versions.  If the online version is not an exact reproduction and the ISSN of the print version appears on the online serial, give that erroneous number in 022 $y.  If the ISSN for the electronic version is known, give it in 022 $a and give the ISSN of the print version in the 776 field.  Never add a qualifier to an ISSN. 

050/060/090 FIELD (CALL NUMBERS):

Single & separate records:
When copy cataloging, SCP catalogers leave all existing call numbers in the records If there is no call number in the record, the cataloger will add a base classification number.  The  call numbers will not display in MELVYL except in the MARC display. 

Campuses may choose to include or delete call numbers. Note that local records submitted to MELVYL will be processed according to the campus' normal specifications. Campuses may wish to delete call numbers from the bibliographic record if their specifications include moving the call no. to the MELVYL holdings segment for their campus.

130 FIELD (UNIFORM TITLE)

Single records:
For single records, do not add a special uniform title for the online resource. 

Separate records:
For separate records, assign uniform titles per national standards. In addition, for online serials,  determine whether the serial also exists in another physical format with the same title. If so, assign a uniform title with the qualifier (Online). If the serial exists in multiple aggregators, it may be necessary to add the name of the aggregator or publisher, e.g., (Online : Synergy) to the subsequent appearing title.

245 SUBFIELD h (GENERAL MATERIAL DESIGNATION)

Single records:
For single records, do not add a GMD. 

Separate records:
For separate records, use the GMD $h [computer file]. (CC:DA recently voted to change the GMD to [electronic resource] but this has not been implemented in AACR2 as of this writing). 

246 FIELD (VARIANT TITLE)

Single records:
For single records, do not use this field for variants of the electronic title, use 740 instead, with a second indicator "blank." 

Separate records:
For separate records, give variants of the electronic title in this field. Terminology for the names of various screens is not well-established (e.g., source code title, home page, contents page, title screen). Use the name used on the site itself or the common name, if any, (e.g., 246 1 $i Title bar title: $a ECOline). Otherwise use "246 1 $i Also known as:"   Do not strive for consistency. 

256 FIELD (FILE CHARACTERISTICS)

Single & separate records:
Never use this field for serials.  Do not use it for nonserials cataloged with the single record technique. 

For nonserials cataloged separately, use the terms Computer program(s), Computer data, or Computer program(s) and data. 

260 FIELD (PUBLICATION, DISTRIBUTION, ETC.)

Single records:
For single record technique cataloging, this field describes the publisher of the print publication. 

Separate records:
For separate record technique, this field describes the publisher of the online publication. All Internet resources are considered published. If impossible to determine, use [S.l. $b s.n.,].  Serials do not require $c if the date(s) is unknown.  For nonserial resources, such as dynamic databases, use $c [199-]- 

300 FIELD (PHYSICAL DESCRIPTION)

Single records:
For single record technique, give the physical description of the print version. 

Separate records:
For separate records technique, omit this field unless the item being cataloged is cataloged as a reproduction.
 

310 FIELD (FREQUENCY OF SERIAL)

Single records:
For single record technique, give the frequency of the print version, if known. 

Separate records:
For separate record technique, give the frequency of online serial. For nonserials, including databases, use a 500 note if the frequency is known or can be described with a phrase like "Continually updated." 

362 FIELD (EXTENT OF SERIAL) 

Single records:
For single record technique, give extent of the print version of a serial, if known. 

Separate records:
For separate record technique, give extent of the online serial.  This field is not valid in OCLC for nonserials. 
 

NOTES:

The wording of notes is left to the cataloger's judgment. Catalogers are strongly encouraged to accept the wording found in copy cataloging if it is clear and succinct. Do not strive for consistency. 

500 FIELD (SOURCE OF TITLE)

Single records:
For single record technique, give the source of title of the print, if source is not  the title page. For serials, this may be combined with the "Description based on:" note. 

Separate records:
For separate record technique, this required field gives the source of title of the online version. The date of viewing should also be included. Examples: 

500 Title from Publisher's statement page on the World Wide Web (viewed Sept. 15, 1997). 
500 Title from volume contents page (viewed Sept. 15, 1997). 
500 Title from subject line of email header (viewed Jan. 8, 1998). 
500 Title from title bar (viewed Feb. 17, 1999). 

Terminology for the names of various screens is not well-established (e.g., journal web page, home page, contents page, title screen). Prefer the name used on the site or the common name, if any, (e.g., 500  Title from home page).  The term "title screen" is no longer preferred if a more precise term is appropriate.  Do not strive for consistency. 

For serials, if the description is based on an issue other than the first, combine the "Description based on" and "source of title" notes in the last 500 field. 

500 Description based on printout: July 1994; title from text of README file. 
500 Description based on: Vol. 2, no. 2 (Apr. 1995); title from journal home page (viewed Nov. 29, 1997). 

505 FIELD (FORMAL CONTENTS NOTES)

Single & separate records:

Field 505 is not used for serials. It is not recommended for online resources that change.

506 FIELD (RESTRICTIONS ON ACCESS)

Single records:
For single record technique, omit this field for online version. Give restrictions in the 530 note. 

Separate records:
For separate records, give the restrictions in very general terms. Example: 

506 Access restricted to Synergy subscribers. 

Institution-specific information is given in the 856 $z. 

516 FIELD (TYPE OF COMPUTER FILE)

Single records:
For single record technique, do not use this field. 

Separate records:
For separate record technique, give a general descriptor that characterizes a file (e.g., text, computer program, numeric). Specific information such as the form or genre of textual material (e.g., biography, indexes) also may be included. Examples: 

516    Text (electronic journal) 
516    Numeric (summary statistics) 
516 8  Available in ASCII, Acrobat, and PostScript file formats
516    Text (online database in HTML)
 

520 FIELD (INFORMAL CONTENTS NOTES)

Single records:
For single record technique, this optional field may be used to describe contents of print version. 

Separate records:
For separate record technique, this optional field may be used to describe contents of online version. The use of the 520 field for databases is preferred over the 505 field. 

530 FIELD (ADDITIONAL PHYSICAL FORM AVAILABLE)

Single records:
Most of the information pertaining to the electronic version is given in the 530 of the print record.  Give the mode of access (required), restrictions on access, and/or different electronic titles. Include information about the file format if it is unusual (something other than ASCII, PDF, or HTML). Also include the authorized name of the project, collection, or issuing body of the online version, if any. 

Examples: 

530 Available via the Internet through JSTOR.

530 Also available via the Internet. Access restricted to subscribers to Academic Universe. 

530 Also available on the Internet; restricted to institutions with a site/user ID and password from ScienceDirect. 

530 Current issue also available via the Internet, called also: CBEDNet. 

530 Selections from the current issue are available in an online version called:  Dnet. 

530 Also available to subscribers via the World Wide Web with title: Hematology and cell therapy electronic edition. 

Note special file formats and/or software requirements in the 530 field: 

530 Available via the Internet (PDF and PrinterLeaf file formats). 

NOTE: Only mention ASCII, PDF, and HTML if it is used in conjunction with another more unusual file format. 

If not all issues are available, give a general note, such as "Current issues available online." Avoid giving specific designations because they are likely to change as the publisher digitizes more issues. 

530 Some issues also available on the World Wide Web. 
530 Internet version also available (content may vary from the physical version and/or the content of the electronic version may have been changed by the publishing agency). 

Separate records:
This field is used on a separate record for the electronic resource only to refer to a print or other version. Notes about the resource are given in the appropriate fields. 

530  Online version of: Journal of cereal science. 

538 FIELD (SYSTEM REQUIREMENTS)

Single records:
For single record technique, omit this field. Give unusual requirements in the 530. 

Separate records:
For separate record technique, this optional field gives the equipment needed to access the online resource. If the equipment is standard (PC, modem, browser), no note is necessary. Give a note if unusual software is required. 

Examples: 

538   Postscript printer required. 
538   SGML reader required to view files. 

538 FIELD (MODE OF ACCESS)

Single records:
For single record technique, omit this field. 

Separate records:
For separate record technique, this required field gives the method used to access the online resource. Examples: 

538   Mode of access: Internet via the World Wide Web. 

538   For online subscription, mail to listproc@air.harvard.edu, with the message: subscribe mini-air [firstname lastname]. 

538   Mode of access: MELVYL Web or MELVYL telnet. 

650  0 FIELD (LC SUBJECT HEADINGS)

Single & separate records:
All CDL-licensed electronic titles should be assigned LC subject headings (if appropriate). 

650  2 FIELD (MEDICAL SUBJECT HEADINGS)

Single & separate records:
All CDL-licensed biomedical electronic titles will be assigned both MeSH and LC subject headings by SCP catalogers.  Campuses may choose to include or delete MeSH headings. 
 

655 FIELD (INDEX TERM--GENRE/FORM)

Single & separate records:

655 7 Online resources. $2 local

This local genre term was devised to enable retrieval of records for Online resources. On MELVYL/CPD, users can retrieve records for CDL-licensed materials and limit by campus. SCP catalogers use this field on all records describing or denoting Internet resources. Campuses are encouraged, but not required, to use it in their local records. Do not use on records in which the URLs are only for related sites. 

710/730 FIELD (ADDED ENTRY)

Single & separate records:
If the online version is part of a group of journals, SCP catalogers make an added entry for the authorized form of the name of the collection, project, or body. (Note: As a NACO participant, UCSD has agreed to establish the collection names if not already present in the LCNAF). Campuses are strongly encouraged to include this field in their records so they can be retrieved as a group in local catalogs in the event a service is discontinued or records need to be modified.  The justification for this added entry is given in the 530 note for single records and the appropriate field on separate records (e.g., publisher statement, 550 note). 

For example: 

710 2  Project Muse. 
710 2  JSTOR (Organization) 
710 2  IDEAL (Project) 

740 FIELD (ADDED ENTRY--UNCONTROLLED RELATED TITLE)

Single records:
Add any titles referring to the electronic version in this field, instead of the 246. The second indicator is always blank.
 

245 00 Physical review B. 
530    Available on the Internet called:  Physical review B online, or PRB online. 
740 0  Physical review B online. 
740 0  PRB online. 

776 FIELD (ADDITIONAL PHYSICAL FORM ENTRY)

Single records:
If a separate ISSN has been assigned to the online serial, add a field 776 with subfields $a (if appropriate) $t and $x. The $w DLC or OCLC numbers are added if available.

If the ISSNs are not supplied by the publishers or available on cataloging copy, search for the electronic version on OCLC and note the ISSN. If the OCLC record does not have an ISSN, also search for it at the web site. Do not add the electronic ISSN in a duplicate 022 field. Also, do not add a qualifier after the ISSN. 

022 0  0021-9258 (Print ISSN in 022)
245 00 Journal of biological chemistry. 
776 1  $t Journal of biological chemistry (Online) $x 1083-351X  (Electronic ISSN in 776)

(Note: This recommendation is contingent on CDL/T indexing 776 $x).

Separate records:
For separate record technique, a 776 field may be constructed for the print or other versions. 

022 0   1083-351X (Electronic ISSN in 022)
130 0   Journal of biological chemistry (Online). 
245 00 Journal of biological chemistry $h [computer file] 
776 1   $t Journal of biological chemistry $x 0021-9258 (Print ISSN in 776)

856 FIELD (ELECTRONIC LOCATION)

All records for online resources must include field 856. The information is required to locate an electronic item. The field is repeatable, so multiple sources may be given or related site information included. SCP catalogers include only CDL access, but campuses may add additional 856 fields to their local records.  SCP catalogers are responsible for correcting URLs, updating holdings, and deleting URLs (or entire records) when the electronic resource is no longer available.  Given the difficulty of keeping this information current, SCP catalogers  welcome notification from campuses who discover errors or updates. 

856 subfields may be input in any order, but will be displayed in MELVYL/CPD in this order: $3, $z, $u, followed by other fields, if needed.  (We recommend that the current display be changed so $3 is always displayed). The Task force recommends testing the order in local systems. Detailed information on subfield codes is available at: Guidelines for the Use of Field 856. http://lcweb.loc.gov/marc/856guide.html

First indicator = 4

The first indicator, which identifies the access method, is required. At this time, all CDL resources are available through hypertext protocol (http), and therefore should have a first indicator of 4. Campuses are encouraged to update existing records from first indicator 7 and $2 http to first indicator 4. For a full list of codes, see http://www.oclc.org/oclc/bib/856.htm

Second indicator

blank = unknown 
0 -- record describes electronic resource itself (Use for separate records) 
1 -- record describes print version with note and URL of electronic version (Use for single records) 
2 -- record includes the URL of  a resource related to, but not the equivalent of, the resource described (Use for related resources).  856 $3 is required when indicator 2 is used. 

The second indicator identifies the relationship of the electronic location and access information in field 856 to the resource described in the record as a whole. Subfield $3 is used to provide further information about the relationship if it is not a one-to-one relationship. The second indicator is required and campuses are strongly encouraged to code it meaningfully. 
Note that the indicator gives the relationship of the resource described and the actual resource found online, regardless of whether the link is direct or whether the user must follow a circuitous navigational path (e.g., password, instruction screen, or home page) to access the target resource. 

Blank

No information provided. Indicates that no information is provided about the relationship of the electronic resource to the bibliographic item described by the record. (Avoid use of this indicator value). 

0 : The 856 $u refers to the electronic resource described in the record.

Indicates that the electronic location in field 856 is for the same resource described by the record as a whole. In this case, the item represented by the bibliographic record is an electronic resource. If the data in field 856 relates to a constituent unit of the resource represented by the record, 856 $3 is used to specify the portion(s) to which the field applies. The display constant "Electronic location" is used in MELVYL.  Use this indicator when applying the separate record approach.

1 : The 856 $u refers to an online version of the resource described in the record.

Indicates that the location in field 856 is for an electronic version of the resource described by the record. In this case, the item represented by the bibliographic record is not electronic but an electronic version is available. If the data in field 856 relates to a constituent unit of the resource represented by the record, 856 $3 is used to specify the portion(s) to which the field applies. The display constant "Electronic location:" will be provided in MELVYL.  Use this indicator when applying the single record approach.

2 :  The 856 $u refers to an electronic publication that is related to, but not the same as, the resource described in the record.

Indicates that the location in field 856 is for an electronic resource related to the item described by the record. In this case, the resource is different from but related to the item represented by the bibliographic record. Examples of related resources for which a related web site link might be appropriate include indexes, supplementary information, updating information, finding aids, or a journal's discussion list.  For non-electronic titles, one may wish to link to tables of contents, selected articles, or abstracts.  Do not include links for sites that contain solely advertising, subscription information, the web site for the issuing body (only), and sites unrelated to the publication. 

856 $3 is always used to further characterize the relationship between the electronic item identified in field 856 and the item represented by the bibliographic record as a whole. The display constant "Related electronic resource:" will be provided in MELVYL.  Use this indicator when linking to a related resource.

$3 (Materials Included):

This subfield is used to specify what materials are included in the electronic resource. As mentioned above, this subfield is to be used to specify the portion of the resource available online. 

Coverage dates/volumes of electronic journals are given by SCP catalogers in this subfield. Campuses may include coverage dates in their local records, but are not required to do so.  Campuses are strongly encouraged to report changes in coverage to the SCP catalogers  for correction.

The data should normally be presented according to Level 3 of ANSI/NISO 39.71-1999 
See Appendix for instructions on recording extent statements. 

If coverage is difficult to determine (such as when presented in a database) or is in a state of flux, give a brief note instead of volume holdings, e.g., $3 Selected articles online. Be descriptive but brief. More detail may be provided in the 530 (on single records) or 515 (on separate records), if desired. 

$z Public notes

Give special software requirements, access restrictions, and other public notes in 856 $z. 

Restricted access:

If access to the journal is restricted in any way,SCP catalogers give this information in the $z in the form: 

856 41 $3 1(1990)- $z Restricted to: UCB, UCI, UCD, UCLA, UCR, UCSB, UCSC 

Campuses may adapt this information for their local catalogs, if desired. For example, 

856 41 $z Connect to current issues of the journal (Restricted to UCSD IP addresses) $u http:// . . . 

If passwords are required, SCP catalogers include the note: 

856 41 $z Password required. Ask at service desk. $u http:// . . . 

Campuses may adapt the note to suit their local situation (such as giving a second 856 leading to an IP-protected web site containing the password). 

Software requirements:

If unusual software is required, give this information in the "z" subfield: 

856 41 $3 10(1995)- $z Access restricted to: UCSD (PrinterLeaf file format) 

Do not give a software requirement for ASCII, HTML, or PDF files. PrinterLeaf, Excel, and Word are examples of special software required for viewing electronic versions. 

Indirect access:

Sometimes access to the full text is only through a subject approach, e.g., Academic Universe; there is no access through a table of contents. In these cases use the term "Search" in the $z subfield. 

856 41 $3 1975- $z Search this publication via Academic Universe. (Access restricted to: UCSD) $u http://web.lexis-nexis . . . 

Local campuses may need to tailor the $z to create an effective display in their local catalogs, such as including a prefatory phrase or identifying the resource. For example: 

856 41 $z Connect to the WWW version of the journals (v.2(1965)-v. 6(1967)) $u http:// . . . 

Sometimes the web sites are very difficult to navigate. Include an explanatory note to aid users in finding the cataloged resource. 

856 41 $z FIRST TIME USERS: click on "Register." After registering, click on Homepage. ALL: Select "Browse by title" button home page. Click on the appropriate initial letter for the desired journal title. Click on volume and issue desired. When abstract is retrieved, click on "View Article" button for full text. $u http:// . . . 

856 41 $z Registered users: click on "log in;" First time users: scroll to "Register" and click. After retrieving article abstract, click on "View Article" for full text. $u http:// . . . 

LOCAL DATA FIELDS

The following 9xx fields are required only of the Shared Cataloging Program and are explained in detail in the Technical Summary.  System-supplied fields are not listed.  The 980, 982 and 984 fields described in the Technical Summary are not included here because the design of these CDL Directory-specific fields is still under development. 

920 FIELDS (LOCATION CODES)

SCP catalogers include a 920 field for each licensed campus to be used for setting up AT bytes.

Example:
920   CDL 
920   UCB 
920   UCD 

932 FIELD (ACCESS NOTES)

The specifications call for CDL/T to copy the first 856 $z into the 932 field.  If the 856 $z is unwieldy (e.g., it includes complex navigational information) or more than one 856 $z is present, compose a note.  You may not have more than one 932 field.  You must also compose a summary holdings note when you compose a 932 note.  This note will display in the "other information" box of the CDL location segment but it will not display in the CDL A&I "hook to holdings" area. 

932   Password required.  Inquire at Service Desk. 

934 FIELD (MONOGRAPH SUMMARY HOLDINGS)

segment but it will not display in the CDL A&I "hook to holdings" area. For monographs, the specifications call for CDL/T to copy the first 856 $3 into the 934 field.  If the 856 $3 is unwieldy or more than one 856 $3 is present, compose a note. Do  not input more than one 934 field; combine the information.  This information will display in the "Other information" box.  In most cases, neither a 856 $3 or a 934 is needed in the record. 

Example A (CDL/T transfers data):

856 41 $3 1971-  $u http://bas.umdl.umich.edu/b/bas/ 

CDL/T copies to 934 field: 

934     1971- 

950 FIELD (SERIAL SUMMARY HOLDINGS)

For serials, the specifications call for CDL/T to copy the first 856 $3 into the 950 field.  If more than one 856 $z is present, compose a note.  You may not have more than one 950 field; combine the information in a single field.   The 950 note will display in the "other information" box of the CDL location segment and in the CDL A&I "hook to holdings" area. 

Example B (CDL/T transfers data):

From bibliographic record: 

856  41 $3 v.1(1967)- [Latest 5 years not available online] $z Access restricted to UC campuses $u http://www.jstor.org/journals/00294624.html 

CDL/T copies to 9xx fields: 

934  Access restricted to UC campuses 
950  v.1(1967)- [Latest 5 years not available online] 

Long display: 
 
Library Call no. Periodical Title/Holdings Other Info
CDL Internet   v.1(1967)- [Latest 5 years not available online] Access restricted to UC campuses
Example C (SCP catalogers compose data due to multiple URLs):

From bibliographic record: 

 856  41 $3 v.48(1995)- through Project Muse $z Access restricted to UCB, UCD, UCI, UCLA, UCR, UCSB, UCSC, UCSD campuses $u http://muse.jhu.edu/journals/world_politics/ 

 856  41 $3 v.1(1948)-v.47(1994) through JSTOR $z Access restricted to UC campuses $u http://www.jstor.org/journals/00438871.html 

SCP catalogers compose notes: 

934  Access to v.1(1948)-v.47(1994) through JSTOR;  Access to v. 48(1995)- through Project Muse.  Access restricted to UC campuses (UCSF lacks access to v.48(1995)-) 
950  v.1(1948)- 

Long display: 
 
Library Call no. Periodical Title/Holdings Other Info
CDL Internet   v.1(1948)- Access to v.1(1948)-v.47(1994) through JSTOR;  Access to v. 48(1995)- through Project Muse.  Access restricted to UC campuses (UCSF lacks access to v.48(1995)-)
Example D (UCSD composes note due to unwieldy information):

From bibliographic record: 

 52 856  41 $3v.23(1997)- $z (Access restricted to UCSD IP addresses) REGISTERED USERS ONLY: Click on issue desired; username and password may be required $u http://www3.interscience.wiley.com/cgi-bin/jtoc?ID=32356

 53 856  41 $zConnect to registration page for NEW USERS (Required) (Access restricted to UCSD IP addresses) $u http://orpheus.ucsd.edu/acq/ucsdonly/terms.html 

UCSD composes note: 

934  For access information, see Electronic location in bibliographic record in California Periodicals Database 
950  v.23(1997)- 

Long display: 
 
Library Call no. Periodical Title/Holdings Other Info
UCSD Internet   v.23(1997)- For access information, see Electronic location in bibliographic record in California Periodicals Database
Note: Not a CDL title but great example of complex 856 fields.

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