Electronic Resources Processing by Cataloging Dept. {DRAFT}

A. Work flow of electronic resources to the Cataloging Dept.:

1. All electronic materials are "selected" for cataloging. That is, a UM selector/bibliographer chooses electronic materials which are to be cataloged. UM will not catalog an electronic resource unless it is requested via an Electronic Resources Request Form and/or a serial temporary conversion record (TCR) from VICTOR. Note: Cataloging records for some electronic resources enter VICTOR by means of a tape load, e.g., the monthly government documents load or a load of records for full-text titles in aggregator databases.

2. Acquisitions Dept. staff will bring the Electronic Resources Request Forms for electronic resources ordered with monograph funds to the person in charge of electronic materials in the Monographs Cataloging Unit. Acquisitions Dept. staff will bring Electronic Materials Request Forms and/or serial TCRs for electronic resources which are ordered as serials to the Head of the Serials Cataloging Unit. The Serials Cataloging Unit will review each title and those which are not to be cataloged as serials will be forwarded to the Monograph Cataloging Unit.

3. CD-ROMs ordered as monographs go to the Rapid Cataloging Unit for searching, forwarding to the Monograph Cataloging Unit if needed. CD-ROMs which are ordered as a serial go to the Serials Cataloging Dept. for cataloging. If different copy is found or a VICTOR search indicates that the material should be processed by another Unit, the CD-ROM is forwarded to that Unit. CD-ROM materials which are very expensive (over $500.00) should be hand carried to the person in charge of electronic materials in the Monograph Cataloging Unit or to the Head of the Serials Cataloging Unit depending on how the material was ordered, serial or monograph, respectively.

4. It is not unusual for electronic materials to be ordered as serials and be cataloged as monographs. Electronic titles which have a serial temporary conversion record (TCR) in VICTOR need to have the TCR linked to the bibliographic record (monograph or serial) once the record is in VICTOR. Summaries should be adjusted according to the documentation, Creating Serial Summaries at UM,CP. CD-ROMs which are serial adds should have the work flow note "Serial Adds" in the summary notes field.

5. CD-ROMs which are monographs are barcoded and item records created via the OCLC 949 in the Cataloging Dept. CD-ROMs which are serials are barcoded and item records created in the Serial Adds Unit, of the Catalog Management Dept. Note: Some CD-ROMs (monograph or serial) are "supersedes" that is, each new disk replaces the one before it. The first CD-ROM received is given a dummy barcode. After the dummy item record is created, those which are "supersedes" are placed on the Electronic Information shelf (EIS) shelf in the Acquisitions Dept. "Place on EIS shelf" appears in the summary notes field.

B. Cataloging Procedures for Monograph Remote Resources:

(CD-ROM monographs are cataloged according to procedures for print materials.)

• Web Database Cataloging Guide
• Electronic Monographs Log

C. Cataloging Procedure for Serial Remote Resources

(CD-ROM serials are cataloged according to procedures for print materials.)

1. Serial Cataloging Records for Remote Resources in VICTOR
2. Serial Cataloging Policy for Remote Resources
3. Serial Cataloging Procedures for Remote Resources

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Last modified: August 17, 2010

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