Single-record vs multiple records for online versions of serials

CONSER cataloging policy states that individual libraries should make their own decisions about the use of single-records or separate records for print and online versions of serials. Both are valid options.

Policies on cataloging of multiple manifestations of electronic resources have not been standardized yet. CONSER has drafted a proposal recommending that single records be used for online versions of print serials. The draft document under discussion may be viewed at: http://lcweb.loc.gov/acq/conser/singleonline.html

In the Prospector environment, separate records for the print and electronic versions work best because of the overlay/merging algorithm which looks for a match on OCLC#, ISN, or title. At this time, only the 022 subfield a is indexed on Prospector, and it is also used as a link to holdings by various vendors. Many online versions of serials carry their own unique ISSNs, they may have titles that vary slightly from the print versions, and there may be significant differences between the print and online versions. To facilitate and give precision to the merging and overlay process, separate records are preferable in Prospector, with some exceptions.

Some libraries have chosen to consolidate print and digitized versions on a single record. If a single record approach is chosen, the Committee recommends the following:

If the record contains multiple ISSNs, the first occurrence of the 022 field should contain the ISSN of the format described on the record.

For example, if the record is for the original print version, the first 022 subfield a should contain the ISSN of the print. If the online version is included on the same record and has a unique ISSN, that ISSN can be entered in the subfield y of the same 022, or another 022 field can be created, which contains the ISSN of the online version in subfield y. If duplicate 022 fields are created, the 022 of the original version should precede the 022 of the online version.

In Prospector, the single-record approach for multiple aggregator versions is preferable because it reduces the potential for record duplication.

Addition of 006 and 007 fields

If a single record is used for multiple formats of a serial, supply an 006 and/or 007 field as appropriate.

The 856 field in Prospector

If a library’s record includes an 856 field in the bibliographic record, Prospector handles it as follows:

If the record is the generic record that appears in Prospector, the 856 hotlink will appear in the “Click on the following” box. It will also appear at the top of the library’s institutional record, preceding any item records that may be attached.

If the generic record does not contain an 856 field there will be no “Click on the following” box:

However, if the institution’s record is not the generic record but contains an 856 in the bibliographic record, the 856 hotlink will appear in the library’s institutional record. In the example below, the “Access online version” line of the University of Denver’s holdings is derived from the 856 field in DU’s bibliographic record.

If the institution’s record contains an 856 field only in the item record, the 856 hotlink will appear only in the item record, just below the line that contains the library’s item information. In the example below the line which says “Access online version: v. 1. Infectious diseases” is derived from an 856 subfield z contained in the item record for V.1.

Public access notes in 856 subfield z

The use of the 856|z to convey information is very much a local choice and a wide variety of notes are used by Prospector libraries. The Committee recommends that the notes be succinct, if possible, since long complicated notes can be confusing.

Some libraries use the note to specify what is being linked to. For example:

View electronic book
Access online version
Access table of contents
Access companion website

Sometimes instructions for accessing the particular site are given as well as information about the source of the information. For example:

Access online version via SourceOECD