Cataloging Electronic Resources
OCLC-MARC Coding Guidelines

Introduction--
OCLC is issuing these guidelines to assist cataloging users in creating records for electronic resources in OCLC's WorldCat, the OCLC Online Union Catalog. Cataloging staff may implement these guidelines immediately. Final guidelines and instructions will be issued when OCLC announces the MARC changes necessary to support full implementation. These guidelines pertain to MARC tagging only, not to cataloging policy and practices. Cataloging rules and manuals still govern the content of records.

The following definition of "electronic" (currently used by the Library of Congress in its Interim Guidelines for Cataloging Electronic Resources) is used throughout these guidelines:

"Electronic resource: The term used to refer to a manifestation of a work encoded for manipulation by computer. The manifestation resides in a carrier accessed either directly or remotely ... Some electronic resources may require use of a peripheral device attached to a computer (e.g., a CD-ROM player). Note that ... this term does not include "electronic" resources that do not require the use of a computer, e.g., music compact discs, videodiscs."

New definition of Type 'm'
m - Computer File. Code 'm ' indicates that the content of the record is for the following classes of electronic resources: computer software (including programs, games, fonts), numeric data, computer- oriented multimedia, online systems or services. For these classes of materials, if there is a significant aspect that causes it to fall into another Leader/06 category, code for that significant aspect (e.g., vector data that is cartographic is not coded as numeric but as cartographic). Other classes of electronic resources are coded for their most significant aspect (e.g., language material, graphic, cartographic material, sound, music, moving image). In case of doubt or if the most significant aspect cannot be determined, consider the item a computer file.

Examples:

1. A copy of Homer's Iliad available via the Internet
   
   Old practice Type: m
   New practice Type: a

   Since the item is basically textual in nature, 'Type' is coded "a"-language material. The electronic aspect is secondary to the textual aspect.

2. OCLC's Passport for Windows software
   
   Old practice Type: m
   New practice Type: m

   The item is software and no other Type code applies. There is no change from current practice.

Other changes to field 856 have also been approved for identifying the relationship between the item described in the record and the location information recorded in field 856. OCLC will implement these changes when additional work necessary to support full implementation is done.

Input conventions--
CONSER has developed some cataloging guidelines for online serials (see http://lcweb.loc.gov/acq/conser/mod31pt1.html#interim) which permit the option of a single record for a non-electronic item which can also include information for the electronic version. In January, the Library of Congress issued Draft Interim Guidelines for Cataloging Electronic Resources (see http://lcweb.loc.gov/catdir/cpso/elec_res.html) for comment. Many OCLC catalogers are eager to implement the revised definition of Type of Record. Until OCLC can implement additional USMARC tagging and a longer-term solution, we request that users follow the coding guidelines described in this memo. OCLC's guidelines are compatible with CONSER guidelines with the exception that OCLC requests that additional information be added, as described later in this document.

Even with these guidelines, some problems are still not completely resolved. Duplicate detection, for example, cannot easily distinguish one version from another. Indexing and identifying a record as a computer file may not be possible if the local system does not index field 006 or field 007. MARBI approved changes to the USMARC formats in January 1998 to make the designation of records for electronic items clearer.

Single versus separate records--
While creation of separate records for an item is preferable when both an electronic and non-electronic version exist, some institutions have found that a single record approach is better for their environment and users. Therefore, two options are described below. OCLC recommends that libraries verify the impact of either option with their system vendor and with partners in cooperative agreements prior to implementing either of them.

If you are cataloging an electronic item, it is not necessary to verify whether or not the non-electronic version exists in physical form or if it has already been cataloged. In the same way, when you catalog a non-electronic item, it is not necessary to verify whether or not a non-electronic version exists. In both of these cases, you catalog the item as if no other version exists. These guidelines apply only if you know that both exist and want to note the existence of both in your catalog.

Creating separate records.
--In the record for the non-electronic item-

• Select the workform based on the revised definition of "Type" and the primary aspect of the item
• Do not input fields 006 and 007 for the electronic version.
• Note the availability of the electronic version in field 530
  Example: Available also on the Internet
• Add a 700-730 added entry field for the electronic version when the main entry differs
• Optionally, link to the electronic record with field 776

• Select the workform based on the revised definition of "Type" and the primary aspect of the item
• Include field 006 for computer file, if Type is not 'm'
• Include field 007 for computer file
• Note the availability of the non-electronic version in field 530
  Example: Also available in printed form.
• Add a 700-730 added entry field when main entry for the non-electronic version differs
• Optionally, link to the non-electronic version using field 776
• Provide the location of any remotely accessible version(s) in field(s) 856

• Select the workform based on the revised definition of "Type" and the primary aspect of the item
• Do not input field 006 for the electronic version
• Optionally, include field 007
• Note the availability of the electronic version in field 530
• Add a 740 added entry when the title for the non-electronic version differs
• Provide the location of any remotely accessible version in field 856