URLs Found on OCLC Records or on Print Publications

November 15, 2002
 
 

If you find a URL in an OCLC record or in the publication itself in the process of cataloging, follow the instructions below. After cataloging put printout (with URL) in the "PIDs to be assigned" basket on top of Becky's file cabinet in SCU.

Exception: For European Union or California Document URL proceduress, follow separate applicable guidelines.

I. URL found on OCLC record as an 856 41
 
Condition Action
Connects to full-text (content is equivalent to the print publication) Follow Composite Record Cataloging procedures (serial or monographic).  PIDs (if licensed or OCLC record cannot be enhanced) or bibpurls (if freely available and the OCLC record can be enhanced) are assigned. Notify bibliographer that full-text links have been added.
URL is a bibpurl (content is equivalent to the print publication). Syntax is: http://bibpurl.oclc.org/web/1234 Follow Composite Record Cataloging procedures (serial or monographic). Retain the bibpurl but delete the second URL in the 856 field before exporting to Pac. Notify bibliographer that full-text links have been added. No PID is needed.
Connects to only portion of resource. (Record has 856 41 subfield 3) Delete this field and the corresponding 5xx field. Add only if requested by bibliographer. See 1B for policy discussion on related web sites.
Table of contents Serials: no. Monographs: Keep unless a 505 field exists.
Access restricted to subscribers (UCSD is a non-subscriber) Delete 856 (and any other fields relating to electronic version) before exporting to Pac
Access restricted to subscribers (UCSD will become a subscriber) Delete 856 (and any other fields relating to electronic version) before exporting to Pac. URLs, etc., are added only after notification that access has been turned on by Acquisitions staff
Requires registration Notify Dave. He will either notify us not to catalog the electronic version or he will add the required information to the password page. If no immediate action can be taken, remove electronic information from record and process print. (http://orpheus.ucsd.edu/acq/ucsdonly/index.htm#B[pac bib number] (e.g., B12345678)
Connects to publisher's Web site, with minimal or no full-text content Delete 856 (and any other fields relating to electronic version) before exporting to Pac
GPO purl. Syntax is: http://purl.access.gpo.gov/GPO/LPS16082| Keep as purl. (No PID or bibpurl is needed)

II. URLs found on print publication.

Check URL. If URL leads to equivalent content (to the print publication), Follow Composite Record Cataloging procedures (serial) or (monographic). Convert appropriate URL to PID (or bibpurl if freely available)
 

III. Related URLs (856 42).

Do we add them at all? If so we need policy decisions on:
1. When a URL for a related resource is found on OCLC copy, do catalogers retain it, delete it, or evaluate it on a case by case basis?

2. If related resource URLs are retained, do catalogers assign PIDs?
 

Summary of May 17,2002 SCU meeting on related websites prepared by Renee Chin

Issue #1
There is an outdated document on TPOT about Related websites cataloging:
http://tpot.ucsd.edu/Cataloging/Formats/related.html

We use >856 42s for related links, almost anything that is not the online, full text, version of a resource. Some of the things that we might record in a >856 42 are:

Abstracts
Table of contents
Variant versions/editions of a title (i.e. You are cataloging the 2nd ed. of a title that exists online. However, there is copy on OCLC only for the 1st ed., not 2nd ed. So you add an >856 42 for the 2nd ed. onto the copy for the 1st ed.)
Selected articles
Summary
Synopsis
Tutorials
Statistical data (data not included in print version)
Overviews and credits (e.g. videos)
Indexes
Supplementary information
Updating information
Other bibliographically related information, if judged important

More catalogers are beginning to add >856s to catalog records. In general, most of those >856s have been for related websites, especially >856 42 Table of contents or >856 42 Related information. Are these related links necessary, useful, and/or helpful? (e.g. Table of Contents links could be eliminated by inputting >505s. They are also useful for patrons doing keyword searches. Also, for variant versions/editions of a document, can we justify using >856 42s for those instead of having to create original records for the electronic version? Workload issues involved for both.)

Current practice: (see also TPOT document above)
For the most part, SCU catalogers record related websites based on bibliographer request and delete >856 42s that exist on copy before export. There have been a few but very rare occasions where we will make judgement calls on important related information.

Proposal: At the very least, every unit, or the Dept. as a whole, should have a policy in place regarding the assignment of >856 42s. It would be preferable if this policy applied to the Dept. as whole, rather than serials vs. monographs, because >856 42s can appear in all cataloging formats. It would be ideal if the assignment of >856 42s were exclusively bibliographer-driven so that it wouldn't be dependent on catalogers' judgements. If it is decided that the assignment of >856 42s should be bibliographer-driven, then all bibliographers need to come up with and agree on a policy to implement and follow. For example, they could come up with a list of the kinds of related URLs that should or should not be recorded (hopefully leaving very little room for exceptions which would help make the policy clear and consistent).
 

Issue #2
In the beginning, we did not assign PIDs for URLs in >856 fields with indicators 42. Later, as we got a little bit more familiar with PIDs and URL maintenance, we decided that all URLs (including >856 42s) should have PIDs because otherwise, the links would not be maintained. As some of the >856 42s started to return as 404s on the PID validation reports, it became apparent that it was near impossible to maintain some of the related links.

Maintenance problem: Many of the >856 fields for these contain only $3 Related information or a >500 Related information also available via the World Wide Web so we could not repair broken links because we did not know what the original content of the website was. If we continue to use >856 42s, we should be more specific when describing the content of the related website. The following are examples of good descriptions in >856 42s. There is enough description in the $3 or $z to find and repair a broken link:

.b36819487
856 42 |3Index to NAPP photos|uhttp://edcwww.cr.usgs.gov/Webglis/glisbin/
search.pl?NHAP
856 42 |3Information on NAPP|uhttp://edcwww.cr.usgs.gov/glis/hyper/guide/
napp#napp8

.b26575218
856 42 |zMapFinder's historical inventory of sheet level maps|uhttp://
uclibs.org/PID/8791
856 42 |zUSGS Photo Finder/Map Finder, an inventory of available map
photos and paper maps|uhttp://uclibs.org/PID/8790

.b35530996
856 42 |3Additional information on FMMP programs and publications|uhttp://
uclibs.org/PID/1391

.b42650938
856 42 |zSeismic Hazards Mapping Program website|uhttp://uclibs.org/PID/
16373

Question:
Should we assign PIDs for related websites?
**By the way, we are currently not assigning PIDs for >856 42s/related websites.**

Workload concerns for SCU and DBM:
Depending on what recommendation is made, we will:
1) Need to assign PIDs to all >856 42 URLs (retrospectively and implementing current practice)
and/or
2) Have to clean up the database and review manually all existing >856 42s in records. **NOTE: Kate is creating a review file of all >856 42s that do not have PIDs**