Locally-mounted e-resources

Summary: This procedure covers additional steps to be taken when cataloging electronic resources that are locally mounted, either on a library server or on specific computers.

PDFs stored on library server

These are PDF files, either purchased or free, which have been mounted on a MSU Libraries server for permanent access. A request to catalog one of these PDFs will come to the CMS team from Systems or Acquisitions.

The cataloger will be given two URLs: one for the PDF itself, and one for the licensing information.

The PDFs are cataloged normally, as purchased or free e-resources, with two additional steps:

1. A staff note (f note) will be added to the item record, reading:  License: [URL for licensing info]

2. The bib record will have a 935 field (f field tag). The field will read ptf (if electronic ILL of the original is acceptable), pss (if only a scanned copy can be sent by ILL) or pssr (if the resource is restricted). Whether the resource is open or restricted should be stated in the email or be obvious from the licensing information. If in doubt, consult with ILL or licensing staff.

E-resources on selected resource computers

The Libraries sometimes receives material on a CD-ROM, flash drive, etc., which is mounted on one or more computers and is accessible only from those computers. It is also possible for an online resource to be accessible only from one or more specific computers.

The e-resources are cataloged normally, as purchased or free e-resources, with three additional steps:

1. The volume field of the item record should be used to record which computers contain the resource. If the resource is on a computer in more than one location (e.g., Reference and Business), there will need to be more than one item record.
2. The 300 field will normally reflect the actual medium of the resource (e.g., CD-ROM). To avoid confusion, however, do not follow the usual practice of adding a form term such as CD-ROM or Online to the call number.
3. Include a prominent 590 note which states the specifics of accessing the resource locally.

For an example, see: The last great cartographic myth (.b93705621).

E-resources on dedicated Special Collections Reading Room computer

Special Collections will occasionally obtain digitized versions of primary sources without rights to make them remotely available. These will only be accessible on the dedicated computer in the Special Collections Reading Room, but will still need to be cataloged as electronic resources.

These resources will be cataloged as usual, with these additional steps:

1. The cataloger will need to obtain digital access to the item for cataloging purposes; this may require permission to map to specific shared drives. If access is not already available when cataloging is requested, the cataloger should pursue access through Special Collections staff.
2. Omit the URL from both OCLC and Sierra.
3. Include the following local access note:
   1. 506 __ This material may only be viewed on a dedicated computer in the Michigan State University Libraries Special Collections Reading Room. $5 MiEM
4. Use item record location code spcrm

For example, see: The Bantu world (.b122404701)