New procedure here: E-books

Summary: The primary focus of this document is on cataloging online monographs through adds to existing MSUL records, copy cataloging provider-neutral records, or deriving provider-neutral records from the existing records for the print version.

This procedure needs to be updated from AACR2 to RDA and some info may be out of date.

Check the local catalog to see whether it contains the online version from a different provider (e.g., you have ebrary but a NetLibrary version is already in the catalog). If so, treat your version as an add. If there is no catalog record (not an order bib) in the local catalog, go to step two.
1. To do an add, create a new 856 field, including the ezproxy string if required and $z note with the provider's name. (ex. 856 40 $z Connect to online resource via Wiley - MSU authorized users $u [ezproxy and URL])
2. In the old URL, add the provider name to the $z note if one is not already there.
3. Do NOT add another item record.
Search OCLC for a matching record. If a provider-neutral record is found, use it.
1. Delete all 856 fields that do not apply to MSU.
2. Add the new 856 field with the URL, exproxy string if required, and $z note with the provider's name. For example: 856 40 $z Connect to online resource via Wiley - MSU authorized users $u [ezproxy and URL]
3. Note: if the copy record already has the URL for the provider MSU owns, you must still add the exproxy string and the $z note to the record.
4. Add "Online" at the end of the call number (if there is one).
5. There will often be an order record to overlay. Make sure there is no 856 field in the order record before exporting, otherwise your 856 will not export because the 856 field is protected in the ILS overlay loader.
6. Before exporting, add a 999 field: $e m (or change Mat Type 'a' to 'm' in Millennium after exporting)
If no provider-neutral record can be found in OCLC, but copy records for the provider exists, use it.
1. Add the provider information to the $z note of the 856 field. For example: 856 40 $z Connect to online resource via ebrary - MSU authorized users $u [ezproxy and URL] Note: It is also acceptable to "neuter" the record by removing references to your provider, following the steps in #4, below.
If no copy records are available for the provider, but there is copy for another online version (e.g., you have ebrary but you only find NetLibrary or a publisher’s e-version): Use the copy, with the following changes:
1. Take out all information specific to the other provider (856, 710, 740, 5xx notes, etc.).
2. Take out any 533 field.
3. If the 260 field reflects the other provider, change the 260 to reflect the print version (or, if no print version, to reflect your provider). Date should be date of print version.
4. Change the 300 field to read “1 online resource”, including paging and illustrations. Do not include any information about format (such as digital, pdf, or html). For example:
  1 online resource (iv, 326 p.): $b ill., maps.
5. Make sure that the GMD $h [electronic resource] is present and that the Fixed field Form code is 's'.
6. Do not add a 538 note (Mode of access: World Wide Web), a 588 note (Title from…), or a 530 note (Also issued in print). Leave these notes if present.
7. If your version has its own ISBN, add it. Do not delete other ISBNs.
8. Add your URL, including the ezproxy string and the $z note with the provider’s name. For example:
  856 40 $z Connect to online resource via ebrary - MSU authorized users $u [ezproxy and URL]
9. Add “Online” at the end of the call number.
10. There will often be an order record to overlay. Make sure there is no 856 field in the order record before exporting, otherwise your 856 will not export because the 856 field is protected in the ILS overlay loader.
11. Before exporting, add a 999 field: $e m (or change Mat Type 'a' to 'm' in Sierra after exporting)
If no copy for any online version can be found, derive a new provider-neutral record from the print record. Do not include in the master record any information specific to the provider except for the URL.
1. Keep the 1xx, 245, 260, series, call number, etc. from the print record. Delete the 010 field.
2. Add a 588 note (the last 5xx field). If there is a print record, note should read: 588 Description based on print version record.
3. If there is no print record, the wording of the note will depend on the source of the title. Include provider name and the date viewed. Examples: 588 Title from book home page (Oxford, viewed on June 18, 2007).
4. 020 fields: add e-ISBNs, if there is any, as the first ISBN. Keep the print ISBNs, but put it in a $z subfield.
5. If the title on the MSU owned version is different from the 245 title, add a 246 field in this form: 246 1_ $i Available from some providers with title: $a [MSU owned title]
6. The 300 field should read “1 online resource” and include paging and illustrations. Do not include any information about format (such as digital, pdf, or html). For example: 1 online resource (iv, 326 p.): $b ill., maps.
7. Add a 776 08 field for the print version record, if any. At the beginning of the field, add: $i Print version: Example: 776 08 $i Print version: $t Nature's perfect dog $w(OCoLC)1586310. The 776 field can also be used for additional formats such as CD-ROM or microfiche versions of the resource.
8. Add the following:
  1. GMD $h [electronic resource] (in the 245 field, after the $a, $n or $p)
  2. Fixed field Form: o
  3. 006 m d
  4. “Online” at end of call number.
  5. 655 _0 containing appropriate genre term (consult CMS team for what to use). For example: 655 _0 Electronic books.
  6. URL including ezproxy string if required, and $z note with the provider’s name. For example: 856 40 $z Connect to online resource via Safari - MSU authorized users $u [ezproxy and URL]
  7. Do not add a 538 note (Mode of access: World Wide Web) or a 530 note (Also issued in print).
9. There will often be an order record to overlay. Make sure there is no 856 field in the order record before exporting, otherwise your 856 will not export because the 856 field is protected in the ILS overlay loader.
10. Before exporting, add a 999 field: $e m (or change Mat Type 'a' to 'm' in Millennium after exporting)

Policies

As of August 1, 2009, records for online books should be input under the PCC's provider-neutral rules rather than making a separate record for each provider of the book. Eventually records for individual providers may be merged into one provider-neutral record, but for now there will be a mixture of types of records.

These procedures apply to all e-monographs, including packages or series such as NetLibrary, ebrary, Wiley o-books, Annals of the New York Academy of Sciences, MSU theses, etc.

Contact	Autumn Faulkner
Team	CMS
Updated	March 2018
Created	March 2018

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