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Monograph - Online Records (draft)

Monograph - Online Records (draft)

Summary: 



  1. Get sheets from Mono Online Records/ overflow tray.
     

  2. InSierra, pull up the record with a "g" the call number 

    • More than one record, from the list of records select the|h[electronic resource] 

    • Whenduplicate OCLC records are found, either fix or write on the sheet that there were dups and it will be fixed later.
       

  3. Get to the bib record:  Click on the "Edit" BOX at the top of the screen.
     

  4. Check that the bib record has these fields

    • A. Suppression field has none; 

    • Bib level is "M" mono; (“S” is a serial and they are done by serials students)

    • Location has gd & wb

    • There is a 'C' (099) AND 'G' (086) call number field.
       

  5. Scroll down to the 856:Check the PURL/URL's to see if they work.

  6. Place CURSOR over the PURL/URL, then RIGHT click the mouse.

  7. Drop down  Select OPEN URL.

  8. If the PURL does not come up, try searching the PURL in Google Chrome.

    • Bring up Google Chrome.When document files are really large it may not come up in Internet Explorer, but will in Google Chrome.

  9. If that does not bring up the web page, copy the PURL and/or the URL in the 538 field and paste into GPO's PURL search box. 

  10. Not all records have a 538 field, in which case there will be no URL to check against.

  11. Web Pages: Verifythat the PURL and URL match the record. Compare the title, dates, and pages in the SIERRA record to the document on the web page. Send an inquiry if there are discrepancies.

  12. Watch for PURL redirectsto a different URL. 

    • IF the record does not have a 538 field the URL might not be in the record. For U.S. Docs you will skip this step if there is no URL in the record.

    • HOW to Check PURL or URL for Redirects:

      • S. Docs.: Compare theURL in the 538 to the URL on the web page: Write redirect/Needs Inquiry. Later check the PURL on GPO's Web Tech Notes. Send inquiry if needed.

      • International, Canadian, Michigan: If the URL is different from the 538 field, or the URL in the 856 field, copy the URL on the Web site and paste over the URL in the 856 and/or the 538 note field.

  1. Working PURLs or URL's jump to Step 11,

  2. NON-Working URL/PURL's:

    1. PURL is not working, Copy the URL in the 538 field and paste into the web search box.) 

      • S. documents, if the URL works you should note on the sheet that the URL works but not the PURL (Later note the URL that works in the inquiry you send. (DO NOT replace GPO's PURL with a new URL, you must send a GPO an inquiry that the PURL is NOT working.)

      • Other collections (International, Canadian, Michigan): Search the Agency website for an alternative. If a working URL is found, copy that URL and paste it over the URL in the 856 or 538 in theSierra   
         

    2. No Reference found Regarding a Change in the URL/PURL: Check SierraREMOTE Libraries for either a different PURL or a working URL.

      • If the 856 in one of the REMOTE records has a different PURL or URL from the one in the Sierrarecord, open the link(s) to see if their PURL or URL goes to the title.

      • If the different PURL in the REMOTE record goes to the document, change the PURL in the 856 field. Also update the URL if it's different.

      • If you only find a URL that links to the document, you need to send a GPO an inquiry to let them know that the PURL does not work, but that you found the document at the following URL _______, and would they update the PURL.

      • If you do not find alternative PURL/URL's in REMOTE move to the next step.

    3. If trained seeTitles No Longer Available Online 

    4. Lastly, if the URL and the PURL in the 856do not work, or there is a note that the 856 is "... no longer available," write Non-working URL [initial/date]. 

    5. Hold onto thesheet until you can work with a supervisor.

  • 856 Has a WORKING URL/PURL / If Changes need to be made to the |z and |3 Note(s)

    • Stay inSierra

    • Scroll down to the856 field.

  • Most 856 fields willlooklike this:

    1. Example: "|zConnect to online resource - All users|u(Full PURL/URL address.)"
      (no space before or after | delimiters.)

    2. |3 & |z Fields:Make Changes if the 856 has |3 or |z NOTES at the end of the PURL/URL.

      • Do the following when the |3 or |ztext refers to type of format in front of the URL or PURL:

      • Remove |3or |z and place the note after "|zConnect to:
         Example:  "|zConnect to: Text goes here - All users 

      • Examples of possible notes:|3PDF version, |3text version, |3chapter, |3parts, |3current issue, |zAppendix, |zCurrent year, |zArchived years, etc.

      • When a|3 or |z note is at the end of a URL/PURL and it gives directional help finding the document inside the web page, these |z notes remain at the end of the URL, but change the 3 to a z field (NOT |3).
        Example:  |zConnect to online resource - All users|uhttp://purl.access.gpo.gov/GPO/LPS125057|zScroll down to column labeled "Report."
         

    3. If the URL leads to aTable of Contents: * DO NOT add wb location to the bib record OR add an item record.

      • Insert "Table of Contents" after the 856 "Connect to: ..." note.

      • Example:  "856 42  |zConnect to: Table of Contents - All users|u(full URL address.)"

      • The 856 has anindicator 42:

    4. Indicators:  856 40  or  856 42

      • 40: In most cases the 856 has 40 indicators meaning thelink goes to the online resourcethat is described in the record.

      • 42:  In other cases it should be 42 which means "related resource"like a table of contents.

    5. Exceptions:

      1. SourceOECD- The 856 field in OECD records should have |zConnect to online resource - MSU authorized users|(URL goes here). If you do not see "...MSU authorized users" give these to Lisa for now. OECD materials have been canceled, so we will see less and less of these.

      2. Digital Archived- Ask your supervisor: |uhttp//:digitalarchive.oclc.org"  keep it, and the 856 should say: |zConnect to: Archived version - All users|uhttp://digitalarchive.oclc.org) Unless there is an 856 with a PURL , check to see if this one goes to archived issues.

      3. Main URL's- If they are Main URL's we do not touch  Item records will have wb not wbgov. The 856 field may have |zConnect to electronic resource - MSU Authorized users.

      4. If it hasnetlibrary, magic, or MSU authorized users in the text, do not touch it. If there is an item wb (not wbgov) attached to it that means it is a main electronic resource.

  • Multiple 856 fields:

    1. More than one 856 field and both lead to the same thing in the same format, delete the one that does NOT have PURL in it.

    2. Keep multiple URLs/PURLS whenthey direct to different parts (ex. part. 1 & 2 or report & summary, or content notes), unless the PURL does not work, or the PURLS go to the same page.

    3. When there isONLY a URL it needs to stay, but if it is a U.S. doc., look on the PURL search Form for a PURL.  If not, leave the 856 field with the URL in the record. If Int'l or Michigan ask if the 856 should stay in the record.

    4. S. docs 856 field,you are ALWAYS expect to look in the PURL Search form to find a PURL to replace the URL.

    5. 856 fields going to aTable of Contents, see step 11, C
       

  • AddBIB Location in Sierra.

    • All electronic online records should have bothwb and gd in the BIB location field. If there is only one of these locations, add the other as long as it is not a Main only web record.

      • ClickEDIT if not already in the bib record.

      • Double click onlocation field (inside fixed fields).

      • In LOCATION Edit Data box  CLICK ADD LOCATION Type location code inside blank line (double click to bring up loc. drop down menu to select from)   To add wb Click ADD LOCATION  when done CLICK OK.
         

    • Call Numbers:  Place the 099 in a "c" tag  and the 086 in a "g" tag

      • Call numbers in the record should be as follows: (effective 2/7/14changes are for 099 call numbers ONLY)

      • g    086    0       Y 4.B 85/3:111-4
        c    099              Y 4.B 85/3:111-4 Online

    • The record should NOT be SUPPRESSED,

      1. If it is suppressed, double click on the SUPPRESSED field and replace the"n" with a dash.
         

    • CLICK on SUMMARY If prompted, click OK to save changes.
       

    • Add  wbgov item record or SEE Sierra Item Procedure

      1. Location = wbgovStatus = e  (effective 2/7/14 we will no longer add a volume field with the word Online in it, the word Online will now be at the end of the 099 call number (ONLY), please remember to put a space after the last character in the call number before the wordOnline, 
        ex: HS 7.22:V.1/ Online

      2. S. titles Worker Stats =  catgovwebsstu / International, Canadian, & Michigan have cataloger codes, do not put insert any worker stats in those collections, only the U.S. records. 

      3. DO NOT put PURL initial/date in any item records.

      4. Webgov items last in the item summary list.
         

    • Look for records that are for physical pieces (paper/fiche/CD/DVD/Video) only that also have online links in the records. These are paper/fiche records that also have wb in the bib and wbgov item records.

    • If there is an equivalent online ONLY record, remove all online information and codes from these records that are cataloged for physical pieces only.  

    • Get sheets from Mono Online Records/ overflow tray.
       

    • InSierra, pull up the record with a "g" the call number 

      • More than one record, from the list of records select the|h[electronic resource] 

      • Whenduplicate OCLC records are found, either fix or write on the sheet that there were dups and it will be fixed later.
         

    • Get to the bib record:  Click on the "Edit" BOX at the top of the screen.
       

    • Check that the bib record has these fields

      • A. Suppression field has none; 

      • Bib level is "M" mono; (“S” is a serial and they are done by serials students)

      • Location has gd & wb

      • There is a 'C' (099) AND 'G' (086) call number field.
         

    • Scroll down to the 856:Check the PURL/URL's to see if they work.

    • Place CURSOR over the PURL/URL, then RIGHT click the mouse.

    • Drop down  Select OPEN URL.

    • If the PURL does not come up, try searching the PURL in Google Chrome.

      • Bring up Google Chrome.When document files are really large it may not come up in Internet Explorer, but will in Google Chrome.

    • If that does not bring up the web page, copy the PURL and/or the URL in the 538 field and paste into GPO's PURL search box. 

    • Not all records have a 538 field, in which case there will be no URL to check against.

    • Web Pages: Verifythat the PURL and URL match the record. Compare the title, dates, and pages in the SIERRA record to the document on the web page. Send an inquiry if there are discrepancies.

    • Watch for PURL redirectsto a different URL. 

      • IF the record does not have a 538 field the URL might not be in the record. For U.S. Docs you will skip this step if there is no URL in the record.

      • HOW to Check PURL or URL for Redirects:

        • S. Docs.: Compare theURL in the 538 to the URL on the web page: Write redirect/Needs Inquiry. Later check the PURL on GPO's Web Tech Notes. Send inquiry if needed.

        • International, Canadian, Michigan: If the URL is different from the 538 field, or the URL in the 856 field, copy the URL on the Web site and paste over the URL in the 856 and/or the 538 note field.

    • Working PURLs or URL's jump to Step 11,

    • NON-Working URL/PURL's:

      1. PURL is not working, Copy the URL in the 538 field and paste into the web search box.) 

        • S. documents, if the URL works you should note on the sheet that the URL works but not the PURL (Later note the URL that works in the inquiry you send. (DO NOT replace GPO's PURL with a new URL, you must send a GPO an inquiry that the PURL is NOT working.)

        • Other collections (International, Canadian, Michigan): Search the Agency website for an alternative. If a working URL is found, copy that URL and paste it over the URL in the 856 or 538 in theSierra   
           

      2. No Reference found Regarding a Change in the URL/PURL: Check SierraREMOTE Libraries for either a different PURL or a working URL.

        • If the 856 in one of the REMOTE records has a different PURL or URL from the one in the Sierrarecord, open the link(s) to see if their PURL or URL goes to the title.

        • If the different PURL in the REMOTE record goes to the document, change the PURL in the 856 field. Also update the URL if it's different.

        • If you only find a URL that links to the document, you need to send a GPO an inquiry to let them know that the PURL does not work, but that you found the document at the following URL _______, and would they update the PURL.

        • If you do not find alternative PURL/URL's in REMOTE move to the next step.

      3. If trained seeTitles No Longer Available Online 

      4. Lastly, if the URL and the PURL in the 856do not work, or there is a note that the 856 is "... no longer available," write Non-working URL [initial/date]. 

      5. Hold onto thesheet until you can work with a supervisor.

    • 856 Has a WORKING URL/PURL / If Changes need to be made to the |z and |3 Note(s)

      • Stay inSierra

      • Scroll down to the856 field.

    • Most 856 fields willlooklike this:

      1. Example: "|zConnect to online resource - All users|u(Full PURL/URL address.)"
        (no space before or after | delimiters.)

      2. |3 & |z Fields:Make Changes if the 856 has |3 or |z NOTES at the end of the PURL/URL.

        • Do the following when the |3 or |ztext refers to type of format in front of the URL or PURL:

        • Remove |3or |z and place the note after "|zConnect to:
           Example:  "|zConnect to: Text goes here - All users 

        • Examples of possible notes:|3PDF version, |3text version, |3chapter, |3parts, |3current issue, |zAppendix, |zCurrent year, |zArchived years, etc.

        • When a|3 or |z note is at the end of a URL/PURL and it gives directional help finding the document inside the web page, these |z notes remain at the end of the URL, but change the 3 to a z field (NOT |3).
          Example:  |zConnect to online resource - All users|uhttp://purl.access.gpo.gov/GPO/LPS125057|zScroll down to column labeled "Report."
           

      3. If the URL leads to aTable of Contents: * DO NOT add wb location to the bib record OR add an item record.

        • Insert "Table of Contents" after the 856 "Connect to: ..." note.

        • Example:  "856 42  |zConnect to: Table of Contents - All users|u(full URL address.)"

        • The 856 has anindicator 42:

      4. Indicators:  856 40  or  856 42

        • 40: In most cases the 856 has 40 indicators meaning thelink goes to the online resourcethat is described in the record.

        • 42:  In other cases it should be 42 which means "related resource"like a table of contents.

      5. Exceptions:

        1. SourceOECD- The 856 field in OECD records should have |zConnect to online resource - MSU authorized users|(URL goes here). If you do not see "...MSU authorized users" give these to Lisa for now. OECD materials have been canceled, so we will see less and less of these.

        2. Digital Archived- Ask your supervisor: |uhttp//:digitalarchive.oclc.org"  keep it, and the 856 should say: |zConnect to: Archived version - All users|uhttp://digitalarchive.oclc.org) Unless there is an 856 with a PURL , check to see if this one goes to archived issues.

        3. Main URL's- If they are Main URL's we do not touch  Item records will have wb not wbgov. The 856 field may have |zConnect to electronic resource - MSU Authorized users.

        4. If it hasnetlibrary, magic, or MSU authorized users in the text, do not touch it. If there is an item wb (not wbgov) attached to it that means it is a main electronic resource.

    • Multiple 856 fields:

      1. More than one 856 field and both lead to the same thing in the same format, delete the one that does NOT have PURL in it.

      2. Keep multiple URLs/PURLS whenthey direct to different parts (ex. part. 1 & 2 or report & summary, or content notes), unless the PURL does not work, or the PURLS go to the same page.

      3. When there isONLY a URL it needs to stay, but if it is a U.S. doc., look on the PURL search Form for a PURL.  If not, leave the 856 field with the URL in the record. If Int'l or Michigan ask if the 856 should stay in the record.

      4. S. docs 856 field,you are ALWAYS expect to look in the PURL Search form to find a PURL to replace the URL.

      5. 856 fields going to aTable of Contents, see step 11, C
         

    • AddBIB Location in Sierra.

      • All electronic online records should have bothwb and gd in the BIB location field. If there is only one of these locations, add the other as long as it is not a Main only web record.

        • ClickEDIT if not already in the bib record.

        • Double click onlocation field (inside fixed fields).

        • In LOCATION Edit Data box  CLICK ADD LOCATION Type location code inside blank line (double click to bring up loc. drop down menu to select from)   To add wb Click ADD LOCATION  when done CLICK OK.
           

      • Call Numbers:  Place the 099 in a "c" tag  and the 086 in a "g" tag

        • Call numbers in the record should be as follows: (effective 2/7/14changes are for 099 call numbers ONLY)

        • g    086    0       Y 4.B 85/3:111-4
          c    099              Y 4.B 85/3:111-4 Online

      • The record should NOT be SUPPRESSED,

        1. If it is suppressed, double click on the SUPPRESSED field and replace the"n" with a dash.
           

      • CLICK on SUMMARY If prompted, click OK to save changes.
         

      • Add  wbgov item record or SEE Sierra Item Procedure

        1. Location = wbgovStatus = e  (effective 2/7/14 we will no longer add a volume field with the word Online in it, the word Online will now be at the end of the 099 call number (ONLY), please remember to put a space after the last character in the call number before the wordOnline, 
          ex: HS 7.22:V.1/ Online

        2. S. titles Worker Stats =  catgovwebsstu / International, Canadian, & Michigan have cataloger codes, do not put insert any worker stats in those collections, only the U.S. records. 

        3. DO NOT put PURL initial/date in any item records.

        4. Webgov items last in the item summary list.
           

      • Look for records that are for physical pieces (paper/fiche/CD/DVD/Video) only that also have online links in the records. These are paper/fiche records that also have wb in the bib and wbgov item records.

      • If there is an equivalent online ONLY record, remove all online information and codes from these records that are cataloged for physical pieces only.  

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