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E-book processing

E-book processing

Summary: Procedures for Acq staff processing firm-ordered e-books.



Receiving

Ebooks typically have a Receiving Status of “Receipt Not Required” in the Purchase Order Line. They do not get received in the Receiving App like physical books.

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Cataloging

Choose a record

  • Use Inventory search filter for stat codes to find instances marked with UncatER

  • Choose a title to work on

  • Remove the UncatER code

Find the title in eHoldings

  • Open eHoldings and locate the title’s main landing page

  • Use search box on this page under "Packages" to filter to "selected"

  • Click on the resulting package name

  • Open the e-book itself using the provided access link

Search for records in Connexion

  • Search OCLC Connexion for ebook and print (if present) ISBNs

  • Look for records that match bibliographic information available in the resource itself as well as in the print record

  • If a full-level record is identified as a match, evaluate it using the record evaluation checklist below

Review record

  • Check for matches, discrepancies, and make small edits as instructed.

  • If problems with the record are identified:

    1. Tag the instance UncatERcopy

    2. Actions → Edit Instance → Add administrative note with details about the problem 

Record field

Content

Accept or don't accept?

Action

Record field

Content

Accept or don't accept?

Action

Fixed fields

Type

ACCEPT

  • a

Flag any other



BLvl

ACCEPT

  • m

Flag any other



ELvl

ACCEPT

  • I, blank, 1, 4, 7

Flag any other



Form

ACCEPT

  • o

Flag any other



006

ACCEPT if present

Flag if not present



007

ACCEPT if present

Flag if not present

050/090 call number

1st half

(class number)

DON'T ACCEPT

  • obsolete ranges:
    DT727-971​
    FC
    PZ
    Z over 5000



Flag if classed in obsolete range

050/090 call number

2nd half

(cutter, year, etc.)

ACCEPT

  • complete call number with cutter and year
    ex: E748.T58 $b C74 2012 

  • complete call number with work letter after the year
    ex: JF1525.S4 $b R69 2016b

DON'T ACCEPT

  • incomplete call number
    ex: E748.T58
     

  • vol. or no. designations
    ex:1998: no. 3; 1995 v. 

CHECK FOR

  • 'x' on end of cutter
     

  • 'x' on the end of call number

  • extra decimal
    ex: PS3525.I972 .G6 1968
     

  • no decimal
    ex: PS3525 I972 G6 1968
    ex: QH353 B53 2000

  • If we hold the print version, add “Online” to the end of the call number

  • If call number is incomplete, and if a full-level print version record is easy to locate, that record's publication date can be used in the e-book record.

    • Otherwise, flag as problem

  • If call number is complete but missing $b code, add $b between class number and cutter

  • If call number is complete but decimals are missing or in the wrong spot, make simple corrections or flag as the situation warrants.
     

  • If call number includes vol. or no. designations, flag as problem
     

  • If 'x' is present on end of cutter or call number, remove

  • If any of these situations are unclear, flag as a problem

245 $c 

Author, editor, etc.

CHECK FOR

  • match between e-book and record

  • Flag any discrepancies

  • Accept differences in 1XX fields, since authorized access points may differ from what is transcribed from the piece.

  • Accept statements of responsibility ("edited by," "compiled by," etc.) that are drawn from other areas of the piece; under RDA, responsibility info does not have to come from the t.p. verso.

  • Accept statements of responsibility which do not include an author/editor's designation or affiliation (Dr., Ph.D., university, etc.); under RDA, these do not have to be transcribed.

245 $a, $b 

Title information

CHECK FOR

  • match between e-book and record

Flag any discrepancies 

250 

Edition statement

CHECK FOR

  • match between book and record

  • If record contains "1st edition" statement but book has no edition info, delete 250
     

  • Flag any other discrepancies

260 or 264 $b 

Publisher name

CHECK FOR

  • match between book and record

Flag any discrepancies

260 $c 

OR

264 _1 $c



Publication dates

CHECK FOR

  • match between book and record

  • Publication date may sometimes be in brackets to indicate that it has been inferred from the copyright date

  • Flag discrepancies that can't be resolved by referring to a full-level print version record is easy to locate

264 _4 $c

Copyright date  

CHECK FOR

  • match between book and record

Flag any discrepancies

300

$a pagination
$b illustrations

CHECK FOR

  • match between book and record

Note: Illustrations is a general term that includes charts, maps, portraits, etc. Specific terms like charts, maps, portraits, etc. are also acceptable, but only "illustrations" is required if illustrative material is present. Tables containing only words and data are not illustrations.

If missing, and if easily determined from the resource or an easily-accessible full-level print record, add info accordingly:

  • 1 online resource (387 pages) :$b illustrations.

  • 1 online resource (ix, 284 pages)

 If pagination or illustration information is not easily determined, just use:

  • 1 online resource

Flag any other discrepancies.

490_0

Untraced series information

CHECK FOR:

  • match between book and record

  • Flag if present in e-book but not present in record, or vice versa.

  • Matching 830 should not be present; flag if it is

490 1_/8XX pair

Traced series information

ACCEPT IF

  • 8XX has no $5

  • Flag if present in e-book but not present in record, or vice versa.


  • Flag if 8XX has $5


  • Matching 830 must be present; flag if it is missing

588

 

 

 

6XX subjects

  Subjects

DON'T ACCEPT

  • records with no 6XX _0 fields (unless literary work classed in PB-PL or PM-PT)

Flag if subjects needed

880

Romanized version of linked field; could be linked to 1XX, 24X, 250, and others

ACCEPT IF

  • fields appear to link properly

These fields link together fields that contain non-Roman characters and their transliterations. They are desirable in the catalog!

  • Link any broken fields if feasible

  • Flag complex problems



Complete cataloging

  • Add “Online” to end of call number

  • Add 949 per E-book procedures

  • Export record from Connexion and save as a file on your computer

  • Change file name to have extension .mrc

  • Bring record into Data Import

  • Use job profile Cat7

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Policies

  • Firm-ordered e-book titles are cataloged in-house by TS staff (by contrast, other e-resource packages and materials have records generated by EBSCO).

  • Only records that meet the requirements presented here should be brought into FOLIO. 

Contact

Lisa Smith or Autumn Faulkner

Team

Acq/CMS

Updated

October 2024

Created

March 2018