Acquisitions
Providing bibliographic access to electronic resources
Kate Sergeant, co-ordinator, bibliographic access, information resource management, University of South Australia
Electronic resources
- Are complex and tend to be serial in nature
- Are highly changeable
- URLs move or disappear
- content and coverage can change or disappear
- access method can change
- Can provide access to a large volume of content
- aggregated collections can contain 100s or 1000s of individual titles
- how deep to catalogue? the home page, whole website or somewhere in between
- Confuse our staff
- Confuse our clients
- The challenge is to balance
- providing clear, comprehensible information to clients
- and
- maintain and manage electronic resource and serial subscriptions
UniSA
- Multi-campus university
- Five metropolitan campuses
- One rural campus
- Large student numbers
- approximately 20 000 FTEs
- largest intake of international students nationally
- Focus on off shore and external programs
- Paradigm shift from paper and print to electronic and online
Library - information resource management
- Integrated technical services department
- all staff work within the areas of acquisitions, serials and cataloguing
- two full time and the equivalent of two more full time staff dedicated to electronic resource work
- increasingly involving more staff as workflows grow
- Responsible for eReserve cataloguing
- DRMC - Digital Resource Management Centre
- funded project with dedicated staff
- provide access to digitised course readers
- register digitisation for the university (along with eReserve)
- Use Endeavor's Voyager ILMS
UniSA practice
- Use AACR and MARC
- Use a mix of electronic only and print plus electronic records
- where access depends on the print subscription - catalogue as a print plus record
- where access depends on an individual electronic subscription - catalogue as an electronic only record
- where access depends on a subscription to an aggregated database or collection - electronic only record created through a batch process
- where the resource is available from several websites or platforms - each link is treated as a separate holding
URLs in the holding record
- Clearer for clients
- Separates links to related resources from the link to the resource
- Separates out holding information within the MARC holding record
- link only contains the link and access information
- additional links used for alternative access - remote access, Open Learning Australia access
- coverage information in the summary holdings
- embargo notes and other important information the general note
- PDF file sizes in a reproduction note
Electronic journal record using MARC holding tags to display holding information
852 __ |b EJ |z Due to publisher restrictions, the most recent twelve months are not available
856 41 |z Access for OLA students via Remote Patron Authentication |u http://...
866 30 |a Full text available: Jan. 1998-
eReader record using MARC holding 843 tag to display file size information
843 __ |e PDF 545 KB. |n (Files larger than 1000 KB may be slow to download outside the university network
Print monograph record with a related website in the bibliographic record
856 42 |u http://www.nga.gov.au/Exhibition/SculpturePrize03/ |z exhibition website.
Maintaining individually catalogued eResources
- Subscribed titles are maintained as part of our normal serial workflows
- In addition IRM has a specific strategy to maintain free websites and electronic resources to ensure
- URLs still work
- coverage is accurate
- the resource still exists on the website
- Scheduled monthly
- Use a freeware program CheckWeb
- Details the type of error
- Provides the new link for moved sites
- Format of the report is easy to follow
URL maintenance
- Extract list of URLs from Voyager, excluding batch catalogued resources and journals available from major publisher sites
- Run the list through CheckWeb
- The report lists:
- 301 errors - permanently moved sites
- 302 errors - temporarily moved sites
- 404 errors - site not found
- Errors - time out etc.
- Staff then work through the list to ensure Voyager is up-to-date
- Where possible use a Voyager program - URL changer
- this changes old URL prefix strings to the new prefix string
- e.g.: http://www.swetsnetnavigator to http://www.swetswise
Maintenance issues
- Is labour intensive and tedious - is vulnerable to staffing changes
- Some providers ban customers using automatic link checkers - need to ensure URLs for these providers are excluded from the list
- Highlights the lack of archiving of web resources
Batch cataloguing
- To convert a data file into MARC records to load into Voyager
- Use a locally written PERL script to edit records/information to UniSA specifications
- Creates an interleaved file of bibliographic and holding records
- Use marc.pl PERL script written by Steve Thomas (University of Adelaide) to convert text files to MARC and vice versa
Batch cataloguing - information sources
- MARC records sourced from vendors or suppliers
- EbscoHost, Gale
- Kinetica and OCLC sell MARC record sets
- Title lists used as a base to create MARC records
- unstable aggregations have brief level record
- stable publisher collection title lists are enriched where possible
Batch cataloguing - record standards
- Brief record requirements
- Title
- URL - direct to title if available
- Coverage
- ISSN/ISBN - where available
- Enriched record
- LCSH
- Earlier or later titles for serials
- Corporate authors for serials
- Variant titles
Maintaining batch catalogued e-journals
- Update records as frequently as needed
- Aggregated databases - monthly e.g. EbscoHost databases; Gale databases
- Changeable publisher sets - quarterly or semi annually e.g. IEEEXplore; LexisNexis
- Publisher sets where content is locked in - annually e.g. ScienceDirect; Blackwell Synergy
- Some record files are sent to regularly via e-mail
- Others need to be scheduled
Batch cataloguing - eBooks
- Tend to source full records from Kinetica or OCLC
- Use PERL script to add local information
- local notes and access information
- convert print records to electronic records and add local information
- Less maintenance than with serials
- smaller collections
- changes usually initiated by UniSA staff
- mostly adding new titles
- NetLibrary - add new titles as ordered
- ENGnetBASE - new titles added monthly
- Safari - changes to collection have been minimal to date
Bibliographic record linking
- Use to define, display and maintain relationships between bibliographic records
- use to link electronic bibliographic records to their print counterparts
- use to bring together all titles from an aggregated set
- use to link together serial relationships and history
- use to bring together analytic series, particularly for online sets with individual titles
- Linking utilises existing MARC tags to link bibliographic records together using control numbers - ISBN, ISSN, Amicus number, Local system number
eReader chapter record links to parent using the ISBN in the z subfield:
773 0_ |t Flight nursing : |b 2nd ed. |g pp.11-36 |z 0815174713 |d Mosby,
Parent record links back to eReader chapter using the local system number in the 6 subfield:
774 0_ |t Flight physiology |6 549062
The electronic record links to the print record using the local system number in the 6 subfield:
776 __ |6 433532
 
The host (parent) record links to all its children using the w subfield of the 773 tag in the child record:
773 0_ |t IEEEXplore |w (Kinetica)000022676487
 
The parent record links to all its children using the x subfield of the 440 tag in the child record:
440 _0 |a School of Commerce research paper series , |x 1441-3906 ; |v v. 00/23
Focused on automating the process of cataloguing electronic resources as much as possible to ensure efficient, timely, high quality and accurate access to our resources for our clients.
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