CDL Conventions for Cataloging Electronic Resources

OCLC numbers are automatically generated in the 001 and 035 fields upon export.

Example:

001  46763253

035   $a (OCoLC)46763253

Add if lacking.  Required only to code the first byte (e.g., 006  m). Most serials that are textual have this 006:  

006  m     o  d     

Add if lacking. Note that only $a and $b are required. 

Example:

007   $a c $b r

Add $e rda following $b eng if upgrade to RDA. 

Add $e pn if lacking.

For newspapers, use classification number “AN”. LC classification not required for CalDocs.

Classification numbers are optional for Minimal level cataloging

Add if available (CalDocs only) suffixed by “Online”.

Example:

086   $a L960.T42 $2 cadocs Online

or

086   $a L960.T42 Online

246 1_ $i Available from some providers with title: $a …

246 1_ $a all other variant titles

If 264 $a and $b are impossible to determine, use $a [Place of publication not identified] : $b [publisher not identified]

Supply a probable place of publication if possible rather than give “[Place of publication not identified].”

Example for ongoing serials 

300   $a 1 online resource (volumes)

Example for ceased: 

300   $a 1 online resource (5 volumes)

Follow PCC guidelines for series and verify all series. Delete if an aggregator name has been treated as a series title.

Delete (Online) qualifier as appropriate.

Example:

830 _0 $a Developer’s notebook series (Online).

Delete. Unless used for DLF Registry of Digital Masters, HathiTrust Digital Library and other digital preservation projects.

Follow PCC guidelines for open access titles.

Examples of 530 notes:

Also issued online.

Also issued in print.

Also issued on microfilm and online.

If there is a 588, accept as is with “Description based on” spelled out. 

If you are redescribing, however, use 588 0_ and remove the “Description based on” phrase. 

Example:

588 0_ $a Print version record.

Optionally change 500 field for DBO to 588 0_

Add if lacking

The wording of notes is left to the cataloger’s judgment.

Catalogers are strongly encouraged to accept the wording found in copy cataloging if it is clear and succinct. Do not strive for consistency.

If there is a 588, accept as is with “Latest issue consulted”  spelled out.  If you are redescribing, however, use 588 1_ and remove the “Latest issue consulted” phrase

Example:

588 1_ $a Vol. 12 (2023). 

If there is only a 588,  accept it as is, unless redescribing. If you are redescribing, then record the latest issue consulted if lacking.
Example:

588 1_ $a Vol. 5, no. 1 (January 1995) (OCLC FirstSearch, viewed January 10, 1998).

Accept as is.

Add 776 $i for the print version and/or other format using “Insert from cited record” macro command; if it lacks OCLC number, provide $t [title]. $z ISSN if available.

Add if applicable, even if only to provide $t. Add $a (main entry heading) if appropriate. Use $i in lieu of 530 note to describe the physical format being linked per the CONSER standard record cataloging guidelines.

Examples:

776 08 $i Print version: $t European heart journal $x 0195-668X $w (DLC)sn 79009215 $w (OCoLC) 5585193

776 08 $i

Microform version: $t American journal of international law $x 0002-9300 $w (DLC)sf 84019125 $w (OCoLC)6661469

The coverage/holdings information in the 856 $3 should reflect the numerical designations of the title being cataloged (i.e., coverage in the 856 $3 should generally parallel the 588 DBO. Record the coverage information using the NISO level 3 (modified level 4 detailed) holdings standard. In modified level 4 detailed holdings, the whole volume and year is recorded when coverage begins with issue 1 of that volume [e.g., v.1:no.1(2005:Jan.) is recorded as v.1(2005)] or ends with the last issue of the ending coverage [e.g., v.12:no.12(2005:Dec.) is a complete volume, therefore, record as v.12(2005)]. “Detailed holdings” [i.e., volume:issue number(year:month)] are recorded when the beginning volume does not begin with issue 1 or when the ending volume is incomplete.

Example:

856 40 $3 v.29(2013)- $u http://www.ncbi.nlm.nih.gov/pmc/journals/2910

Do not record gaps in coverage.

If needed to use 856 to create a portfolio in Alma, will change $3 to $z to bring coverage information into portfolio as a public note.

Use URLs found in the OCLC WorldCat record if it is generic. Add if lacking. If campus-specific authenticated URLs are required for access, contact CDL to create an interim screen. Add a persistent URL in $u. Some types of persistent URLs utilized by SCP: 

DOIs

GPO PURLs

Digital Archive Links (DALs) Archival Resource Keys (ARKs)

See: SCP cataloging and linking guidelines. 

Do not add links for related websites (856 42).

As URL syntaxes are subject to change without notice, always consult the CDL eresources tracking page to verify the type of URL to be used and how to construct URLs for each package.

When URL domain changes, request to update it on the CDL eresources tracking page.

Add at least one 930 field for every 946 field in a record (NOTE: An 946 for a title in DOAJ may have more than one corresponding 930 field). 

Examples: 

930 0_ $a Project Muse online journals 

930 0_ $a Open access resource; selected by the UC Libraries. DOAJ

For a list of authorized title entries (930 $a), consult the CDL eresources tracking page.

For detailed instructions on how to set up 930 $a, refer to Guidelines for Setting up 930/973 $a and Local Collections for electronic resources.

After updating OCLC WorldCat record and before exporting, copy 856 40 to a new field with a tag of 946 40

If with PIDs, change to native URLs

Example:

001  46763253

035   $a (OCoLC)46763253

Add if lacking. Required only to code the first byte (e.g., 006  m). Most are:  

006  m     o  d

Add if lacking. Note that only $a and $b are required.

Example:

007   $a c $b r

Add $e rda following $b eng if upgrade to RDA. 

Add $e pn if lacking.

Prefer source of title proper in this order:

DBO print

PDF title page

HTML title page

Leave existing 246s but change them as common sense dictates.

Example: Added title entry for spine title on print version transferred to DBO print record. (print record) 246 18 $a Handbook of chemistry

change to: (PN record) 246 1_ $a Handbook of chemistry

246 1_ $i Available from some providers with title: $a …

246 1_ $a all other variant titles

246 31 $a parallel titles 

If 264 $a and $b are impossible to determine, use $a [Place of publication not

Identified] : $b [publisher not identified].

Supply a probable place of publication if possible rather than give “[Place of publication not identified].”

Use “1 online resource” in $a (add subunits and duration, if applicable, in parentheses).

Single volume example:

300   $a 1 online resource (xi, 584 pages)

Multiple volumes example:

300   $a 1 online resource (5 volumes)

$b example:

300   $a 1 online resource (28 page) : $ b illustrations,  maps

Follow PCC guidelines for series and verify all series. Delete if an aggregator name has been treated as a series title.

Delete (Online) qualifier as appropriate.

Example:

830 _0 $a Developer’s notebook series (Online).

Delete aggregator-specific notes if present.

Example: remove

500   $a Issued as part of Safari Books Online.

Delete. Unless used for DLF Registry of Digital Masters, HathiTrust Digital Library and other digital preservation projects.

Follow PCC guidelines for open access titles.

Examples of 530 notes: 

Also issued in print. 

Also issued on microfilm and print.

Accept as is, unless redescribing. If information is derived from the print version record, use:

588 0_ $a Print version record.

If editing is necessary, record an explicit indication of the provider in the title source: 

588 0_ $a Online resource; title from copyright page (Safari, viewed April 14, 2008).

Add if lacking.

Do not add 710 for digitizers or providers. Delete if present.

Example: Not to add or remove

710 2_ $a Safari Books Online (Firm)

For CalDocs only: Add corporate name entries for private companies that share responsibility with the government agency for the publication.

Examples:

710 2_ $a California Energy Commission. $b Assessments Division, $e issuing body. 

710 2_ $a Code Consultants, Inc., $e author.

Add $e relationship designator if available

For CalDocs only: Add corporate name entries for private companies such as consultants, that either write or share responsibility for the publication with the government agency.

(Doesn’t really have to be a government agency in consultation with a private company–it could be any corporate body that does something in conjunction with a private consultant).

For multivolume monographic sets, use for designating specific volumes. 

Example: 

856 40 $3 v.1. $u … 

856 40 $3 v.2. $u …

856 40 $3 v.1. EPUB version. $u …

Use URLs found in the OCLC WorldCat record if it is generic. Add if lacking. If campus-specific authenticated URLs are required for access, contact CDL to create an interim screen. Add a persistent URL in $u. Some types of persistent URLs utilized by SCP: 

DOIs 

GPO PURLs 

Archival Resource Keys (ARKs) 

See: SCP cataloging and linking guidelines 

Do not add links for related websites (856 42).

As URL syntaxes are subject to change without notice, always consult the CDL eresources tracking page to verify the type of URL to be used and how to construct URLs for each package. 

When URL domain changes, request to update it on the CDL eresources tracking page.

Add at least one 930 field for every 946 field in a record. 

Examples: 

930 0_ $a IEEE Xplore online conference proceedings

930 0_ $a Open access resource; selected by the UC Libraries. CalDocs online monographs

For a list of authorized title entries (930 $a), consult the CDL eresources tracking page.

For detailed instructions on how to set up 930 $a, refer to Guidelines for Setting up 930/973 $a and Local Collections for electronic resources.

After updating OCLC WorldCat record and before exporting, copy 856 40 to a new field with a tag of 946 40

If with PIDs, change to native URLs.

Use Continuing Resources workform and code BLvL: i and Entry Convention S/L: 2

Code the fixed fields per national standards.

Example:

001  46763253

035   $a (OCoLC)46763253

Add if lacking.  Required only to code the first byte. 

Example:

006  m     o  d

Add if lacking.  Note that only $a and $b are required. 

Example:

007   $a c $b r

Add if available (CalDocs only) suffixed by “Online”.

Example:

086    $a L960.T42 $2 cadocs Online

or

086   $a L960.T42 Online

Use “1 online resource” in $a

Record frequency if known.  

Examples:

310      $a Frequently updated

310      $a Updated six times a year

Record if applicable. 

Example:

362 1_ $a Began in 1999.

Record if applicable.

Example:

550  $a Made available through: ABC-Clio. 

Do not note providers as the digitizer.

Accept as is. Do not use, unless restrictions apply to all versions of the IR. An example is a “classified” government document for which access is always restricted. If specific access restrictions are considered useful, give in 856 $z.

Follow PCC guidelines for open access titles. 

Accept as is, unless redescribing, use 588 0_. 

Example:

588 0_ $a Title from quick search screen (viewed September 21, 2018).

Add if lacking.

Record if applicable. 

Example: use for tracing titles of databases within databases:

730 02 $a CRC Press. $p ENGnetBASE.

Record if applicable.

Example: 

740 02 $a ENGnetBASE.

Record if applicable for related manifestations in different formats and for format changes.

Example:

776 08 $i Print version: $t Current protocols in bioinformatics $z 0471250937 $w (DLC)  2008215311 $w (OCoLC)213330914

Add a 930 field for every 856 field in a record.

Examples: 

930 0_ $a CDL licensed databases

930 0_ $a CDL open access databases

930 0_ $a CDL licensed databases. J-DAC, Japan Digital Archives Center

For a list of authorized title entries (930 $a), consult the CDL eresources tracking page.

For detailed instructions on how to set up 930 $a, refer to Guidelines for Setting up 930/973 $a and Local Collections for electronic resources.

After updating OCLC WorldCat record and before exporting, copy 856 40 to a new field with a tag of 946 40

If with PIDs, change to native URLs.