**Adding Electronic Location and Access information into existing
metadata using Workflows**

-Erie Taniuchi, 2002

**I. Updating the metadata**

1\. Retrieve the Web site or url that contains the document in
electronic form.

2\. In Workflows, retrieve the metadata record to be updated.

3\. Click on Title Maintenance icon.

4\. Select Maintain Existing Title.

![](media/image1.png){width="7.120138888888889in"
height="2.446527777777778in"}

5\. In the Modify title: Item Lookup dialog box, select Current Title
and click OK.

6a. Adding notes on electronic version available:

-   Scroll down to where the 530 field (Additional Physical Form
    Available Note) should be inserted

-   To add field line, click in field above location where 530 field
    should appear

-   Click on 'After' icon (consisting of a down arrow located in upper
    right hand corner of the Modify Title dialog box)

-   Type the number 530 in the first box

-   Leave indicator box blank

-   In third box, type the text: Also available online in (type) format.
    (Include a period at the end). Type of formats include: PDF, TIF,
    HTML, etc.

![](media/image2.png){width="7.2972222222222225in"
height="1.9041666666666666in"}

6b. Adding local title entry

-   Scroll down to where the 793 (Local Added Entry - Uniform Title)
    field needs to be inserted ***[IF]{.underline}*** the document is
    published by NOAA (if the document is not a NOAA publication, do not
    follow the steps in 6b)

-   To add field line, click in field above location where 793 field
    should appear

-   Click on 'After' icon (consisting of a down arrow located in upper
    right hand corner of the Modify Title dialog box)

-   Type the number 793 in the first box

-   Type the number 0 in the first space of the indicator box

-   In third box, type the text: NOAA electronic document (Initialism of
    Line Office, for which choices are: NESDIS, NMFS, NOS, NWS, or OAR)

***[IF]{.underline}*** the material is coral reef related, then

-   Add another 793 field

-   In third box, type the text: CoRIS

6c. Adding hot link to the full text electronic
document![](media/image3.png){width="7.086805555555555in"
height="1.2013888888888888in"}

-   Scroll down to where the 856 (Electronic Location & Access) field
    needs to be inserted

-   To add field line, click in field above location where 856 should
    appear

-   Click on 'After' icon (consisting of a down arrow located in upper
    right hand corner of the Modify Title dialog box)

-   Type the number 856 in the first box

-   In indicator box, type:

41 for electronic version of the item when hard copy is available in
collection

40 if record describes electronic version itself

> 42 for electronic document that is related to the catalogued item
> (e.g. abstract, table of contents, related links, etc.)

-   Place cursor in the third box, then

Hit \<Shift\>\<\\\> to insert the pipe "\|" character

Type the letter u

Paste the url that has been copied directly from the Web page (avoid
keying in the url)

Hit \<Shift\>\<\\\> to insert the pipe "\|" character

Type z followed by the text: Online version in pdf format (no final
punctuation)

***[THERE IS NO SPACE BETWEEN OR AFTER THE LETTERS, CHARACTERS OR
URL]{.underline}***

e.g. \|uhttp://galveston.ssp.nmfs.gov/galv/labpubs/pdfs/040.pdf\|zOnline
version in PDF format

***[7. Click OK to save
changes.]{.underline}***![](media/image4.png){width="7.330555555555556in"
height="2.54375in"}

**II. Adding additional call number for the online version**

1\. Click on 'Volume and Call Number Maintenance' icon.

2\. Click on 'Add Volumes and Call Numbers' icon.

3\. In the Add Volume: Item Lookup dialog box, click on Current Title.

4\. Click on Add Call Number.

![](media/image5.png){width="7.128472222222222in" height="3.11875in"}

5\. Confirm that 'SILVERSPRG' appears in the 'Library for new call
number' field and click OK.

6\. In the Add Volume: Modify New Call Number dialog box:

-   Within the new call number field, place cursor after call number

-   Type: \<Spacebar\>(Online)

![](media/image6.png){width="7.128472222222222in"
height="2.3604166666666666in"}

-   Change type from BOOK to INTERNET

-   Change home location from STACKS to INTERNET

-   ***[IF]{.underline}*** item is a journal, keep the type as JOURNAL
    but change the location to INTERNET

![](media/image7.png){width="5.814583333333333in" height="3.075in"}

***[7. Click OK to save changes.]{.underline}***

**III. Checking the updated metadata**

Retrieve the bibliographic record through a catalog search and check for
appearance of the link to the electronic file at top of the catalog
record and the added call number at the bottom of the record. Click on
the link to ensure its connection to the online document.

![](media/image8.png){width="4.43125in" height="1.2993055555555555in"}

Check for appearance and accuracy of link in Electronic access.(856
field)

![](media/image8.png){width="4.43125in" height="1.2763888888888888in"}

Check for appearance of text in Additional form. (530 field)

![](media/image9.png){width="4.470833333333333in"
height="1.7215277777777778in"}

Check for appearance of text in Local entry. (793 field)

Check for appearance of online call number.

**Adding Electronic Location and Access information into existing
metadata**

**[when SILVERSPRG does not own a hard copy]{.underline}**

If SILVERSPRG does not own a hard copy but metadata record exists in
NOAALINC because other NOAA libraries have holdings then:

-   Follow instructions steps #1 - 5 of **I. Updating the metadata**

-   Scroll to where the 590 field should be inserted

To add field line, click in field above location where 590 field should
appear

> Click on 'After' icon (consisting of a down arrow located in upper
> right hand corner of the Modify Title dialog box)

Type the number 590 in the first box

Leave second box blank

> In third box, type the text: SILVER SPRING: Library provides online
> access only. (Colon is followed by a space)

-   Follow the applicable steps of 6a, 6b and 6c of **I. Updating the
    metadata**

-   Follow instructions to **II. Adding additional call number for the
    online version**

![](media/image10.png){width="4.300694444444445in"
height="1.7340277777777777in"}

Added 530 field

Added 590 field

Because this item is not a NOAA publication, a 793 field was not added.

Added 856 field

![](media/image11.png){width="4.320138888888889in"
height="4.0055555555555555in"}

Check for appearance and accuracy of link in Electronic access. (856
field)

Check for appearance of text in Additional form. (530 field)

Check for appearance of text in Local note. (590 field)

Check for appearance of online call number.

**Adding SILVERSPRG to holdings to an existing metadata record**

1\. Retrieve the metadata record in Workflows

2\. Under Volume and Call Number Maintenance, select Add Volumes and
Call Numbers.

3\. In the Add Volume: Item Lookup dialog box, click on Current Title.

![](media/image12.png){width="6.517361111111111in"
height="2.8493055555555555in"}

4\. Click on Add Call Number.

5\. Confirm that 'SILVERSPRG' appears in the 'Library for new call
number' field and click OK.

6\. In new call number field, type call number for Silver Spring.

To determine appropriate call number:

Determine if item is part of a NOAA series. If so, then check the
catalog for Silver Spring's call number for

the series and apply.

![](media/image13.png){width="5.254166666666666in"
height="3.7708333333333335in"}

7\. Write the call number in pencil on the first page of the item.

8\. Attach barcode to the back cover of the item.

9\. Place cursor in the item ID field and enter the barcode of the item.

10\. Confirm that type of material is BOOK and home location is STACKS.

***[11. Click on OK to save changes.]{.underline}***

12\. Retrieve the bibliographic record through a catalog search and
verify the appearance of SILVERSPRG in the holdings.

13\. If an electronic version exists, then follow the instructions to
**II. Adding additional call number for the online version.**

14\. Give to library staff to affix call number label and to shelve.

![](media/image14.png){width="4.767361111111111in"
height="1.8722222222222222in"}

Check for both the hard copy and online call numbers. Note that Silver
Spring's call number, in this example, reflects the call number for the
reports within this series that the library already owns (i.e. call
numbers for the NOAA technical memorandum NMFS SEFSC reports). The call

number may be different from other

NOAA libraries' call numbers.

Rev. Mar. 7, 2003