# Presentation: 916482

## Session 4

**Copy Cataloging, ****Record Modification, ****and Record Maintenance ****for Integrating Resources**

**Notes:**
In this session we turn from the ideal way that cataloging and updating will be done under the rules and turn to the ‘real world’ of records as they actually exist in current databases. 

Optional Warm-up Exercises:
 This session will consist mostly of questions and issues for discussion, so instructors may wish to skip any warm-up exercises.  If desired, however, the instructor might ask the participants: what issues are likely to come up when copy cataloging?  What issues and problems in searching for existing records?  In identifying the correct matching record for an integrating resource?  What will need to be modified?  When will a new record be needed for a resource?

Instructor References:
 None, but instructors may wish to peruse CONSER Cataloging Manual, 2002 ed., Module 21, by Bill Anderson as background for how that program deals with similar issues in the cooperative cataloging of serial resources.

## Goals of Session 4

*Explore and discuss:*
- Issues in identifying existing records for integrating resources
- Especially if access points, by which you search for matching records, have changed
- Issues in modifying existing records cataloged under old rules and practices
- How much needs to be changed?
- Issues in ongoing maintenance of records for integrating resources

**Notes:**
The goals of the session are to explore the issues --through looking at some examples, but mostly through asking questions and through discussion of possible solutions.  
 Catalogers of integrating resources, especially electronic integrating resources, may have more questions than answers right now.  
 There is little if any definitive documentation to date on how these issues should be dealt with.  This is hardly surprising.  We are in the midst of the development right now, and perhaps all participants in these workshops can play a valuable role in expressing ideas, opinions, etc. for future guidelines and solutions.
 It should be well noted, however that:
 Many of these issues are the same as catalogers of Internet resource has been facing for the last decade or so, since cataloging these began under OCLC in 1994.
 Many of them are definitely issues that catalogers of loose-leafs and serials have been facing for much longer.
 The serials cataloging community has developed policies and guidelines for many of these issues, evident, for example, in CONSER documentation.  [See CONSER Cataloging Manual Module 21 by Bill Anderson, Library of Congress.]

Participants' Goals:
 You might ask the participants if they have any additional or more specific goals or areas that they especially want to discuss or learn about in this session.

## Searching for existing records for IRs

- How to search?
- Are title, publisher, responsible persons or bodies, and/or URI the same in the existing record as in the iteration of the resource you are viewing
- Helpful: OCLC Connexion Client allows searching by “Access Method” and “Access Method Phrase” (see next slide) and it also has boxes that allow you to limit searches to format Integrating Resources and to Internet resources
- Search results will reflect past cataloging practice
- For example: Iterations vs. editions:
- What are now iterations of an IR may have been treated as separate editions of a monograph
- There may be multiple records for different ‘editions’ or ‘releases’ of an integrating resource that today would be cataloged on one record.

**Notes:**
 Besides searching multiple ways in the bibliographic utility, a cataloger on an online resource will want to search, in multiple ways if needed, via Internet search engines to find the resource itself, and will compare the resource as it now appears with what exists on any potential matching existing bibliographic records.

## OCLC Connexion URL searching

**Access method index (am:)**
-  Each punctuation mark is treated as a word division. Thus, *www.oclc.org* is
-   treated as three separate words: *www*, *oclc*, and *org*.
-  Omit *http:* and *https:*
-  Include stopwords when searching the Access Method index (am:)
**Example:**To search for URL *www.poets.org* in the Command Line, type am:poets.
**Access method phrase index (am=)**
-  Select this phrase index when you want to find records that contain a URL
-   exactly matching your search term.
-  Include as much of the URL as you know. Omit *http:// or https://*. Enter the
-   complete URL, beginning with *www.* (or other first segment) and all separator
-   characters (. and /) to retrieve exact matches. If you are unsure of the parts
-   following the domain name, type a single slash after the domain and then add an
-   asterisk to match any URLs that begin with this domain.
**Example:** *www.noaa.gov/**  or * www.uic.edu/**

- From Connexion Client  Help:

## OCLC Connexion URL searching

**Notes:**
This slide illustrates graphically what was explained on the previous slide.  It shows examples of searching by URL keyword or by URL phrase.

It may be of use to OCLC users for reference when they take their printed materials back to their institutions.

## Search results in OCLC WorldCat: Scholarly electronic publishing bibliography 

_**8 records found by scan title search in WorldCat**_**:**
-   1.  Scholarly Electronic Publishing Resources [electronic resource]. Electronic data. University of Houston Libraries, **2000-06-20**. [COMPUTER FILE] OCLC: 44480522
-   2.  Bailey, Charles W. (Charles Wesley), 1950- Scholarly electronic publishing bibliography / Charles W. Bailey, Jr. **Version 2:11/15/96**. Houston, TX : University Libraries, University of Houston, **1996**. OCLC: 37697102
-   3.  Bailey, Charles W. (Charles Wesley), 1950- Scholarly electronic publishing bibliography [electronic resource] / Charles W. Bailey, Jr. Electronic data [Houston] : University of Houston Libraries, **c1996-** [ELECTRONIC] OCLC: 35870002
-   4.  Bailey, Charles W. (Charles Wesley), 1950- Scholarly electronic publishing bibliography / Charles W. Bailey, Jr. **Version 11:8/25/97**. [Houston] : University of Houston Libraries, **c1997**. OCLC: 37697302
-   5.  Bailey, Charles W. (Charles Wesley), 1950- Scholarly electronic publishing bibliography / Charles W. Bailey, Jr. **Version 22:11/20/98**. [Houston] : University of Houston Libraries, **c1998**. [COMPUTER FILE] OCLC: 44377149
-   6.  Bailey, Charles W. (Charles Wesley), 1950- Scholarly electronic publishing bibliography / Charles W. Bailey, Jr. **Version 16:2/19/98**. [Houston] : University of Houston Libraries, [c1998] OCLC: 38731132
-   7.  Bailey, Charles W., 1950- Scholarly electronic publishing bibliography / Charles W. Bailey. **Version 39 : 10/24/2001**. Houston, Tex. : University of Houston Libraries, c2001. [**REPRODUCTION**] OCLC: 48992925
-   8.  Bailey, Charles W., (Charles Wesley), 1950- Scholarly electronic publishing bibliography / Charles W. Bailey. **Version 41: 2/22/2002**. Houston : University of Houston Libraries, **2002**. [**REPRODUCTION**] OCLC: 49516825

**Notes:**
A random example of the results of a search for an online integrating resource.

What to point out:
 Multiple records created for various versions of this bibliography –what are now considered different iterations of the same resource, to be accounted for on a single bibliographic record.
 Record 3 on the list appears to have been created as an “open” record for the entire resource, encompassing all future ongoing iterations, which is what we would do now.  
 It looks to be a good candidate for use as a record to use for the integrating resource.
There are also records created for reproductions of the bibliography.  These may be locally-made hard copies, printed out from the Web pages by individual institutions, where the local printout is cataloged.  
Imagine if all 40+ existing iterations, and all future iterations, of this integrating bibliography, were to have a separate record created for it!  And every institution created a separate record for its own local printed reproduction of various iterations!

This is a great illustration of why we have the new rules for cataloging these kinds of resources, and why the integrating entry cataloging convention makes so much more sense than creating new records for every version!

## Search results in OCLC WorldCat: USDA National Nutrient Database for Standard Reference

_**9 records found by scan title search in WorldCat**_**:**
-  1.  USDA national nutrient database for standard reference. Beltsville, Md. : USDA, Nutrient Data Laboratory, Agricultural Research Service, [**SERIAL**] [ELECTRONIC] OCLC: 51231416
-   2.  USDA national nutrient database for standard reference [electronic resource]. **Release 15**. Electronic data and program. Beltsville, Md. : USDA, Nutrient Data Laboratory, Agricultural Research Service, **[2002]-** [COMPUTER FILE] AGL OCLC: 50863495
-   3.  USDA nutrient database for standard reference [electronic resource]. Riverdale, Md. : USDA, Nutrient Data Laboratory, Agricultural Research Service, **[1999-** [**SERIAL**] [ELECTRONIC] DLC OCLC: 435641
-   4.  USDA Nutrient Database for Standard Reference [electronic resource]. **Release 12** [Riverdale, Md.] : Nutrient Data Laboratory, Agricultural Research Service, Beltsville Human Nutrition Research Center, **[1999]** [ELECTRONIC]: 41907546
-   5.  USDA nutrient database for standard reference [electronic resource]. **Release 12**. Riverdale, Md. : USDA, Nutrient Data Laboratory, Agricultural Research Service, [1999] **1 computer optical disc ; 4 3/4 in.** [COMPUTER FILE]: 41315784
-   6.  USDA nutrient database for standard reference [electronic resource]. **Release 13**. Beltsville, Md. : USDA, Nutrient Data Laboratory, Agricultural Research Service, 2000. **1 computer optical disc ; 4 3/4 in.** [COMPUTER FILE] OCLC: 44093926
-   7.  USDA nutrient database for standard reference [electronic resource] / Nutrient Data Laboratory, Agricultural Research Service. **Release 14.** [Beltsville, Md.?] : The Laboratory, **[2001]** [ELECTRONIC] PCC OCLC: 49526685
-   8.  USDA Nutrient Database for Standard Reference [electronic resource]. **Release 14**. [Riverdale, Md.] : Nutrient Data Laboratory, Agricultural Research Service, Beltsville Human Nutrition Research Center, **[2001]** [ELECTRONIC]: 48808234
-  9.  USDA nutrient database for standard reference [electronic resource]. **Release 14**. Beltsville, Md. : Nutrient Data Laboratory, Beltsville Human Nurtition Research Center, Agricultural Research Service, [2002] **1 CD-ROM ; 4 3/4 in.** [COMPUTER FILE] PCC OCLC: 50048252

**Notes:**
A similar example for one of our resources from Session 2.

Some of these are for the CD-ROM version; and this is as it should be: the online and CD-ROM versions should have separate records, which can now be linked via linking entries in each record.

## One record for this database has been cataloged as a serial

-  OCLC:  51231416
- Type: a   ELvl: I   Srce: d   GPub:     Ctrl:    Lang: eng
**BLvl: s**   Form: s   Conf: 0   Freq: u   MRec:    Ctry: mdu
- S/L:  0   Orig:     EntW:     Regl: u   ISSN:    Alph:
- Desc: a   SrTp:     Cont:     DtSt: **c**   Dates: **2002,9999**
- 006    m d
- 007    c ‡b r ‡d c ‡e n
- 245 00 USDA national nutrient database for standard reference ‡h [electronic resource].
- 260    Beltsville, Md. : ‡b USDA, Nutrient Data Laboratory, Agricultural Research Service,
**362 1_ Electronic coverage as of 2002? **
**500    Description based on: Release 15 (2002); title from title screen (viewed Dec. 16, 2002).**
- 516    text/html
- 538    System requirements: Internet access; World Wide Web browser.
- 538    Mode of access: World Wide Web.
- 856 40 ‡u http://www.nal.usda.gov/fnic/cgi-bin/nut%5Fsearch.pl

**Notes:**
Note that the database has been treated here as a serial.

## Another record has been cataloged as a monograph for the latest release only

-  OCLC:  50863495
- Type: m   ELvl: I   Srce:     Audn:     Ctrl:     Lang: eng
**BLvl: m**   File: m   GPub: f   MRec:               Ctry: mdu
- Desc: a                       DtSt: m   Dates: 2002,9999
- 007    c ‡b r ‡d m ‡e n
- 245 00 USDA national nutrient database for standard reference ‡h [electronic resource].
- 246 1_ ‡i Title from HTML header: ‡a USDA nutrient database for standard reference
**250    Release 15.**
**256 ****   Electronic data and program.**
- 260    Beltsville, Md. : ‡b USDA, Nutrient Data Laboratory, Agricultural Research Service, ‡c [2002]-
- 538    Mode of access: WWW browser; files also available for download in DBF or ASCII text format.
- 500    Title from Web page (viewed on Oct. 25, 2002).
**530    Also available on CD-ROM.**
- 650 _0 Food ‡x Composition ‡v Databases.
**856** 40 ‡u http://www.nal.usda.gov/fnic/foodcomp/Data/**SR15/sr15.html**

**Notes:**
In contrast to our ideal record from the end of Session 2, as this resource would be cataloged according to the new rules, this is the actual existing record the latest release (number 15) of the USDA National Nutrient Database for Standard Reference.
 It illustrates what we find in the real world when searching for an existing record.
 This record was very well done and cataloged correctly according to pre-2002 release rules.  

We will come back to this example and to others shortly ahead in this session to look at the elements and what should or might be changed when copy cataloging.

## Identifying and selecting existing records

- Finding an existing record
- Is there a record that matches the resource I am cataloging?
- Which record should I choose?  (e.g., from search results on previous slides)
- Identifying the iteration
- Which iteration am I viewing?
- Which iteration was the original cataloger --or previous reviser-- of the record viewing?
- Check the description based on / date viewed note!

**Notes:**
These are the questions.  The answers will be as varied as the diverse situations that we will actually encounter.

In cases where a cataloger does identify an existing record for the resource selected for cataloging, one of the first things to do now will be to look for the date viewed / description based on note and compare it with the date on which the cataloger is viewing the resource.

## Existing records created before Dec. 1, 2002

**All cataloged as monographs, not as IR!**
- Will not reflect new rules or MARC tagging, for example:
- No 006 coding for IR present
- Former title proper in 500 or 246, not 247
- Edition statement in 250 that would no longer be recorded as such
- Publication dates in 260 $c when not from first iteration, e.g.: [199-?]-
- Frequency of updates note in 500, not 310, or no frequency note at all
- Bibliographic relations noted in 5XX fields; no links

**Notes:**
This is what we will find as we begin with the new rules.

We will need to ask ourselves: which of these elements should we edit / modify in existing records and which not?  Which are crucial?  Which important?  Which optional?  Which trivial?  --See the next slide.

## Modifying existing records

- How much in a record should be changed?
- When is it critical to make changes?
- When is it important to make changes?
- When is it unimportant to make changes?
- How to deal with mixed practice?
- Cataloging done according to various versions of AACR and LCRI
- Valid at the time; data still accurate
- When to report needed changes to OCLC?
- If no authorization to edit master record
- When multiple records could be collapsed under new rules
- How have serials and loose-leaf catalogers approached these issues?

**Notes:**
One answer: always add the new CR 006 with the new IR values, especially the Type of Continuing Resource element and the Entry Convention element, whenever touching an existing record!

If you have authorization to modify master records, do so.
If not, follow local policies about making this change in your local system.

## LC practice: when you have later iteration

- Update the description and add access points to reflect the current iteration as needed
- Accept the 260 $c in the existing record
- Add notes and access points if different information on other library’s earlier iteration is important
- Add or update the “Description based on” note to reflect the current iteration
- Update 008 and update/add CR 006 as needed

**Notes:**
If LC’s iteration is later, LC follows the steps on this slide.
 Accepting the 260 subfield $c in the other library’s record is a change in LC practice.

## LC practice: when you have earlier iteration

- Do not change the description to reflect your (earlier) iteration
- Accept the 260 $c in the existing record
- Add notes and access points if different information on your (earlier) iteration is important
- Do not change the “Description based on” note to reflect your (earlier) iteration
- Do not change the 008/006 to reflect your (earlier iteration); but do add CR 006 if lacking

**Notes:**
If LC’s iteration is earlier, LC follows these steps.
	LC does not remove a 260 $c in the copy cataloging record.

## Existing record for USDA National Nutrient Database

-  OCLC:  50863495
- Type: m   ELvl: I   Srce:     Audn:     Ctrl:     Lang: eng
**BLvl: m**   File: m   GPub: f   MRec:               Ctry: mdu
- Desc: a                       DtSt: m   Dates: 2002,9999
- 007    c ‡b r ‡d m ‡e n
- 245 00 USDA national nutrient database for standard reference ‡h [electronic resource].
- 246 1_ ‡i Title from HTML header: ‡a USDA nutrient database for standard reference
**250    Release 15.**
**256 ****   Electronic data and program.**
- 260    Beltsville, Md. : ‡b USDA, Nutrient Data Laboratory, Agricultural Research Service, ‡c [2002]-
- 538    Mode of access: WWW browser; files also available for download in DBF or ASCII text format.
- 500    Title from Web page (viewed on Oct. 25, 2002).
**530    Also available on CD-ROM.**
- 650 _0 Food ‡x Composition ‡v Databases.
**856** 40 ‡u http://www.nal.usda.gov/fnic/foodcomp/Data/**SR15/sr15.html**

**Notes:**
You might ask participants what issues they see entailed in how a cataloger could and should modify this record if copy cataloging today.

Issues, some major, some minor, include:
 BLvl = M (monograph); no 006 for CR present; not codes unique to IR
 Edition statement present for frequently changing release information; and this record was created to represent only Release 15; illustrates how we can now treat the database as an integrating resource using one record rather than a monograph using multiple separate records for each release: treat releases as iterations of the same work rather than as new editions / new works
 256 is present, as it will be in tens of thousands of records: local decisions whether to retain or delete (LC retains if present on copy, does not add to originals)
 530 note for other format available; no linking entry.  Should one be added?  If so, record for CD-ROM should also be edited to add the reciprocal link to this record.
 856: shows that the URL is for Release 15: the selection of main page of entry to this database, as well as chief source of information, may need to be reconsidered.

## Existing record for Scholarly Electronic Publishing Bibliography  

-  OCLC:  35870002
- Type: a   ELvl: I   Srce: d   Audn:     Ctrl:     Lang: eng
**BLvl: m**   Form: s   Conf: 0   Biog:     MRec:     Ctry: txu
-           Cont:     GPub:     LitF: 0   Indx: 0
- Desc: a   Ills:     Fest: 0   DtSt: m   Dates: 1996,9999
**006    m d**
- 007    c ‡b r ‡d m ‡e n ‡f u
- 090    Z286.E43 ‡b B34 1996
- 100 1_ Bailey, Charles W. ‡q (Charles Wesley), ‡d 1950-
- 245 10 Scholarly electronic publishing bibliography ‡h [electronic resource] / ‡c Charles W. Bailey, Jr.
**256**    Electronic data.
- 260    [Houston] : ‡b University of Houston Libraries**, ‡c c1996-**
- 538    Mode of access: Internet.
- 500    Title from title screen (viewed on Nov. 8, 1996).
**500    Original edition statement: Version 1, 10-25-96; updated irregularly. **
- 856 40 ‡u http://info.lib.uh.edu/sepb/sepb.html ‡3 HTML version
- 856 40 ‡u http://info.lib.uh.edu/sepb/sepb.pdf ‡3 PDF version

**Notes:**
This is a record wisely created for the bibliography as an ongoing resource, rather than for a particular version of this frequently changing online resource.
Note especially the 500 note on the editions statement.
This is a great example of how catalogers used their good judgment to in effect anticipate the current rules for IRs, and how the rules now codify what was good cataloging practice when following the rules literally was not. 

Some of these practices were laid out in the 1980’s in Cataloging rules for the description of loose-leaf publications by Adele Hallam. Many of the practices outlined in Hallam’s work were incorporated into chapter 12 rules for integrating resources in the 2002 revision.

## Existing record for KnowThis.com

-  OCLC:  44281054
- Type: a   ELvl: 3   Srce: d   Audn:     Ctrl:     Lang: eng
- BLvl: m   Form: s   Conf: 0   Biog:     MRec:     Ctry: pau
-           Cont:     GPub:     LitF: 0   Indx: 0
- Desc: a   Ills:     Fest: 0   DtSt: m   Dates: 1998,9999
- 006    m d
- 007    c ‡b r ‡d c ‡e n ‡f u
- 245 00 KnowThis.com ‡h [electronic resource] : ‡b marketing virtual library.
- 246 1_ ‡i Title in HTML header: ‡a KnowThis.com : ‡b for market research, Internet marketing, advertising, selling & more
**246 1_ ‡i Former title:**** ‡a** KnowMarketing : ‡b the Internet's marketing virtual library
**246 1_ ‡i Former HTML source title:**** ‡a** TMVL, reference for marketing, selling, advertising, promotion, e-commerce
**256    Electronic text data.**
- 260    West Chester, Pa. : ‡b West Chester University**, ‡c ****c1998-**** **
- 538    Mode of access: World Wide Web.
- 500    Title from title screen** (****viewed on Apr. 1, 2002****). **
- 500    This site is part of the World Wide Web virtual library and is created and maintained by West Chester University.
**500    Frequently updated.**** **
- 856 40 ‡u http://www.knowthis.com

**Notes:**
Here is another example of cataloging before the implementation of the new rules for IRs that incorporated into the record notes and access points for earlier forms of the title, and included a statement of “Frequently updated.“

A cataloger could now change these 246s to 247s, but is this necessary?  Important?  Optional?  Better left as is since was done correctly at the time and still provides access to the earlier forms of title?

What about publication date?  The “viewed on” date shows that the record was not based on the first iteration.  LC policy, as shown in previous slides, is to accept that date as is.

## Another existing record, Encoding level K

- OCLC:  44480522
**Type: m**   **ELvl: K**   Srce: d   Audn:     Ctrl:    Lang: eng
- BLvl: m   File: d   GPub:               MRec:    Ctry: xxu
- Desc:                         **DtSt: e   Dates: ****2000,0620**
- 245 00 Scholarly Electronic Publishing Resources ‡h [electronic resource].
- 246 3_ Scholarly electronic publishing bibliography.
- 256    Electronic data.
**260****    ****‡b**** University of Houston Libraries, ‡c ****2000-06-20****.**
- 538    Mode of access: World Wide Web.
- 500    Title from title screen.
- 516    HTML text and graphics.
- 538    Mode of access: World Wide Web.
- 500    Description based on view on: 06-20-2000.
- 650 _0 Scholarly electronic publishing **‡x Computer network resources. **
- 650 _0 Internet publishing ‡x Computer network resources.
- 650 _0 Libraries and electronic publishing ‡x Computer network resources.
- 650 _0 Electronic publishing ‡x Computer network resources.
- 710 2_ University of Houston. ‡b Libraries.
- 856    **‡q text/html** ‡u http://info.lib.uh.edu/sepb/sepr.htm

**Notes:**
This example is included because it illustrates a not uncommon type of record found for online resources in the OCLC database. (Encoding level K = Less- than full cataloging input by OCLC participating library)  

Many of these kinds of records were originally created as Dublin Core records, not according to AACR2 standards, and mapped into MARC tagging.  [DC records in MARC clothing.]  

The WorldCat database is full of them, and they in many cases duplicate existing AACR2 records.

## NetFirst record

-  OCLC:  49844459
- Type: a   ELvl: 3   Srce: d   Audn:     Ctrl:     Lang: eng
- BLvl: m   Form: s   Conf: 0   Biog:     MRec:     Ctry: xx
-           Cont:     GPub:     LitF: 0   Indx: 0
- Desc:     Ills:     Fest: 0   DtSt: n   Dates: uuuu,uuuu
- 006     m u
- 040     N@F ‡c N@F ‡d OCLCQ
- 082 04  551.6
- 082 04  551.6
- 245 00  National Weather Service (NWS): Office of Climate, Water, and Weather Services ‡h [electronic resource].
- 516     World Wide Web Resource
- 520 8_  The Office of Climate, Water, and Weather Services of the National Weather Service (NWS) of the U.S. National Oceanic and Atmospheric Administration (NOAA) is headquartered in Silver Spring, Maryland. The office oversees delivery of hydrometeorological and climate services. The office provides information about its products and data analysis services.
- 610 24  United States. Dept. of Commerce. National Weather Service. Office of Climate, Water, and Weather Services.
- 650 _4  Meteorological services.
- 650 _4  Climate.
- 651 _4  Silver Spring (Md.)
- 651 _4  Maryland.
- 856 40  ‡u http://www.nws.noaa.gov/om/

**Notes:**
The same holds true for those records originally created for the OCLC NetFirst project, a database of records for online resources outside of World Cat; the records were not created according to AACR2 standards but were all dumped into CORC and WorldCat, many duplicated good AACR2/MARC records for the same resource.

Notice the absence of a publication area (260 field) and various notes, etc. required by AACR2.

040 symbol N@F = NetFirst

## Modifying and maintaining IR records: range of issues

- Updating bibliographic information
- Changes to reflect later iterations of the resource
- Correcting obvious errors
- Changes affecting access points
- Giving information from earlier iterations in notes and added entries
- Changes to existing standards (AACR2, MARC 21; LCSH; Uniform titles)
- Upgrading minimal records
- Adding optional bibliographic elements
- Information from first or earlier iterations (e.g., earlier forms of title proper) given with notes and added entries if important
- Closing IRs that have ceased
- Modifying pre-AACR2 records
- Recataloging pre-AACR2 records (record conversion)
- Record consolidation (e.g., duplicate records or multiple records for different iterations of the same resource)

**Notes:**
This list has been derived and adapted from Module 21 of the CONSER Cataloging Manual, 2002 ed.

## When to make a new record? (1)

- Very rarely!  --That’s the point of integrating entry
- General principle: make a new record when there is a new resource/work rather than another iteration of the same resource/work
- That is, when there is:
- A new integrating resource
- A merger of other resources (12.7B8b)
- A split of an integrating resource into other resources (12.7B8c)
- Original URI is still active but original resource is no longer available (LCRI 21.3B)

## When to make a new record (2) (LCRI 21.3B)

**For updating loose-leafs:**
**Do not make a new description for a gradual replacement** **edition**
- (i.e., the author or publisher considers the publication to be a new edition and issues a replacement title page with a new edition statement but does not issue a new base volume); give a note about the new edition statement (see LCRI 12.7B9).
**In determining if there is a new resource, consider presence/absence and change of header/footer dates**
- See LCRI 21.3B for different situations
**For updating remote access electronic resources:**
**Make a new description only if the resource described in the existing record continues to exist as a resource separate from the new resource to be cataloged.**

**Notes:**
See LCRI 21.3B for guidelines on when to make a new record because edition information has changed or because a new base volume has been received. 

For an updating loose-leaf other than a gradual replacement edition, the decision to create a new record is based upon evidence related to the header/footer dates:  if they are present now but weren’t before and vice versa, various dates vs. same date, etc.  Catalogers should consult the LCRI for specifics.  The default is to create a new record.

## Electronic resource no longer available at original URI

- Original URI no longer active, but original resource still available at different URI
- Original URI still active, but original resource no longer available (i.e., not a different iteration of the original resource)
- See **LCRI 9.7B** for remote access electronic resources that are no longer available

**Notes:**
LCRI 9.7B covers two situations: 
 Original URI is no longer active
 Original URI is active, but does not appear to link to the original resource

## Original URI no longer active

- Use an Internet search engine to determine if the resource described in the record is now available at a different URI
- If found, update 856 $u in existing record
- If not found, LC practice:
- Indicate in a note that the resource isn't findable (and the date you searched)
- Include the reason, if known
- Move the 856 $u to 856 $x
- Suppress the bibliographic record from the OPAC

## Different resource at old URI

- Treat the existing bibliographic record as on previous slides, depending on whether no longer available or available at a different URI
- Create a new record for the new resource if selected for cataloging

## Ongoing maintenance questions

**How to track changes?**
- After cataloging is complete, how do you know when bibliographic elements in an online integrating resource have changed?
- Serials and updating loose-leaves need to be checked in and new issues / iterations examined; changes can be spotted at that time; not so for remote access electronic resources
- There are automated notification services for changes in URLs, but no way to automatically detect, for example, a change in title
**Who will do it?**
- Who will have authorization to update records (e.g. OCLC master records) for changes?
- Will there be cooperative programs for record maintenance for IRs?

**Notes:**
OCLC Bib. Formats and Standards: Quality Assurance
CONSER and Enhance participants will share responsibilities for maintaining BLvl i records. 
CONSER:
 CONSER authorizations will be able to change non-authenticated Type a records with BLvl b or s to BLvl i and vice versa 
 CONSER authorizations will be able to change Type a records with BLvl m to BLvl i
Until CONSER issues guidelines on the treatment of BLvl i, CONSER participants will not be able to change Type a BLvl b or s CONSER-authenticated records to BLvl i.
National Level Enhance:
 National Level Enhance authorizations for Books format will be able to change Type a records with BLvl a, c, d, or m to BLvl i and vice versa 
 National Level Enhance authorizations for non-book formats will be able to change the BLvl of records in their specific format freely
Regular Enhance:
 Regular Enhance authorizations for Books format will be able to change Type a records with BLvl a, c, d, or m to BLvl i and vice versa, subject to the same Encoding Level and field 042 restrictions already in place. 
 Regular Enhance authorizations for non-book formats will be able to change the BLvl of records in their specific format freely, subject to the same Encoding Level and field 042 restrictions already in place.

## Conclusion

*Catalogers will face complicated situations when cataloging electronic IRs in the ‘real world’*
- We have looked at several issues, including:
- Searching for, identifying, and selecting existing records for copy cataloging
- Modifying existing records cataloged under old rules and practices
- Ongoing maintenance of records for integrating resources