Cataloging: Ebooks and Streamed Media

Purpose: Cataloging workflows for purchased Ebooks and streamed video vary from one collection to another depending on the availability, quality, and quantity of the MARC records provided by the vendors. Batch processing  is used to catalog hundreds or thousands of records at a time by taking advantage of vendor-supplied records.


Individual cataloging is performed by adding vendor-supplied links to the records found on OCLC WorldCat one by one. The records are usually of better quality in addition to having the advantage of showing holding information in WorldCat.

NOTE: For several reasons do not attach records to Serials Solutions records (they have a “ssj” in the 001 field). The main reasons are the ephemeral nature of the records, the low quality of the records, and when attached the locations are overwritten so that it looks like only one library has the resource when it is available to all libraries.

American Council of Learned Societies (ACLS) Humanities Ebook

Records cataloged by University of Michigan, generally of high quality

  1. Notice received from Librarian
  2. MARC records freely available for download at ACLS website
  3. Check updates every two months
  4. Use MarcEditor in MarcEdit to do the following customization editing:
    • Replace “=090 ” with “=050 04” using Edit>Replace (or CTRL+R)
    • Add “ed” to call number
      • In MarcEdit, go to Tools > Edit Subfield Data
      • Enter the following information:
        Field: 050
        Subfield: b
        Field data: ^e (This is a special command that tells MarcEdit to append the new text to the end of the subfield instead of replacing the text currently in the subfield.)
        Replace with: eb
      • Some call numbers may have already ended in eb, in which case they will now end in ebeb. To correct this, go to Edit > Replace (or CTRL+R). In Find What, type ebeb. In Replace With, type eb. Click Replace All.
    • Add EzProxy prefix https://library.umaine.edu/auth/EZProxy/test/authej.asp?url= to URLs in 856 fields
    • Add “$z UM Orono Access” display notes
      • In Tools > Edit Subfield Data, enter the following information:
        Field: 856
        Subfield: u
        Field data: ^e
        Replace with: $zUM Orono Access
    • Using Tools>Add/Delete Field (F7) add command line “=949 33$a*recs-b;ov-.o;b1-o;b2-4;b3-z;bn-oweb;i-/ty-97/loc-oweb/i2-r/sta-k”
  5. Export records from MarcEdit to Millennium
  6. Verify the link works in URSUS

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American Institute of Physics (AIP) Conference Proceedings

  1. Monitor via subscription to email alerts at AIP website
  2. Catalog individually from email alerts. Usually there will be available records in 2 weeks
  3. Titles published after 2006 have been individually cataloged. Titles published after 2006 in Serials Solutions so there are no duplicates coming from its monthly updates
  4. Search in OCLC Connexion using ISBN
    • Add “eb” to call number
    • Add EzProxy prefix https://library.umaine.edu/auth/EZProxy/test/authej.asp?url= to URL in 856 field
    • Add “$z UM Orono Access” display note to end of 856 field
    • Add command line “949 33 *recs-b;ov-.o;b1-o;b2-4;b3-z;bn-oweb;i-/ty-97/loc-oweb/i2-p/sta-k”
  5. Produce the record and export to Millennium
  6. Verify the link works in URSUS

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American Psychological Association (APA)

  1. Notice received from Acquisitions
  2. MARC records freely available for download at APA website. Ask Deb for login information.
  3. Use MarcEditor in MarcEdit to do the following customization editing:
    • Add “eb” to call number
      • In MarcEdit, go to Tools > Edit Subfield Data
      • Enter the following information:
        Field: 050
        Subfield: b
        Field data: ^e (This is a special command that tells MarcEdit to append the new text to the end of the subfield instead of replacing the text currently in the subfield.)
        Replace with: eb
      • Some call numbers may have already ended in eb, in which case they will now end in ebeb. To correct this, go to Edit > Replace (or CTRL+R). In Find What, type ebeb. In Replace With, type eb. Click Replace All.
    • Delete 263 field
    • Replace “$3Table of contents” with  EzProxy prefix https://library.umaine.edu/auth/EZProxy/test/authej.asp?url=
    • Add “$z UM Orono Access” display notes
      • In Tools > Edit Subfield Data, enter the following information:
        Field: 856
        Subfield: u
        Field data: ^e
        Replace with: $zUM Orono Access
    • Add command line “=949 33$a*recs-b;ov-.o;b1-o;b2-4;b3-z;bn-oweb;i-/ty-97/loc-oweb/i2-r/sta-k”
  4. Export records from MarcEdit to Millennium
  5. Verify the link works in URSUS

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American Society of Civil Engineers (ASCE) Conference Proceedings [1 time process]

  1. MARC records set obtained from Serials Solutions for a Massachusetts library
  2. Skeletal records of low quality, but better than none
  3. Approved to use by Cataloging Standards Committee
  4. Use MarcEditor in MarcEdit doing the following customization editing:
    • Add “730 0$aASCE conference proceedings”
    • Add “$z UM Orono Access” display note
      • In Tools > Edit Subfield Data, enter the following information:
        Field: 856
        Subfield: u
        Field data: ^e
        Replace with: $zUM Orono Access
    • Add command line “949 33$a*recs-b;ov-.o;b1-o;b2-4;b3-z;bn-oweb;i-/ty-97/loc-oweb/i2-r/sta-k”
  5. Export records from MarcEdit to Sierra
  6. Verify the link works in URSUS

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Alexander Street Press (ASP)

  1. Follow link provided in notification email from ASP to list of updated collections.
  2. Find the collection and click on it to get the list of record sets.
  3. Select the record set to be downloaded. They are ZIP files.
  4. Download the file to your computer and unzip file. There are several .mrc files, the only one needed is the one with “UnitedStates” in the file name.
  5. Open this .mrc file in MARCEdit using MARCBreaker
    • Add the EzProxy prefix https://library.umaine.edu/auth/EZProxy/test/authej.asp?url= to the 856 field
    • Add “$z UM Orono Access” display note
      • In Tools > Edit Subfield Data, enter the following information:
        Field: 856
        Subfield: u
        Field data: ^e
        Replace with: $zUM Orono Access
    • Cut and paste a link from one of the records to verify the URL
  6. Compile file into MARC and save in the AlexanderStreet folder on the Share.
  7. Load records into Sierra.

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Canadian eDocs

  1. Notification from Canadian Studies Librarian weekly checklist
  2. Open checklist (Word document)
  3. Search in Sierra to see if record is in URSUS. If so see Adding Item Records to URSUS
  4. If no record present in URSUS, Copy and paste title into Connexion field search box, select title from the dropdown list
  5. Select “Computer files” from the dropdown list under “Format”
  6. Check “Retain Search” box
  7. Select a provider-neutral ebook record to use whenever possible
  8. Add “$z Access Resource Online” display note to the 856 field in the item record
  9. Add command line “94933*recs-b;b1-o;b2-y;b3-b;bn-oro;i-/ty-40/loc-cybsw/i2-a/sta-k”
  10. Produce holdings and export record to Millennium
  11. Verify the link works in URSUS

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 CQ Press

  1. Order placed by Acquisitions
  2. Kathy notified to activate on SerSol in the selected titles only collection(s)
  3. Kathy adds note to order record (attached to bib order rec) to indicate activation completed
  4. Kathy sets up tickler and monitors for availability of a MARC record through 360 MARC
  5. If 6 weeks pass and still no plans for a 360 MARC generate records, pass on to cataloger for cataloging

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Docuseek (streamed video; leased)

  1. Order placed by Acquisitions
  2. Barb notified to provide bib record with active link in URSUS via Sierra
  3. Add lease note addendum from information supplied by Acquisitions to read: UM Orono access (Expires: December 31, 2015).  See: b62365459  
  4. Expired titles: Acquisitions will monitor pending expiration dates and notify Cataloging to remove item (and bib if ORO only) .

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Ebrary

  1. Acquisition staff send notification of available titles to cataloger via email
  2. Open attached spreadsheet
  3. Search in Millennium to see if record is in URSUS. If so see Adding Item Records to URSUS
  4. If no record present in URSUS, Copy and paste title into Connexion field search box, select title from the dropdown list
  5. Select “Computer files” from the dropdown list under “Format”
  6. Check “Retain Search” box
  7. Select Provider-Neutral ebook record to use as much as possible
  8. Add gift notes if needed
  9. Add EzProxy prefix https://library.umaine.edu/auth/EZProxy/test/authej.asp?url= to the URL copied from the spreadsheet in 856 field
  10. Add “$z UM Orono Access” display note
  11. Add EzProxy prefix to the URL supplied by ebrary
  12. Add command line “949 33 *recs-b;ov-.o;b1-o;b2-4;b3-z;bn-oweb;i-/ty-97/loc-oweb/i2-r/sta-k”
  13. Produce holdings and export record to Millennium
  14. Verify the link works in URSUS

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JSTOR DDA

Document Suite

Gale

  1. Acquisition staff emails notification of available titles.
  2. Search in Sierra to see if record is in URSUS.
  3. If no record present in Sierra URSUS ,Copy and paste title into Connexion field search box.
  4. Add the EZProxy prefix string https://library.umaine.edu/auth/EZProxy/test/authej.asp?url= to the URL.
  5. Finish 856 with a ‡z UM Orono Access display note.
  6. Add the command line: 949 33 *recs-b;ov-.o;b1-o;b2-4;b3-z;bn-oweb;i-/ty-97/loc-oweb/i2-r/sta-k; from email sent by Acquisitions copy and paste the order bib record that should be overlayed.
  7. Produce holdings and export record to Sierra.
  8. Verify the link works in URSUS.
  9. Add cdate to the order record.

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Kanopy (Streaming Video; leased access)

Catalog of titles vastly reduced to only 2000 items on shared bibliographic records in October 2018.  Items which remain are part of select provider packages (e.g. Janus Films) which will occasionally make additions to their catalogs to be picked up through monitoring at Kanopy.

  1. Login to the UMaine dashboard at the Kanopy website.
  2. Download records added since last visit. Kanopy tracks visits and will offer only the new records.
  3. In MARCEdit add “$z UM Orono/Machias Access”  or “$z UMA Access” display note
  4. Add lease note addendum from information supplied by Acquisitions to read: “UM Orono/Machias access.”  Example: i84173920  
  5. Import into Sierra using load profile
  6. Verify the link works in URSUS
  7. Titles outside of selected provider packages will have expiration dates applied to read:  “UM Orono/Machias access (Expires: April 30, 2019).”  Example: i84173440
  8. Expired titles: Acquisitions will monitor pending expiration dates and notify Cataloging to delete the item record (and bib if ORO only) . If other libraries have items attached delete the oweb item and update the bib record to remove ‘owebb’ from the branch field.
[2/4/19 update]

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NetLibrary / EBSCO Ebooks

  1. Notification  of records is emailed to cataloger
  2. Follow the instruction in the email to download the records
  3. Use MarcEdit to open the file
  4. Copy the OCLC number in the record
  5. Search in Sierra to see if record is in URSUS. If so see Adding Item Records to URSUS
  6. Search in Connexion by online ISBN
  7. Edit the record
    • Add EzProxy prefix https://library.umaine.edu/auth/EZProxy/test/authej.asp?url= to URL in 856
    • Add “$z UM Orono Access” display note
    • Add command line “949 33 *recs-b;ov-.o;b1-o;b2-4;b3-z;bn-oweb;i-/ty-97/loc-oweb/i2-r/sta-k”
  8. Produce record and export to Millennium
  9. If no order record found to overlay, the EBSCO e-book(s) were purchased on approval and the item record’s ICODE2 field should be “p”.
  10. Verify the link works in URSUS
  11. Send list URSUS record links to TJ so he can add order records for approval e-books when invoice is received.

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Safari

  1. Record sets are delivered via WorldShare.
  2. Open file in MARCEdit and make the following corrections
    1. Run the RDA Helper function.
    2. Add $z UM Orono Access note to the 856 field
  3. Save edits and compile records back into a .mrc file.
  4. Import records using the Data Exchange function in Sierra. Use the JSTOR DDA load profile.
  5. After loading the records perform a Global Update on the set
    1. Delete the 590 JSTOR DDA field
    2. Change the BRANCH code to “owebb”

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SAGE

  1. TJ sends notification email to cataloger
  2. Open spreadsheet attachment, which includes titles and OCLC numbers
  3. Search in Millennium to see if record is in URSUS. If so see Adding Item Records to URSUS
  4. Search in Connexion using OCLC number
  5. Edit in Connexion
    • Append “eb” to the end of call number
    • Add EzProxy prefix to URL in 856 field
    • Add “$z UM Orono Access” display note
    • Add command line “949 33 *recs-b;ov-.o;b1-o;b2-4;b3-z;bn-oweb;i-/ty-97/loc-oweb/i2-r/sta-k”
  6. Produce record and export to Millennium
  7. Click link to see if the title is published. If not, suppress the record in Millennium and notify TJ
  8. TJ notifies cataloger to unsuppress the record when the title is available

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Springer

  1. Springer records are available through the OCLC WorldShare service. Records are downloaded from WorldShare and require some data normalization.
  2. Use procedure Batch Processing Springer Ebook Records
  3. As of 5 APR 2016, a deduplication process has been added to the Springer load profile. Now when a record is loaded via the profile if a match is found it will insert (no match found), overlay w/ no linked record (if one match found), insert (if 2 or more found).

Wiley

  1. Acquisition staff send yellow slips to cataloger
  2. Go to Wiley Web site through Fogler’s Indexes & Databases
  3. Search by publication titles
  4. Copy online ISBN
  5. Check “Retain Search” box
  6. Search in Millennium to see if record is in URSUS. If so see Adding Item Records to URSUS
  7. Search in OCLC using online ISBN
  8. Select Provider-Neutral ebook record to use as much as possible
  9. Add 856 field, two options:
    • Use “85640 $u https://library.umaine.edu/auth/EZProxy/test/authej.asp?url=http://dx.doi.org/ + DOI provided by Wiley”
    • Use “856 40 $u https://library.umaine.edu/auth/EZProxy/test/authej.asp?url=http://onlinelibrary.wiley.com/book/10.1002/ + ISBN provided by Wiley”
  10. Add “$z UM Orono Access” display note
  11. Add command line “949 33 *recs-b;ov-.o;b1-o;b2-4;b3-z;bn-oweb;i-/ty-97/loc-oweb/i2-r/sta-k”

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Return to Technical Services Table of Contents.

Contact: um.library.technical.services@maine.edu