D Rules for Cataloguing Digital Resources

D12 Rules for cataloguing electronic books

Last updated: Sept 2016

Introduction

An electronic book is an electronic representation of a monograph, and the catalogue record is based on that for a monograph (see section A). An electronic version of a book should have a separate catalogue record from the print version. The record will contain a link to the electronic book (which will require authentication as necessary).

Bibliographic record

Even if the print version has been catalogued on SWIMS, create a separate record for the electronic item. Use ‘Create Close Copy’ if appropriate but check all fields and see the help sheet on close copying.

Chief sources of information – an electronic book will usually have the same title page, pagination etc as the printed version but check the electronic copy – do not rely on information provided on a spreadsheet from the bookseller.

Complete all fields as for books with the following exceptions/considerations:

Layout

***SWNHS General

Media type

Electronic book (this allows a filtered search to distinguish the electronic from the print version). If a multi-part work use the Media sub-type of Electronic Multi-part and see rule A13 for more information.

ISBN

Enter the ISBN for the electronic version (if available)
In addition enter the print version ISBN if the e-ISBN does not bring up the enrichment (picture of the book etc) on WebView, and put this print ISBN at the top of the list
Enter the print version ISBN if no eISBN is available – this will ensure the catalogue enrichment appears on WebView

Title

As for print books – see rule A3.1

Classes

Include a classmark as this will allow for classmark searching.

Imprint

Date of publication refers to publication of the content of the book, do not be misled by date of creation of the electronic version.

Physical

Length: include number of pages if this must be ascertained from the e-copy
(remove dimensions and binding if close copied from print record)
Phys Char: type ‘Electronic book’

Notes

Put a General note regarding access as appropriate :

-Available on the internet as a regional resource for health and social care staff and students in the South West area. NHS OpenAthens login required

-Available on the internet as a regional resource for health and social care staff and students in South West, Wessex and Thames Valley areas. NHS OpenAthens login required

-Available on the internet as a local resource for health and social care staff and students in Avon, Gloucestershire and Wiltshire. NHS OpenAthens login required

-Available as a local resource for Cornwall Health Library Services members. NHS OpenAthens login required

-Available on the internet as a national resource for health and social care staff in England. NHS OpenAthens login required

-Those eligible access via the link below. NHS OpenAthens login required (use this only where there are too many locations to name e.g. Royal Marsden Manual)

Cross reference to print is at the cataloguers discretion (on Related items and control data tab)

Rec. Src. (on the Control sheet)

A Record Source will be created by Jenny Toller for each new collection of national e-books. This makes it easier for cataloguers to identify the title records in order to add copy records. When cataloguing national titles, select the relevant Record Source. Do not use the Record Source field for regional or local titles.

Adding the URL

Click on ‘Related Items and Control Data’ sheet
Look for ‘Object tp.’; click ‘new’
Click on ‘Type’ drop down menu and select: World Wide Web Page
Click on ‘Locate by’ drop down menu and select: Textual
Ensure the Layout (at the top of the screen) is set to Objects Textual Locator Layout
Ensure that ‘In Database’is set to No
‘Import Now’ should be set to blank orNo
In the ‘Locator’ box enter the URLat title level of the book: copy and paste from a list or use a persistent link (permalink) if available - eg permalink icon on Ebsco

It may be possible to direct the link to the OpenAthens authentication page

eg Core Content e-books should be entered in the format:

not the basic url

(NB: you may need to press F11 to display the URL)

In the ‘Title’ field type in the relevant wording to appear on the hypertext link

-Click here - South West area staff and students

-Click here - South West, Wessex and Thames Valleyarea staff and students

-Click here - Avon, Gloucs, Wilts staff

-Click here - Portsmouth staff

-Click here - all health and social care staff in England

OCLC (UK) Ltd 2016

Save and close

Check WebView

If you have been logged in using your OpenAthens details, ensure that MyiLibrary windows are all closedthat you are logged out ofAthens(go to the Athens home page and log out there
Search for the item in WebView and click the link to view the item to ensure that the ‘Files/URLs’ link takes you to the book login page or the Athens login screen, then enter your Athens to check the link goes directly to the correct title page.

Link Checking

 As checking for broken links is automated in SWIMS, but some e-book urls always ‘fail’ please see the FAQ on Link checking and if the url includes one of these words set the autochecker to ‘never’ : Related Items & Control data tab / Object button (‘new’ in OLIB Web) / Related items tab: Link Checker Details / Frequency field = Never

Adding Copy records

National/Regional e-books:The librarian who catalogues a national or regional title is responsible for informing everyone via the SWIMS-SYSTEMmailing list so that other libraries can add their own copy record as desired.

Libraries are not obliged to add copy records but should note that with no copy record present the title would not be retrieved as part of a search filtered by location or in a default home location search on the WebView site-specific interface.

For all e-books: complete all fields as follows:

Barcode. Leave blank

(NB to create a copy record with no barcode: ensure the Title record is in Modify modeand locate the Copies field; click ‘new’)

Location. Check that this is your location
Classmark. Optional - some locations may find this useful if they use dummy books
Category. Electronic
Status. Available

NB the Location codes field will populate automatically overnight once you have added your copy, but if you wish you can add it to the list manually

Examples

Nutt. Anxiety disorders (national resource)

Kersley. ABC of change for doctors (regional collections)

Lawrence. The complete guide to exercise referral(single purchaser)

Brenner. Brenner and Rector’s the kidney (2 purchasers same platform +

Clinical Key)

Segal. Aging and mental health (2 purchasers, different platforms)

Screenshots reproduced with the permission of OCLC (UK) Ltd