Government documents printed out from the Internet

Occasionally, selected government documents will be downloaded and printed
out for cataloguing as monographs because it is not certain if the electronic
version will be archived at the specific government website. In such cases:

Add 500 note: identifying the document format and source (This
information must be included with the printout of the Internet document as it is
received in Bibliographic Services or Law Library Cataloguing)
Add 533
note for the reproduction using the phrase: Printout from the Internet
to describe the reproduction

Do not add the URL since it will likely change or disappear

Examples of the notes:

500: : Document in HTML format downloaded and printed from the Ontario
Women’s Directorate website.
533: rintout from the Internet.|bToronto,
Ont. cYork University,|d1998. |e15 pgs.

Example of a record:

SRC="/images/Biblio/gdprtot.gif" ALT="Example of a record for a government publication printed out from the Internet" WIDTH="734" HEIGHT="291">

MARC Coding

(R) = Repeatable // (NR) = Non-repeatable

Fixed Fields

A complete guide to the values used in the Fixed Fields of the MARC and
SERIALS formats can be found in the General Cataloguing Tools Section of the
Technical Services Web Page. Click on the
MARC Standards link. As a "quick"
reference however:

Enc_Lvl (Encoding Level) 008

• use 7 for minimal level records


• use blank for full level records

Since we use either the MARC or SERIAL format in cataloguing most
electronic resources, the File Type must be coded in the 006 (Fixed Field -
Additional Material Characteristics).

FileTyp (File Type) 006

• a Numeric data


• b Computer program


• c Representational – Pictorial or graphic information that can be
  manipulated in conjunction with other types of files to produce graphic
  patterns that can be used to interpret and give meaning to the information.


• d Document


• e Bibliographic data


• f Font


• g Game


• h Sound


• i Interactive multimedia


• j Online system or service


• m Combination


• u Unknown


• z Other

006 (Fixed Field – Additional Material Characteristics)

The 006 is an additional fixed field used to code information pertaining to
aspect(s) of the resource not contained in the 008 for the format used to
catalogue it. In this case, the 006 is used to code information pertaining to
the computer file part of the electronic resource. can ONLY be added at the
point of creating a new title. When creating a new title in SIRSI the 006 can be
selected on the FIRST screen. It is located in the same part of the record as
the option for selecting the format. The most important element coded here is
the FileType.

007 (Fixed Field – Physical Description – Computer File)

This data element gets coded in with the variable fields. There are thirteen
positions. The first one is ALWAYS ‘c’ for computer file. For internet
resources, the next position is the only one necessary and it is almost always
‘r’ for remote. Consult the appropriate volume of the MARC21 Bibliographic
Format for complete information.

500 Source of Title Note (R)

This is a required note for minimal level and full level
electronic/Intenet resources records. It is used to specify where the form of
the title used as the title proper was obtained.

Examples:
500: aTitle from title screen
500: aTitle supplied
by cataloguer

530 Additional Physical Forms Available (R)

Since this note ends with a URL, please DO NOT end it with any punctuation
as the punctuation could be incorrectly interpreted as being part of
the URL. In order to maintain consistency of form in York Libraries
cataloguing records for electronic resources, please use the form of 530 note(s)
used in the following examples. If notes used in copy differ, please edit to
match the notes below. If you cannot find a note to match the
example you have, please see Heather Fraser in Bibliographic Services or Theresa
Quigley-Jones in Law Library Cataloguing.

Examples:

Added copy to print version
530: aAlso available on the
Internet. MODE OF ACCESS via web browser by entering the following URL:

http://www.hc-sc.gc.ca/hpb/drugs/

No longer issued in print
530: aFinal print issue autumn
1996. CURRENT issues ONLY available on the Internet. MODE OF ACCESS via web
browser by entering the following URL:

http://www.fofa.concordia.ca/cec/contact.html

538 Mode of Access (R)

This note is required for electronic resources.

In order to maintain consistency of form in York Libraries
cataloguing records for electronic resources, please use the form of 538 note
used in the following example. If notes used in copy differ, please edit to
match the notes below. If you cannot find a note to match the
example you have, please see Heather Fraser in Bibliographic Services or Theresa
Quigley-Jones in Law Library Cataloguing.

Example:

538: aAvailable on the Internet. MODE OF ACCESS via web browser by
entering the following URL: http://www.hti.umich.edu/english/oec/

Since this note ends with a URL, please DO NOT end it with any punctuation
as the punctuation could be incorrectly interpreted as being part of
the URL.

538 System Requirements (R)

For files available by remote access, this note is used to specify any
special program required for use with the file. It begins with the words: System
requirements. This note is not required.

Example:

538: aSystem requirements: Adobe Acrobat Reader

856 Electronic Access and Location (R)

Required for electronic resources. This tag contains the information
required to identify and retrieve an electronic resource

Indicator 1: Access Method

The most common values follow, 4 HTTP will be the one used
most often.
0- Email: indicates that access to the electronic resource is
through electronic mail
1- FTP: indicates that access to the electronic
resource is through File Transfer Protocol
2- Remote login (Telnet):
indicates that access to the electronic resource is through remote login
3-
Dial-up: indicates that access to the electronic resource is through a
conventional telephone line
4- HTTP: indicates that access to the electronic
resource is via a web browser through HyperText Transfer Protocol
7-
Method specified in subfield $2

Indicator 2: Blank

Subfield Codes

|u URL. Uniform Resource Locator: contains the data which makes the
electronic link work. It is the information in the |u which makes the link to
the electronic/Internet resource so it is important to take extra care to ensure
that this information is correct.

|z Public note. This will be used as necessary to display
explanatory information about the link.

These will be the subfield codes used most often. Please consult Heather
Fraser or Carol Ohlers in Bibliographic Services or Theresa Quigley-Jones in Law
Library Cataloguing if you have any questions about the 856 tag as it appears in
copy or if you are trying to code it originally.
Examples:

856:4 uhttp://www/hc-sc.gc.ca/hpb/drugs/

856:4 uhttp://www.hti/umich.edu/english/oec

Other Manuals

For further information about any of these MARC tags, consult the manual by
Nancy Olson. It is available on the web by clicking on the title as follows:
Cataloging Internet
resources : a manual and practical guide or by clicking on the same link
within the Computer Files & Internet Resources section of the Technical
Services Web Resources Home Page.

For further information about the 856 tag: consult the manual listed above
or, click on the following title:
Guidelines for the Use of Field
856. This link can also be found within the Computer Files & Internet
Resources section of the Technical Services Web Resources Home Page.

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