last updated Fri Oct-12-2007 06:46

Preliminary Cataloging of Electronic (HTML, PDF, etc.) printouts

Templates for preliminary cataloging of printouts of electronic materials are found in the CATSS Preliminary folder

If the URL is supplied, the bib record should describe the original electronic version

If the URL is not supplied (missing or no URL present on the printout, the worksheet or G&E flag)

Google search a portion of the title - use quotes around an unique phrase in your document title, rather than just keywording the search
If you find a hit or hits, examine the electronic document(s) -- your search key may have located a bibliographical reference within an electronic document, not the document you have in hand. Consider this to be an invalid hit.
If your search key returns a valid hit, copy the URL from your browser (the URL referencing the electronic form of the document) for use as the URL in your bib record.
If your search key returns only invalid hits, search the electronic document to locate the source for the hit. (Hint: for HTML documents, use the "Find in Page" command; for PDF files, use the search text box)

If the URL for the document in hand cannot be easily ascertained⁄located on the Web, or if the search returns only invalid hits, use the General template instead of an Electronic template.

For detailed instructions on preliminary cataloging for each of the major file types (HTML, PDF, and DOC), see the individual pages, below

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If there is a record for a paper version already in the database, and you are adding a printout from a webpage (not a xerox copy of the paper copy, but a printout of the same information from a webpage):

add a MFHD to the bib record and describe the item as a Printout of electronic reproduction in the ‡a of the 843 tag in the MFHD
add a 530 to the bib Also available via World Wide Web. or Also available by subscription via World Wide Web, as appropriate.
add an 856 for the URL (with second indicator "1" for "version of resource") either to the bib or the MFHD as appropriate.

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If there is a record for an electronic resource already in the database, and you are adding a printout of that electronic resource:

add a MFHD to the record and describe the item as a Printout in the ‡ a of the 843 tag in the MFHD

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If the original is an electronic resource and it is the first version into the database:

the bib record should describe the electronic resource,
add an 856 for the URL (with second indicator "1" for "version of resource") either to the bib or the MFHD as appropriate.

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If the piece being cataloged is a printout of an electronic resource and it is the first version into the database:

With the URL is available, the printout nature of the document-in-hand should be described in a 533 note, with the item described as a Printout in ‡a;
Copy the 533 tag and paste into MFHD; change to an 843 tag

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If the piece being cataloged is a printout of material originally known to have been released in print but the printout was obtained by printing out an electronic resource and it is the first version into the database:

the bib record should describe the original print version,
the printout should be described in a 533 note, with the item described as a Printout in ‡a;
Copy the 533 tag and paste into MFHD; change to an 843 tag

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FYI History

This is an answer from Jay Weitz (OCLC) to a question on the CORC list about OCLC policy on cataloging printouts of Web sites. This is exactly the practice we've been following, except that we would use MFHD 843 instead of bib 533 for the printout. "Printout" is the term we've been using in the ‡a, by the way, so I'm glad to see that this is the same

term Jay Weitz suggests here.

Mike

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Suzanne, Bobby and other CORC users:

The following is some information that Jay Weitz (Consulting Database Specialist, Metadata Standards and Quality Division), who deals with the Computer Files format and other electronic cataloging issues at OCLC, sent me when I asked if he had dealt with these types of questions. I thought you might find this useful.

Ellen Caplan

OCLC, Metadata Services Division

caplane@oclc.org

Response from Jay:

Ellen: Here's an edited version of what I've been saying about similar cases.

Under the current guidelines, a computer printout of a primarily textual Web resource would be coded as Type Code "a" and would require a Computer File 006 for the electronic aspects. LCRI 1.11A WOULD apply to such printouts. This means that the (published) Web document would be described in the 245 (with ‡ h [electronic resource]), 250, 260, and 4XX, as appropriate. The printout should be described in a 533 note; describe the item as a "Printout" in ‡a; include a ‡n along the lines of "Description based on printout of Web site on Mar. 11, 2002." The appropriate Computer File 007 would be created, as well as field 856 for the URL (with second indicator "1" for "version of resource"). Don't forget the code "s" (for electronic) in the "Form" fixed field.

Hope that helps.

Jay

-----Original Message-----

From: Robert Bothmann [mailto:bothm001@UMN.EDU]

Sent: Monday, March 11, 2002 11:59 AM

To: CORC-L@OCLC.ORG

Subject: Re: HTML Print Out

Hey Suzanne,

this is a really sticky one, and we've been starting to see this type of thing as well.

What we did was:

1. catalogue the electronic resource per chapter 9 rules

2. create a MARC Holdings record which has a note:

Library has copy (xxii, 93 p. ; 28 cm.) printed from Web on Feb. 26, 2002.

That way the resource is accessible as it exists at whatever point in time you look at it, but the print-out we have in the library is noted to be from a specific point in time. That way we're not breaking, bending, or completely throwing AACR2 out the window.

Looking at the specific situation you have, I think it would be easier to catalogue this instance as a print resource and note that it was printed from the Web, just as you propose. I agree that you should not treat it as a reproduction, because it really isn't one. But you may

want to add in your note that the Web site is now gone.

Hope this helps.

Bobby

Suzanne Pilsk wrote:

Dear Fellow E-Catalogers,

We have before us a printout from a Web site to catalog. This is NOT a PDF file. This is a >dynamic site that changes - and in fact has already changed since the printout was made.

Our patrons seem to be interested in the data that they captured on the day they printed >out the screens. The data may have changed since then, but they would like to keep a >frozen picture of this site.

Here is what I am thinking of doing:

1. Cataloging this as a published item (not a manuscript), since Web sites are considered >to be published.

2. Giving a note that it was viewed from the Web from the hosting homepage with the name >of the browser (if I can get that) and the date (which is on the print out).

3. I am NOT going to give the url in the 500 tag because we do not have a URL checker >program for that field. And the URL has even changed since it was printed. (Oy)

4. I am NOT treating this as a reproduction because I do not know much about the original >site (it has changed). So, no 533.

What do you all think? Are there some other aspects I should bring out

about this document?

Thanks,

Suzanne