Format Guidance: Electronic Resources

MARC Leader and Control Fields

The leader of a MARC bibliographic record should be coded appropriately for the primary content type of the resource using byte 06: c (notated music) or d (manuscript notated music) for notated music, j (musical sound recording) for performed music, or g (projected medium) for moving images. Do not use m (computer file) in the leader; instead, indicate the resource is an electronic resource by adding appropriately coded values in fields 006, 007, and 008.

Field 006

Record the following values in field 006:

• Byte 00 = m (computer file)

• Byte 06 = o (online) or q (direct electronic; that is, on a physical carrier)

• Byte 09 = c (representational; use for moving images) or h (sound) or z (other; use for notated music)

Other bytes for field 006 may be omitted unless specifically required by local systems.

Field 007

Record the folowing values in field 007:

• Byte 00 = c (electronic resource)

• Byte 01 = r (remote; use for online resources) or an appropriate value for physical carriers

  • Use o (optical disc) for CDs, DVDs, etc.

  • Use b (computer chip cartridge) for USB flash drives, etc.

  • Use s (standalone device) for single-purpose media devices such as Playaways, etc.

  • Other values are unlikely to be encountered in modern cataloging, but exercise cataloger's judgment

Other bytes for 007 for electronic resources are not necessary and in most cases should be omitted unless specifically required by a particular application.

In addition: also record a second instance of field 007 for audio recordings (byte 00 = s) or video recordings (byte 00 = v) as per standard practice for that media type.

Field 007 may be recorded for notated music (byte 00 = q), but is not required and is unlikely to be helpful as byte 00 is the only defined value for the notated music format.

Field 008

Record the following value in field 008/23:

• Byte 23 = o (online) or q (direct electronic; that is, on a physical carrier)

Record other values in field 008 as appropriate for the primary content type.

RDA Elements

Manifestation: identifier for manifestation

Record identifiers that are specific to an electronic resource according to the RDA instructions for Manifestation: identifier for manifestation, Manifestation: publisher number for notated music, and/or Manifestation: plate number for notated music, as appropriate.

If the resource is not born digital but instead reproduces a physical resource, and references or reproduces identifiers that are specific to the physical original, record those identifiers as instructed by the MLA Best Practices under Manifestation: identifier for manifestation. Recording. Incorrect identifiers:

• For standard identifiers (ISBN, ISMN, UPC, etc.) specific to a physical manifestation, use 020 or 024 $z. Optionally, provide a clarifying qualifier using $q.

• For issue, matrix, plate, publisher, video recording, or distributor numbers, qualify the identifier using 028 $q if they are known to be specific to the physical version.

Manifestation: media type

The appropriate value will always be computer.

RDA Elements

Manifestation: carrier type

Select a controlled vocabulary term appropriate to the physical carrier as specified at Manifestation: carrier type. Recording a structured description.

Manifestation: extent of manifestation

Record number of units in terms of the carrier recorded under Manifestation: carrier type.

Record number of subunits following the RDA instructions and MLA Best Practices under Manifestation: extent of manifestation. Recording a structured description. Number of subunits. Computer discs, cartridges, etc. Record the number of subunits in parentheses following the number of units.

Provider-Neutral Cataloging

When cataloging in a shared environment, follow the guidelines outlined under Provider-Neutral Cataloging.

RDA Elements

Manifestation: carrier type

For remote-access electronic resources the appropriate value is always online resource.

Manifestation: extent of manifestation

Record number of units in terms of the carrier recorded under Manifestation: carrier type.

Record number of subunits following the RDA instructions and MLA Best Practices under Manifestation: extent of manifestation. Recording a structured description. Number of subunits. Online resources. Record the number of subunits in parentheses following the number of units.

Extent: Number of Subunits

If a score and one or more parts are combined in a single file, apply the RDA instructions for resources issued as multiple parts in a single physical unit.

If a score and one or more parts are issued as separate files, apply the MLA Best Practices instructions for resources issued as multiple parts in separate physical units.

File type

The RDA File Type vocabulary currently contains no term suitable for files consisting principally of notated music (whether stored as a PDF, music notation software file, or other file encoding format), and the instructions for Manifestation: file type do not provide an option to record "other." Thus, do not record any value in field 347 $a for notated music. File type may be reflected, to some extent, by an identifier in field 006/09 as described under MARC Leader and Control Fields.

Descriptive Access for Notated Music Resources Purchased as Digital Files

When a library purchases a score as an electronic file it must decide how users will be permitted to use it. There are three basic options for doing so, which may vary from file to file based on license restrictions, etc.:

1. Provide users with remote access to the file via a local file server, institutional repository, etc.

2. Provide users with access to the file via a physical carrier (CD-ROM, USB drive, etc.)

3. Provide users with a print reproduction of the file

The option chosen will necessarily affect cataloging decisions. MLA recommends working together with other departments as necessary to create a set of consistent practices.

There are three basic cataloging approaches to consider:

1. Find or create a provider-neutral record for the original digital file only.

   • If the resource is available in an alternative format, some local method must be devised to direct users to the alternative formats available.

   • If the original file is not publicly available, this approach may be misleading in discovery systems.

2. Find or create a record for the print reproduction or alternative electronic format only.

   • Create a provider-neutral record for a print reproduction following the guidelines for print-on-demand reproductions and photocopies in the LC-PCC Metadata Guidance Document "MG: Reproductions-Photocopies."

     • The MGDs do not directly address printouts of born-digital resources. Treat a printout of a born-digital resource as a print-on-demand reproduction.

       Because description is based on the original, and the original has no physical measurements, it is not necessary to record any value for Manifestation: dimensions in field 300 $c or 340 $b. The MGDs provide no guidance on this point. Omitting the dimensions has potential to cause confusion; however, keep in mind that there is no way to guarantee two printouts will be the same size and that just as much confusion may be caused by recording "incorrect" dimensions. Regardless of whether or not dimensions are recorded, add a Manifestation: note on manifestation indicating that the dimensions of the reproduction are not fixed, such as "Digital resource printout; reproduction size may vary."

   • Create a record for an electronic resource on a physical carrier by applying the guidelines for direct-access electronic resources. Record a Manifestation: note on manifestation to indicate the carrier is not original.

   • This approach accurately represents what is available to the public in discovery systems, but catalogers should ensure it meets the needs of other departments for inventory, audit, or other purposes.

3. Find or create provider-neutral records for both the original digital file and the alternative format. MLA recommends relating the records for the two manifestations using field 776.

   • This approach provides the most accurate description of the situation.

   • If the original file is not publicly available, this approach may be misleading in discovery systems. Consider suppressing the original record from public display.