Mark Scharff, Washington University in St. Louis MOUG Annual Meeting 2011, Philadelphia, PA.

NUTS AND BOLTS ABOUT ELECTRONS : CATALOGING ELECTRONIC THESES AND DISSERTATIONS

Mark Scharff, Washington University in St. LouisMOUG Annual Meeting 2011, Philadelphia, PA

SCOPE

What are ETD’s? How do they differ from analog

counterparts? How are they described?

WHAT ARE ETD’S?

Textual (including music)—two possibilities Submitted as a print document and

subsequently digitized Submitted as an electronic document

Audio/visual Submitted in analog formats and

subsequently digitized Submitted as digital files Present as illustrative material

ETD VS. ANALOG DOCUMENT

May include embedded links to other online documents, spreadsheets, videos, programs

Access may be greater, or restricted by different means

FOCUS AND ASSUMPTIONS FOR TODAY “Born-digital” ETDs are on the agenda The electronic document is an remote

online resource. Separate record for electronic version,

not a “one-record approach” Will not deal with cataloging analog

version (much)

CONSIDERATIONS AND DECISIONS

How are the files received? Where do files reside? What if any metadata is present there?

Who created it? Does the student provide metadata? Is

it harvestable? Will the cataloger be involved in

creating non-MARC cataloging?

TEXTUAL DOCUMENTS—FIXED FIELDS Type (Leader/06)—code for

predominant intellectual content, as published resource.

Fixed field Form (008/23) s = generic code for electronic resources o = code for online resource

TEXTUAL DOCUMENTS—FIXED FIELDS 006—add to bring out computer file

attributes and attributes of any accompanying material

007—add if desired to bring out attributes of computer file or of accompanying material. Provider-neutral guidelines—1st 2 bytes mandatory

TEXTUAL DOCUMENTS—VARIABLE FIELDS 245--$h [electronic resource] 260—mileage varies

Date only ($c)—analogous to print “[S.l. : s.n., date]”—published item with

unknown details—Provider-neutral guidelines

Robert Bremer (OCLC)—regard university or department as the publisher.

TEXTUAL DOCUMENTS—FIXED FIELDS

300—variety of approaches here, too Purely digital description—AACR2 9.5

1 electronic text (1 file : 240,000 bytes) Purely in analog terms, minus $c

ix, 256 p. : ill. Hybrid approach (Provider-neutral)

1 online resource (ix, 256 p. : ill.)

TEXTUAL DOCUMENTS—VARIABLE FIELDS Notes

Source of title (500) Dissertation note (502) Restrictions on access (506)—generally

local Type of computer file (516)—for unusual

stuff

TEXTUAL DOCUMENTS—VARIABLE FIELDS More Notes

Additional physical form (530) Only if you’re concerned with an analog copy Provider-neutral guidelines—use 776 field

instead System details note (538)—only if access is

other than WWW Abstract (520)

TEXTUAL DOCUMENTS—VARIABLE FIELDS Main entry (1XX)—nothing unusual Subject headings (6XX)—for intellectual

content; no standardized genre/form headings to add, but local practice might call for them

Added entries (7XX)—may wish to give one for the publisher (university or department)

NONTEXTUAL DOCUMENTS

Supplementary material to text If described as part of main thesis, may

call for additional 007 fields and some additional information in notes.

Musical scores As remote electronic resources, they are

considered published (Type “c”) May include other sorts of files (e.g.

composition for electronics and orchestra)

NONTEXTUAL DOCUMENTS

Videorecordings Example: OCLC #688159417 (though

cataloged as text with video as supplementary material, from 2010)

Example: OCLC #69020881 (also text with video supplement, from 2006)

Sound files No examples found where sound file was

principal element

WU WORKFLOW

Guidelines for students submitting ETDs (http://library.wustl.edu/services/thesisguidelines.html)

Students submit to WU (theses) or to ProQuest (dissertations) Submission instructions require student to

login with WUSTL Key (one-stop username and password)

WU WORKFLOW

Theses go directly to the WU ETD Repository (part of the Digital Library)

Dissertations go to UMI, who sends them back to WU for ingest into the repository

Metadata is created within the digital library using Oxygen and MARCEdit, then sent to the cataloging unit

WU WORKFLOW

The records are loaded into an OCLC Connexion local save file

Constant data is applied to records one by one

Records are manually edited for content, capitalization, punctuation, filing indicators, added entries

Records are contributed to OCLC at Level K (WU does not assign subject headings to theses and dissertations except for music)

SOME RESOURCES (IN NO PARTICULAR ORDER)

http://platinum.ohiolink.edu/dms/catstandards/etd.pdf OhioLINK standard, dating from 2007

http://www.libs.uga.edu/catalog/etd_summary.pdf U. of Georgia policy which seems to presume that

EDTs will all be reproductions http://

scholar.lib.vt.edu/theses/GailsCCQarticle.html Publicly available copy of 1995 article by Gail McMillan

on ETD cataloging at Uva and Va. Tech

SOME MORE RESOURCES

http://www.libraries.psu.edu/psul/cataloging/catref/eresources/etd.html#geninfo Penn State U guidelines

http://www.digital-scholarship.org/etdb/ ETD bibliography, dated Nov. 2010

http://www.oclc.org/bibformats/en/specialcataloging/default.shtm

OCLC guidelines for ETD, sort of

SOME MORE RESOURCES

http://www.ndltd.org/standards/metadata/etd-ms-v1.00-rev2.html Latest NDLTD (Networked Digital Library of

Theses and Dissertations) guidelines http://www.loc.gov/catdir/pcc/bibco/PN-

Guide.pdf PCC’s guidelines for provider-neutral

bibliographic records for electronic resources