Use of the 956 marc tag: The 856 Task Force recommends that the libraries continue to use the 856 field for urls that are not locally loaded. For resources loaded on a local server, the 956 field should be used




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Memo: SIRSI OPAC Working Group, SIRSI OPAC Advisory Group, SIRSI Acquisitions Working Group, SIRSI Cataloging Working Group, IO Cataloging Congress

From: 856 Task Force (Ann Bristow, Jacqueline Byrd, James Castrataro, Gary Charbonneau, Mechael Charbonneau, Rosanne Cordell, Emma Dederick-Colon, Jon Dunn, Joseph Harmon, Harriette Hemmasi, Pamela Owens, Kevin Petsche, Mary Popp (chair), Pamela Sandstrom)

Subject: Recommendation for notes in 856 fields in IUCAT

Date: July 18, 2001


One of the charges given to the 856 Task Force was to develop a recommendation for the way that the 856 field was to display to users of the web catalog, particularly looking at notes to explain who has access to the resource. The recommendations from our June 29th meeting and subsequent email discussions appear below and will be discussed at the joint OPAC Advisory Group/IO Cataloging Congress meeting on July 23, 2001.
Use of the 956 MARC Tag:
The 856 Task Force recommends that the libraries continue to use the 856 field for URLs that are not locally loaded. For resources loaded on a local server, the 956 field should be used.
Policy on Subfields for 856 and 956:
Order of Subfields

a

u



z (may be repeated)

3
Although the Cataloging Congress recommended at its May meeting that the name of the campus/library be placed in the |z subfield, following national cataloging standards, the 856 group believes that the |a subfield should be used instead. Use of the |a subfield is non-standard. As a result, it will be easier for technical services staff to remember. In addition, it will be relatively easy to map to another MARC tag should we migrate to a different system. We believe that punctuation to surround the |a and |z subfields will increase the ability of users to decipher the notes. We are already displaying parentheses around the z subfield. We recommend use of square brackets [ ] around the names of the libraries. Since we can choose only one set of punctuation for a subfield, it is necessary to use different subfields for the name of the campus/library and for other notes.


Punctuation

Each |a will be surrounded by square brackets [ ]


Each |z will be surrounded by parentheses ( )
Elements and Layout of 856 and 956 Fields

The 856 Task Force recommends the following policy for use of subfields in the 856 and 956 MARC tags in the bibliographic record. Please note that the policy requires local discussion and local decisions about whether these will be used.


|a -- name of campus (unless restricted to a specific library)

REQUIRED (unless owned by all libraries)
|a displays in the web catalog in square brackets [ ]
Most license agreements for subscription databases are negotiated to provide access to the database from all IP addresses on a campus. The name of the campus, in natural language, is to be listed in |a, except in the rare cases when a subscription is limited to use within a single library.

Action needed: The libraries on the Indianapolis campus must decide on the way the name of the campus will be listed in the 856 field. There is some feeling that IUPUI should be used. The School of Medicine Library also would like to discuss the need to include a special listing for the Medicine Library in the 856 field, because of the large number of their users (40%) who are located off the IUPUI campus.
When all libraries have access to a web-based resource, |a will not be used.
When multiple (but not all) campuses/libraries have access to a web-based resource, the names of each campus are to be included in |a separated by a comma (,).
|u -- URL

REQUIRED
|z -- restrictions on access

LOCAL DECISION -- BUT STRONGLY RECOMMENDED

Examples:



Off-campus use requires IUB Network ID.

Available in the library only.

Available only in buildings on the South Bend campus.

User ID and password required. Ask staff.

Available in Life Sciences Library only.
|z displays in the web catalog in parentheses ( ).
|z -- notes about navigation

LOCAL DECISION

Examples:



Click on "View by journal title."

Choose RLIN/Eureka from menu; click on "Change files"; then select "FRANCIS."

|z displays in the web catalog in parentheses ( ).


|z -- notes about needed software

LOCAL DECISION

Example:


Requires Adobe Acrobat software.
|z displays in the web catalog in parentheses ( ).
|3 -- notes about coverage

LOCAL DECISION -- BUT IMPORTANT

Examples:



Current 5 years.

Latest year only.
The entire 856 or 956 field, including ALL subfields (a, u, z, 3) displays in the web catalog in blue print and underlined. One can click anywhere in the 856/956 field to activate the link.
Number of 856 Fields in a Bibliographic Record:
When multiple (but not all) campuses/libraries have access to a web-based resource, a single 856 field will be used. The names of each campus are to be included in |a separated by a comma (,).

For example,



|a Bloomington, Columbus, Indianapolis, Kokomo
In the Webcat, it would appear as:

[Bloomington, Columbus, Indianapolis, Kokomo]
The cataloging library should create a separate 856 field if one or more of these campuses adds a note (concerning access, coverage, required software, etc.) to the 856 field that will not also apply to the other campuses/libraries with access to the URL.

Placement and Label for 856 and 956 in Web Catalog:
The 856 Task Force recommends that the OPAC Working Group and its Screen Design Subcommittee consider whether to move the URL to the top of the record, immediately after the title. An increasing number of bibliographic records in IUCAT include both the paper and the electronic copy on one record. Moving the URL to the title area may make it more prominent and easier for users to find electronic access.
In addition, the 856 Task Force recommends that the OPAC Working Group and its Screen Design Subcommittee research alternative labels for the URL, such as "online access" or "online version," and conduct usability tests to determine whether these will be better understood by users.
Style Manual and Guidelines:
Action item: The 856 Task Force recommends that a subcommittee of the IO Cataloging Congress, the OPAC Advisory Group, and the Acquisitions Congress be appointed to develop a procedural document and style manual to assist acquisitions and cataloging staff in standardizing the wording of notes in 856/956 fields.
Samples
Sample 1: Government publication cataloged in Bloomington but available to all
URL: http://purl.access.gop.gov/GP/LPS1631
Sample 2: Available on 3 campuses. Different notes for each library
URL: [Bloomington] http://www.sciencedirect.com/science/journal/13890344 Current

year only

URL: [Kokomo] http://www.sciencedirect.com/science/journal/13890344 (In-library



use only) Current year only

URL: [South Bend] http://www.sciencedirect.com/science/journal/13890344 (Requires



Adobe Acrobat) Current year only
Sample 3: Title in several locations. One of the locations has only one section of the resource. URLs differ in each location.
URL: [Bloomington] http://www.annualreviews.org/

URL: [Northwest] http://arjournals.annualreviews.org/socialhome.dtl (Social Sciences



only)
Sample 4: Title in multiple locations with same URL and same instructions for access
URL: [Bloomington, Kokomo, Northwest, Richmond, South Bend, Southeast]

http://emeraldinsight.com/fulltext (Click on "Enter Emerald Fulltext")
Sample 5: Title in multiple locations with same URL and same coverage.
URL: Bloomington, Northwest, South Bend, Southeast: http://www.jstor.org/ Five-

year moving wall
Sample 6: 956 Field and Access note about network ID
URL: [Bloomington] http://www.indiana.edu%7Elibfind/umi/ (Off campus use requires

IUB Network ID)
Sample 7: Extensive information on coverage and access. Two |z notes
URL: [Bloomington] http://www.sciencedirect.com/web-editions (Click on "go to

journals;" then select desired journal title) (Off campus use requires IUB Network ID) Current 12 months only.
Sample 8: Title available in only one Bloomington library, rather than being available to the entire campus as most titles are. (Similar situations will occur with professional schools in Indianapolis)
URL: [Bloomington Fine Arts] http://www.chin.gc.ca/ (Available in Fine Arts Library

only. ID and password required. Ask staff.)
Sample 9: Software that must be downloaded
URL: [Bloomington, Northwest, South Bend, Southeast]

http://www.indiana.edu/%7Elibchem/findchem.html#downloads

(Requires Scifinder Scholar software)

Final copy 7-18-01 3:00 pm







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