University at Buffalo Libraries

Single vs. Separate Records

When the Libraries hold both print and Internet resources for the same title, Law's general policy is to treat the Internet resource as an added copy on the print bibliographic record. Other units (such as CTS) may opt instead to create a separate bibliographic record for the Internet resource. For such titles that are held by Law and another unit:

• If a separate electronic/online bibliographic record is already present in Aleph, nothing more needs to be done. Simply catalog Law's copy of the print.
• If there is not a separate electronic/online bibliographic record in Aleph, catalog Law's copy of the print and treat Internet resource as added copy on the print record.

Examples of electronic/print pairs of bib records include: 2430606/2426093; 2430593/2424839.
Examples of print records with added Internet copy include: 2842151; 2862224 (or search OPAC).

• For Acquisitions staff only: When you have completed the above procedure, send print monographs or serials through for cataloging as usual.

General Rules for Internet Resources

1. Create bibliographic record for Internet Resource alone or add copy to existing print record according guidelines for Single or Separate Records.
   
2. In bibliographic record:
1. Delete any 530 field.
2. Add a 538 field formatted as follows:
   538: : Mode of access: Internet.
   Mode of access for websites is always "Internet"
3. No period at the end of the 856 field.
   If you are editing a record that already contains an 856 field, make sure you remove subfield 2 "|2 http" or any subfield z "|z Adobe Acrobat reader required"
3. Do not create Item record for Internet Resources
4. Do create Holdings record for Internet Resources for the appropriate Collection Code for BUFON sublibrary
5. Follow additional instructions for Internet Resource Alone, Printout of Internet Resource, or Internet Resource as Added Copy to Print.

For Internet Resource Alone

• Code 856 with 2nd indicator 0: 856:40 (links to the resource being cataloged)
• Count on stat slip as 1T (1 title) only; neither volumes nor call numbers are noted.
• Holdings example:
  Click to view larger
  

For Printout of Internet Resource

• The addition of Printouts for Internet Resources to the Law Library collections may be requested per collection development guidelines.
• Reference will provide the printout on archival quality paper to Cataloging. Cataloging will velobind printout during end processing.
• Catalog Internet Resource as usual -- Do not catalog for printout at all in bibliographic record
• Create item & holding record for printout and assign call number
• Add note to printout holdings: 852 |x printout
• Count on stat slip as 1T, 1V (or as appropriate), with call number assigned to printout noted.
• Holdings example:
  Click to view larger
  

For Internet Resource as Added Copy to Print

• Code 856 with 2nd indicator 1 : 856:41 (links to different version of the resource being cataloged)
  May add multiple 856:41 fields to provide links to different versions, such as PDF, ASCII, HTML, etc. If more than one version is added, use |z to note version, ex:
  856:41 : |z ASCII version: |u http://www.ncjrs.org/txtfiles/163061.txt
  856:41 : |z PDF version: |u http://www.ncjrs.org/pdffiles/163061.pdf
  856:41 : |z HTML version: |u http://www.ncjrs.org/163061.html
• Holdings example:
  Click to view larger
  

Collection Codes for BUFON sublibrary

The sublibrary (holdings field 852 |b) for all Internet and Electronic resources is BUFON

Different Collection Codes (holdings field 852 |c) are used to specify the type of Electronic Resource.

AUDIO Streaming audio

Use AUDIO for purchased and freely-accessible streaming video. If also received in physical format, catalog on separate records.

852 1st indicator:	blank
852 subfield b:	BUFON
852 subfield c:	AUDIO
852 subfield h:	blank

EBK Electronic books

Use for purchased and freely accessible e-books. Also use for online versions of government document monographs

FOR LAW: Used for Internet resources as Added Copies on Monographic Records.

852 1st indicator:	8
852 subfield b:	BUFON
852 subfield c:	EBK
852 subfield h:	in [name of product, series title, etc.]
If there is no product name or series title, leave the 852 1st indicator and the 852 subfield h blank
If the book is a government document with a documents classification *
852 1st indicator:	[3 for US and CAN; 8 for NYS]
852 subfield k:	US, NY, or CAN
851 subfields h and i:	document classification
* not used by Law except for records shared with other units

EJNL Electronic journal

Use for purchased and freely accessible e-journals. Also use for online versions of government document periodicals and serials

FOR LAW: typically created by EPMD

852 1st indicator:	8
852 subfield b:	BUFON
852 subfield c:	EJNL
852 subfield h:	Electronic journal [name of product, journal package, etc.]
Use only Electronic journal if there is no product name or journal package
If the periodical or serial is a government document with a documents classification*
852 1st indicator:	[3 for US and CAN; 8 for NYS]
852 subfield k:	US, NY, or CAN
851 subfields h and i:	document classification
* not used by Law except for records shared with other units

ONL BISON databases

Use ONL for databases in the Databases by Title list. Individual publications, such as Wall Street journal or Buffalo news are not databases.

852 1st indicator:	blank
852 subfield b:	BUFON
852 subfield c:	ONL
852 subfield h:	blank

INT Internet resources

Use INT for websites and other Internet resources other than electronic books, electronic journals, and databases listed in Databases by Title. Also use for government resources other than electronic monographs and serials.

FOR LAW: used for Internet Resources cataloged alone (i.e. not as added copy) unless Electronic book resource

852 1st indicator:	blank
852 subfield b:	BUFON
852 subfield c:	INT
852 subfield h:	blank

VIDEO Streaming video

Use VIDEO for purchased and freely-accessible streaming video. If also received in physical format such as DVD video, catalog on separate records.

852 1st indicator:	blank
852 subfield b:	BUFON
852 subfield c:	VIDEO
852 subfield h:	blank

Method of Access in Holdings

In order to obtain accurate statistics, the Method of Access code in the 008 in the holdings record must be properly coded.

The following codes are acceptable.

d	Depository (use for all government documents or government websites)
f	Freely accessible
n	Non-library purchase
p	Purchase
Note: g Gift g is a valid code only when access to an priced electronic is provided as a gift by a donor.