EJournals - Adding New Titles (MARCIt)

These are procedures for adding bib records and order records for new titles for electronic journals.

• Adding new open access ejournal titles (no bib in Aleph already) Acquisitions ERM staff will:
  • Activate title in SFX. (If title not in SFX, selectors can request original cataloging).

• Adding new electronic journal title to packages where payment is on master/package record and a MARCIt record exists in catalog for the new title or there is no bib record for the title. After title is activated at the vendor, Acquisitions ERM staff will:
  • Activate title in SFX.

• Adding new electronic journal title to packages where payment is on master/package record and a non-MARCIt bib exists in catalog. After title is activated at the vendor, Acquisitions ERM staff will:
  1. Activate the title in SFX
  2. Replace OCLC number with SFX id: syntax is UMSFXxxxxxxx (where XXX… is the SFX object ID) in existing bib 035 field, first indicator 9
  3. Remove any 866 holdings statements
  4. Move any needed public notes, e.g. Registration required, to SFX
  5. Note: after the MARCIt record loads and overwrites the bib, ILS staff will send lists of URLs to review for removal. Old URL should be removed.

• Adding new electronic journal title to package where payment is on master/package record and both a MARCIt and a non-MARCIt bib are in catalog. After title is activated at the vendor, Acquisitions ERM staff will:
  1. Activate the title in SFX.
  2. Move any order record(s) to MARCIt bib.
  3. Delete non-MARCIt bib and other attached records.

(small sets of titles where in the judgment of ERM personnel order records are needed to hold information for the individual titles)

• Adding new electronic journal title to packages where payment is on master/package record and no bib record for title exists in catalog. Acquisitions ERM staff will:
  1. Download a bib from OCLC. Replace OCLC number with SFX ID (syntax is UMSFXxxxxx where xxxxx is the SFX object ID for the title). Attach holdings and item records. Suppress the bib. (If no OCLC bib is available, key a brief bib with SFX ID in 035$9).
  2. Attach an order record listing package and host information date ordered and your initials.
  3. When access is activated at the vendor, activate title in SFX.

• Adding new electronic journal title to packages where payment is on master/package record and a MARCIt record exists in catalog for the new title. Acquisitions ERM staff will:
  1. Add an order record to the title referencing the package master order, adding host information.
  2. When access is available at the vendor, activate the title in SFX.

• Adding new electronic journal title to packages where payment is on master/package record and a non-MARCIt bib exists in catalog. After access is available at the vendor, Acquisitions ERM staff will:
  1. Activate the title in SFX.
  2. Replace OCLC number with SFX id in existing bib
  3. Remove 866 holdings statement(s) from holdings record.
  4. Move any public notes which need saving to SFX.
  5. Attach an order record listing package and host information
  6. Note: after the MARCIt record loads and overwrites the bib, ILS staff will send lists of URLs to review for removal. Old URL should be removed.

• Adding new electronic journal title to package where payment is on master/package record and both a MARCIt and a non-MARCIt bib are in catalog. Acquisitions ERM staff will:
  1. Move any order record(s) to MARCIt bib, add an order record pertaining to new access with package and host information.
  2. Delete non-MARCIt bib and its associated remaining attached records.
  3. Activate the title in SFX when access is available.

• If the title is not in the catalog, Acquisitions ERM staff will:
  1. Download record from OCLC or key brief bib if necessary. Edit bib to replace OCLC number with SFX ID (syntax is UMSFX…).
  2. Add order and other attached records to bib. Suppress bib.
  3. After access is available at the vendor, ERM staff will:
     • Activate title in SFX

• If the title is already in the catalog as a MARCIt record; ERM staff will:
  1. Add the order to the existing MARCIt record.
  2. After access is available at the vendor, activate the title in SFX.

• If the title is already in the catalog as a non-MARCIt bib; ERM staff will:
  1. Replace the OCLC number with the SFX-ID.
  2. Remove any 866 holdings statements from the holdings record.
  3. Add the order record.
  4. After access is enabled at the vendor, activate the title in SFX.
  5. Note: after the MARCIt record loads and overwrites the bib, ILS staff will send lists of URLs to review for removal. Old URL should be removed.

• If the title is already in the catalog both as a MARCIt bib and a non-MARCIt bib, ERM staff will:
  1. Move the attached order record(s) to the MARCIt bib. Delete the non-MARCIt bib. Add the new order record.
  2. When the title is activated at the vendor, activate the title in SFX.

• If the title is username/password access:
  1. Download a record from OCLC (or key) and replace the OCLC number with the SFXID as above.
  2. In the holdings record 856 link should go to the restricted page at http://silk.library.umass.edu/login?url=http://www.library.umass.edu/restricted/index.html . Subfield z should read UMass: Click through for login information.
  3. Email Christine Turner or submit web-help ticket to edit the restricted page to add username and password and link to the content.
  4. In SFX, remove the URL in the parse param and replace it with the URL of the restricted page http://www.library.umass.edu/restricted/index.html . Proxy the title. You can also place a note in the note field, with a link, but remember to add the proxy prefix to the URL in the note.
  5. Add the title with username and password to the wiki page Usernames and Passwords for Electronic Resources

Databases will continue to be cataloged as we have been, with cataloging copy being sent to Cataloging for review.

Primary contact: Scott Stangroom