back to top of DMSC
Here are guidelines for loading sets of records for electronic resources that your library subscribes to or buys on its own, outside of OhioLINK. Some publishers and vendors provide sets of bibliographic records for their e-resources, such as ebrary, JSTOR, and Serials Solutions.
These records require special attention if your library is loading such a set to its catalog. If you contribute these records to the Central Catalog, there are two important considerations:
(1) Control number: Field 001 is the primary match point for records in the Central Catalog. Make sure that the records have unique control numbers in 001, and not 035, for example. Also, make sure that the control numbers in 001 follow the standard format specified below.
(2) URL: Move URLs for local e-resources to 956, so that they display along with your institutional holdings. 956 information.
Or suppress: If you do not contribute these records to the Central Catalog, it doesn't matter how you process the control number and URL.
When loading records that have true OCLC numbers in field 001, you can contribute these records to the Central Catalog as usual (remember to put the URL in 956). Examples:
JSTOR: 45446918 NetLibrary: 247511373
All-numeric control number: Records with all-numeric numbers in 001, which look like OCLC numbers but are not real OCLC numbers, may erroneously match real OCLC numbers causing invalid record overlays.
If you are loading such records, either:
(a) suppress these records from the Central Catalog, or
(b) insert an agreed-upon alphabetic prefix or suffix and make sure that the prefix or suffix is retained after load to Central
You need to understand how your load program will work on these records. Many Innovative load programs strip all alphabetic prefixes from 001, leaving an all-numeric number that might conflict with an OCLC number. Most Innovative load programs retain alphabetic suffixes in 001.
If you load such records, be sure that the 001 field will load in the standard way shown in the table below. The point is to get everyone to use THE SAME format so that records for the same resource will merge in Central, and so they won’t accidentally merge with unrelated OCLC records. Everyone must use THE SAME PREFIX OR SUFFIX for each record set. Table of non-OCLC record sets and recommended 001 format.
Note that libraries that DO NOT want to contribute the records to Central can go on doing whatever they want, so long as the records are suppressed from Central.
In order for records from the same non-OCLC source to match up at Central and avoid duplicate records, DMSC recommends the following pre-processing on 001:
(1) Move the control number to field 001, if not already there (some vendors put control numbers into a field other than 001, such as 035).
(2) If the vendor uses an alphabetic prefix, insert the digit "1" before the prefix, so that your load program will not strip the prefix.
(3) If the vendor uses an alphabetic suffix, make sure that your loader retains the suffix.
(4) Move the URL to 956.
|Source||Vendor control number||001 for contribution to Central|
|ebrary||001: ebr10194157||001: 1ebr10194157|
|Eighteenth Century Collections Online||001: ESTCN10055||001: 1ESTCN10055|
|Gale Virtual Reference purchased outside of OhioLINK||001: gal0787693847||001: 1gal0787693847|
|LexisNexis U.S. Serials Set||001: cis2004000856||001: 1cis2004000856|
|ProQuest Nursing||001: 36687pro||001: 36687pro|
|Serials Solutions||035: (WaSeSS)ssj0000291||001: 1ssj0000291|
Remember that an alternative is to load these records locally but suppress them from Central.
Libraries with load profile training can manipulate their 001 fields as shown below. Libraries without load profile training can use the MarcEdit program to edit 001. Instructions to edit 001 field using MarcEdit program.
Table of non-OCLC Records
|Source||Vendor control number prefix /suffix||Convert prefix to|
|19th Century UK Periodicals (Gale)||galukp||1galukp|
|ACLS Humanities E-Books/History E-Book — pay-to-play resource||OhioLINK distributes OCLC records; do not contribute records supplied by ACLS|
|Adam Matthew Digital||AC||1ac|
|Alexander Street Press||asp plus various extra prefix characters, such as asps, and/or suffixes|| • prefix 1asp , 1asps, etc.
• make sure suffix is retained
|Ambrose Streaming Video||mfm is used in the 001 by the publisher, but this prefix is already in use for LearningExpress records||1ambrose|
|Ambrose Video — in OhioLINK collection||OhioLINK distributes OCLC records; do not contribute records supplied by Ambrose|
|Ambrose Video — local purchase, non-OhioLINK||ambrosevideo||1ambrosevideo|
|Cambridge Collection Online||BDZ, L, N, O, P, Q, R, S, U||1DBZ , etc.|
|Cambridge Collection Online||OCoLC||load like regular OCLC records|
|Digital Evans||no 001||suppress|
|Digital Loeb Classical Library||hup||1hup|
|Early American Imprints||aas||1aas|
|Early English Books Online||OCLC prefix plus "e" suffix||load like regular OCLC records and make sure suffix "e" is retained|
|EBSCO — in OhioLINK collection||Youngstown State loads these records to OhioLINK Central. We distribute records for local load; please suppress when locally loading.|
|EBSCO — local purchase, non-OhioLINK||ebs prefix and suffix||1ebs , and make sure suffix is retained|
|English Short Title Catalog / Eighteenth Century Collections Online||estc (plus various extra prefix characters)||1estc|
|Films on Demand||all numeric, but non-OCLC||suppress|
|Gale 17th and 18th Century Burney Collection Newspapers||galbcn||1galbcn|
|Gale Dictionary of Literary Biography||DLB||1DLB|
|Gale Learning Resource Center Periodicals||LRC||1LRC|
|Gale Literature Criticism Online||LCO||1LCO|
|Gale – Making of Modern Law: Primary Sources||GALEMOMLPS||1GALEMOMLPS|
|Gale – Making of Modern Law: Trials, 1620-1926||GALEHSTR||1GALEHSTR|
|Gale Something About the Author||gal||1gal|
|Gale Virtual Reference — in OhioLINK collection||OhioLINK distributes OCLC records; do not contribute records supplied by Gale|
|Gale Virtual Reference — local purchase, non-OhioLINK||gal or gvrl||1gal or 1gvrl|
|Gerritsen Collection of Women's History Online||gerrit||1gerrit|
|GPO’s Historic Shelf List||hsl||1hsl|
|Knowledge Unlatched (open access)||org.knowledgeunlatched.||1org.knowledgeunlatched.|
|Learning Express Library||mfm or lex||1mfm or 1lex; previous OhioLINK resource|
|LexisNexis U.S. Serial Set (now ProQuest)||cis||1cis|
|LWW Nursing and Health Professions Premier Collection (Journals @ Ovid)||no prefix; suffix s||make sure suffix "s" is retained|
|Making of America||moa||1moa|
|Making of the Modern World||momw||1momw|
|McGraw Hill Digital Engineering Library||CCN||1CCN|
|McNaughton Leased Collection||brd||1brd|
|MEMSO – Medieval and Early Modern Sources Online||suffix xb||make sure suffix "xb" is retained|
|Morgan & Claypool||various suffixes, e.g., cem004, ssm001, ant002|| • insert prefix 1morganclaypool
• retain suffix
|NBC Learn Higher Ed||NBCH||1NBCH|
|NBC Learn K-12||NBCK||1NBCK|
|Ohio Ebook Project|
|Oxford Reference — in OhioLINK collection||OhioLINK distributes OCLC records; do not contribute records supplied by Oxford|
|Oxford Reference — local purchase, non-OhioLINK||no prefix; suffix oxo, or numeric-only 001, or no 001|| • make sure suffix "oxo" is retained
• if numeric-only or no 001, suppress the records
|Oxford Scholarship Online — in OhioLINK collection||OhioLINK distributes OCLC records; do not contribute records supplied by Oxford|
|Oxford Scholarship Online — local purchase, non-OhioLINK||osouk||1osouk|
|Periodicals Archive Online (ProQuest)||pao||1pao|
|Project MUSE ebooks||muse plus ebook ISBN||1muse plus ebook ISBN
|ProQuest Congressional Digital Collection||cis||1cis; same prefix as ProQuest History Vault|
|ProQuest Dissertations and Theses||pqdt||1pqdt|
|ProQuest History Vault||cis||1cis; same prefix as ProQuest U.S. Serial Set|
|ProQuest Nursing||no prefix; suffix pro||make sure suffix "pro" is retained|
|ProQuest U.S. Serial Set (was LexisNexis)||cis||1cis|
|Readex Serial Set||densset||1densset|
|Rittenhouse R2 digital library|| • if no 001 exists, leave it empty
• if 001 exists, add prefix 1R2
|Sabin (Gale)||ctrg or tgps with assorted suffixes||1ctrg or 1tgps , and make sure suffix is retained|
|Serials Solutions (full record)||ssj||1ssj|
|Serials Solutions (brief record)||ssib||1ssib|
If you have a record set that does not appear in the table, please contact Emily Flynn email@example.com, so we can add it to the table.