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annual meeting

ONLINE QUALITY COMMITTEE REPORT
WYLDCAT Members Business Meeting
June 16, 2011

The Online Quality Committee considered the following issues during the past year:

Location/Item Type/Item Category policies
Electronic Records
5XX fields

We offer recommendations for changes to the WYLD Database Guidelines on the first two topics and a link to our discussion on the third.

Location/Item Type/Item Category policies

Current (2005) guideline:
Review locations, item types, item categories, and other relevant issues annually or in conjunction with a major software upgrade. Libraries should use the Request New Location/Item Type/Item Category form found on the OQC webpage.

Recommended Change:
Review locations, item types, item categories, and other relevant issues annually or in conjunction with a major software upgrade. Libraries should contact the WYLD office to request new Location/Item Type/Item Category policies.

Electronic Records

Current (2005) Guidelines
2.4.11 Electronic Records
Because of licensing agreements some databases require a unique logon for each library to access the website. These logons are contained in the 856 tag (for electronic location and access) on the bibliographic record for that electronic resource.
Do not create a duplicate bibliographic record for these electronic resources. Libraries should use a single bibliographic record and add a MARC holdings record with an 856 tag for their unique access information and an 866 tag for their unique textual holdings information. Because of the nature of these records they are less likely to be merged as monographic records are merged. Refer to serials technotes for information on creating a MARC holdings record.

Recommended Change:
2.4.11 Electronic Records
Electronic records in the WYLD bibliographic database are imported from different sources and may provide access to online resources differently. If access to the resource is open to everyone, the URL is in the 856 tag of the bibliographic record. The owning library is WYLD and the home location is INTERNET. Examples of records in which the link appears in the 856 tag are those records from Ebsco, the Gutenberg collection, and those from NetLibrary. In the records from Ebsco, the link that appears in the subfield z of the 856 tag states: Available on EBSCOhost. Because access to the resources from the Gutenberg collection and from NetLibrary is different, the phrase in the subfield z of the 856 tag reflects that: Click this link to download.
Because of licensing agreements some databases require a unique link for each library to access the website. These links are contained in the 956 tag (for electronic location and access) on the bibliographic record for that electronic resource. Example records for these are the Gale Virtual Reference Library and Oxford Reference Online Premium. Bibliographic records for these resources contain the statement of availability in a separate 956 tag for each library providing access. In these records the subfield z of each 956 tag contains the library's name. These bibliographic records also have default item records with an owning library for each library allowing access. The home location is INTERNET.
Often there is overlap in some of these resource titles so records may appear as duplicates in WYLD. One must look closely at the bibliographic record and the holdings record to determine duplication. Because of the way these records provide access to the electronic resource, they should not be merged. Libraries should not link holdings for print versions of the title to these records for electronic resources because when the records are updated through batch loading the print holding could disappear.
Individual access to a licensed/subscription electronic resource should be added in an 856 in the Marc holding statement.

2.4.11A More About the 856 Tag
a) The 856 tag appears on many records for print items as well. These 856 tags have links to information related to the work. Some common ones are: Table of contents; Contributor biographical information; Publisher description; Sample text; Cover display. These 856 tags may be deleted. (Be sure when deleting these tags that the entire tag line is removed, not just the text within the tag.) In WYLD, the link in the 856 tag should take the user to an online version of the material presented in the bibliographic record. If the link in the 856 tag is one described above or is one that points the user to unexpected or misleading results, it should be removed from the bibliographic record. Links in 856 tags should be tested to confirm their validity and removed or corrected if the link is broken.
b) A subfield z should be added to the 856 tag that is being retained. The text in subfield z displays as the link in WYLDCAT instead of the URL itself. For this reason standardized language should be used in the subfield z whenever possible. The recommended phrasing is: Online access.

Respectfully submitted,

Meghan Kelly, OQC chair (Region 5)
Amy Cahill - Region 1
Diane Martin - Region 2
Nancy Jennings - Region 3
Susan Stanton - Region 4
Cindy Moore - Region 6
Martha Hanscom - UW Liaison
Desiree Saunders - WSL Liaison
Bobbi Thorpe - WSL Liaison

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