Procedures for Cataloging Monographs with Restricted Web Components
Department: Technical Services, Collection Development
Purpose: Monographs with restricted web components often incur additional costs and need special review and handling. This procedure describes our workflow for that review.
Overview: More and more monographs have web components that supplement the text. When the web site is open, all that needs to be done is add a note to the bibliographic record with the URL. However, sometimes access to the web component is restricted. This is of special concern when there is a fee charged to access the web site. This situations require review to insure that we can provide appropriate access to what we have purchased, but not incur additional costs. This procedure explains our review process.
Required Knowledge/Skills:
TS staff: ability to recognize documentation indicating a restricted web component; knowledge of the library liaison structure.
Library liaisons: ability to understand documentation regarding restricted web components.
Equipment/Supplies:
Procedure
1. TS Staff. When you see documentation regarding a restricted web component to the title you are cataloging:
a. Look for a password in the documentation. If found, put the password in a note in the item record. That will protect the password from getting lost or deleted.
b. Write the call number for the monograph on the title page or first page of the documentation.
c. Check the order record for the initials of the librarian who ordered the book. Give the documentation to that librarian. If there are no selector initials in the order record, give the documentation to the librarian responsible for the appropriate
subject area.
2. Library liasions: Review the documentation to determine the best thing to do.
a. If access is limited to one individual, determine who that individual will be and give them the documentation. If you are that person, consider scanning the documentation and saving an electronic backup copy.
b. If access is more open, consult with the Electronic Resources Librarian to best determine how to provide access.
c. If you want access information stored in the bibliographic record and/or documentation processed for the collection consult with a Technical Services librarian.