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POLICY FOR DECISIONS REGARDING ADDING PORTFOLIOS TO MARC RECORDS FOR PRINT MONOGRAPH & EBOOK MATERIALS

POLICY FOR DECISIONS REGARDING ADDING PORTFOLIOS TO MARC RECORDS FOR PRINT MONOGRAPH & EBOOK MATERIALS

Aug 25, 2022


POLICY FOR DECISIONS REGARDING ADDING PORTFOLIOS TO MARC RECORDS FOR PHYSICAL/PRINT MATERIALS

NOTE: elf1, elf2, elf3, elf4 terminology was Voyager-specific and therefore obsolete; we no longer use these locations.  Please do not add these terms to any records in Alma.

In Alma, we use portfolios for electronic resources instead of holdings records.  

Should we be adding electronic portfolios to print records? No.

ONLY add an electronic portfolio to a print MARC record in Alma if you are adding a new bibliographic record where the full text is in DSpace or DPUL (the URL includes arks.princeton.edu and has “dsp” in it).  

No portfolios for figgy (arks.princeton.edu), or libweb (NOTE: libweb is actually non-functioning & obsolete)

If you have a “normal” print book and the MARC record you find in OCLC, or provided by the vendor, or other copy cataloging, has an 856 tag, you should not be creating an electronic portfolio, and you should be running the BIB-Norm Rule at the end of cataloging. which moves any 856 tag to a 956 tag.  Why? Because the 956 tag is not visible on the online catalog (but the 856 tag is).  

If the cataloger cataloging the print item is notified that we have electronic Full Text access (either notified by the vendor or stating so in the MARC record), they should contact esupport@princeton.edu for SeERS staff to confirm full text electronic access, and SeERS staff will create a catalog record for the electronic version of the title in Alma.

 

POLICY FOR DECISIONS REGARDING ADDING PORTFOLIOS TO MARC RECORDS FOR ELECTRONIC MONOGRAPH (EBOOK) MATERIALS (NON-PHYSICAL/NON-PRINT)

When do we add portfolios to electronic records?

POLICY:

  • Add a portfolio to any electronic resource that we have full-text access to, and remove the 856 link from the record.
  • Exception: Currently only Figgy records do not have portfolios.  Retain the 856 tag for Figgy items.

Records that are bulk-loaded will have a normalization rule that will move the 856 link to a 956 field.

BIB-Norm, which should be run at the end of all cataloging, will move the 856 to a 956 (for all bibs except those that have ark 856s).


Questions?  Please feel free to ask Kevin Connell, E-Resources Technology Specialist.