Creation of Level 3 Records for eResource Cataloging

Overview

This page describes what to do when there is no vendor record and no OCLC record for an electronic resource, however, there is content to which access may be provided.

Serials

More often than not, you'll be on this page while dealing with a serials. Serial records rarely have vendor records. If no OCLC record is available, you'll create a level 3 record in OCLC, pull the record into shared bib, and periodically check on the OCLC record to see if the level 3 record in the catalog can be replaced. By providing the basic level 3 record, people using the library will be able to click through the links to the content.

Creating a Level 3 Record

In OCLC, start with a new template. Cataloging > Create > Single Record > Continuing Resources (ctrl+shift+L)

For any of these fields, you can look at the OCLC Bibformats information for defining the fields. This page will only provide a template for a quick basic level 3 record.

Fixed Fields

Validate the record as you would normally, add holdings as you would normally

Marking Provisional in Aleph (if not Level 3)

The following attributes will need to be on the record once it is loaded into Aleph as a provisional:

• • 590 should equal PROVISIONAL

  • holding record should have a TKR "(FBoU)Provisional"

  • Title's text should be in all capitals

Monitoring Level 3 Records

To monitor the OCLC Records that have been entered as encoding level 3, we receive a weekly file with all of the OCLC Records that meet the criteria of being owned by FAU and having Encoding Level 3. This is called the "Level3 Encoding" Collection in the WorldShare Knowledge Base (link). Once the file is delivered, download it and export the MARC data to a text file using MarcEdit. Export the fields:

• • 001

  • 035$a

  • 035$z

  • 245$a

Then, open the Google Sheet, Encoding Level 3, and paste the values from the text file onto the "Current" tab in C5. Make sure that the formula in column B is filled all the way down. Then check for any FALSE values in the "Prior" tab. This would indicate that the record was encoded at level 3 but has since been improved. We would want to consider overlaying that record in Aleph.

After making the determination, also check the Prior spreadsheet to see if there are any "new" encoded 3 values. There shouldn't be. Be sure to remove the records that are no longer available and update the date.

Record the summary in the notes tab.

Notes

To retrieve records through the MarcEdit Z39.50 client batch mode by OCLC number use @attr 1=12 as the custom search. The txt file should not include the (OCLC) string.