MARC Cataloging Local Practices - smith-special-collections/sc-documentation GitHub Wiki

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General Guidelines

When Material Has Been Digitized

• If an item from Smith College Special Collections that has a MARC record has been digitized and ingested to Compass, add an "Electronic Access" field to the holdings record with the url, like so:

  • URL relationship: Version of resource
  • URI: [Link to item]
  • Link text: Connect to digital version

• If an item from Smith College Special Collections that has a MARC record has been digitized and added to Google drive, check the permissions on the item.

  • If it can be made publicly available, add an Action Note and an Electronic Access field to the holdings record, like so:

    • Action Note: digitized
    • Electronic access:
      • URL relationship: Version of resource
      • URI: [Link to item]
      • Link text: Connect to digital version

  • If it can not be made publicly available, add an Action Note and an Electronic Access field to the holdings record, like so:

    • Action Note: Digitized. Contact [email protected] for access to digital copies.
    • Electronic access:
      • URL relationship: Version of resource
      • URI: [Link to GDrive folder]
      • Link text: Google Drive folder containing item

Note that this is contrary to Five Colleges practice. In Five Colleges practice, a new MARC record would be created for the item as an electronic resource. However, from an archival perspective digitized archival material does not represent a new and distinct resource but instead is a digital surrogate of the existing resource. Therefore, Smith College Special Collections has elected to use the 856 with the second indicator 1 to clarify that the digital surrogate is a version of the existing resource.

MRBC Guidelines

See the MRBC Local Cataloging Guidelines