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Webcats Procedure: Adding Free Web records to the Catalog
"Webcats" is Tech Services parlance for resources that have URLs that can be accessed freely on the web and that, once cataloged, receive no further maintenance. In other words, the resource at the URL will be cataloged once, with no on-going cataloging work performed, as is true for standing orders. New articles on an already-cataloged blog or new episodes of a podcast cataloged as a collection are the kinds of incremental new content that are out-of-scope for this procedure. Per discussions when establishing this procedure, discrete items of these kinds will be tracked, selected and submitted separately by Selectors.
- Selector creates an “order” by completing and submitting the form found at http://bibtrack.lib.msu.edu/. Submitting this form will send the request to: firstname.lastname@example.org. The form will provide space to include the URL, as it should appear in the catalog, a title as apparent to someone viewing the record, the HTML tag title, their initials, and a fund code.
- Acquisitions staff will work from the forms delivered to the “ecatrequest” mailbox by logging in on the staff interface, searching for the type of records they want to work on, clicking on the ticket number, and cutting and pasting from the information supplied by the selector. Separate bib and order templates will be used to supply constant data. Both templates are named "wburl". There must be a minimum of a title and URL for each bib record created.
- Acquisitions staff will not search the orders for duplication or any add process. There will be no search for SkyRiver copy at the order point.
- After Acquisitions staff complete an entry in the catalog, they will right click on URL they have added and then “Open URL” to make sure the URL works. They will review the URL for accuracy. If the URL works, the results will be reviewed to make sure that the title given by the selector nominally matches the result they obtained by using the URL and mark the form in the “ecatrequest” file as “complete.” If it does not, the order is returned to the selector after suppressing the bib record with a suppression code 'n' and adding a note “[today’s date] Returned to selector”, [inputters initials] in the note field of the order record. The “ecatrequest” form will be marked with the appropriate error status and email the selector reporting the problem.
- The Selector will respond to returned items via the “ecatrequest” form. Acquisitions will correct and unsuppress the bib record and if everything is now correct, mark the “ecatrequest” form “complete.”
- The cataloger will search in the "o" control number index for “Webcat” and get a list of titles to catalog. Click this for a list of specific cataloging procedures for different kinds of e-resources.
- If a URL breaks after input and before cataloging, the cataloger will add a suppression code "n" in the bib record, change the 001 to "Webcat problem" and add a 590 note explaining the problem. They will also send an email to the selector listed in the order record requesting a new URL and copy Acquisitions staff responsible for webcats. Acquistions staff will locate the original Bibtrack request and change the status from "complete" to the applicable status.
- Any titles that cannot be cataloged will be marked “Webcat problem” in the 001 field to allow these records to be assigned as a separate workflow.
- Occasionally, a duplicate Webcat record will be entered. Duplicate bib and order records will be reported to the Head of Acquisitions to be removed.
- Since all records are online, we will be able to identify them via the 001 field and through create lists so that any that are not cataloged through this procedure can be identified and can be researched in SkyRiver periodically.