Recommendation

In response to its charge to provide guidance and coordination in the review of issues surrounding the process of moving from Harvard’s current Single Record Approach to a Multiple Record Approach, the Multiple Record Implementation Task Group recommends that Harvard Library continue to use a single record approach for describing locally reformatted materials while we remain in a MARC-based cataloging environment.  

Digital Reproductions

NET and RDM Holdings

In order to provide consistent metadata for these materials, please consult the NET Holdings for Locally Digitized Materials for further guidance. There you will find guidance and information about Alma templates to assist in cataloging.

Life cycle of a locally digitized (non-tangible) item

Although Harvard attatches the locally digitized item to our print holdings,  that NET holdings is associated in OCLC with a provider neutral record for digital formats.

Local (Alma) Records

NET holdings representing the digitized file are attached to the bibliographic record of Harvard's print version.

OCLC Connexion

NET holdings are sent out to OCLC via Data Sync: these holdings are placed on a provider neutral record for that manifestation, and will usually include the 533 with our reproduction information.  

Please note the following:

• • Catalogers should NOT manually associate our digitized version to a record in OCLC.  This association happens via Data Sync processes. 
  • Changes to the 007 made subsequent to the Data Sync process should be made both in OCLC and the Alma holdings record, as this change will not be automatically transferred to the OCLC bibliographic record.

Relationship with commercially produced digital reproductions

Please note that Harvard often has access to both a locally produced and commercially produced digital reproduction of the same manifestation.  If our locally digitized object is associated with the provider neutral record in OCLC used by a vendor providing us with access via a Community Zone record, we may see our local Harvard reproduction information on this Community Zone record as well, even though it almost always represents a different item of the same manifestation. 

Example:

MMS ID 99154275677803941: Validity of slave marriages / opinion by James B. Bradwell, probate judge

This is a Community Zone record associated with an OCLC provider neutral record that represents all digitized versions of this manifestation

        OCLC number: 905662001

Please note the presence of the following 533: Electronic reproduction. $b Cambridge, Mass. : $c Harvard College Library Digital Imaging Group, $d 2021. $f (Slavery, Abolition, Emancipation, and Freedom: Primary Sources from Houghton Library). $n Copy digitized: Houghton Library: US 5272.35. $7 s2021####maun#s $5 MH

MMS ID 990040497510203941: Validity of slave marriages / opinion by James B. Bradwell, probate judge

This is an Institutional Zone print record with 2 holdings for print as well as a NET holding for a digitized version of our Houghton item. 

OCLC number for Print: 30556679

OCLC number for NET located in 014 of holdings: 12523586484 (merged in OCLC with 905662001) (same as CZ record)

Tangible Reproductions (CD-ROM, DVD-ROM, USB drive, etc.) 

Life cycle of a locally produced microform or tangible electronic reproduction (CD-ROM, DVD-ROM, USB drive, etc.) 

Although Harvard attaches the locally reproduced item to our print holdings, that microform or CD-ROM holdings is associated in OCLC with a record for the appropriate format.

Local (Alma) Records

Holdings representing the microform or CD-ROM are attached to the bibliographic record of Harvard's print version.  The appropriate 007s for this material should be included in this holdings record, since they are not represented on our bibliographic record. 

OCLC Connexion

Holdings for the microform or CD-ROM are sent out to OCLC via Data Sync: these holdings are placed on a new record for that manifestation, and will include the 533 with our reproduction information. This process will also include the insertion of an 014 in the holdings record for this new record.

Please note the following:

• • Records for tangible electronic or microform reproductions, unlike photocopies, do not follow provider neutral cataloging guidelines.
  • Catalogers should NOT manually associate our microform or CD-ROM reproductions to a record in OCLC.  This association happens via Data Sync processes. 
  • Changes to the 007 made subsequent to the Data Sync process should be made both in OCLC and the Alma holdings record, as this change will not be automatically transferred to the OCLC bibliographic record.

What this best practice does not cover

Commercially reformatted reproductions

Commercially reformatted reproductions and their related print materials fall under Harvard’s newly implemented Multiple Record Policy for all prospective cataloging.  As a result, all microform, CD-ROM, or other purchased or acquired reproductions should be cataloged on a separate record from any related print resource.  Please see Best Practice for Commercially Produced Tangible Reproductions (Microforms, CD-ROMS, etc.).

Cataloging guidelines for tangible electronic or microform reproductions

• • Microforms:  https://www.oclc.org/bibformats/en/specialcataloging.html#microforms
  • Tangible electronic materials (i.e., requiring a computer (DVD-ROMs, CD-ROMs, USB drives, etc.)):  https://www.oclc.org/bibformats/en/specialcataloging.html#electronicresources

Note about Photocopies and Print Preservation Facsimiles

Please note that photocopies and similar unpublished reproductions may present unusual challenges in cataloging depending on their purpose.  For cases where Harvard owns an unpublished print reproduction of an item/manifestation, but we do not own the original item from which the unpublished print reproduction was made, please see the Best Practice for Unpublished Print Reproductions (Photocopies, etc.)  For print presentation copies of Harvard Library materials made to be used in place of a fragile or damaged original copy, please see Best Practice for Holdings Records for Print Preservation Facsimiles.