Cataloging CD-ROMs at the Ohio State University

Cataloging CD-ROMs at The Ohio State University

Anna Wang

Wang is serials cataloger at the Ohio State University Libraries in Columbus, Ohio.

The new information storage and distribution medium CD-ROM (Compact Disc Read-Only Mem- ory) has changed the Ohio State University Libraries in a visible way. Since October 1986, seven departmental libraries have provided CD-ROM workstations for public access to various CD-ROM databases to which the libraries subscribe. The bibliographic information for these databases is also accessible in the online public access catalog, the Library Control System (LCS).

It is a challenge :to catalog this versatile medium, CD-ROM, for it requires an ongoing effort to keep abreast of the product's technical characteristics and specifications. The technology is developing so rapidly that some producers provide a new version of software with each quarterly cumulative disk. The system requirements are constantly changing because of system enhancements, and so are the cataloging rules. In October 1986, we cataloged according to Chapter 9 of the second edition of the Anglo-American Cataloging Rules (AACR2), the Guidelines for Using AACR2 Chapter 9 for Cataloging Microcomputer Software, and the first edition of the Machine-Readable Data Files Format. Presently, we catalog according to the Anglo-American Cataloging Rules, Second Edition. Chapter 9, Computer Files (Draft Revision) and the second edition of Machine-Readable Data Files Format (MRDF). The changes prescribed by Chapter 9 (draft revision) are not included, however, in the revision pages of the second edition of the MRDF format, which were issued in March 1987.

The multiple variations of hardware and software of this volatile medium present problems for bibliographic control. Much has been written on the

SERIALS REVIEW NUMBER 3 1988 11

potential of CD-ROM as an emerging electronic information and storage retrieval medium, but the issue of bibliographic control has not been addressed. It is the purpose of this article to ad- dress some of the problems the Ohio State Univer- sity Libraries encountered in cataloging CD-ROMs.

Equipment

Cataloging CD-ROMs is difficult for the cat- alogers at the Ohio State University Libraries because we in technical services do not have access to the Disk Operating System (DOS) disk or the hardware needed to run the software and read the optical disks. Furthermore, different CD-ROM products may require different computer systems, different versions of PC or MS-DOS, and different compact disk drives. (See for example, figures 1-6.) The situation is further complicated because all seven departmental libraries with CD-ROM workstations do not have the same hardware even though they subscribe to the same CD-ROM databases issued by the same producers.

Lack of Standardization in Basic Bibliographic In- formation and File Characteristics Information Pro- vided by Disk Labels and Accompanying Documen- tation

We have found that the information on the disk labels and in the accompanying documentation is not sufficient to catalog CD-ROM products. The AACR2, Chapter 9 (draft revision), rules 9.1BI and 9.7B3 require that the source of the title pro- per be given, even if the title is taken from the prescribed chief source of information. Rule 9.3 prescribes the use of area 3 to indicate type of computer file and to give characteristics of those files. We welcome these changes because we have found that some CD-ROM publishers use a different form of the title on title screens and disk labels; and they do not provide accurate information on the characteristics of the files and the period covered on the disk label and in the accompanying documentation. Sometimes, the information is inconsistent from one disk to another. The provision of this specific information in the bibliographic record will help avoid duplication of input records in the network databases. For example, the optical disk that comes with Sil- verPlatter vl .2 AGRICOLA has "1983-1986" on the disk label. But the title screen has "1983-Novem- ber 1986 (except for Jan. and Feb., 1986)." The vl.2a disk has "1983-1987" on the label, but the title screen has "January 1983-March 1987." We may record inaccurate holdings or miss variant forms of title or content information if we simply catalog from disk labels.

General Material Designation

The general material designation (GMD) was an optional addition in the original version of AACR2, Chapter 9. The general material designation (machine-readable data file) was required by the Guide- lines for using AACR2 Chapter 9 and the MRDF format, second edition for level I records. The GMD has been changed to "computer file" according to rule 9.1C1 of the AACR2, Chapter 9 (draft revision) to make it more inclusive. Since OCLC has not announced a plan to update the GMD of existing records, the Ohio State University Libraries have recataloged our records to incorporate all the changes prescribed by the draft revision in order to maintain uniformity on LCS.

Serials versus MRDF Format

Serials computer files may be cataloged on either the machine-readable data file (MRDF) workform or the serials workform in the OCLC Cataloging Subsystem. If the MRDF workform is used, some data elements applicable to serials cannot be input and vice versa. The print constants and indexing fields may affect the choice of workforms to use. For serial machine-readable data files (Bib level: s or b), field 505 content note (formatted) does not print.

MRDF also does not provide a field for the International Standard Serial Number (ISSN). As many CD-ROM titles have ISSNs assigned to them, this information can only be recorded in field 500 as a general note and will not be indexed in the ISSN index. (See for example figure 5, line 16.)

On the other hand, the serials format does not provide the technical details access field or technical details note field. System requirements are recorded in the general note field as shown in figure 4, lines 13 and 16. However, this is a satisfactory solution since the 538 technical details notes and the 753 technical details access fields in MRDF are not indexed in the OCLC Online System.

MRDF does not provide preceding and succeed- ing entry fields for serial computer files. If a CD-ROM product changes its title, the serials format will be preferred. One may even argue that the serials format is preferable all the time.

There is an urgent need for ongoing revisions of the Machine-Readable Data File Format and AACR2 Chapter 9, particularly for an expanded glossary that would incorporate all the terms of the rapidly emerging optical technology. Perhaps changing the format title to "computer file" format would be more appropriate and would also be consis- tent with the general material designation.

12 SERIALS REVIEW NUMBER 3 1988

Multiple Versions of a Database

As of February 1988, there were seven versions of MEDLINE on CD-ROM from different electronic publishers:

Aries, BRS/Colleague, Cambridge Scientific Abstracts, DIALOG, EBSCO, Online Research, SilverPlatter.

And there were three versions of ERIC on CD- ROM:

DIALOG, OCLC Search CD-450, SilverPlatter.

Different publishers offer different software and hardware packages and various backfiles. Two different versions of ERIC are shown in figures 5 and 6. As libraries input bibliographic records for different versions of the databases and different versions o f software, uniform titles will be needed to relate different versions to one another. Each version has a unique user interface and retrieval software designed for users of different levels of sophistication. As long as user interfaces are not standardized, and they probably will not be standardized for some time to come, a bibliographic record has to be created for each version because it is the application software that provides users with the ability to access and mani- pulate data obtained from a CD-ROM disk.

Two Subscription Rates for a Single Disk

A CD-ROM can hold up to 275,000 pages of typed text, and more vendors are trying to use the disk space more efficiently by putting different databases into a single disk designed for special interest groups. This excellent idea of filling the capacity of an optical disk may make the CD-ROM product more marketable, but it creates a headache for bibliographic control. It is important to check the accompanying documentation to be assured that your library is getting what is specified in the subscription and license agreements. For example, the disk label of the January 1988 disk for the title Compact Disclosure has "Including Disclosure Spectrum" on it. The Ohio State University Busi- ness Library, however, subscribes only to Compact Disclosure. Thus, the software disk that we received does not allow searching the subset, Dis- closure Spectrum. The Spectrum ownership infor-

mation is provided by CDA Investment Technologies Incorporated through the Disclosure Incorporated; the Spectrum subscription rate is another two thou- sand dollars, and it comes with a different version of software. This creates a dilemma, for if we include the information in the local bibliographic record, our users will assume they have access to the subset.

Linking Entries for Printed or Online Databases

The CD-ROM databases to which the Ohio State University Libraries currently subscribe cor- respond to one or several printed serial or online databases. Compact Cambridge MEDLINE corresponds to three printed indexes: Index Medicus, International Nursing Index, and Index to Dental Literature. Compact Cambridge Aquatic Sciences and Fisheries corresponds to ASFA-I: Biological Sciences and Living Resources and; ASFA-2: Ocean Technology, Policy and Nonliving Resources.

The Ohio State University Libraries have not cancelled any hardcopy subscriptions. Cambridge Scientific Abstracts offers a ten percent discount off the price of the current year disk for each Cambridge Scientific Abstracts journal subscription currently held or a ten percent discount for backfile contracts. We provide the information: "Also available in computer file format" in the bibliographic records for the printed serials to alert users of the availa- bility of CD-ROM databases. We also provide an analytical added entry for each hard copy title in the computer file bibliographic record.

Since H.W. Wilson offers subscribers of a WIL- SONDISC database unlimited online search time in that database and bills the library only for the hourly telecommunications charge, we include the optional hardware information: "Hayes 300 or 1200 baud modem" in the bibliographic records for WlL- SONDISC databases. (See figures 2 and 3, line 14.)

Multiple Formats of Software Disks

In the fall of 1987, some CD-ROM vendors began to enhance their systems to operate on both IBM Personal System/2 series as well as any IBM PC or PC compatibles. WILSONDISC provides subscribers with the 5 1/4 inch as well as 3 1/2 inch disks in one software package. Since different departmental libraries within the Ohio State Univer- sity system operate on different hardware, we decided to prepare a single bibliographic record for such packages and indicate in a note that the package contains identical software for both disk formats. (See figure 2, line 18.)

Other vendors such as SilverPlatter and Cam- bridge Scientific Abstracts request that libraries


indicate specifically on the subscription and license agreements which disk format to supply. This creates a problem in describing the physical medium if one departmental library specifies the 3 1/2 inch and another specifies the 5 1/4 inch format when the vendor provides only one of the disk format in each software package. However, according to the third edition of the Bibliographic Input Standards, a new record could be input to describe a different version of the software package.

Local Handling

The cataloging department works closely with the acquisitions department and departmental libraries in developing policies in handling CD-ROM products at the Ohio State University Libraries. CD-ROMs, like printed volumes, are checked in with a check-in record established on Innovacq, the online serials check-in system. Some libraries have funded their first year subscription to CD- ROM databases through grants or one-time money. When the grants run out, current subscriptions are sometimes transferred from one library to another. For example, the current subscription to SilverPlatter's AGRICOLA has been transferred from the Biological Sciences Library to the Agri- culture Library. The current subscription of ERIC has been transferred from the Main Library Ref- erence Department to the Education/Psychology Library. Disk format specifications have to be updated with the vendor if the libraries have different equipment. Furthermore, one departmental library, because of cost containment, may subscribe only to the annual or archival disk, while another library may subscribe to the current disks. Hold- ings for different cumulations and copy numbers have to be updated accordingly in the online catalog as well as on Innovacq so that up-to-date location and holdings information will be available.

The departmental libraries are responsible for returning the superseded disks to vendors in pre-addressed mailers that accompany the current disk and software package. SilverPlatter provides a reference number to alert subscribers to return superseded disks. For example, when we received the SP-0140-002 disk, the last digit of the reference number alerted the librarian to return the -001 disk in order to receive the quarterly update disk -003.

Disc versus Disk

The traditional spelling "disc" is used by AACR2 for any material cataloged under Chapter 6 for sound recordings and Chapter 7 for motion pictures and videorecordings. At the time a re-

vision of Chapter 9 (machine-readable data files) was first proposed, the RTSD/CCS Committee on Cataloging: Description and Access Task Force on the Descriptive Cataloging of Microcomputer Software conducted a thorough discussion of this spelling for material falling under Chapter 9. The task force used the modern variant "disk" because it is already in use by the general public for Chapter 9 material. The term "computer laser optical disk" was added to the Chapter 9 (draft revision), rule 9.5B1 although many producers, vendors, and publishers use "disc" for both compact and optical disks. As for the subject headings, "compact discs" and "optical disks" are the correct spellings for Library of Congress Subject Headings (LCSH). The term "CD-ROM" was added as a valid LCSH in 1987.

C D - R O M Standards

Some electronic publishers are using the proposed American National Standard for CD-ROM volume and file structure, ANS Z39.60-198X, which is based on the High Sierra Group Proposal (HSG). Disclosure Incorporated indicates "NISO Standard" on the disk labels of Compact Disclosure disks. Library Hi-Tech News (December 1987) reported that work is still proceeding in NISO (National Information Standards Organization [Z39]) to produce a family of standards that will define a number of application-specific data elements and formats, including publisher information, data preparer information, copyright file, abstract file, and bibliographic file. I believe that serials librarians should learn more about the proposed standard and the works of the CD-ROM Standards Task Force of the ALA Technical Standards in the Library Automation Section. We need to be active par- ticipants and advocates in this work because we ourselves will be CD-ROM users and policymakers for integrating optical disk products into our existing services.

Conclusion

CD-ROM technology is having a profound impact on the library world. More and more CD- ROM databases will be published and cataloged. We will be the evaluators as well as the end-users of CD-ROM information systems such as CD-ROM based serial and book ordering systems and cataloging systems for retrospective conversion, CD-ROM based statewide union catalogs, and CD-ROM based docu- ment delivery systems that are being developed by University Microfilms and the British publishers consortium, ADONIS. Librarians may have to be as fast moving as the laser beam of an optical disk in order to keep up with this optical technology.


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'1 0"i 0 2 040 TXA c TX~ d OSU d m/o 3 04'I 0 g eng 4 09[3 ZS07'1 b .A38 S 0 4 9 O S U i 6 090 b 7 24S 00 AGRICOLA h computer file 8 260 Boston : b SilverPlabter In:~ormabion Servioes, o 1986- 9 26S SilverPlatter Information, IND., 37 Walnut Street, Wellesley

Hills, MA 02181 10 300 oomputer laser'optioal disks ; o 4 3/4 in. 11 31S Quarterly, wit.h disks being cumulative '12 362 0 Jan. i983-Nov. 1986 (exr~'ept for Jan. and Feb., 1986)-

Soreen 2 of 3 13 SO0 "Contains the ou~.~rent file of the AGRIC(]LA (Agrioultural OnZline

Aooess) database, oitations to agricultural literature ac.quired by the National Agrioultucal Library and ooopecating institutions, and subi'iles of. related subjeots, suoh as food and nutrition, agrioultural eoonomios, parasitology, et~ ). , supplied by information centers".

'14 $38 System requirements: IBM PC or oompatible; $12K; PC or MS DOS 2.1 or higher; 1 Philips, Hitaohi, or Sony oompaot disk drive; monitor; printer (optional)

IS SOl] ' F i t l e from disk label. "16 $37 AGRICOLA database 17 538 Disk ohacaoteristios: CD-ROM. • 18 SO0 (}uarterly oumulabions issued wtih setup and database disks (S i/4

in.) and dooumentation. i19 SO0 Release i.'I acoompanied by i getting sta~.~ted manual; 1 so:ftware

and printer installation guide; 1 guiok re:~erenoe card; 1 template; associated documentation

20 65(] 0 Nutrition x Bibliography. 2"1 6 S 0 0 F o o d x B i b l i o g r a p h y .

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y "1983-1987

*These records are used with the permission from the OCLC Online Computer Library Center, Inc.

Figure 1

SERIALS REVIEW N U M B E R 3 1988 15

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10 300 computer laser optical disks ; c 4 3/4 in. + e oomputer disks + I guide.

• II 3IS Quarterly, with disks being ~umulative

• 12 362 0 9/84-6/30/87- i3 $38 System requirements: IBM PC oc IBM Personal System/2; 640K and a

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16 SO0 At. head of title: Wilsondiso. 17 $37 Art index.

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20 6SO 0 Art. x Periodicals x Indexes. 2I 6S0 0 Landscape architecture x Periodicals x Indexes.

22 650 0 Design, Industi~ial x Periodicals x Indexes.

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Figure 2

16 SERIALS REVIEW N U M B E R 3 1988

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computer laser optical d.isks ; c 4 3/4 in. + e computer disks + 1 guide.

11 31S Quarterly, with disks being cumulat.ive 12 362 0 I0/83-6/30/~57- • 13 538 System requirements'. IBM PC o r IBM Personal System/2; 640K and a

hard disk ; monochrome display and card; D(}S 3.1 o r higher; ' I Hitachi CDR-IS02S or Phillips CM-'IIO CD-ROM player.

Screen 2 of 2 14 538 Optional hardware: IBM composite or color monitor with color card

or enhanced graphics card; compatible printer; Hayes 300 or 1200 baud modem. IS SO0 Title from disk. 16 500 At head of title: Wilsondiso. 17 537 Applied science & technology index. ' 1 8 500 Accompanying disks provide identical installation software o~ S

I/4 in. and 3 I/2 in. disks. 19 SO0 Acronym: AST. 20 6SO 0 Science x Periodicals x Indexes. 2"1 650 0 Technology x Periodicals x Indexes. 122 740 01 Applied science and technology index. 23 740 01 Wilsondisc. 24 710 20 H.W. Wilson Company. 25 7.53 IBM PC c DOS 3.1 or higher. 26 7S3 IBM Personal System/2 c DOS 3.1 or higher. 27 9"10 b&yc,~_80219

Figure 3


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26S Disclosure inc., E161 River Road, Bethesda, MD 20816 9 300 cemputer laser optical disks ; c 4 3/4 in.

'10 3'10 Quarterly I'I 362 0 July '1986- • 12 SO0 "Corporate information on publio companies filing with the SEC

inoluding ~ocpocabe cesumes, filnanoials and ma~nagement discussions."

Soceen 2 of 2 '13 SO0 System requirements: IBM PC, XT or AT'; 640K and a hard disk

recommended; DOS 2.0 or higher; 'I Hitachi or Philips compact disk drive; I printer.

14 SO0 Title from disk. "15 BOO Source of data: Disolosure database. 16 SO0 Disk characteristics: CD-ROM. 17 SO0 Quarterly updates aocdmpanied by: software disk (S I/4 in. ;

user's manual~ guide to database data elements. '18 6S0 0 Corporations z United States. 19 6S0 0 Corporations z United States x Finance x Statistics. 20 6S0 0 Corporations z United States x Manageme~'Tb. 2I 711] 20 Disclosure incorporated. 2 2 9"i(] b&yo~3,_~02l 9 23 949 1 u [.ABEL!NG:PROGRAM D.[SK: VERSI()N; [h,~lA DISK: YEAR+MONTH

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T i t l e f r o m d i s o label.

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Screen 2 o.f 2 "17 $38 System requirements: OCLC M300 or M3OOXT and IBM PC XT or AT; at

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CD4SO softwace; and 'I compact diso reader, its controller board, and a cable to oonneo'b the CD ,reader to tlne computer.

18 S20 Contains the publioations Resouroes in eduoation (RIE) and Current

index to journals in eduoation (CIJE) from '1982- 19 SO0 Bac~ files contained on companion disos: Resouroes in Education;

and, Current index to journals in eduoation. Biennially two earliest years

from the current ERIC file will be inP.orporated into these back file discs.

20 6SO 0 Eduoation x Periodioals x indexes.

21 6SO 0 Education x Researoh x Bibliography.

22 710 20 OCLC. w on 23 7"10 20 Eduoational Resouroes Information Center (U.S.) w cn 24 730 02 Resouroes in eduoation.

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Figure 5


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Mass. , 02181

I0 300 oompuber laser optical disks ; o 4 3/4 in. + e computer floppy disks + I Getting started booklet + I Software and printer installat..tor~

guide + I Quick reference card, + I template + associated documentation. ill 315 Quarterly, wibh eaoh disk being ouml.llative

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index to journals in education (CIJE). '14 538 System requirements: IBM PC or compatible; PC or MS DOS 2.I or

higher; "I floppy disk drive and 'I oompact disc drive; monitor; printer (optional)

IS 538 ".16 65[] 0 I17 650 0

'18 650 0

"I 9 7'10 20 20 7"10 2(] 2"I 730 02

22 730 02 23 7S3

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Figure 6


SELECTED BIBLIOGRAPHY

American Library Association. Committee on Cat- . . (

aloging: Description and Access. Gutdehnes for Using AACR2 Chapter 9 for Cataloging Microcom- puter Software. Chicago: American Library As- sociation, 1984.

RTSD/CCS ad hoc Subcommittee on Subject Access to Microcomputer Software. Guide- lines on Subject Access to Microcomputer Soft- ware. Chicago: American Library Association, 1986.

Dodd, Sue A. Cataloging Machine-Readable Data Files. Chicago: American Library Association, 1982.

Dodd, Sue A., and Ann Sandberg-Fox. Cataloging Microcomputer Files: A Manual of Interpretation for AACR2. Chicago: American Library Associa- tion, 1985.

Holzberlein, Deanne. "Computer Software Catalog-

ing: Techniques and Examples." Cataloging & Clas- sification Quarterly 6, no. 2 (1985/1986): 1-83.

Inter, Sheila S. "Problems and Solutions in the Descriptive Cataloging of Microcomputer Software." Cataloging & Classification Quarterly 5, no. 3 (1986): 49-56.

Joint Steering Committee for Revision of AACR. Anglo-American Cataloging Rules, Second Edition. Chapter 9, Computer Files (Draft Revision). Chic- ago: American Library Association, 1987.

Olson, Nancy B. A Manual of AACR2 Examples for Microcomputer Software and Videogames. Lake Crystal, MN: Soldier Creek Press, 1983.

Proposed American National Standard for Informa- tion Sciences--Volume and File Structure of CD- ROM for Information Interchange (ANS Z39.60-198X) Gaithersburg, MD: National Information Standards Organization, 1987. •


Cataloging CD-ROMs at the Ohio State University

Documents

Transcript of Cataloging CD-ROMs at the Ohio State University