Part 1. Serials (Online Only)

Newly identified serials – Create a new class stem according to existing practices (See GPO Classification Manual, Rev. Jan. 1993). If a new item number is created, determine which existing item number and corresponding libraries should be used to create the list of selecting libraries for the new item number.

WEBTECH Notes Entries

When a new item number and stem are created, an entry will need to be created for the New Item no. column in WEBTECH Notes.

"INTERNET" can be used in the classification number for new online only serials or for existing serial titles that are being converted from a tangible format.

Use the suffix "INTERNET" after the serial class stem for internal purposes only. The suffix "INTERNET" should only appear in the ACSIS database. It should not be recorded on the NET record, the Archive database or in the cataloging record.

Serials previously distributed in tangible format

When converting a serial title to online only format, every effort should be made to change to an online format after the completion of the volume year. If an issue dated prior to the migration to online format is received in tangible format, the issue should be classified and distributed following routine procedures.

If an issue is missing that was published prior to the conversion to online, and every attempt has been made to acquire the issue in a tangible format with little success, and an online version is available, classify the issue using the year or number designation

If an issue of a serial identified as online only arrives in tangible format, either it is dated or designated after the conversion to online, every effort should be made to return the material to the publishing agency using the contacts in GPO, Customer Services Division.

For unique monographs, assign the stem following established classification procedures and use a system generated, number for the suffix. This applies to titles not previously related to earlier publications i.e. a revised edition as well as titles that are routinely classified in general category classes like general publications and handbooks, manuals and guides.

The randomly generated number (which is currently a number generated by LPS’ in-house system called ACSIS) is used as the suffix in these classification numbers. It is a 10-digit assigned number with the first four digits indicating fiscal year. (example: 2001000001).

Tangible product is received/distributed first, followed by the identification of an online version.

The online version is given the same classification as the tangible if the online version is identified after the tangible version is received/distributed. Appropriate cataloging should be modified to include the online information. If it is determined that the online version and the tangible version are significantly different or contain substantially different information a new class should be assigned for the online version, making sure close to the previous so that they can be identified

together.

If a tangible product is received that is equivalent to an online only product that has been processed and cataloged, the tangible product should be evaluated in accordance with SOD 71 and compared to the Essential Titles list. If it is determined that the product should be distributed in a tangible format, the tangible copy should be classified following existing classification guidelines. The online class number containing the randomly assigned no., should be replaced by the new class assigned and the new class number should be noted in the Cataloging record. A class correction should be created for WEBTECH Notes, as many depository libraries do not received classification changes systematically and rely on entries in WEBTECH Notes to update records in their online OPACs.

If a new online title has been discovered and is a revision of a title previously distributed in a tangible format, assign a classification number following existing practice.

If a title is classed as an online only monograph, and at a later date, a newer edition is received, assign the next sequential number. Do not reclassify or add a date the older class number.

Historical Monographic Series (multiple formats distributed/disseminated)

Titles in a long running series i.e. Open File reports should retain their designated series numbering regardless of their format. These titles are cataloged at the title level, the bibliographic record format will be based on the format of distribution.

New Online Monographic Series

If a new online only series is established, the preference is to use the numbering assigned by the agency for the suffix. This depends on the make up of the site. A procedure is being developed for staff of the Cataloging Branch to periodically return to the site to identify new numbers/titles that have been published in the series. These titles should be classified, archived and cataloged analytically.

In rare instances, a collected set record may be created for an online monographic series. This practice is not encouraged because unique titles within the series are not adequately identified or given adequate subject access. This practice creates problems for long term permanent public access, because unique titles cannot be bibliographically identified.

DUAL DISTRIBUTION FORMAT ITEMS

As the FDLP is transitioning to a more electronic depository, many titles continue to be offered in multiple formats. SOD 71 outlines the criteria for determining when multiple formats should be offered.

For classification purposes, items that are distributed/disseminated in multiple formats should be classified using the same classification number for all formats.