(Including Guidelines for Acquisitions in the One Journal Record Environment)

(Adopted by the CAC, August 21, 2003)

1. Starting on 8/21/03, and from this point forward, WRLC libraries will combine print, electronic, and microform bibliographic records into one record using the print record and creating a holdings record (MFHD) for each format/location that is held for that title: print, microfilm, microfiche, and electronic.  We will create multiple MFHDs if more than one format or electronic version of the title is held.Each library will set its own timetable for converting to one journal record. It is strongly recommended that each library retrospectively convert all multiple format records to one record.
2. The 856 will go in the MFHD for the electronic version (where it may still be found by the title finder).  Each library will decide whether or not to keep the 856 in the bib record.  If the 856 is kept in the bib record, it will remain there with a subfield x ( |x ) so that it will not be found twice by the title finder and so that the link will not display twice in the OPAC.
3. Each library will decide the order in which to put the holdings records. In Voyager, the MFHDs currently display by the alphabetical location name (that displays in the OPAC) that represents your location code (in the 852 of the MFHD). So, currently micro format MFHDs would appear before the print MFHDs. Therefore, libraries may prefer to list holdings in the following order: electronic, print, and micro format. To accomplish this, Voyager's alphabetizing may be "tricked" by putting certain characters in front of the location name such as a hyphen. WRLC will be able to help in this process.
4. Microform or electronic records will only be used if that is the only format you have for a journal.
5. If only the microform or electronic is held and a second format is acquired (no matter what format) WRLC libraries will use the print record and will add the appropriate holdings.  Adding an 007 in the bibliographic record is now required to describe the electronic or micro format version.NOTE:Multiple 007s can be created by clicking on the 007 box, selecting another format, marking the appropriate field, and saving. Once you have created more than one 007, you will see that the 007 box now has a drop down menu, which shows the multiple 007s.
6. Exception: If more than one micro format is held, use the best micro format record for combining records rather than combining onto the print.
7. If your library is cataloging aggregators, create separate MFHDs for each aggregator.
8. Do not add GMDs if the print record is used for combining the various formats.
9. Using a 655 and 530 in the combined print record is optional but not required. 
10. Each library will decide to delete or suppress the old electronic and micro format records that have been combined onto the print record.  If libraries delete the records and still want to retain holdings in OCLC, a staff note may be added in the 852 of the appropriate MFHD with a subfield "x" ( |x ). It is recommend that libraries should delete the old records rather than suppress them.  If you cannot delete the bib record because of an attached PO, you may consider stripping the record down and suppressing it, leaving only the 245 and the 260. You may want to add a note to the bib or MFHD "now cataloged on the print record." See examples below.
11. 
12. Based on each library's ILL practices, each library will decide whether to put holdings in OCLC or not for formats combined onto the print record.  Since deleting the former electronic and micro format records is recommended, libraries may want to put a note in the corresponding MFHD w/ a subfield |x saying something like "holdings for electronic/micro format still on OCLC record #xxxxxxxx." See the example above.
13. Each library will decide on putting item records in for the electronic format.  If no item record exists, the "Number of Items" on the item record will be blank and the status on in the item record says "No information available." If an item record is created, the "Number of Items" becomes "1", and the status becomes "Not Charged."  Since e-journals don't really qualify as a regular loan, non-circulating, etc., use the "Electronic" item type.
14. Each library will decide on using a call number or not to allow for browsing.Examples of call numbers are "Electronic Journal" and "Electronic Resource."  If a library decides to add these call numbers, it may consider adding the owning library prefix in front of the call numbers: "GW Electronic Journals" or "AU Electronic Journals."
15. Each library may consider using access notes on separate 852s to put pertinent information about the e-journal where others may use it: Simultaneous Users, E-reserves, Course Packs, classroom logins, Subscription Began, Access Restrictions, Number of Users, Off Campus Access, Interlibrary Loan, and Distance Ed.See Voyager and OPAC examples below.

Guidelines for Acquisitions in the One Journal Record Environment

1. Identify bib records with POs attached.
2. Relink the holdings of micro format and/or electronic to the print combo bib record.  You may consider shrinking down the bib record for less confusion. See no. 10 above.
3. Create a new PO per your usual procedures and append to the print combo bib record. Each library may consider using the new Voyager created PO number or reusing the old PO number.
4. Link the new PO line item to the correct holdings record based on format and/or location, transfer any relevant line item notes from the old PO to the new PO, and approve the new PO.
5. Re-create the component pattern on the new PO (noting what prediction pattern you used on the old PO). The old check-in history cannot be transferred to the new PO, because the bib record is different and the check-in history does not reside in the holdings record unless you collapse the received issues. For this reason, it may be easier to start the prediction with the piece in hand (since you are better aware of its arrival date for prediction purposes) and manually transferring the holdings in the old component to the proper MFHD in cataloging (since the collapsing function in Acquisitions leaves much to be desired).
6. Cancel or complete the old PO (your preference). You cannot cancel POs if there is a component attached; therefore, the previous check-in history has to be moved somewhere (the new component on the new PO or the new MFHD-see previous step) before canceling a PO.Also, beware of completing POs.Once a PO is completed, it cannot be changed or altered in any way and the previous history might get "stuck" displaying in the OPAC forever if it is not transferred to the new PO or MFHD. The old payment information is stuck with the old PO.Nothing can be changed about that.
7. For POs that don't have a payment history, you may consider deleting the old PO (after creating a new one that is linked to the new print combo record) so that you can just delete the old bib record to make things easier and cleaner.These types of things would include any titles that come with something else-such as electronic that comes free with print (which is paid for on the print record) or anything that comes on a membership or package (which is paid for on the membership or package PO, instead of the PO for the individual title.

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