Here are step-by-step instructions for cataloging non-web resources

What are non web resources?

Anything that is not primarily a web site, such as a journal article, map or book. These items may have related URLs which are linked to the text, an abstract, or an order form to obtain the printed material.

Step-by-step instructions

  1. From SERC admin, go to cataloged resources.
  2. click on create a new non-web record.
  3. A blank record opens. Note the master ID #.
    This cataloging is similar to Dublin Core and is pretty straightforward.
  4. Fill in all the fields, see the instructions below for details

    Master ID
    This is the number you'll need to get back to the record for QA and editing, or to plug it into a web page or resource list.
    State
    Leave as unsubmitted until QA is done and final edits are made. Once the record is edited and ready to go, change state to submitted.
    Title
    Put in the exact title from article, book or map. If the title is very long or is somehow misleading, you may modify the title somewhat.
    Description
    The description is like an abstract for the resource. It should be 2—5 sentences, depending on how much depth there is on the site. Put yourself in the shoes of a searcher looking for resources. What do you really need to know? Compose the description using Microsoft Word, then paste it into the text box. See helpful hints for descriptions.

    Keywords
    Words to aid in searching. However, you don't need to list keywords that are already in the title, descriptions or vocabularies. So you might find that you don't need to add keywords very often.
    Creator
    The author or authors, filled with the name of the author with the last name followed by a comma followed by the first name and then any middle names or initials:
    Fox, Sean P.
  5. Multiple Authors should be separated by semi-colons
    Fox, Sean P. ; Deel, Sarah E.
  6. Additional information (such as the fact that these people are editors) can be added after a separating semi-colon.
    Fox, Sean P. ; Deel, Sarah E. ; editors
    Fox, Sean P. ; Deel, Sarah E. ; et al
  7. Avoid putting email addresses in creator fields. Putting them in is a tacit commitment to keep them up to date which isn't practical. If you feel the need to track other creator information you can put it in the cataloger notes fields.
    8. Publisher
    The journal title, publisher, or publishing organization (such as USGS for open file reports and maps).
    Location
    Volume, number and pages.
    Publication date
    The year of publication
    Citation Format
    Author's last name, comma, year (similar to the standard citation blurb you'd put into text while writing a paper.)
    Type
    Usually 'text' or 'map' covers most options.
    Format, Identifier, LC_control and Source
    If the resource has any of these attributes, then fill them in. If not, leave them blank.
    Related URL
    If there is a website with related information such as an abstract, pdf version of the text, or an order form for the material, enter the URL here.
    Full text in URL
    Is the entire text available on the URL? If it is make sure the Related URL field is filled in. If this is not marked no then then links to this resource in the CMS will indicate that a full-text is available.
    Save
    hit the SAVE button at the bottom of the page periodically. Make sure you SAVE prior to adding vocabularies, otherwise you will return to a sad, blank record.
    Vocabularies
    Add vocabularies before sending the record to QA, so that the vocabulary selections may be checked during QA. Every record should have the appropriate resource type and the subject vocabularies checked. Beyond that, each project has a specific set of vocabularies. Go to the vocabularies best practices page. See which vocabs are needed for each project.
    Cataloger's Notes
    Use this field for e-mail addresses of contacts (a practice used by MLER catalogers) or any other comments you like. This field will not be visible to those who are viewing the catalog record from the 'outside.'
  8. When you are done cataloging a record, leave it as unsubmitted, then hit the SAVE button at the bottom of the page.
  9. Then provide the master ID number and title to your friendly QA-er. Note that in QA the reviewer will not necessarily have the printed resource on hand. So the reviewer should just read the record for completeness and accuracy and will have to trust the judgement of the cataloger for the content.


  10. When you get the record back from QA, make the suggested changes, add any final edits, then set the record state to done and hit the SAVE button at the bottom of the page.