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Home > Manuals > Cataloguing Manual > Amending records when electronic monographs disappear

amending records when electronic monographs disappear

General information

These guidelines are applicable when electronic monographs can no longer be found using any known URIs, and a comprehensive search of the Internet fails to show the title has been made available via any new URI. This includes resources that are known to have been removed from the Internet (if a publisher advises us this action has been taken for example), or resources that cannot be found by either library users or staff.

Catalogue records for a publication which has disappeared from the Internet should be retained on Libraries Australia with a note to indicate it has disappeared. The 856 field should be removed as its primary purpose is to provide a direct link to the resource. The URL will be retained within a note only.

Part A details amendments to be made to records for titles that are only available on the Internet and Part B details amendments to be made to print records which contain access details for Internet equivalents.

A - Original records for electronic monographs

If the record contains multiple dates, that is, the Publication status sub-field is coded Multiple dates, Date 2 field needs to be amended from '9999'. This field relates to the date(s) in the 260 field.

Publication status Multiple dates
Date 1 As applicable
Date 2 As applicable

If an open date has been used, estimate if possible the approximate date the publication disappeared. Otherwise, leave the second date blank.

260 # # $a Surry Hills, N.S.W. : $bGreenpeace Australia, $c1995 - 1997.
260 # # $a Canberra. : $bNational Library of Australia, $c[1995]-

Amend note to read: Previously available at ...

538 # # $a Mode of access: Internet via World Wide Web. Previously available at: http//www.hats.gov.au

Delete this field from the record.

Holdings record

  1. If the title has been archived in PANDORA, make no change to holdings.
  2. If the title has not been archived in PANDORA, delete the call number from Libraries Australia; delete the item, holdings and bibliographic records from Voyager.

B - Print records containing details of electronic version

Amend note to read: Previously also available at ...

538 # # Mode of access: Previously available online. Address as at dd/mm/yy: $u http://

Delete this field from the record.

Holdings record

  1. If the title has been archived in PANDORA, make no change to holdings.
  2. If the title has not been archived in PANDORA, delete the call number from Libraries Australia; delete the holdings record and bibliographic record from Voyager.
  1. Libraries Australia will display holdings details for both print and electronic versions.
  2. If the title has been archived in PANDORA, make no change to holdings.
  3. If the title has not been archived in PANDORA, delete only the electronic holding from Libraries Australia; delete the holdings record for electronic holding from Voyager.