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5.1. Introduction and Overview

Last Updated 10/30/2024

How are Electronic Resource Records Managed in Evergreen?

NC Cardinal staff are responsible for uploading consortium purchased electronic resource records.  These include NCKids Digital Library, North Carolina Digital Library (NCDL), and E-iNC Library records.  Individual library systems will be responsible for uploading records that they have purchased outside of these programs, including, but not limited to, Overdrive Advantage, Freading, Bibliotheca, Baker & Taylor, and Gale Group.

NC Cardinal staff upload these records on a monthly basis.  Also on a monthly basis, NC Cardinal staff weed records for electronic resources that are no longer available.  These records are received at the beginning of each month from NCKids, NCDL, and E-iNC.  Individual library systems are also responsible for weeding their own electronic resource records.  Detailed instructions for uploading and weeding records can be found here.

Important Note:  Only use the secure file transfer process (SFTP) to upload electronic resource records, as described in the link above.  Do not use the Evergreen MARC Batch Import/Export interface.

Editing Electronic Resource Records

If you need to make edits to an electronic resource record, you should do it using a program like MarcEdit prior to uploading the record to Evergreen.  You should not manually edit an electronic resource record in the MARC Edit interface in Evergreen.

When a record is uploaded to Evergreen using the SFTP, a "fingerprint" is created for that record that the SFTP will recognize when future uploads are made (e.g. when you upload a weed file for that record).  This fingerprint enables the SFTP to match the previously uploaded record in the catalog with the updated or weeded version of the record.  If you edit the record in the MARC edit interface in Evergreen, this will change the fingerprint, meaning that the SFTP will no longer recognize the record when it comes time to upload an updated or weeded version.  This can result in duplicate records in the catalog or a record not being successfully weeded.

Searching for Electronic Resource Records

Electronic resource records are scoped according to libraries that both:

a)  Have a subscription to the service/vendor

b)  Have opted in to having the records for these electronic resources appear in their respective catalogs

For example, some libraries may have access to electronic resources from NCDL, but they do not wish to have these records appear in their search results, in which case their library has been removed from the scoping.

This determination is based on the subfield $9 in the =856 field of the bib record.  If a specific library system appears in a subfield $9, the record will appear in the library's search results.

For example, here is an =856 field for an NCKids record:

For an NCDL record:

For an E-iNC record:

Important Note:  Because these records are scoped according to specific library systems, when performing a search for these resources, you must select one of the libraries listed in a subfield $9 as the search library in order to locate them.  If you were to, for example, set your search library to CARDINAL, these records would not appear in your results.

If you wish to no longer have the records for any of these resources appear in your catalog, you may submit a help ticket and request that your library be removed from the =856 field.