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Princeton University Cataloging Documentation

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Cataloging printouts of web documents

Printouts of web pages are made when selectors determine that they are worth saving in print for archival purposes, or that the resource will be helpful to have available in a print version. Since they are reproductions (usually locally produced), and often the web site is still available online, an approach must be determined which will clarify some questions which arise when cataloging this material.

I. Determine eligibility for cataloging:

Before cataloging any printouts of web material, consult Princeton's policy for eligibility.

II. Determine whether the web resource still exists as reproduced:

Open the original source on the web and check the printout to see if significant changes have been made, and be sure you have the accurate URL.  If the web resource no longer exists, or if it has changed significantly, we can catalog the printout, but in this case, we will not include a URL.

III. Catalog the printout:

Printouts of web pages should be cataloged as “non-microform reproductions” as defined in LCRI 1.11A. Using this approach, we are cataloging the reproduction (printout) rather than the electronic resource itself, although we base certain parts of the description on the original work (web page) and provide access to the web page if it still exists.

  • Base the cataloging description on the original work (i.e., the website). Code all fixed fields for the original work (the web site) with the exception of Form of Item, which should be coded r.
  • Describe the reproduction aspects of the item (i.e., the printout) in a 533 note.

Fixed Fields:

Base all fixed fields on the original web page except:

  • Do not include 006 or 007 field.
  • Code the 008 “Form of item” as r for “regular print reproduction.”

Variable Fields:

Base the descriptive cataloging on the original web page except:

  • If we based the title on the web page, there would be a |h GMD of [electronic resource]. Do not add a |h (general material designation) to the main title (245) field.
  • Add a 533 field to the record containing all details pertaining to the reproduction and its publication, including a |7, which gives the fixed fields for the reproduction.   
  • 533: Reproduction note:

    |a Type of reproduction. |b Place of reproduction : |c Agency responsible for reproduction, |d date of reproduction. |e Physical description. |n Notes about reproduction and exact date reproduced. |7 Fixed field data elements for reproduction.

    533 Subfield ‡7


    Fixed Field Equivalent


    Type of date/Publication status 
                Code for reproduction


    Date 1
                Code for reproduction


    Date 2
                Code for reproduction


    Place of publication, production, or execution
                Code for the publisher of reproduction


                n - Not applicable


                # - Not applicable


    Form of item
                r - Regular print reproduction

    EXAMPLE:   533 field for printout of website:

    533 ## |a Printout. |b [Princeton, N.J. : |c Princeton University Library, |d 2004]. |e 53 p. ;  28 cm. |n Printed from web site (Sept. 20, 2004). |7 s2004    njun r

NOTE: Electronic resources on the web do not have a 300 Physical description field. The physical description of the printout version is in the |e of the 533 note.

Required fields for printout reproduction records:

Add the following fields:

516:  Type of computer file or data note: contains information that characterizes the computer file. It is free form and is usually one of the following examples:

516 ##  Text (PDF)
516 ##  Text (HTML)
516 ##  Numeric (statistics)
516 ## Most issues in PDF format; some HTML

538:   System details note: contains information about a resource such as the mode of access. For printouts of websites the note should look like the following example:

538 ## Mode of access: World Wide Web.

500: Source of title note: based on the web page, and should look like the following example:

500 ## Title from title screen (viewed on Sept. 23, 2004).

NOTE: Use the date that you checked the URL and verified that the title is still online. If the resource is no longer available online, use the following note:

500 ## Title from title page of printout.

530:   Additional physical form available note: contains information concerning a different physical format in which the described item is available. This note justifies the presence of the URL in the 856 note, and should look like the following example:

530 ## Also available in an electronic version.

If the web version no longer exists or if it has changed significantly from the printout version, the note should look like the following example:

530 ##Originally available on the World Wide Web.

Order of notes: Notes should appear on the copy in the following order:

516:  Type of computer file or data note                             

538:  System details note

500:  Source of title note

530:  Additional physical form available note

5XX: Other notes as necessary

533:  Reproduction note; should be the last note.

856: Electronic location and access: contains the information needed to locate and access an electronic resource, specifically the URL, which will provide direct access. Be sure to add this field when the web site is still available online and has not significantly changed. The field should be coded as in the following example:

856 41  |u

NOTE: the URL should be available from the printout or the selector who requested cataloging of the printout. Be sure the URL is in a subfield u, or it will not be displayed in the OPAC record.


Create a MFHD for the printout and one for the electronic version, if it is still available online. If there is an 856 field, there should be a MFHD for the electronic version.

EXAMPLE of MFHD for electronic version:

852 8# |b elf1 |h Electronic Resource

The printout should receive an LC call number, recorded on the print MFHD.

IV. Adjusting Catalog Copy

When working with RLIN or OCLC catalog copy which was created for either the website, or an original print version which was transferred to a website, treat the Princeton cataloging as original cataloging. In particular, use the 040 ## NjP |c NjP, and be sure to delete fields which do not conform to the procedure above.

Developed for a Catalog Division Workshop Sept. 28, 2004 by Jennifer Lang and Amy Kelly