DDW Documentation

The goal of the DDW documentation is to provide information for the people responsible for maintaining the DDW -- those who select the content and those who add and update the content. Contact the TERMinators Vocabulary Working Group if you have questions, comments or suggestions relating to these pages.

These pages cover:

• What is the DDW?
• What sorts of resources go in the DDW?
• Using the DDW vocabulary to describe DDW resources
• How do I add or edit a DDW resource?
• Guidelines for creating and updating DDW records
• What resources do NOT show up on the DDW's "Find Resources by Title" A-Z lists?
• How is DDW information added in Aleph records? (Tech Services guidelines)
• Cross references in the DDW
• Non-electronic resources with URL of an electronic version of the item
• Adding E-Journal Collections to the DDW
• The list of vocabulary facets and terms used to describe resources in the DDW
• Procedure for requesting new or changed facets and terms

What is the DDW?

DDW stands for Database Driven Website, and refers to the University Libraries of Notre Dame website, built using a database. Most DDW pages are generated dynamically based on user queries, using templates and resources stored in the database.

The subject pages are the heart of the DDW. They have a standard pattern:

• Name of subject
• Description of subject
• Name of the subject librarian
• Recommended resources for the subject
• A link to view all resources that have been selected for the subject
• Resources classified with the subject and also with another term.

This last point is key to understanding how the DDW works. The DDW creates resource links on its pages based on associations of two terms assigned to a resource. For example, if a resource is classified as Chemistry and as a Dictionary, it will appear on at least two pages. It will appear on the Chemistry page, under Dictionaries:

It will also appear on the Dictionaries page, under Chemistry:

What sorts of resources go in the DDW?

Library users have told us about the problem of too many choices. They feel overwhelmed and want the library to recommend which resources to use. The DDW is meant to do just that -- to help connect users with the best information sources on their topic.

To meet this objective, select resources with the following criteria in mind:

• Select a few of the very best resources on a topic or of a particular type. It isn't helpful to present users with 50 "best" resources. Five-12 resources is a good number to shoot for.
• Identify 3-4 of the resources you've selected as "Recommended." Recommended resources display at the top of the page under the librarian's name. These are resources you'd like your users to use first. Having no recommended resources is as bad as having too many. In either case, the user is forced to look at an A-Z list (of Recommended resources, or the View All list), with no guidance as to which he or she should use first.
• Resources can be in any medium: electronic, print, video, etc., but electronic resources should predominate.

Using the DDW vocabulary to describe DDW resources

List of DDW terms

The official list of DDW terms used to describe DDW resources is available here. If the terms on this list don't meet your needs, you can request new or changed terms, using the procedure on the TERMinators' page.

Terms providing access

Normally every resource will be assigned at least one term from either Research tools or Subjects, causing the resource to be listed on the page for the selected term. Otherwise the resource will only be accessible on the A-Z pages or by keyword searching.

Term to designate type of access

In addition, every DDW resource needs a term from the facet Access, to tell the DDW program how to provide access to the resource.

How accessed	Access term
Licensed resources accessed via a browser	ND-only
Free resources accessed via a browser	Free resource
Metaframe resources	Metaframe access (also assign ND-only)
Print, video, audio, microform, etc. resources	Non-electronic
Resources used at particular workstations	Standalone CD
Resources accessed from the Start menu	XP-only (also assign ND-only)

A term for the Selector

Resources created and edited using the DDW data entry form need to have the selector's name added as the contact person for the resource.

Assign terms for the resource as a whole

Terms should be assigned to resources only when they represent the resource as a whole or at least a very significant part of the resource. For example, if a resource is mainly an index, but contains a directory and a bibliography, don't assign the terms Directories or Bibliographies unless the resource is one of the best directories or bibliographies on the topic.

How Do I Add or Edit a DDW Resource?

To add, edit or delete a resource, whether it is in Aleph, in the DDW, or in both, use the Change form. It will guide you through the process. If you have any questions about the form, email Eric Morgan.

Guidelines for creating and updating DDW records

Purpose and scope

This document is for selectors and persons working under their supervision. It tells how to use the DDW data entry form to describe resources being added or updated in the DDW only, not in Aleph. See "How is DDW information added in Aleph records" for information on adding or updating DDW records also in Aleph.

Guidelines for applying DDW terms

Title	Every resource must have a title. The title is the name of the resource, and usually appears at the top or upper left of the home page of the resource in large print. If there is no obvious title, the title in the title bar (contains maximize, minimize, close buttons) may be used. Put the title and sub-title (if there is one) in the Title section at the top of the record.
Description	Every resource that isn't a journal should have a description. Enter the description in the Description section at the top of the record. Guidelines for creating descriptions: Don't repeat the title Tell what the resource does or contains Be brief Quote from the resource, if appropriate. If you do, use quotation marks Be objective. Don't use marketing hype
LCD	Don't check LCD in the DDW data entry form. It's not being used for now.
FindText	FindText is ND's name for Ex Libris' SFX OpenURL product. If the resource is FindText enabled, click the check box next to FindText at the top of the record.
Full Text	Resources are identified as Full Text if they are electronic, and contain full text (poems, novels, letters, articles, etc.), rather than citations, definitions, or statistical or other data. If the resource contains full text, click the check box next to Full Text at the top of the record.
Access Note	Do not add information in the Access Note. Use the appropriate Access term, described below.
Location	Every resource must have at least one Location in the DDW data entry form record. For electronic resources, the Location is the URL. For non-electronic resources, the location is the call number. For CDs or XP resources, the Location is the mode of access in field 538. Any type of resource may have more than one location; for example, two primary URLs, a primary and a secondary URL, etc. Non-electronic resources can have a call number and a secondary URL for a website related to the resource (guide, list of titles, etc.). When using the DDW data entry form, Location information goes in the Location field. In Aleph there is no need to code location information separately, as this information is extracted automatically from 856 and 852 fields.
Access	Every resource must have one of the Access terms assigned to it. For non-electronic resources; e.g. books, microforms, videos, the access term is "Non-electronic." Use the appropriate term from the Access facet, rather than the Access Note field in the top section of the record.
Subjects	Most resources will have one or more Subject terms. Exceptions might be very general resources such as newspapers or dictionaries, or weather sites.
Other terms	Almost every resource should have one or more terms (Formats, Research tools, or Genres) telling what the resource is.

Explanation of selected facets and terms

Flags: Flags are true/false conditions used for processing or tracking in the DDW.

Access: Metaframe resources have the 538 note "Mode of access: Notre Dame server via Web browser."

Notre Dame Libraries: Terms in this facet are only used for resources appearing on index pages in one of the four categories: Getting Help, Library Services, Inside ND Libraries, or Research Tools.

Research Tools:

• Bibliographies are lists of resources. Resources used to find citations to works on a topic, using author, title, keyword or subject terms, are indexes.
• Catalogs have information about resources owned by an institution or group of institutions.
• Dictionaries have definitions of terms.
• Encyclopedias have articles giving information about a topic.
• Handbooks and manuals are "how to" resources.

Formats:

• Electronic books and texts is used for resources that are the electronic counterpart of a printed book, such as a novel or an encyclopedia in electronic format.

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Questions? Contact Tom Lehman at tlehman@nd.edu.

What resources do NOT show up on the DDW's "Find Resources by Title" A-Z lists?

If a resource has been classified with any of the following terms, regardless of what other terms are used to classify the resource, it will not show up on the A-Z lists:

Facet: Notre Dame Libraries
Term: About, Departments, Emergency information, Employment, Endowments, Exhibits, Giving to the Libraries, Help, Hours, Library faculty and staff, News and events, Policies, Services, Subject specialists

Facet: Formats
Term: Electronic Journals, Print Journals

-- Rob Fox, Senior Analyst/Programmer

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Questions? Contact Tom Lehman at tlehman@nd.edu.

How is DDW information added in Aleph records? (aka DDW Mapping Document)

The Libraries' catalog is the database of record. Library policy is that resources wanted for the DDW which are cataloged will have the DDW information created and updated in the catalog.

This document describes the MARC tags used to convey DDW information in cataloging records. It is based on the earlier Gateway mapping document. Some Gateway tagging practices are continued, even though not required for the DDW.

Contents:

Fields		Notes:
245 246 362 500 520 538 556 595	596 597 695 710 730 856 866	Examples of 596 fields Examples of 695 fields Exceptionally, two Gateway types for a resource See ref from title of part of the resource Gateway fields retained on overlay from OCLC Aleph holdings fields in priority order

 

Tag	Purpose	R/NR	Aleph Display/Label	Indexed in Aleph?	What to do for DDW
245 $a, n, p	Title of resource.	NR	Existing field, no change	Existing field, no change	Continue to add; used in DDW
246 $a, $9 gt	Replacement Gateway title, when the cataloging title (245) is not the commonly known title (e.g. ISI web of science, a.k.a. Web of Science). The 246 with $9 gt displays in place of the 245 title.	NR	Existing field, no change	Existing field, no change	Continue to add; used in DDW. $9 gt still needed by the DDW.
362 $a 1	Coverage (the beginning and/or ending dates/vol. nos. of the serial). Describes the universal bibliographic situation. Either present in OCLC record used for the resource or supplied when item is fully cataloged. [See also: 500 Description based on:, 595 $c, and 866.]	R	Existing field, no change	Existing field, no change	Continue to add; used in DDW
500 $a 1 Description based on:	Describes the date and vol. no. of the issue in hand when the universal situation is not known. Describes earliest issue available. May be supplied when the record is first brought in, or when the item is fully cataloged. [See also: 362, 595$c, and 866.]	NR	Existing field, no change	Existing field, no change	Continue to add; used in DDW
520 $a, $9 g	Abstract (Description) If the description in the OCLC record is wanted for the Gateway, '$9 g' is added to the 520 field. If there is a 520 in the OCLC record that is not wanted in the Gateway, the $9 is omitted. If a different description is wanted, the 520 may be edited.	R	Existing field, no change	Existing field, no change	Continue to add; used in DDW. $9 g still needed by the DDW.
538 $a, $9 g	Access note. Add '$9 g' to designate that the 538 is to be used for the Gateway. Note: -- 538 $9g is only used for purposes of the Gateway when there is no 856 40, as with NT@ND and Ref Cref resoures. Access notes in resources with 856 40 are given in both 595 $w and 856 40 $z.	R	Existing field, no change	Existing field, no change	Continue to add; used in DDW. $9 g still needed by the DDW.
556 $a, $9 g	Free text note giving information about user guides. Use only for guides that are not Web accessible. URLs for online guides are in 856 42, with display text in $z. Add '$9 g' to designate that the 556 is to be used for the Gateway.	R	Existing field, no change	Existing field, no change	Continue to add; used in DDW. The information is added to the Description field in the DDW. $9 g still needed by the DDW.
595 $a	Cataloging level 1= Not yet ready to be included in the Gateway 2= Minimal (has title; URL/ access info; Gateway subject(s) and type) 3= Record considered completed for Gateway purposes	NR	No	No	Not used in DDW, but continue to add in Aleph, so a record is kept.
595 $b	Icon designating new Gateway resources to be highlighted, and how long the 'new' icon should be displayed: n [date after which the 'new' icon should no longer display in the Gateway; e.g. 2002-11-15]	NR	No	No	Not used in DDW. Do not add in Aleph.
595 $c 1	Coverage (the beginning and/or ending dates/vol. nos. of the serial). Used by RL/BH when 362 or 500 Description based on: is present, but ND holdings are different *and* there is no 866 data available yet. Also used when there is more than one 866 $a, to create a one line holdings statement for the Gateway. [See also: 362, 500 Description based on:, and 866.]	NR	Yes. Label: ND coverage:	No	Continue to add; used in the DDW.
595 $d	Date resource activated in Gateway (date 595 $e added). [yyyy-mm-dd]	NR	No	No	Continue to add; used in DDW
595 $e	Full text status code NF=resource contains no full text ST=resource includes some full text FT=resource is a full text resource (e-journal or e-text), or consists of full text resources (aggregator, package or database of e-journals or e-texts)	NR	No	Yes. Added to WFM	Continue to add; used in DDW
595 $f	Note acknowledging outside funding for a product.	NR	Yes. Label: Acknowledgment:	Yes. Added to WNO, WRD	Continue to add; used in DDW. The information is added to the Description field in the DDW.
595 $g	FindText enabled resource. [Text of subfield: "FindText enabled resource."]	NR	No	No	Continue to add; used in DDW
595 $h	Can this resource be used for ILL? [Text message may be added to explain, if needed.] 595 $h ILL Print Only 595 $h ILL Print and Electronic 595 $h ILL No Information 595 $h ILL No ILL	NR	No	No	No longer used. Do not add in Aleph.
595 $i	Icons giving information about the resource: n= Access restricted to Notre Dame w= Free Web	NR	No	No	Do not use. Use 596 $f Access instead.
595 $j	Can this resource be used for Electronic Reserves? [Text message may be added to explain; e.g. Y, only in ...] Y=Yes N=No	NR	No	No	No longer used. Do not add in Aleph.
595 $k	Note giving number of users, along with an explanation of conditions or limitations, if needed.	NR	Yes. Label: No. of Users:	No	Continue to add; used in DDW. The information is added to the Description field in the DDW.
595 $l	Can this resource be used for Course packs? [Text message may be added to explain; e.g. Y, only in ...] Y=Yes N=No	NR	No	No	No longer used. Do not add in Aleph.
595 $m	Special information that needs to be highlighted and is time sensitive. (For packages, could be managed by keeping a list of the system numbers of the records in each package, making it possible to do global add, delete of notes in that group of records.)	NR	Yes. Label: Important:	No	Continue to add; used in DDW. The information is added to the Description field in the DDW.
595 $w	Access note displaying with the title in the Gateway list of titles, such as "Click on 'Select a Database' icon, then select 'Journals' then select 'Journals bibliography'." Note: -- 595 $w is only used when there is an 856 $40. When there is *no* 856 40, the access note is given in 538 $9g. When 595 $w is used, the note is repeated in 856 40 $z for purposes of the Aleph display.	NR	No	No	Continue to add; used in DDW. The information is added to the Description field in the DDW.
595 $x	Internal note. Free text, doesn't display to the public. If it is desired to suppress display of holdings in a 362, 500 DBO, 595 $c, or 866 field from the Gateway, add the text "dsh" (don't show holdings) to the 595 $x.	NR	No	No	Continue to add; "dsh" used in DDW.
596 $f, $t	Facets and terms. Facets are in $f, terms in $t. Add using Aleph's F8 functionality.	R	No	Yes, 596 is indexed in WDD.	Used in DDW.
596 $s	Recommended resource. If the resource is suggested (a "recommended resource") for a particular term, add $s Y to the 596.	R	No	Yes, 596 is indexed in WDD.	Used in DDW.
596 $x	Cross reference. Contains a cross reference from another form of title to the DDW title. The form of the DDW cross reference is, e.g. "Early English books online (see EEBO: Early English books online)". The $x will contain "Early English books online." Add $x to every 596 $s Formats, Genres, Subjects, and Research tools	R	No	Yes, 596 is indexed in WDD.	Used in DDW.
597 $d	Add 597 $d Y to records when they are wanted in the DDW.	NR	No	Yes, 597 $d is indexed in WDW.	Used in DDW.
597 $n	Special DDW-only note. Used by Rick Jones for evaluative/prescriptive notes not appropriate for the catalog.	NR	No	No	Used in DDW.
695 $p	Core resource. The content of the 695 $p is "Core resource." A shamrock displays after the titles of core resources on the subject pages for which the subject is core. The 695 $p Core resource must be added to each subject for which the resource is core. (Note that the shamrock doesn't display after the resource title in the All Databases or the alphabetic pages by type.)	NR	No	No	Do not use. Use 596 $s Y instead.
695 $r	See ref from variant title. The title is listed after each subject where the see ref is desired. For example: "Worldwide Political Science Abstracts" used to be known as "ABC Pol Sci." So "ABC Pol Sci" is listed in each 695 for Worldwide Political Science Abstracts, e.g. 695 $$tElectronic Indexes and Articles$$sHistory$$rABC Pol Sci 695 $$tElectronic Indexes and Articles$$sGovernment and International Studies$$rABC Pol Sci.	R	No	No	Not used in DDW, but continue to add in Aleph, so this functionality can be added later.
695 $s	Gateway subject (must be preceded by a 695 $t) from list of approved Gateway subjects	R	No (displays after 695 $t)	Yes: Added to WRD, WSU	Not used in DDW, but continue to add in Aleph, so record can be retrieved in Aleph.
695 $t	Gateway type of resource (must be followed by a 695 $s) Electronic Indexes and Articles Electronic Journals Electronic Reference Electronic Books and Texts Electronic Data / Statistics / GIS	R	Yes. New label requested: Gateway subject:	Yes: Added to SGN, SUB, WGN, WRD, WSU	Not used in DDW, but continue to add in Aleph, so record can be retrieved in Aleph.
710 $a, $9 g	Added Entry, Corporate name. Used for e-journals to generate lists of e-journals in individual e-journal collections, such as Project Muse. Adding '$9 g' designates the 710 as representing a publisher or provider to be added to the E Journal Collections list in the Gateway.	R	Existing field, no change	Existing field, no change	Not used in DDW, but continue to add in Aleph, so record can be retrieved in Aleph. The $9 g is not needed.
730 $a, $9 g	Added Entry, Uniform Title. Used to generate lists of e-journals in individual e-journal collections, where the name of the collection is a title. Adding '$9 g' designates the 730 as representing a provider to be added to the E Journal Collections list in the Gateway.	R	Existing field, no change	Existing field, no change	Not used in DDW, but continue to add in Aleph, so record can be retrieved in Aleph. The $9 g is not needed.
856 40 $3, $z, $u	URL of resource [$3 give coverage when access is to part of a resource, $z gives access information; e.g. "Click on 'Browse Journals', click on 'Subscribed Journals', then select from title listing."] Note: -- $3 is required when there are two 856 40 fields. -- When access information is present in $z, the information is repeated in 595 $w in order for it to appear in the Gateway.	R	Existing field, no change	Existing field, no change	Continue to add; used in DDW
856 41 $3, $z, $u	URL of an electronic version of the resource [$3 give coverage when the electronic resource is for a part of the resource. If no $z is present, the DDW generates the link text "Electronic version of resource." If $z is present, it is displayed as the link text.] Note: -- When access information is present in $z, the information is repeated in 595 $w in order for it to appear in the Gateway.	R	Existing field, no change	Existing field, no change	Continue to add; used in DDW
856 42 $z $u	URL of related resource; e.g. guides, lists [$z gives message about the guide; e.g. "Journal titles indexed," "Search guide for this database."] If the $z contains a colon within the note (as opposed to at the end of the note) the portion of the note before the colon is the link text.	R	Existing field, no change	Existing field, no change	Continue to add; used in DDW
866 $a 1	Holdings. [See also: 362, 500 Description based on:, and 595 $c.]	R	Existing field, no change	Existing field, no change	Continue to add; used in DDW

Example of 596 field Resource: Art theorists of the Italian Renaissance: 596 $f Access $t ND-only 596 $f Subjects $t Art, Art History and Design $s Y 596 $f Subjects $t Medieval Studies 596 $f Subjects $t Language and Literature, Italian 596 $f Formats $t Books, Electronic 597 $d Y Example of 695 fields Resource A (Academic search premier): 695 $t Electronic Indexes and Articles $s Psychology 695 $t Electronic Indexes and Articles $s Engineering (General) Resource B (Lion): 695 $t Electronic Books and Texts $s Language and Literature, English 695 $t Electronic Books and Texts $s American Studies Example of resource with two Gateway types Except in rare instances, a given resource may only have one Gateway type listed in 695 $t, repeated for each Gateway subject. For the limited number of resources with two types, the subjects will be repeated after each: 695 $t Electronic Books and Texts $s Language and Literature, English 695 $t Electronic Books and Texts $s American Studies 695 $t Electronic Reference $s Language and Literature, English 695 $t Electronic Reference $s American Studies Example of 695 field incorporating see ref from title of part of the resource: 245 $a ISI web of science 246 $a Web of Science $9 gt 695 $t Electronic Indexes and Articles $s Language and Literature, English $r Arts and Humanities Citation Index 695 $t Electronic Indexes and Articles $s Language and Literature, Spanish and Portuguese $r Arts and Humanities Citation Index 695 $t Electronic Indexes and Articles $s Language and Literature, Spanish and Portuguese $r Social Sciences Citation Index The first 695 generates a see ref to Web of Science from Arts and Humanities Citation Index in the 'Language and Literature, English' subject listing. The second and third 695 fields generate see refs to Web of Science from Arts and Humanities Citation Index and Social Sciences Citation Index in the 'Language and Literature, Spanish and Portuguese' subject listing.   Gateway fields retained on overlay 520, 538, 556, 595, 695, and 856 fields are retained on overlay, as they are either exclusively for use as Gateway fields or may be designated as Gateway fields with the addition of $9. While fields 246, 710, and 730 may be designated as Gateway fields with the addition of $9, they are not retained on overlay, as many non-Gateway records would be affected. Cataloging staff working on Gateway records in Aleph need to ensure that the $9 subfield is retained in 246, 710 and 730 after overlay. Note: 1) Gateway program draws on Aleph fields for holdings/coverage information in this order: --595 $c --866 --362 (if two 362 fields present, 362 1 is taken rather than the 362 0) --500 Description based on:

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Questions? Contact Tom Lehman at tlehman@nd.edu.

DDW Cross References

Introduction:

The purpose for adding cross references in the DDW is to provide access to resources via an alternative form of the resource name. This technique is intended to be used rarely. We don't want to clutter up resource lists with cross references.

Procedure for Creating DDW Cross References

1. Requests to create a DDW cross reference are sent to the TERMinators list (terminators@listserv.nd.edu).
2. TERMinators will respond to the request within three working days. If the request is approved, TERMinators will email the person who requested the cross reference letting them know the request has been approved, and copy Robin Lisek.
3. Robin creates the cross reference using the Change Form (DDW only resource). Cross references have four DDW fields
   1. Title:

      The form of the cross reference is "[cross reference] (see [title used in DDW])" For example:

      Early English books online (see EEBO: Early English books online)
      Arts and Humanities Citation Index (see Web of Science)

   2. URL:

      URL of the cross reference is the URL of the information page of the resource for which the cross reference is being created. You get this page by clicking in the "i" (information) icon next to the title of the resource in the DDW. For example:

      http://www.library.nd.edu/ddw/public/resource_list.cgi?resource_id=22&list_type=full_resource

   3. Subjects:

      Assign the requested subjects to the cross reference. The cross reference will appear on the "View all resources" list for those subjects. The cross reference will also appear in the A-Z lists, and be keyword searchable.

   4. xref:

      Assign the term "xref" in the Flags facet. This allows us to identify cross references and to give them a different treatment in the DDW if needed.

4. Except for cross references for component parts of resources, where all subjects are not appropriate for the part, as in the case of Arts and Humanities Citation Index (part of Web of Science), Robin calls up the information record for the resource, and assigns all the terms listed there. For the subject specific component parts, Robin only assigns the subjects specifically requested, in addition to the other non-subject terms in the information record.
5. If the resource to which the cross reference is linked is a recommended resource for a term, the cross reference will also be recommended for that term.
6. If the resource for which a cross reference is being requested is in Aleph, Robin will make sure the requested cross reference is in a 246 field in the record (rarely, the title of the resource in the DDW is in a 246 field (identified with $9 gt) and the cross reference will be the 245 title or another 246 field).
7. Robin will add the cross reference in 596 subfield ‘x' of the Aleph record.
8. Robin will neither add nor delete 695 $r information (the Gateway technique for generating cross references)
9. If a resource for which a cross reference has been created is deleted from the DDW, the cross reference should also be deleted.
10. To see a list of all DDW cross references
    1. Go to https://www.library.nd.edu/ddw/cgi-bin/all_terms.cgi
    2. Select "Flags" from the drop down list. Click "Select"
    3. Click the "xref" link that appears.
    4. The cross references page with a listing of all cross references (under "View all xref resources") appears.

Created: Nov. 16, 2005