Department Manual
Serials Cataloging and Related Procedures

 

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Purpose:

• To edit any level VOYAGER bibliographic record and correctly create/edit MARC holdings and item records for KSU serials and periodicals.

Policy:

• K-State Libraries uses successive entry cataloging almost exclusively. Certain records, as deemed appropriate by the Serials Librarian, will use latest entry cataloging. When both print and non-print versions of a title are held, the print version of the serial record (type "a" and bib lvl "s") will be used with holdings records created for each format. When only a non-print version of a title is maintained, choose the record appropriate to the specific format.
• KSUL Guidelines For Defining and Processing PER (Periodical) and SER (other Serial) Items

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CONTENTS

Basic Guidelines for Serials Cataloging

• Record Verification
• Brief Records for Zero Copy
• Copy Cataloging Checklist
• Guidelines for MARC Formats for Copy and Original Cataloging
• Holdings Records
• Holdings Records, Examples of
• Item Records
• Physical Processing

Miscellaneous Procedures and Documents

• Cat Seps and Analytics
• Discarded Journals
• E-Resources Contract Database
• Folio and Oversize Chart
• Latest Entry Cataloging Policy
• Memberships and Group Subs
• Routed Journals
• Routines for Records with 856 Fields
• Series Authority
• Setting Sessions Defaults
• Title Changes
• Useful Links for Serialisters

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Record Verification

Serials without Invoices:

• If there is no record on VOYAGER, route the item to the Review Room with the Review Room Serials Workform; or,
  If the cataloger determines that the item should be processed as a monograph, route to the "Miscellaneous Gift Shelf."

If a record has been imported from OCLC, verify that the record matches the item.

• Bibliographic record on VOYAGER matches item
  • Verify title
  • Verify coverage
  • Go to II.- Copy Cataloging Checklist below.

• Bibliographic record on VOYAGER does not match item.
  • Search OCLC.
  • If a match is found, overlay incorrect record according to guidelines in "Overlaying, Cross-referencing, and Deleting Extraneous Bibliographic Records on VOYAGER" (Section F8--print version of Manual). Go to II.- Copy Cataloging Checklist below.

  • If there is no matching record, use the appropropriate serial default template (see x:\lib\voyager\catalog\template\bibseri.tem) to create a brief record (bib and holdings) using the following fields:
    • Fixed fields
      • Enc/l: 5 (use 7 for suppressed membership records)
      • dates: add beginning date, i.e., 19uu or 196u or 1996
      • language: code if known
    • Variable fields
      • 022 (required if known)
      • 1XX/7XX (author--required if applicable;use authorized form)
      • 245 (title)
      • 260 (publishing information--required, if known)
      • 4XX/8XX (series--required if applicable;use authorized form)
      • 948    |a o:
      • Delete any unused tags

    Brief bibliographic record example:
    

    • Holdings record. Add the following:
      • Fixed field: code as required (see Holdings Records: Standards for Inputting for more information)
      • 852 8    |b [location] |h In Process |x [treatment and binding decisions from Review Room flyer]
      • 866      |8 0 |a [unbound item/s in hand]
      • 866 41 |8 0 |a [bound volumes]
    • Place the item on the Serials Zero Copy shelf for original cataloging; route rush and priority materials directly to the Serials Cataloger.

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  • Catalog item on VOYAGER: Copy Cataloging Checklist
    1. Edit the bibliographic record.

       NOTE: All fields should be examined and edited according to cataloging procedures. The following fields must be properly coded to create an accurate representation of holdings in the K-State Libraries database. Should the bib record contain these fields with codes OTHER than those indicated, see the Guidelines for MARC Formats for Copy and Original Cataloging and refer to the CONSER Cataloging Manual, CONSER Editing Guide, AACR2r, and LCRIs for detailed information and/or pass the item to the Serials Cataloger for review.

       Verify and/or check the following values:

       Fixed Field: Leader

       Status: do not change
       Type: verify (most common: a = print)
       Bib/l: s
       Enc/l: blank or 7
       Cataloging Form: do not change
       
       

       Fixed Field: 008

       Fixed Field Tag	Instructions
       Freq	match 310
       Date1	should correspond to 362; if no 362 use date from 260 |c
       Date2	should correspond to closing date in 362; if no 362 use 260 |c
       Place of pub	current state or country of publication see: OCLC's Country of publication codes
       Pub stat	check (c = current; d = dead; u = unknown) Working with older materials?: leave coded as is, unless known
       Type of ser	verify that code is correct for type of serial
       Type of entry	0

       Definitions
       The following are terms used in the Copy Cataloging Checklist:

       Add	If information appears on the piece, but not in the bib record, add it to the bib record in the appropriate field, as necessary.
       Check	Check the information in the bib record against the information found on the piece. If the information in the record differs from the information on the piece, verify that the record is a matching record. Edit the record, as necessary.
       Verify	For fields that are under authority control. Verify against appropriate authority record in the Voyager or OCLC database, as indicated.
       Delete	The field is no longer used and should be deleted from the bib record.

       Variable fields:

       006		Code only for non-print serials; Add/check all codes as applicable
       007		Add/check. If coded for remote resources, follow practice as established in 856 Fields on Bibliographic Records; add/check all codes as applicable
       035		Check for overlay if applicable; delete extraneous 035s
       022		Check |a against item in hand. (Different ISSNs may be caused by 1) a title change; 2) typo; 3) publisher hasn't updated; etc.) ISSN on piece is different from 022 |a on bib record AND the record has an 042 nsdp: Assume the bib 022 |a is correct; add the ISSN from the piece into |y ISSN on piece is different from 022 |a on bib record: Search Voyager (when you feel there's a title change involved):    Not on Voyager: Add ISSN from piece to subfield y.    On Voyager: Add ISSN from piece to subfield y. No ISSN on bib? Search Voyager. Not on Voyager: add in |a. On Voyager: add in |y.
       042		lc and/or nsdp
       050	xx	Do not add or edit. Check against existing database for duplicates and appropriate classification
       090		Do not add or edit; Check against existing database for duplicates and appropriate classification and/or check against classification schedules
       100 11X		Add/check/verify form of name. Pre-AACR2 record: upgrade only when the title is new to KSUL
       130 240		Check: do not edit; Add? questions?: route past serials cataloger
       245		Check: wording of |a (1st 5 words) should match piece. Slight difference/additions/deletions: review title change rules NOTE: verify form of |h -- convert angle brackets to "[GMD]", i.e., square brackets.
       246		Add/check; For coding of indicators see: Title Added Entries
       260		Check; if different, add appropriate 5xx note
       300		Check watch |c for folio/oversize for serials (not periodicals)
       310		Check; add 321 if updating a 310; update the fixed field
       362		Should correspond to Date1 and/or Date2 in 008 as applicable
       4XX		Add/check/verify See additional info on series authority.
       506		If bib is coded for remote resources, follow practice as established in 856 Fields on Bibliographic Records; otherwise, route to Serials Cataloger
       530		Add if KSU has additional format(s); delete if KSU does not maintain the format listed; but: For online versions (newly imported bibs): verify in Contract Database: -- Title listed: leave 530; print bib and route to serials cataloger -- Title not listed: print bib and highlight 530/856; delete 530/856; route printout to serials cataloger (except for exceptions noted in 856 Fields on Bibliographic Records) For online versions (on items being updated/recat/etc.): verify full text resources only in Contract Database: -- Title listed: update according to current practice -- Title not listed: update according to current practice; print bib and highlight 506(if applicable)/530/856; route printout to serials cataloger
       550		add/check; add corresponding 710s if appropriate; adds should be checked by Serials Cataloger
       580		Check; Add when required by title changes involving 785 16s or 785 17s
       6XX		Add/check/verify form of name
       650 651	0 0	Add/check/verify form of name At minimum, validate |a. NOTE: at least 1 subject should be present except for general publications NOTE: On older records change |x to |v if applicable
       700 71X		Add/check/verify form of name
       780	00	Add/check If KSU owns previous title, verify OCLC no. Check call numbers
       785	00	Add/check If KSU owns previous title, verify OCLC no. Check call numbers
       8XX		Add/check/verify See additional info on series authority.
       856		If present, see 856 Fields on Bibliographic Records
       948		|a [type of copy]:[initials] |d [mm/yyyy]

    With Cataloging complete, continue to Holdings Records.