Contents
- Searching OCLC for Serials
- Tools of the Trade
- Local documentation
- OCLC: Bib Formats and Standards
- Catalogers Desktop
- AACR2R
- Authority validation for Serials on Voyager
- Name headings
- Series
- Subjects
- Record Verification
- Tagging
- Qualifiers for uniform titles
Searching
OCLC
For great search help, refer to "Searching for bibliographic records"
on OCLC: http://www.oclc.org/oclc/man/9926src/9926src.htm
Searching for journal titles
-
Most common search strategies:
- 3,2,2,1/ser (all formats)
- 3,2,2,1/mf (for microforms)
- 3,2,2,1/nm (do not include microforms)
- 3,2,2,1/[date/date range]
- 3,2,2,1/com (for computer files)
- sca ti journal of geophysical research
- =4,3,1/ser
- 4,4/ser
- [4,3,1
To search Conference of Research Workers: [rese,wor, - or use "scan search" for corporate or conference names in
the authority file:
- sca co conference of research workers
- sca co american association of cost engineers
- fin ti bulletin and au petroleum
and au engineers
- fin ti proceedings and au
electrical and au engineers
- fin au medical and au association
There are a number of other search labels (for publisher, publisher location, series, etc.) available on OCLC's web site: http://www.oclc.org/oclc/man/9926src/9926src.htm#Keyword
Tools of the Trade
-
Local Documentation
- Compare the title of the piece in hand to the bibliographic record
- Verify dates of coverage
- fixed field
- 260 field
- 362 field
- 500 Description based on note
- Verify publisher information
- publisher does not match? look for additional publication information in 500 notes
- should be included when the corporate body issuing
the serial is named
- should NOT be included if the phrase does not contain
the statement of responsibility or adds little useful
information to identify the title
- generic words or phrases, such as "a quarterly publication on the bug world" should be omitted
- add the subtitle if the title is brief
-
Kansas : |b the magazine of Plains history
- when the full form and acronym appear and the full form is chosen as title proper, record the acronym in |b
- in subtitle? May need to reflect in notes and add
access points.
- to parallel title? Add a 246 to reflect the change.
- to other title information? May not need any notation. Use judgement.
- must appear formally on the piece to be transcribed
in 245 |c (CCM 6.5.1)
- should NOT be embedded in the text
- set off from the title
- must appear on the chief source or other 'prominent' location
- include the corporate body in 245 |c when it is preceded by words such as "issued by," or "prepared by."
- if the corporate body appears at the head of the title or below the title, add it in 245 |c. If it appears at the foot of page, treat it as the publisher
- "when recording the statement of responsibility from a prominent source other than the chief source, give it in brackets." CCM 6.5.1
- Title ( |a, |n, and/or |p ) is completely different
from previous title.
- Differences beyond the first 5 words of the title
do not constitute a title change UNLESS: subject matter
of serial changes significantly
- Changes in the first 5 words (excluding articles,
prepositions) of the common title constitute a title
change
- Words are added, changed or deleted in the section
title or part designation. Changes in the section title
should be
considered carefully: if the scope of the title changes, create the title change; if the change occurs after the first 5 words of the title proper and does not change the scope, a new record may not be necessary.
- The order of the first 5 words changes
- The name of the issuing body in the title changes
its name
- The name of the corporate body is added to or dropped
from the beginning of the title
- The form of the name of an issuing body at the beginning
of the title changes
- The language of the title changes
- Title is given in multiple languages and the title that was used as title proper no longer appears on piece
- Title added or dropped.
- Name change to corporate body/conference main entry
constitutes a title change.
- Different corporate body/conference becomes responsible
for the title
- Name change to corporate body used as qualifier in uniform title main entry constitutes a title change.
- See CCM 16.4.2
- If title begins renumbering itself as v.1, no.1
but
If the form of numbering changes: v. 1, no. 1 to 2000/1,
do NOT consider a title change - title replaced by another format, for example: print
to fiche, or print to electronic
NOTE: KSU policy is to maintain the one record approach for electronic resources - May want to reflect in note
- Change in first five words: add a 246
- singular to plural
- and or &
- hyphenated vs. not hyphenated.
- add a 246
- Add a 246 if within the first 5 words
- Add a 246 if within the first 5 words
- May add a note
- Serials with title pages that change from issue to
issue: title change
- Title page added with different title: title change
- Title page and cover have different title and title page dropped: title change
- If using print version to catalog electronic remote resource,
code the 007 for the remote resource
022 ISSN
"a unique identification number assigned to each serial title by centers of the International Standard Serial Number Network. ISSN for Canadian serials are assigned or authenticated by ISSN Canada. ISSN for U.S. serials are assigned or authenticated by NSDP." CEGDoes the |a ISSN match the piece in hand?
- What if it's different?
Is there an 042 nsdp on the bib record? Yes: assume the ISSN is correct or,
1. Check Voyager: the piece may carry the ISSN of the previous title
(This is about as far as copy catalogers should proceed. The copy cataloging checklist has additional details on how to reflect ISSNs.2. ISSNs can be looked up in Ulrich's
3. There's also an online ISSN center but it costs $$ to subscribe to
No 042?
- Add the ISSN in a |y after the |a
ISSN on piece but not on the bib?
1. Was there a title change?
Yes: Check the ISSN of the previous title.
If it matches, add the ISSN as a |y
2. New title? (i.e., no evidence of a title change)
Add the ISSN in |a
035 OCLC number
- overlaying a record?
Verify that the OCLC no. matches; or copy and paste from old to new record
050 00 LC assigned call number
050 04 LC call number assigned by agency other than LC (e.g., a CONSER library)
- use in holdings record: verify against Voyager to avoid
duplicates
090 LC call number assigned by member library
- use in holdings if no 050 exists; verify against existing
database, checking to ensure that number appears to fall
within the appropriate subject schemes
Main entry
100, 11X
Should serial be entered under 1XX?-
The rules have changed...
- For new titles added to the collection:
Follow AACR2r practice. Upgrade the main entry when these records are brought into VOYAGER. - Editing/updating an existing pre-AACR2 record
in VOYAGER:
On rare occasions, and after consultation with the serials cataloger, the main entry may be updated to AACR2r. Judgement must be used to determine if retrospective titles should be upgraded, for example, brief records overlayed by full records. Changing the main entry may result in relabeling large numbers of volumes.Bottom line: can the patron find the material?
- body should be prominently named on the piece,
but may be found in other sources on the piece
- generally, commercial publishers should NOT be
treated as corporate main entry
- title should be issued by the body, or caused to
be issued by the body, or the contents of the piece
should originate with the body
- if the work is merely about the body, corporate main entry is inappropriate
- title is about the body: minutes, reports of activities,
administrative in nature, internal information not necessarily
meant for the public
- Newsletters may be difficult to categorize. When
in doubt, choose title main entry
Category C
- reports with corporate background information as
well as opinions or recommendations of the body
Category D
- enter under conference when publication presents
proceedings, reports, etc. (Conference name MUST be
named on the chief source to use as main entry)
Authority validation
KSU practice: verify form of name, i.e. authority validation should be turned on.
- Authority says "see reference" - means the heading
is invalid. Retrieve authority record and update the
bib record with correct form
- Authority says "later (or earlier) heading" - this
indicates we have no authority record for the heading.
Print the bib, circle the heading, indicate "see also":
route to Luann.
- Not validated No match: leave heading as is; route
'suspicious' headings to LuAnn (you may need to take
piece)
(If doing retrospective clean-up without item, print the bib, circle the heading, indicate questionable heading, and route the printout to Luann.) If no authority exists on Voyager and the heading appears to be formed correctly, continue cataloging.
100 Personal author
Serials are rarely cataloged under personal author.
If the bib record includes a 100, see CCM 4.6Editors and compilers are never given as main entry (LCRI 21.1A2)
- Many KSU pre-AACR2 records may be entered under a
100 main entry. Use judgement in recataloging.
130, 240 Uniform title. CCM 5, LCRI 25.5B
Uniform titles are used in serials cataloging for collocation or differentiation.Collocation: to bring together certain legal serials, translations or language editions
Differentiation : to distinguish 2 serials carrying the same name.
- this is more common usage in serials cataloging
Uniform title consists of the title proper (245 |a, |n, |p) and a qualifier.
Create a uniform title:
- when the title proper is identical to the title proper
of another serial (CCM 5.2.2)
- when a serial entered under corporate body has the
same corporate main entry and title as that of another
serial (CCM 5.2.3)
- when the physical format of the serial changes (CCM
5.2.4)
- when the section title begins with an article
Never add a uniform title to a pre-AACR2 record because uniform titles created according to LCRI 25.5B were not used under earlier rules. CCM 5.2.1
Choice and form of qualifiers
Serials with uniform titles should be established according to AACR2, using an appropriate qualifier. For example: corporate body, place of publication, edition statement, or date. - Because of the propensity of corporate bodies to
change their names, LC/CONSER seems to prefer place
rather than corporate body as the qualifier.
Place or corporate body as qualifier
- use the authorized form of the term
- for place, the higher jurisdiction (i.e, a U.S. state),
is separated from the city by a comma and the parentheses
are omitted:
-
Authority record: Manhattan (Kan.)
Uniform title: [title] (Manhattan, Kan.)
Use corporate body as qualifier when:
- title is generic (e.g., Newsletter, or Bulletin)
- place has already been used as a qualifier for another serial
- title includes the initials of the corporate body
and another serial with the same title contains the
initials of a different corporate body
Dates as qualifiers
- Use when title repeats an earlier title
Other qualifers.
Refer to CCM 5.3.4Common title/section title.
Serial supplements where parent has a uniform title.
See CCM 5.5Unform titles translations and language editions.
CCM 5.6
246 Variant title
KSU practice: verify, add/checkSome information on adding 246s is in the section on the 245 field.
See additional information in http://www.lib.ksu.edu/depts/techserv/manual/cataloging/monographs/title_added.html Refer to Bib Formats and Standards for additional information on indicators and subfields.
247 Earlier titles (Latest entry cataloging)
KSU practice: rarely used. Serials Cataloger's judgement.See policy at http://www.lib.ksu.edu/depts/techserv/manual/cataloging/serials/lateste6.html.
260 Publication informationKSU practice: verify/edit; if different add appropriate 5XX note.
Source of information: from the earliest piece. Taken from any source in the item itself. Prefer the chief source-
|a place of publication
Transcribe as it appears on the earliest piece:
-
On piece: Manhattan, KS
In record: |a Manhattan, KSOn piece: Manhattan, Kansas
In record: |a Manhattan, Kan. (When state is spelled out, use AACR2 abbreviations)On piece: Manhattan
In record: |a Manhattan, [Kan.]
(NOTE: Based on other information in the piece, cataloger knows the state of publication)Brackets are used only when supplying info not found on the piece or when using the abbreviations "s.l." or "s.n." NOTE: many older records routinely used brackets. Do not edit them UNLESS you have the piece upon which the description was based (or an earlier issue).
Item in hand has a different place of publication: add appropriate 500 note.
-
500 Published: Lawrence, Kan., 1999-
More than one place of publication:
-
With one publisher
- record the first city listed ; record 2nd city if it is given typographical prominence or it is the home country of the cataloging agency and the first place is not.
- if the first city listed is in the home country
and others are not, only record the 1st
With 2 or more publishers or distributors
- record each in separate state |a [first city] : |b [first pub.] ; |a [2nd city] : |b [2nd pub.]
Record the place as it appears on the piece, recording higher jurisdictions when deemed appropriate. See CCM 10.3.3.b.
260 |b publisher
-
transcribe as it appears on the earliest piece, with
allowances for abbreviations, shortening the publishing
statement, omitting words
- the corporate body appears in recognizable
form in the 245 field.
-
245 00 ... / |c American Medical Association
260 .. : |b The Association, - Abbreviations may be used
-
Dept. for Department
Co. for Company
Pub. for Publishing - Omissions
-
On piece: J. Wiley and Sons
In record: WileyWatch out for statements such as "prepared by," "edited by" "complied by," they are not usually considered to be publishing statement. Use as the publisher only when there is additional evidence on the piece.
Sources: formal publishing statement (i.e., "published by") anywhere on the item. Chief source is preferred source.
No formal statement? Assume a body at the foot of the title page is the publisher.
For periodicals: look in the masthead.
Publisher may be at head of title or elsewhere on the item.
Publishing statement may be shortened when:
Person as publisher.
See CCM 10.2.2Distributors.
CCM 10.2.5Record the distributor in a separate statement when it is given on the item.
Distinguish between issuing body and publisher. (Not always so easy!) Sometimes, they may be one and the same. An issuing body should have a 71X (if it isn't the main entry); a publisher should not.
More than one body?
CCM 10.2.c.-
Generally, record all bodies found on chief source.
(May require use of multiple |b.)
Publisher reflected in multiple languages?
CCM 10.2.c-
Record the publisher in the language of the title
proper
260 |c Dates of publication
CCM 10.4-
The publication date consists solely of the year.
Transcribe it from earliest piece in hand.Do not confuse the publication date with the chronological designation.
Release dates:
Consists of month and year that reflects the date of release.Copyright dates:
The year in which the issue was registered for copyright protection.
May or may not be the same as the publication dates.Recording the date of publication:
-
First piece in hand? Add the copyright or publication
date to the 260 |c.
If the publication ceases and the last issue is in hand, add that info to the 260 |cFirst/last issue not in hand?
-
Do not give a date of publication.
Selecting the date:
-
No publication date? Copyright or release date
may be used.
No publication date on first/last issue? Add a probable date in brackets. Base your 'guess' on the chronological designation.
Recording the date:
-
Record only the year.
First and last issue in hand:
-
|c 1960-1990.
First issue in hand:
-
|c 1970-
Using the copyright date:
-
|c c1980-
Probable date:
-
|c [1987-
Probable date, first/last issue in hand:
-
|c [1985-1990]
The 260 field sometime includes the place, name and date of manufacture.
See CCM 10.5 for details.-
Record this information only when there is no
publisher.
Changes in the place, publisher or date of publication.
Noting publisher changes is optional for the cataloger.-
Record changes as notes.
Update the fixed field Country of Publication code if the place of publication changes.KSU Practice: update the bib record unless there are too many changes to note.
Date changes:
Give a note when a later issue has a publication date that is earlier than the date given on the first issue.
300 Extent of item. CCM 11-
|a extent of item
- Record the height in |c, rounding up to the
next whole cm.
KSU Practice: Update the |c if applicable.
-
Original piece was 26 cm. Piece in hand is 30
cm.
Record as:
|c 26-30 cm. - Record height times width if the width is less
than half the height or greater than the height.
|c 20 x 32 cm.
- Changes in width are not recorded.
For serials still being published, |a reflects the specific material designation:
|a v. or |a sound discs or |a no.
LCRI 12.5B1 says describe ALL print serials as "v."
300 |a v. ; |c 28 cm.
If the title is dead, and the no. of volumes is easily determined, enter that info in the |a:
|a 30 v.
If the chronology is in years, record |a for the no. of years.
Title published 1996-2000: record as: |a 5 v.
|b illustration statement
Allowable terms: AACR2 2.5C2. LCRI indicates use "ill." or "maps."
But if a serial consists solely of one type of illustration, record it as such. AACR2 2.5C6.If it is likely the title will contain illustrations in the majority of issues, code |b.
300 |a v. : |b ill. ; |c 23 cm.
|c Dimensions
|e Accompanying material CCM 11.4
Record accompanying material when the majority of issues contain such material and the material is dependent on the main work. (Suppls. and indexes are never recorded as accompanying material.)-
300 |a v. : |b ill. ; |c 28 cm. + |e sound cassettes
310/321 Frequency CEG 310/321 and CEG 008/18 for inputting conventions-
Verify the frequency. (It should match the fix field
freq.)
- Change the 310 to a 321 and add |b to indicate the end date (bracket information if you cannot determine when the frequency changed
- Add a new 310 with the correct frequency; add |b to indicate the start date (again, bracket the info if you are unsure)
- Change the freq code in the fix field to match the 310
1. Frequency is incorrect:
On record: 310 |a Quarterly
On piece in hand: Bimonthly (issue is no. 3 for June 2000)Changes to record:
310 |a Bimonthly, |b
321 |a Quarterly, |b <- Apr. 2000>Change fix field from "q" to "b"
NOTE: in the fixed field, the REGULR code also relates to the regularity of issuance.
Sources of information: take the frequency from info in the piece.
No stated frequency: guess based on issues in hand but do no use a question mark. If you cannot make an educated guess, omit the 310.
Pattern of receipt (from issues in hand) deviates from publishing info: record 310 from issues in hand.
Irregularities in publishing? Record info as it appears on the piece (masthead usually):
310 |a Monthly (except July-Aug.)
(NOTE: use the publisher's terminology when supplying parenthetical info)Terminology
-
See CEG 008/18-19 List of frequencies
Doesn't match the list of frequencies? See CCM 13.3.3
321 Former frequencies
-
Generally, record the frequency followed by |b [date]
If a serial has changed frequencies numerous times during its life, use a general note in the 321:
321 |a Frequency varies, |b 1986-1996
Other numbering oddities may be expressed in the 515 field. More on that later...
362 Designations (Enum/Chron) CCM 8.KSU practice: Check the form of the enum/chron in the 362 against the piece in hand. Differences may need to be reflected in the 362 or in a note. The beginning year should correspond to Date1 in the fixed field; ending year should correspond to Date2.
362 field contains information about the first or last issue of a serial.
- first or last issue is 'in hand': use a formatted 362
- first or last issue not 'in hand' but known: unformatted 362 is used.
- questionable dates are allowed
-
do not guess; base date on information in item
in hand or other sources
- first issue not 'in hand', reflect designation
for earliest available issue in a 500 "Description
based on" note.
Formatted: 362 0 Vol. 1, no. 1 (May 2000)- [first piece in hand]
Unformatted: 362 1 Began with v. 2 (1998).
500 Description based on: v. 4 (2000).
Record the 'Description based on' note in the same manner as a formatted 362.
When only a numeric designation is used, add the date of publishing or copyright.
See CCM 8.1 (p. 12) for nice examples.
Selecting the designation.
-
Prescribed source: the entire serial. AACR2 12.0B1
Use a full form for the designation, even if enum and chron are not listed together on the chief source.
Publishing date: may occasionally be used as a chronological designation, but only when it identifies the issue and the publication appears to be a serial in all other respects.
Copyright date: does NOT reflect coverage; may not reflect date of publishing. Avoid using the copyright date as a chronological designation unless it is the only designation given, the publication is not issued more than once a year and it is clearly a serial.
4XX, 8XX Series
CCM 12
See also Series Authority, Series Records.KSU Practice: Verify the form of the series; verify the treatment of the series (anal? cat sep? collected?).
There are three parts to a series decision, that info being recorded on the series authority record:-
1. Analysis (i.e., cataloging of
individual issues whether cat sep or anal) field 644
Analyzed in full 644 |a f (Each title is cataloged)
Analyzed in part 644 |a p (Some titles are cataloged individually)
Not analyzed 644 |a n (Titles are collected on a serial or set record only)
2. Classification field 646
Collected 646 |a c (All titles are given the same call number)
Classed sep 646 |a s (Each title has its own call no.)
3. Traced or untraced field 645
-
Traced 645 |a t adds an access point in a 440 or
490/8XX
LCRI 21.30L all analyzed series are tracedNot traced 645 |a n: code series as 490 0 (Seen in many older records)
Series should be traced in the form as established in the series authority record.
- The 4XX should be the form as appears on the piece.
- If that varies from the authorized form, the 4XX will be coded as 490 1 and an 8XX field will be added with the authorized version of the series.
What to watch for:
- is the series numbered?
- Does the numbering change on each issue? Is it constant from issue to issue?
- Are there multiple series? Series and subseries?
- Has series been dropped (or added)
All titles with series should be routed to the serials problem copy cataloger or serials original cataloger.
Many pre-AACR2 records will be cataloged with corporate body as main entry.Corporate authors
Definition: AACR2 glossary and 21.1B1
e.g., an organization, group, gov't agencies, churches, conferences, programs, projects, exhibitions, etc.Corporate main entry is used when works are closely linked to the corporate body such as membership directories, annuals reports, expressions of the opinions of the body.
Entering the serial under the corporate body AACR2 21.1B2, CCM 4.4
Categories
A. Works of an administrative nature dealing with the body itself.
B. Certain legal publications
C. Works that record the collective thought of the body
D. Conferences, exhibitions, ad hoc events.
E. Result of the collective activity of a performing group
F. Certain types of cartographic materialCategory A
5XX Notes515 Numbering Peculiarities
KSU Practice: Add/Check/Verify
- Used to explain changes or situations that cannot be fully expressed in the 362 and/or 500 "description based on" note.
- multiple chronological designations used.
-
515 |a Vol. 2- also called: 2nd ed.-
- report or fiscal year coverage when the year does
not end with Dec. 31.
-
515 |a Report year end June 30.
- suspensions of publication
-
515 |a Publication suspended with v. 30.
525 Supplements-
KSU Practice: route all supplements
to CER.
Add/Check/VerifyOptions for cataloging:
-
KSU does NOT have to catalog a supplement separately
just because a record exists for it. Each supplement
is treated on its own merits.
We review: does it have its own designation? Is it a monograph? Is the title different from the main work? Does it supplement a specific issue? Is it numbered?
Supplement cataloged separately:
Give an added entry for the main work on the record for the supplement unless the common title is the same. Add a note in the 580 field when the linking entry (772) is insufficient to generate a note. Generally, do NOT give an added entry for the supplement on the main workSupplement included on record for main work:
Note (525) and added entry may be given if the title of the supplement is different from the main titleSpecial issues may be serial or monographic in nature and are noted as 525s or 500s. They may or may not be cataloged separately. They may have an added entry. Route to CER.
555 Indexes-
KSU Practice: updated on very rare occasion.
Route to CER
Options exist for cataloging: KSU does NOT have to catalog an index separately just because a record exists for it. However, an index to a serial that is issued by a different publisher should be cataloged separated.
530 Additional physical forms-
KSU Practice: Add/Check/Verify
- Delete a 530 that reflects a format not held at KSU.
- Add a 530 to reflect additional formats
- Also available on microfilm.
- Also available online. (Adjust variations of this phrase, if applicable) when found on member copy.)
- Scanned images of back issues also available online. (Used for our JSTOR titles) or Scanned images of issues also available online. (Title ceased/JSTOR)
- Also available on CD-ROM
550 Issuing Bodies-
KSU Practice: Add/Check/Verify
- used to cite a corporate body that is not already mentioned in the 1XX or 245, and when an added entry (7XX) is desired.
- add for name changes (except if 1XX that requires a new record, remember?)
- add for earlier or later issuing bodies, when known
- add for "official organ of an organization" when that information does not appear on the chief source.
- to cite a body that is solely responsible for publishing the work
- for sponsors of conferences (see exception in CCM 13.5.2)
- if the 'issuing body' is only mentioned in the 260 and an added entry is desired, add a 550.
Do NOT use:
Form of the note: as it appears on the piece
Lengthy notes: try to be brief. Do not repeat introductory words such as "issued by" when there are numerous issuing bodies. See CCM 13.5.3., last paragraph.
580 Linking entry complexity note-
KSU Practice: Add/Check/Verify
If the 76X-78X fields cannot adequately express the relationship between/amongst various titles, a 580 note is added for explanatory purposes.
- For new titles added to the collection:
Serials Cataloging Manual (KSUL)
http://www.lib.ksu.edu/depts/techserv/manual/cataloging/serials/sercat.htmlSerials Copy Cataloging Checklist (KSUL)
http://www.lib.ksu.edu/depts/techserv/manual/cataloging/serials/sercat.html#copySerials Holdings Manual (KSUL)
http://www.lib.ksu.edu/depts/techserv/manual/cataloging/holdings/holdings.htmlOCLC
Bib Formats and Standards (OCLC):
http://www.oclc.org/oclc/bib/toc.htmOCLC online catalog
OCLC authority files
Catalogers Desktop
CONSER Cataloging Manual
CONSER Editing Manual
AACR2r
MARC21
LCSH (for problem copy & original cataloging)
LCCN (for problem copy & original cataloging)
NOTE: The CONSER Cataloging Manual (CCM), CONSER Editing Guide (CEG) are the serial bibles.
They provide "... decision-based, rather than a rule-based, approach to constructing a cataloging record."
Serials/series highlights
Chapters 1 and 12 have rules for the description of serials
Chapter 2 covers physical description
Chapter 21-25 discuss access pointsPart 1 Description
0.8 "Prominently" defined
Ch.1 Basic rules for the description of all library materials
Ch. 2-12 Rules for specific types of materials (books, serials, videos, maps, sound recordings, etc.)
Ch. 13 AnalysisRule numbering has "mnemonic" structure:
Rule 1.4F general: date of publication, distribution, etc. for ALL materials
Rule 2.4F specific to printed monographs
Rules 12.4F specific to serialsIf a particular rule no. appearing in Ch. 1 is not applicable to the material treated in a subsequent chapter, the rule is omitted from that chapter.
To describe a serial item, consult Ch. 12 and Ch. 1, and if non-print, the appropriate chapter for the specific material type.
See "Series theory and practice for serials staff."
Ch. 13.3 Analysis of monographic series
Part 2 Access Points
Ch. 21 Choice of main & added entries
21.1A Personal author main entry (& LCRI 21.A2 for serials)
21.1B Corporate body main entry
21.1C Title main entry
21.2C Change in title proper (& LCRIs)
21.3B Change in name of person/body responsible for serial (& LCRIs)
21.29-21.30 Added Entries
21.30D Editor added entry
21.30L Series added entry (& LCRIs)
Ch. 25 Uniform titles
25.5B Conflict resolution (& LCRIs)Appendices
a. capitalization
b. abbreviations
c. numerals
d. glossary
Record Verification: has the correct record been imported into Voyager
Before editing, verify that you have the correct record:
"What do I look at, edit, verify, etc." for copy cataloging:
245 Title
KSU Practice:
1. check the title
2. check information in |h if present: change angle brackets to square brackets!-
"The chief source of information for printed
serials is the title page (whether published
with the issues or published later) or the title page substitute
of the first issue of the serial."
AACR2 12.0B1The bib record should indicate (in the 362 or 500 note) what issue was used to describe the title.
No title page?
A title page substitute will be used.
This is the order of preference for title page substitutes: the analytical title page, cover, caption, masthead, editorial pages, colophon, other pagesThe title statement includes the title proper |a;
it may include a |b (subtitle, parallel title, other title info) and |c (statement of responsibility).The title proper may include a |p (section title) or |n (designation of part)
|a Physical Review. |n A.
|a Physical Review. |n A, |p General physics.Transcription of the title proper
AACR2r 1.1B1
-
The original cataloger should "Transcribe the title proper
exactly as to wording, order, and spelling, but not necessarily
as to punctuation and capitalization."
Typography and layout confusing? The cataloger
may have looked for other occurrences of the title: masthead,
editor's comments. (Note: there are excellent examples of
this in the CONSER Cataloging Manual.)
If the title proper on the bib varies from the piece in hand you may have a title change. (More on that shortly...)
Title in two languages?
The title proper is the title in the language that comprises the main portion of the item (AACR2 1.1B8). The other title would follow in |b:
|a Mi casa = |b My houseCopy Catalogers:
Bib does not reflect the parallel title? Add a 246 field with note, if applicable.
Parallel title dropped from piece? Note in a 500 field.Acronyms/initialisms & full title?
When both are present on the chief source, prefer the full form as the title proper.
See CCM 6.1.4.dThe acronym may be included as |b of the 245 and should also be given as a 246 variant title.
If the Acronym appears on the chief source and is the only form that appears elsewhere in the item, use the acronym as the title proper. Do not confuse letters that represent a corporate body with initialisms/acronym of the title.
Copy Catalogers:
Acronym is on piece, but not on record? Add a 246 field with note, if applicable.CCM 6.1.5
Where does the title proper begin?What is omitted from the title statement?
Any information that is specific to an issue, for example: designations, names of persons.
On piece: 1989 Annual report
In record: 245 00 Annual report.On piece: Annual report for 1989
In record: 245 00 Annual report for ...On piece: Kansas State 2000 budget and statement of accounts
In record: 245 10 Kansas State ... budget and statement of accounts.Distinctive titles
Generally, do not reflect distinctive titles. If each issue (or some issues) carries a distinctive title, add a general note to the bib.
Section title and/or Designation. CCM 6.2
Regardless of layout on the chief source, the order for recording section title and/or designation is: |a ['common title']. |n [designation], |p [section title].
|a Physical Review. |n A, |p General Physics.
Changes to designation? To section title? You may have a title change. More on that shortly...
Other title information. CCM 6.3.2
-
Subtitles:
Parallel titles (additional info in CCM 6.4)
Give access to other title information using the 246 variant title when appropriate.
Changes
Statement of responsibility, 245 |c
"A statement, transcribed from the item being described, relating to persons responsible for the intellectual or artistic content of the item, to corporate bodies from which the content emanates, or to persons or corporate bodies responsible for the performance of the content of the item." AACR2
Original catalogers:
Copy & Original catogers:
Changes in issuing body? MUST be reflected in appropriate 5XX field; may need to add 7XX.What constitutes a title change?
-
Creation of a new record may be required if there are changes
in the following areas:
1. Title (AACR2 21.2A1/LCRI, 21.2C1/LCRI 21.2C)
3. Corporate body when used as a qualifier in a uniform title (LCRI 25.5B, 21.3B)
4. Uniform title for a translation or language edition (LCRI 21.3B)
5. Numeric designation (LCRI 12.3G)
6. Physical format (LCRI 21.3B)
Not a title change:
CCM 16.2.3
1. Word added after the first five words that does not change the scope of the title
2. Article, preposition, conjunction is added, deleted or changed anywhere in the title.
3. Representation of words, for example:
* Distinguish between acronyms/initialisms and abbreviations:
Change to or from an abbreviation does NOT constitute a title change.
Add a 246.
-
KS or Kansas
St. or Saint Not a change
but
Television to TV
Los Angeles to LA
American Medical Association to AMA Title change
4. Works linking the title to the chronological designation are added, deleted or changed.
-
Kansas agriculture Kansas agriculture
in ...
5. Issuing body is added or deleted from the end of the title.
-
Newsletter of the Kansas Association...
Newsletter
6. Form of issuing body given at the end of the title changes (from full to initialism)
7. Order of parallel title changes.
Fluctuating titles
Attempt to determine publisher's intention. If information indicates a leaning toward a more stable title, treat as a title change. Otherwise, add 246.Title pages and effect of changes:
Title page substitutes
If a more stable source has been chosen over a preferred source (e.g., caption vs. cover), prefer the source with the stable title to avert a title change. (See CCM16.2.5.b).
Other Fields
006 | 007 | 01X | 02X | 035 | 037 | 050 | 090 | 1XX | 2XX | 3XX | 4XX | 5XX | 530 | 6XX | 7XX | 8XX | 856 | 948
Refer to Bib Formats and Standards for complete information.Fixed field:
008 most critical:
Type = a (for printed material, including electronic journals, CD-ROM (excluding databases that may be primarily numeric
Bib lvl = s
S/L = 0 if entry = 1, look for another record with entry = 0
DtSt (pub status) = c (current), d (dead), u (unknown)
Enc lvl = generally enhance bibs with 5s, 7s, 8s to and change Env lvl to " I "
Dates = verify that piece in hand falls within the date range
Type of serial = verify (extremely important for gather statistics from Voyager); update if applicable
Other:
Desc. Level of description. a = AACR2 ; blank = pre-AACR2
Freq verify and update if applicable
Lang verify
Ctry verify and update if applicable
Srce
Gpub
Ctrl
Form
Conf
Mred
Orig
EntW
Regl
ISSN
Alph
Cont
006
For electronic resources (online journals, some databases, CD-ROMs, diskettes)
Serials format is used; 006 reflects the computer file characteristicsFor software (programs, games), numeric data:
Use Computer file format and add the 006 to reflect seriality
007 Additional physical characteristics
Search by title:
Search by corporate author:
Search by author/title:
Keyword Searches
Keyword searches may be necessary to retrieve generic titles (e.g.,
Proceedings ... or Bulletin ...).
Adding a corporate author may facilitate searching. (NOTE: Personal
authors are rare in serials.)
-
It may be useful to verify the form of name in the Authority Files:
Searching the Authority Files
To verify the authorized form of names (personal
or corporate):
add a bracket " [ " to the author search and
drop stopwords:
Once the name has been verified, return to the OCLC online catalog
(cho ol Fll). to perform searches for the serial.
EXAMPLES:
-
- A 580 may represent separately cataloged supplements.
- It may reflect a change in physical format that would require a new record.
- May reflect a monograph title that is given an added entry (but not a linking entry).
- May reflect a "Cumulates" or "Companion to:" linking entry
URGENT FLASH FLASH FLASH -
Copy catalogers: if you see a 580, immediately look for the
following corresponding linking entries:
-
780 14 (there will usually be 2 (or more) of these) (These
are mergers)
785 16Other uses of the 580 include:
Generally, the copy cataloger should not have to verify these types of relationships. However, this information may be useful when doing problem resolution.
546 Language notes.
CCM 13.6-
KSU Practice: Add/Check/Verify
- Give when the language(s) of the item are not apparent from the title data.
- Name the more prominent language first
- Language note is given in conjunction with the 041 field
(Language code).
(See CEG for instructions on editing the 041.) - Parallel title in 245 ; text in only one language
245 00 Mi casa = |b My house.
546 In Spanish.
-
245 00 Mi casa.
546 Text in Spanish and English.245 00 Geschicte der ...
546 Table of contents in German and English.
500 Contents notes
CCM 13.7-
KSU Practice: Add/Check/Verify
- Contents notes were formerly tagged as 520, which are now limited to formal summary notes (for example for child lit).
- serials rarely have contents note.
- use to cite a specific section or type of content not
readily apparent from the title and that is ongoing
500 December issue includes: Annual buyers' guide.
500 The last issue of each volume contains the proceedings of ...
500 Editors notes
CCM 13.8-
KSU Practice: Add/Check/Verify
- formerly tagged as 570s. Change 570s to 500.
- used when the same editor is responsible over many years.
506 Restrictions on Access
CCM 13.9.1-
KSU Practice: Add/Check/Verify
- used to explain restrictions on distribution.
506 |a Restricted to KSU faculty, staff and students.
506 |a Restricted to KSU faculty, staff and students. Five simultaneous users.
506 |a Online version restricted to KSU faculty, staff and students.
Archival materials may carry 506 notes. Those should be supplied to the cataloger by the Rare Books Librarian.
521 Audience notes
-
Occasionally used. Rarely added by the copy cataloger.
504 Bibliography notes-
Generally not used with serials.
590 Local holdings-
KSU Practice: Add/Check/Verify
Used to note certain aspects of the serial.
Archival materials may include information related to signatures or notations.-
590 |a KSU holdings include various editions of the publication.
Subject Headings: 600, 611, 650, 651, 690-
KSU Practice: Add/Check/Verify
- No valid LCSH? Route to problem copy.
- Verify that, at minimum, the |a portion of the subject heading is an authorized heading.
- Invalid heading (i.e., see ref.): correct it.
- See also references: print bib and route to Luann ???
- No authority record?
- is there an 042 lcd |a nsdp; |a lcd? Assume the heading is correct and continue cataloging.
- No 042 and heading seems 'suspicious'? Print the bib; route to problem copy with 6XX circled and noted.
- In subject headings, titles that ARE periodicals should be coded as |v Periodicals rather than |x Periodicals. Titles that ARE indexes should be coded as |v Indexes.
- Use |x Periodicals if the title in hand is about Periodicals.
- Use |x Indexes if the title is about Indexes.
But be careful of |x Indexes |x Periodicals. (The |x Indexes may be correct when in doubt, run the bib and piece past the serials cataloger.)
Think: what the title IS, rather than what it is about to determine the use of |v. (These are the most frequently seen uses for |v when dealing with serials. Other instances may also apply.)
KSU Practice: if you're in the record fixing one thing, you may as well change |x to |v, if applicable. Not sure? Leave the |x.
All serials should have at least one valid LCSH (600, 61X, 65X), with the exception of some general works.
NOTE: 690s are NOT valid Library of Congress subject headings. Route bibs with only a 690(s) to problem copy
Authority validation should be turned on.
Use of |x Periodicals
LC recently instituted the use of |v to reflect the type of material
Added Entries
CCM 4.8.3Corporate Bodies 710, 711
-
KSU practice: Add/Check/Verify
- Authority says "see reference" - means the heading is
invalid. Retrieve authority record and update the bib record
with correct form
- Authority says "see also reference" - this indicates
we have no authority record for the heading. Print the bib,
circle the heading, indicate "see also": route to Luann.
- Heading looks 'suspicious' - with piece in hand, go see Luann. (Or if doing retrospective clean-up without item, print the bib, circle the heading, indicate questionable heading, and route the printout to Luann.)
- in the title or statement of responsibility (245)
- in the publisher field (260)
- in an issuing bodies note (550)
- when the body has been rejected as the main entry
- when there is joint responsibility for the serial
- when the responsible body changes or changes it name
- when several bodies prominently named are acting in different capacities
- if 3 or more bodies are named, all performing the same function, only the first body gets an added entry
- when a prominently named subordinate body has prepared a serial that is entered (i.e., the main entry is entered) under the parent body
Verify form of name, i.e. authority validation should be turned on.Generally, the addition of a 71X must be justified by the corporate body's presence:
Add a 71X
Personal Name Added Entry. 700-
KSU Practice: Add/Check/Verify
Editors or compilers may be given an added entry when considered important.
700s are rarely used in current serials cataloging practice.
76X-78X Linking relationships
CCM 14-
KSU Practice:
- a preceding or succeeding title (780/785)
- another edition (775)**
- for example, the "Midwest ed." and the "Northeast ed."
- a language edition (775)**
- serial published simultaneously in different language; usually has same publisher
- a supplement or parent (770 ** / 772)
- 770 Has supplements:
- 772 Supplement to:
-
When the supplement is cataloged separately, link from
the supplement to the parent, and from the parent to the
supplement unless there are many supplements. Provide
an added entry for the parent unless the supplement has
a common title that is identical to the title proper of
the related serial.
- a reprint (775)
- new printing of an item made from the original or a new edition with substantially unchanged text
- a translation (765** / 767)
- serial translated into another language, usually published at a later time and by a different publisher
- 765 links the translation to the original; 767 links the original to the translation
- other physical format (775/776)**
- 776 reflects other formats, such as an online version that has a separate bib record; if tag is for microforms, original catalogers will need to see the CEG: there are times when this field is optional and times when it is required.
- a companion or cumulation (787)
- when the relationship cannot be expressed by other linking entry tags, use the 787 IF the title is also separately cataloged.
- cumulations may be cataloged separately when the titles or designations are different
- an 'issued with' (777)**
- used when a serial is issued wth another and also issued separately
- main or subseries (760 ** / 762)
- Added entries for a linking title would be input as a 7XX according to AACR2 (which would justify why some of our links do NOT search but what about those that do?)
- merged with ... to form ....
- for reprint, to provide additional information
- when numerous supplements are named
- cumulates: or companion to: (because the 787 cannot generate a display for different types of relationships)
- physical format change when the title remains the same
- for a monograph title
- for a translation info when the original title is unknown
- for related pubs that are too numerous to name separately
- continues/continued by (780 x0 / 785x0)
- separated from/continued in part by (780 07 / 785x1)
- continues in part/split into (780 x1 / 785 x6)
-
The presence of 785 x6 and the 580 cause redundancy in
the catalog: current solution is to delete the 785 x6.
Is there a better way?
- absorbed/absorbed by (780 x5 / 785 x4)
-
adding the date of absorption in |g for a title absorbed
(780 x5) is optional
- absorbed in part / absorbed in part by (780 x6 / 785 x5)
- merged with: ... to form: .... / merger of: ... and:
... (780 x4 / 785 x7)
-
The presence of 780 x4 and the 580 cause redundancy in
the catalog: current solution is to delete the 780 x4.
Is there a better way?
Copy catalogers must add/check/verify 780s and 785s.
770s and 772s: Serials Cataloger may use to determine when to cat sep a supplement and/or to add when applicable
Already on record? Copy cataloger: leave as is
What are these fields?
Titles entered in the 76X to 78X fields are somehow related to the title being cataloged!
NOTE: in VOYAGER, currently only the 780 and 785 fields display. (Should others display as notes? Not something we want to answer today, but definitely something we need to think about!)The presence of these fields on a bib record indicates there may be an OCLC record for the title noted in the specific field.
They may be:What linking fields do:
1.Links of these types are generally made to generate notes. (e.g., our 78X tags: continues, continued by)
2. Links provide notes to connect related records in the databaseLinking fields do not provide added entries.
Linking entries are not always desirable or necessary: in fact, adding some of these fields is optional for an original cataloger!
Linking entries may have to be used in conjunction with the 580 note if the link cannot adequately express the relationship.
For example:
580 may also be used without a corresponding linking entry:
856-
See "506, 530, 856 Fields on Bibliographic Records"
506, 530, 856 Fields on Bibliographic Records
948-
See "Codes for 948 Fields"
http://www.lib.ksu.edu/depts/techserv/manual/cataloging/948.html
