Copy cataloging print serials
Summary:
Before cataloging
- Titles are received with the orange streamer “NEW ORDER FOR SERIALS/SETS streamer” from Acquisitions indicating there is a new standing order. Some titles are received with the grey streamer “MAJOR/MINOR Change” questioning whether there has been a major change.
- If “CAT DATE” on the orange streamer is marked as YES, it has been given to the cataloger for updating of holdings, and whatever updating of the bib. record is deemed necessary. Search the bib. record number on the streamer and update records as needed.
- Search the bib. record number on the streamer in our catalog to ascertain either the title has not been cataloged (i.e., CAT DATE is still blank) or the title has a major or minor change.
Proceed with searching for copy if CAT DATE is blank or the title has a major change.
If it is a minor change, update the bibliographic record accordingly and return the title to the person who questioned it to check-in.
- Non-standing-order titles (e.g., gifts, firm orders) are received with the white streamers with the order record numbers recorded at the top. Search the order number in the catalog. The associated bibliographic record may be brief or full but the CAT DATE is blank. Note down the bib. record number to be used in overlay command in 949 later. Also search the catalog for the title to see if there are other pieces in TLOC. If yes, retrieve those pieces, record the volume designation(s) in the identity field in the corresponding order record(s) if not already present, and transfer the corresponding order record(s) to the same bib. record.
Check for local duplication
Search the local catalog first to insure that the title has not already been cataloged – using the order record number, ISSN, title, or other access points.
- If there is a matching bib record already in use by the Library of Michigan, MSU Law Library, or MSU Archives:
- Add new check-in and item records for our holdings and location information and add LHR in OCLC.
- Add our call number to our item record if it differs from what is already present in the bib record and we are not the first to catalog the title. DO NOT replace the call number in the bib record.
- If updates need to be made to the shared bib record, check with the library in question if changes are significant if comfortable doing so, or pass to an original cataloger.
- If there is a matching bib record already use for the desired location: update the record as needed and add the new issues to the checkin record holding statements and edit LHR.
- If there is a matching bib record already in use for a different MSUL location:
- update the record as needed
- add a new check-in and item record(s) for the new location.
- add a new LHR for the new location (each location receives its own local holding record (LHR) in OCLC with appropriate location information).
- If there is a related record that may be a minor/major change from the title in hand: consult with an original serials cataloger or, if authorized, consult CONSER documentation to make the appropriate updates and treatment of the title.
Working with copy
Search OCLC for matching and appropriate copy records. The table below covers common fields and entries for print serials. If there is any variance, or if you have any questions, consult with an original serials cataloger or a supervisor.
The guidelines below ARE NOT exhaustive, but are meant to provide general guidelines regarding the copy cataloging of serials. Consult with the appropriate supervisor or original serials cataloger for additional help and support.
The procedure below also DOES NOT duplicate information available in the Copy cataloging (general guidelines) or RDA record elements procedures. Instead, the procedure provides additional information that is specific to copy cataloging serials.
Fixed fields
| MARC fixed field | Entry and notes |
|---|---|
| Blvl | s (for serial - A resource issued in successive parts, usually having numbering, that has no predetermined conclusion) |
| S/L | ALWAYS prefer successive entry records- S/L = 0 If only a latest entry record (S/L = 1) is available in OCLC, if authorized to do so, derive a record from it and make changes accordingly; otherwise pass the title to an original cataloger. |
| Desc (fixed field) | a - if record was created using AACR2. i - if record was created using RDA. DO NOT change an 'a' to an 'i' unless you are re-describing the title using RDA and have the issue in hand that the description was based on (or an earlier issue and authorization to back up description). |
| Form & Orig | Both fields should be blank for print serials |
| SrTp | p - if the title being cataloged is published or distributed generally more frequently than annual. (P stands for periodical). Blank- if the title being cataloged is published annually or less frequently. |
| Freq | ∎ - default/no attempt to code - this is perfectly acceptable per CONSER. Consult OCLC Bibformats - Freq for other codes. The frequency in the 310 (current frequency) field should match the coded frequency in the Freq fixed field (ex. 310 Annual = Freq a). If updating the 310, be sure to update the Freq code (unless the field is default/no attempt to code, then there's no need to record). The Freq code should agree with the Regl code. |
| Regl | ∎ - default/no attempt to code - this is perfectly acceptable per CONSER. Consult OCLC Bibformats - Regl for other codes. The Regl code should agree with the Freq code. Use the 310 (current frequency) field to determine regularity. |
| DtSt | For continuing resources in any format, use DtSt to indicate the publication status; that is, whether the continuing resource is currently published, has ceased publication, or the publication status is unknown. c - continuing resource currently published d - continuing resource ceased publication (either the title stopped entirely, or a major change takes place) u - continuing resource status unknown (no clear indication that the publication has ceased) |
| Dates | Beginning (Date 1) and ending (Date 2) dates of the serial based on chronological designations. If resource is still published (DtSt = c) Date 2 = 9999 If first/last issue is unavailable to determine Date 1 or Date 2, use the closet known year, decade, or century and use the letter u for unknown digits
If the date of the serial covers more than one year (and therefore will not fit in the 4 spaces allowed for in Date 1/Date 2), use the latest named year.
If serial is a reprint, the dates of the original serial publication are used (putting the reprint dates in the 264 |c) If serial is a reproduction, the dates of the original serial are used (entering publication dates for the reproduction in the 533 field). |
Variable fields
| MARC field | Entry and notes |
|---|---|
| 040 | |b eng - language of cataloging should ALWAYS be English |e rda - if the record was created using RDA, rda should appear in the 040 |e DO NOT add |e rda to records unless you are re-describing the resource using RDA and you have the issue the initial description was based on, or an earlier issue and authorization to backup description. |
| 022 | International Standard Serial Number (ISSN). Use the ISSN Portal (contact a supervisor if you don't have a login) to verify ISSNs found on issues. |a verified ISSN |l ISSN-L used for linking between various media versions of a continuing resource |m cancelled ISSN |y incorrect ISSN - use if you cannot verify the ISSN via the ISSN Portal |z cancelled ISSN |
| 042 | Authentication code field - This field is for Library of Congress, National Library of Medicine, CONSER, and Program of Cooperative Cataloging use only and is not locally edited. This is a good gauge as to the quality of the record. msc - CONSER Minimal Authority Application - Descriptive elements have been verified by LC or an authenticating CONSER participant. Headings have been checked against the relevant authority file, but an authority record was not found for one or more headings. nsdp - National Serials Data Program. ISSN Network data elements are verified by the United States National Serials Data Program (NSDP). NSDP authenticates records for U.S. imprints. NSDP also authenticates ISSN assignments and key titles for records received from other ISSN Network centers, with the exception of Canadian imprints authenticated by ISSN Canada. pcc - Program for Cooperative Cataloging. Record is authenticated under the auspices of the program. All name and series headings have been verified through the appropriate national level authority file. Authority records have been created if they do not already exist. Subject headings are checked for authorized forms and combinations supported by the relevant authority. |
| 050/090 |
|
| 100/110/111 | Authorized access points(AAP) - are a standardized construction that identifies a work or expression, or the name of a person or group, and differentiates it from all other similar entities. AAPs may or may not be supported by an authority record, but must always be a unique text string. Most serials are entered under their titles and do not have 100/110/111 fields. See below for exceptions. 100 - personal name - very rare for serials and it is only used in serial records when the publication is so closely identified with that person, that it is doubtful it would continue without them. Use appropriate indicators and subfields. 110/111 - For serials that are of an administrative nature, dealing with the body itself (policies, procedures, finance, operations e.g., annual reports), the AAP is the corporate body or meeting name. See RDA 19.2.1.1.1 for categories of when a corporate body is the creator. Use appropriate indicators and subfields. Check the name appearing in the 1XX fields and compare to the piece in hand. If a change appears, consult with an original cataloger to determine if a major change has occurred. |
| 130 | Do not edit, delete, or add 130 fields. Not every serial requires a 130 (see below). Consult with an original cataloger if a problem is detected with a 130 or if you think a title in hand requires a 130. 130s appear in serial records when the title proper (245 |a, |n and |p only) of a serial is identical (conflicts) with the title proper of another work. Under RDA, this includes any type of work, not just other serials. Under AACR2, the other resource had to be a serial. You may observe both in OCLC. When a conflict is determined, the new title is given a qualifier in parenthesis to differentiate it from the other title (the older title does not receive a qualifier).
|
| 210/222 | Abbreviations and key titles. These are assigned by ISSN Centres. They are not edited locally. Do not delete. |
| 240 | Do not edit or delete 240 fields. Not every serial requires a 240 (see below). Consult with an original cataloger if a problem is detected with a 240, or if you think a title in hand requires a 240. 240s appear in serial record for works that have the same preferred access point under a corporate body and the same title proper.
|
| 245 | Title statement. Includes the title proper. May include other title information, parallel titles, or a statement of responsibility. Title proper consists of subfields |a and |n and |p (if present). This is especially important in serials cataloging, as changes in title proper can trigger major or minor title changes. Compare title proper in the record to the piece in hand, noting the title source cited in the 588 'Description based on' note.
|
| 246 | |
| 247 | |
| 260 | |
| 264 | |
| 300 | |
| 310 | |
| 321 | |
| 362 | |
| 4XX series | |
| 500 | |
| 515 | |
| 525 | |
| 550 | |
| 580 | |
| 588 | |
| 6XX | |
| 700/710/711 | |
| 770/772 | |
| 775 | |
| 776 | |
| 780/785 |
Step 3
- Substep a
- Substep b
- Substep c
Step 4
- Substep a
- Substep b
- Substep c
- Serials copy cataloging is the province of LA IIIs and LA IVs who have received training on serials cataloging and the recording of holdings.
- As much as is possible, CONSER guidelines will be followed. See especially CONSER Cataloging Manual and the CONSER Standard Record.
- Serials enter formal cataloging workstreams via Acquistions, whether items are on standing order, firm, or gifted. Serial copy catalogers may work on backlogs - T Loc HS and serials identified in T Loc SPC.
- Copy catalogers may make edits to existing serial records, including major/minor title changes - bringing in copy that exists for a major change or handing it off to an original serials cataloger.
- Catalogers may use their discretion and the availability of copy to make a decision about whether something should be cataloged as a monograph or a serial.
| Contact | Emily Sanford or Autumn Faulkner |
| Team | CMS |
| Updated | June 2018 |
| Created | April 2018 |