Serials/IR Member Copy Cataloging Editing Guide




Fixed Fields








Hdgs rec FF

Variable Fields












130, 240

Chief source

210, 222


























Print Holdings

Print Reprints (CEG)











Scope: These guidelines apply to both serials and IRs, but not all rules apply to both; special rules for Integrating resources (IR) cataloging are indicated;


·        Serial: A continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion. Examples of serials include journals, magazines, electronic journals, continuing directories, annual reports, newspapers, and monographic series.

·        Integrating resource (IR): A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. Integrating resources can be finite or continuing. Examples of integrating resources include updating loose-leafs and updating Web sites.





Editing Instructions


·         Bold/

underlined= higher difficulty or importance

·         Online= online only record)

·         LC/LCD OTHER (in many cases) in shaded left-hand column cell

·         Shaded=

fixed fields


·         See vols./issues in hand, related Web pages, or journal home pages.

·         Always check punctuation, spelling, and capitalization as necessary.



The following libraries were CONSER Enhance in previous years before they became full or associate members, thus their records should normally be high quality (including authority work):










·         Edit/change whenever new information conflicts with record or if record is incorrectly coded, etc.

·         Consult CEG or OCLC bibliographic formats and standards as necessary for correct subfields, indicators and FF values.

·         All fields listed below are for the bibliographic record unless the holdings record is indicated.

·         Other edition copy cataloging: many member-level records in OCLC have been copied/derived from DLC/CONSER records. Change or delete specific DLC/CONSER coding/practice: e.g.: 222, 210, 050 00/14; FF, 022 with ISSN for other format, etc., that may have been inadvertently left in the record

·         For IRs consult BIBCO participants manual, appendix for IR manual.


Selecting Records

·         Always ensure a match between what you are cataloging and the record.


For example, make sure that if you are cataloging the Anuario filosófico issued in Spain by Universidad de Navarra, that you don’t use the record for the Anuario filosófico issued in Santiago de Cuba, Cuba, by Dirección de Información Científico-Técnica, Universidad de Oriente, etc., etc.

·         Always compare the record v. evidence in the resource at hand.


·         Online:  For serials, prefer not to use fixed field “Type” code “m” records. These are normally incorrectly coded as computer file/e-resource records, because they were coded according to obsolete rules and never corrected. Type code m is reserved for cataloging items such as software or actual databases, etc. In OCLC brief list results these are indicated by: [COMPUTER FILE] [SERIAL]

·         Prefer records in this general order:

o        Lc/lcd/nsdp/nlc (any 042 code)

o        OCLCS created record based on the print version

o        Record with most complete information

o        Record with the most holdings (least important factor)




·         Online:

o        Overlay brief records or others in Voyager that are attached to the online order record (these records are created for ordering purposes and are normally provisional records)

o        Un-suppress these records as necessary. (At the point of ordering online serials that are not yet available to the public, the records are suppressed from public view, both holdings and bibliographic)

Fixed Fields (bibliographic level (BLvl): Serial=s; IR=i)


Freq/Regl (Frequency/



·         Check for current frequency in piece(s) in hand, or online issues and home page: prefaces, editorials, masthead; from actual frequency of our holdings, etc. (See also 310/321 below)

·         For online versions: can also be compared with print

·         Update fixed field codes Freq/Regl and 310 for current frequency.

·         For reprint editions code both as “u”.



(Type of continuing resource)

Expresses the type of continuing resource publication.

·         Value “p” for journal with articles; all other: blank.

·         If value “m” (monographic series) check for separately analyzed titles in series in catalog.

·         Normally use “w” updating website for most IRs


(Type of date/Publication status)

For continuing resources, expresses publication status.


·         Piece (s) in hand

·         Journal websites





Set to:

·         c=currently published within three years (otherwise “u”=unknown).

·         d=dead if clear evidence (i.e., written evidence, etc.).




(beginning and ending dates; date 1 & date 2))

·         Compare with 362 and/or 260 $c

·         500 “description based on” (DBO) may provide approx. publication/coverage dates

·         Serial/Journals: Should reflect coverage; secondarily can reflect publication/copyright date.

·         Newspapers: publication date is same as chronological designation (year).

If record shows:
Currently published (1st issue/date):

·         362 present: FF should be set for beginning date in 362

·         No 362: use incomplete date in FF: 19uu, 199u, etc.

Dead (last/final issue/date):

·         362 present: should be set for ending date in 362.

·         No 362: use incomplete date.


·        FF date can correspond to 260 $c or 362 if present

See also 260,  362

Form/Form of original

Form of item/Form of original item

·         Both set to “s” for online only records.

·         Form: For microform: a (microfilm), b (microfiche); for newspapers: e; For print reprints: r.

·         See also appendix table for microform records

Holdings Record FF


·         Leader: Ensure Type of record is set to “y” for serials and IRs.

Variable Fields


006 (Electronic resource, serial separate record approach & online IR)

·         006 for Electronic resource/computer file

·         Serials separate record approach

·         Online IRs

·         Type m plus file type : d (document)

·         Delete (change to blank) other values.


·         For a resource comprised of bibliographic citations, such as an index or abstracting service, computer file type “e” (bibliographic data).

007 (Online & single record approach, microform)

·         007 for Electronic resource/computer file and microforms

·         Serials single & separate record approach

·         Online IRs

·         For electronic remote access resources, set for first two values: “c” (e-resource/ computer file) and “r” (remote) in online only and single record approach print records.

·         For CD-ROM: $a c, $b o (optical disc), $d [set for color], $e g (4 ¾ in. or 12 cm.).

·         For microform, most commonly set for: $a h (microform) $b d (microfilm reel) OR e (microfiche) $d a (positive) OR b (negative) $e [dimensions] f (microfilm 35mm) OR m (microfiche 11x15 cm) $g [color] b (black & white)

·         See also appendix table for microform records


·         Library of Congress Card Number (LCCN). This is a number unique to each title and version of a title and is applied only to lc/lcd copy by LC or a CONSER cataloger.

·         Remove from any record not authorized with a 042 code.

022 (ISSN) $a, $y

·         ISSN is unique to each serial title and format.

·         IR: beginning to be used.

Move from $a to $y if:

·         ISSN from earlier title

·         Print ISSN used in online only record

Add ISSN to $a from piece(s), issues at hand, if not already in the record, if ISSN applies to title at hand without doubt.

Print reprints: if available, keep same as original.


041 (Language code)

·         Used to indicate whenever more than one language is prevalent in a resource.

·         See OCLC Bibliographic format and standards (


·         Check for accuracy, correct language codes and  subfield coding

·         Add as necessary

043 (Geographic Area code)

·         Seven digit code, including hyphen/blanks

Example: 043     $a e-ur--- $a ee-----

·         Maintain when already in records, if valid for geographic area.


·         Call number field tag normally assigned by LC or CONSER libraries

·         Change coding “050 00” to either 090 ## or 050 #4 for non-authenticated (no 042) member copy

Online: Do not assign for online resource, but do not delete from copy

090  (local call no.)

·         Call numbers accurately reflect subject coverage of entire journal (i.e., likely to be a more general subject)

·         Title changes: new titles have the same call numbers as preceding titles if the numbering is continuous. Otherwise, new cutters, or call numbers, can be used.

·         Verify entire call no. in ClassWeb regardless of tagging (050 or 090; Non-LC/DLC/CONSER copy always coded 090)

·         Shelflist in Voyager. Observe other works in catalog with same/similar call nos. to ensure correct subject coverage.

·         Assign a call no. from scratch as necessary

Online: Do not assign for online resource, but do not delete from copy


·         A change of name in responsible body in 110/111 (not 710/711) or in qualifier of uniform title, requires a new record be created for a serial.

·         See also document Major/Minor changes in serials.

·         Follow procedures indicated on local documentation page ( under authorities section for name authority work for OCLC member copy.

·         Keep in mind that the control headings function in OCLC and the verify headings function in Voyager can be useful tools that might speed up the searching process. However, the results may fail under certain conditions




130, 240 (uniform title) <od=use generally for verification of online v. print>

·         Uniform titles for serials normally distinguish identical serials titles:


245 00 $a Problemy Dalnego Vostoka. [original print]


130 0   $a Problemy Dalnego Vostoka. $l English [print translation]

245 10 $a Far Eastern affairs


130 0  $a Problemy Dalnego Vostoka. $l English (Online)

245 10$a Far Eastern affairs $h [electronic resource]

[online edition of print translation]


245 00 $a Technology business [orig.]


130 0   $a Technology business (Online) [online ed.]

245 10 $a Technology business


130 0   $a Serials directory (Birmingham, Ala.)

245 10 $a Serials directory [distinguishes from several other serials with the title: “Serials directory”]


130 0   $a Serials directory (Birmingham, Ala. : Online)

245 10 $a Serials directory $h [electronic resource]

[distinguishes Online ed. from the same print title]


110 2# $a International Institute of Tropical Agriculture.

240 10 $a IITA annual report (1989)

245 10 $a IITA annual report

[distinguishes from earlier version of itself when it had the same title/corp. body; this title changed title or corp. main entry and in 1989 resumed its old title/corp. entry, so the “1989” qualifier in the U.T. is used to distinguish it.


110 2# $a Norges teknisk-naturvitenskapelige forskningsråd. 240 10 $a Årsberetning. $l English

245 10 $a Annual report.


·         Start with section for 245 and search as necessary to establish uniqueness of title.

·         A different version of a serial (different format, a translation, etc.) will normally need a uniform title to distinguish itself from the original serial .

·         For 110/240 combinations, both fields must be taken into consideration when establishing whether it is unique.

·         If a U.T. is necessary, add or verify according to the left column and check with supervisor as needed.

·         The full U.T. should not match any another U.T.

·         If a serial appears to be a translation, and no uniform title or notes in the record indicate this, bring to supervisor



·         A uniform title for a serial usually contains the original serial main entry plus a qualifier (see example left). Keep in mind that the main entry of the original may already contain a uniform title, in which case the new U.T. may have two qualifiers or more.

o        Places and names used as qualifiers must be verified in the authority file.



·         Generally only used when a serial (normally print) becomes an online integrating resource but doesn’t change its title proper.



Print serial: 245 00 Immunology abstracts.

Online IR:   130 0  Immunology abstracts (Online)

                      245 10 Immunology abstracts $h [electronic resource].


Chief source of information


Title page or substitute (cover, caption, masthead, etc.) of the first or earliest issue at hand.

·         Print : Title page, cover, caption, etc.

·         Online: Homepage, main search screen, banner, etc.




Online: main search screen, banner, homepage, etc.

BIBCO participants’ manual: Prefer formally presented evidence such as title screens, home pages, etc., and encoded metadata. If the information varies in degree of fullness, select the source with the most complete information as the source of the title proper.


Note (5xx) serial examples:


Title from cover

Title from caption

Title from table of contents page (Eastview, viewed Aug. 17, 2006)


IR examples:


Title from main search screen (viewed Sept. 20, 2006).

Title from home page (viewed Aug. 29, 2005).

·         Do not record source of title note for titles that are recorded from a title page.

·         Chief source of information may change during the life of a serial (e.g., if there is no longer a title page, then cover may have become the chief source or vise versa, etc.)

·         Online serials:

o        Always indicate source of title plus the following in parentheses: “[service provider/publisher], viewed [month day, year]”.



For online IRs always indicate source of title proper in a separate 500 note, including date viewed, but without indicating publisher or service provider.




210, 222

·         Input by ISSN centers

·         Sometimes these are incorrectly copied into a derived record by a non ISDN (ISSN) center.

·         Accept these fields in serial records with a 042 authentication code (nsdp, isds/c, or lcd, or a combination of these and lc or nlc.).

·         Normally delete from un-authenticated OCLC member copy (has no 042)

240 (uniform title)

·         See 130/240 above.


245 (Serials)

1.      Check/compare against chief source of information: t.p. unless otherwise noted in record.

2.      Check spelling/capitalization (see AACR2 appendix A (Captilalization)

3.      Check pieces, issues at hand (online and print serials) for major and minor title changes (See Major/Minor changes in serials.). If there are many issues, spot-checking should be sufficient.


·         To ensure the title is a unique serial title, search in Voyager and OCLC (including OCLC AF search for series authority record) if the title is not very distinctive (i.e., title is only one or two words or commonly used: World politics, Kritika, Journal of education, Zoology, Memoria nnual, Informe nnual, etc.).

o        If there is a 110/240 combination, search under the 110 heading

o        If the title is not unique, a uniform title is necessary (see section 130, 240 uniform titles)

·         A different version of a serial (different format, a translation, etc.) will normally need a uniform title to distinguish itself from the original serial (see 130/240 above).

·         Major change: search OCLC for earlier/later records. See supervisor as necessary.

·         Minor change: add 246 (see below)

·         Check indicators:

o         1st is always set to “1” whenever there is any 1XX; otherwise “0”.

o        2nd must be set for non-filing characters.


245 (IR)

Follow general guidelines for serials above, with the understanding that major changes do not require a new record and uniform titles are needed in the record for the IR mostly only when a serial becomes an IR with the same title.

·         Major/minor changes: place latest title in 245, and move the previous title to 247 (former title) with $f indicating dates of previous title (angle brackets used if dates are uncertain or when the previous “viewed on” date is used here).


·         Used for minor variations of the title proper or variant titles on the cover, caption, spine, other title page, etc.

Further examples:

o        variation of title statement

o        portion of title

o        variants that appear prominently on item

o        variants providing access to different forms of words

o        minor title changes

(From  CCM 7.2): In general, give a variant title when

1)      it differs substantially from the title proper

2)      it contributes to the identification of the serial

3)      it provides meaningful access (e.g., it provides a useful search in the online database)

4)      it is located prominently and likely to be searched as the title


·         246 in record: as far as possible, verify these title variants on the pieces at hand; verify the indicators are correctly set.

·         Add 246 for additional variant titles; code the indicators correctly (See CCM 7.2)

247 (IRs, Earlier title)


·         Use when it is clear that an IR has changed its title to record the earlier title.

·         Record a date (normally a year) in $f, with angle brackets if necessary

250 (Edition statement)

·         Rarely used for serials; used when the edition statement applies to the entire run of a title.

·         Watch for formal statements that might indicate a regional edition of a journal, such as Western ed., North American ed.

·         Distinguish between a numbered edition statement that applies to an individual issue and serves as its numerical designation, and an edition statement that applies to the entire serial.

256 (Computer file characteristics)

·         No longer used

·         Delete


Use this field to aid in matching your records, both online and print. Subsequent publishers may also appear in 500 notes.


Serials/Journals: Normally records the publisher and place of publication from the first or earliest issue and new publishers are indicated in a 500 note.

Newspapers: publication dates are the same as the issues’ chronological designations

IR: This area, except for dates, are taken from the current iteration and updated to reflect any changes. Dates are ideally taken from the first and last iteration.



·         Do not change $a or $b; if it is necessary to add a publisher, add a 500 note.

·         $c can be updated as necessary with a publication/copyright date if we obtain the first/earler/last issue.

·         If first/last issue not in hand, leave blank with no punctuation.

·         IR:

o        if beginning/ending date unknown, also leave blank.

o        Update 260 with latest publisher.

·         See also 362, FF:Dates

300 (print)

·         Not used for online resources

·         Accept

·         Add if absent from print records up to subfield v.


·         See also fixed field: Freq/Regl.


·         310 in record:

o        Ensure frequency is accurate.

o        Change to 321 and add 310 for new frequency; fill in date field $b in both.

·         No 310 in record: add only if the frequency is known and not indicated in the title.

·         Update FF: Freq/Regl as necessary.

·         Print reprints: do not use; original frequency, if known, is recorded in 580 “originally published” note.



·         If information is at hand, record generally as: “Updated [weekly, daily, etc.]”, as appropriate.

·         Update FF: Freq/Regl as necessary (Blvl “i” records FF; or Blvl “m” Serial 006).


500 “Description Based on” (DBO) note

(see also DtSt, Dates)

·         362 Should reflect first issue and last issues and should be absent from record if first and last issue(s) not known.

·         500 DBO must be present whenever there is no “362 0# “ for the first issue of a serial.



See also 500 LIC below.

·         Formatted 362: accept if piece numbered as first or if there is no information that the 362 field does not represent the 1st issue.

·         If 362 found not to be 1st issue, delete and use 500 DBO with earliest issue either recorded in record or at hand.

·         Add/edit 362(s) if first or last issue is in hand and not recorded in record

·         Update FF: Dates as necessary.

·         Print reprints: DBO notes are not used (see also appendix for print reprints).

362/500 DBO (Online: additional procedures) (see also DtSt, Dates)

Derive designations from:

·         the equivalent of an online issue to derive designations

·         volume/issue tables of contents

·         archive listings

·         journal homepages

·         etc.

·         If online holdings start with the first issue/volume, use formatted 362

·         If available online holdings do not start with the first issue (i.e., start later than print), use 362/500 DBO, such as in these examples:

362 1#  Print began with: Vol. 1, no. 1 (Nov. 2002).

362 1#  Print began in 1999.

500                Description based on: Vol. 10, no. 4 (Dec. 2003); title from table of contents (East View, viewed Aug. 24, 2004) [earliest online holdings]

·         Update FF: Dates as necessary.



·         362 used differently from serials; many times not used; use only unformatted. Add or change data if known.

Example: 362 1# Began in 1999?

·         DBO generally not used.


4XX/8XX (series)

·         Series titles represent several journals and/or monographs

·         They may indicate plurality in the title or not: e.g., “B.E. journals on…”; “American memory”

·         They may be numbered or not, but most of the time numbering is not included in the bibliographic record, since each issue has different numbers; on rare occasions, all issues of a serial have the same series number.

·         A journal may be in a series for only part of its published life, thus the 4xx field will indicate the range of issues/dates it has been included in the series (see CCM/CEG)


·         See also 8XX

·         Follow procedures indicated on local documentation page ( under authorities section for series authority work for non-DLC member copy.

o        Keep in mind that the control headings function in OCLC (for 8XX) and the verify headings function in Voyager can be useful tools that might speed up the searching process. However, the results may fail under certain conditions.

·         For copy from DLC (may or may not have “lc” 042) produced after Jul. 1, 2006, any series recorded in a 490 0# can be switched to 440 (has second indicator as non-filing character count).

·         Print reprints: recorded only if the reprint is included in the series.

·         Microform: If the microform has its own series, it should be in 533 $f

5XX (Notes)

·         Notes are used sparingly in serials records

Online: Eliminate notes from copy that have been copied from the print version record that make no sense for the online version (e.g. 555 note for the print cumulated index, etc.)

500 DBO

·         See 362/500.


500 Source of title note

“Title from” notes are used:

·         Print journals: whenever the title was not taken from a t.p.

·         Electronic resources: always

·         Print reprints: not used.

·         Online serials/IRs: add (including the current date) if not present: “Title from… (Viewed [service provider, month (abbrev.), day, year])”.  For IRs omit service provider.

·         Add to DBO note if present) see 362/500.

·         Print: update if you add information to the record from an earlier issue than the one listed in a DBO note if present.

500 Latest issue consulted


·         Record if different from DBO or 362

·         Record “viewed” note as in source of title note, but without provider if it is the same.

·         Record if convenient (for example, do not retrieve microform from Microforms/Newspapers area for retrospective cataloging to add note).

500 (Other)

Publisher changes

·         Record publisher changes, including place changes, in 500 notes.

·         Change the Country of publication code in the fixed field to reflect the current place of publication as necessary.


·         Restrictions on access note

·         Delete.


·         Old indexing note

·         Delete all except for Chemical abstracts for science journals.

515 (numbering peculiarities)


·         515 ## Issues for <May 2000-> lack volume numbers (See also CEG for further examples).

·         362 0# Bd. 1 (1966)-Bd. 12 (1972); [new ser.] Bd. 1 (1973)-

·         If serial changes designation, record the change in a note

·         If numbering starts over from 1/1st issue in exactly the same form, record the change in the 362 and use the term “[new ser.] in square brackets before the designation (see CCM/CEG).



·         Type of computer file note

·         Delete.

520 (Summary; IR)

·         This information can be gleaned from brochures  (online, print) or help files, “about” files, etc.

·         Ensure a concise, brief, non-evaluative summary is present for an IR. Edit as necessary to achieve this and to ensure that the summary will not need to be updated frequently.

530 (other format)

·         Corresponds to 776 field(s) and indicates other manifestations of a resource.

·         Add as necessary

Ex.: 530 ## Issued also in print.

        530 ## Issued also online.

·         Use with 776 first indicator set to “1”

·         Print reprints: normally not added.

533 (microform reproduction note)

·         Describes the microform

·         Technically, the microform producer listed in the 533 $c should match pieces in hand, however, it is not always possible or desirable, when cataloging a long serial microform run, to include separate records for multiple changes of the micro producer.

·         Verify/match: $a type of reproduction, $b place of reproduction, $c reproduction agency, $d date of reproduction, and $e dimensions. If present or necessary, also: $f reproduction series, $n note

·         See also appendix table for microform records

538 (Mode of access)

·         538     Mode of access: World Wide Web.

·         Add as necessary.


538 (System requirements)

·         538     System requirements: 133 Mhz Pentium; 32MB RAM; Windows 95, 98, or NT 4.0; Netscape 4, 6, 7 or higher, or MS Internet Explorer 5 and 6; Sun Microsystems Java plugin.

·         Often needed for CD-ROM serials.

·         For online serials/IRs delete 538 for systems requirement, unless it there are unusual requirements.

550 (Issued by)

·         550 notes are used for important corp. bodies that are responsible for more than publication (for publisher changes, see 500) and are thus traced in a 710/711.


The form of note:


550     Issued by: American Library Association, 2001-2002, and, Special Libraries Association, 2003-

·         Add 550 note, or add an additional body to a 550 note, as necessary to indicate an important change in issuing body.

·         Delete online service providers such as Project Muse, PCI, etc.

·         Add 710 also as necessary. See 710 below.

·         Use judgment when deciding how much time to spend on verifying a new corporate body on the resource and generally limit the amount of time and effort when checking through multiple volumes (print or online).


·         Linking entry complexity note used for complex situation such as mergers, splits, links to other formats when there is no record to link to, changes format, etc.



Two or more of the same linking fields (i.e. two 780s, etc.):

580     Formed by the union of …, and, … .

Online version has no “online” record to link to:

580     Original print version of this title has supplement: … .

580     Original print version of this title was continued by: …

  580     Original print version of this title was preceded by an earlier title called: Early American history.

Change of format:

580     Continues print serial with the same title. [online record]

580     Continued by online serial [or “resource”] with the same title. [print record]


·         Print reprints




580     Originally published monthly: Amsterdam :  Rodopi, 1960-1988.

·         Add this note whenever necessary:

o        Complex linking: two or more linking fields coded the same (e.g., two 780 fields with same indicators, etc.)

o        Serial changes format (no longer issued in print), including when serial also changes to online IR.

o        No records of the same format to link to (780/785, 772, etc.).

·         Add also necessary linking fields (see also 76X-78X).

·         When 580 note is used, the corresponding linking fields have first indicator set to “1”

·         Print reprints: use in conjunction with 775 field for original version.


·         Generally, there should be at least one Library of Congress (2nd indicator “0”) subject heading that is broad enough to reflect the content of the entire journal. Some serials are too broad for even one subject heading (e.g., older learned society publications, general knowledge/news, etc.)

·         Serials almost always have a form subdivision: Periodicals, Directories, etc.

See, SCM:SH:H 1927 Periodicals


650 (topical) subfields: $a (primary topic of string), $z (place), $x (topical), $v (form), $y (chronology)

651 (Geographic) most subfields same as 650


600 (Personal name): subfields: $a (name), $d (dates), $t (title of work)

610/611 (Corporate/conference name)

630 (Title)


See CEG for further MARC coding.

·         Verify only LC subject heading(s) in authority file (Connexion). If entire subject heading is verified and  it is appropriate for the entire serial, accept it. Delete any that are too specific for the entire serial.

·         Keep in mind that the control headings function in OCLC and the verify headings function in Voyager can be useful tools that might speed up the searching process. However, the results may fail under certain conditions:

o         In many cases geographic subdivision for cities and other local places will not properly verify.

·         If the entire s.h. could not be completely verified, manually verify each component of the s.h.:

1) correct form of main heading

2) if necessary, that the main heading, or the subdivision, can be subdivided geographically

3) Correct form of geographical subdivision

4) Correct use of form subdivisions

5) Confer with supervisor as necessary

·         Delete: subject headings with 2nd indicator other than “0” except for records with 040 $a DLNM/DLC, 040 $c NLM, or 040 $d NLM, keep 2nd ind. 1 & 2.

·         IR: if necessary, use form subdivisions such as “Indexes”, “Abstracts”, “Encyclopedias”, etc. Normally, Do not use form subdivisions such as “Periodicals”, “Databases”, etc, unless the IR record represents a collection of serials or is a database.

·         In addition to available information from subject authority record, use as necessary the Subject Cataloging Manual: subject headings as source of information regarding how to assign subject headings


·         These provide access to corp. bodies with responsibility beyond publishing, including intellectual content.

·         Delete 710s for online service providers

·         Verify headings as in 110/111 above.

·         Add according to 550 information.

·         IR: leave 710s for service providers; apply authority control as above.


·         Title added entry under authority control.

·         Add for an important related resource (e.g., equivalent resources, etc.).

(See also 772-supplement parent entry)


·         Title added entry not under authority control

·          Add 740 title added entry for ongoing supplements with unique titles that are not cataloged separately.

76X-78X linking entries

·         These link to other serials and IRs

·         For IRs, 776 more common; 780/785 not normally applicable, unless print resource changes to online only.

·         All linking entry fields include the catalog entry for a serial (245, or 130, or 110/245, or110/240, or 110/240/245[this latter case is for translations/language editions and some legal publications])

·         See 780/785 for general information on how to construct linking fields

·         If links need to be added for 770/772 (parent supplement), 775 (language, reprint eds.), 787 (companion, etc.) see supervisor as necessary.

·         Remove subfield i and copy note to 580 or 530 as appropriate; change 776 indicators to “1#”; adjust 780/785 indicators as necessary


770 (Supplement/Special issue entry)

·         Supplement/special issue entry on record for parent

·         Do not add a separate (730/740) added entry for supplements or special issues on the record for the parent serial.

772 (Supplement Parent entry)

·         Parent record entry on record for supplement

·         In addition to the 772 entry, add a 730 (controlled access) added entry to the record of the supplement for the parent title if it is not the common title of the supplement.

775 (Other edition, Language edition)

Language edition examples:


The 130, $a, $l, and 245 included in one $t with punctuation but no subfield other than $x or $w for numbers:


On English edition (acts as original):

245 00 Data on petroleum and economy of Venezuela.

775 0# $t Data on petroleum and economy of Venezuela. Spanish. Datos básicos sobre la industria petrolera y la economía venezolana $w (DLC) 84648868


On Spanish edition:

  130 0# Data on petroleum and economy of Venezuela. $l    Spanish

   245 00 Datos básicos sobre la industria petrolera y la  economía venezolana

775 0# $t Data on petroleum and economy of Venezuela $x 0591-0498 $w (DLC) 66095914


On Norwegian edition (acts as original):

110/240/245 combination :


110 2# Norges teknisk-naturvitenskapelige forskningsråd.

245 10 Årsberetning

775 0# $a Norges teknisk-naturvitenskapelige forskningsråd. $s Årsberetning. English. $t Annual report


On English edition:

110 2# Norges teknisk-naturvitenskapelige forskningsråd.

240 10 Årsberetning. $l English

245 10 Annual report

775 0# $a Norges teknisk-naturvitenskapelige forskningsråd. $t Årsberetning

·         Print reprints: Use for link to original version (do not link from the original to the reprint).

·         Language edition: issued simultaneously by the same publisher

·         Translations: issued by different publishers, either simultaneously or, perhaps more commonly, issued at different times.

o        Instead of 775, use 765 for the original language entry (on the record representing the translation), and use 767 for the translation entry (on the record for the original)

o        The formatting is identical to the 775 field.


776 (other format available)

·         Use to link different formats of a resource: microform/print; online/print; CD-ROM/print, etc.

·         Verify title and numbers for correct or preferred record.

·         Add LCCN, ISSN, OCLC no. if available.

·         Add as necessary for online/print

·         Microform: Code as: $c “Original”, and give one control number in $w for the original record. See also appendix table.

780/785 (Preceding/succeeding entry)

These are used for links between serials that have changed titles.




$a (corporate body-110)

$s (uniform title-240 [used with 110])

$t (title proper-245, or uniform title-130)

($a, $s, $t, or $s and $t,  are used together for language editions, translations)


$w (Record control number—LCCN-110 in bib. record, and OCLC no.)




Online only: no online only records to link to:


580         Original print title continues: Africa today

780 10 $t Africa today [no other subfields]


580          Original print title continued by: Africa tomorrow

785 10  $t Africa tomorrow


110/240 combination (note that subfield indicators such as $b are not kept):


780 00 $a Louisiana. Division of Administration. $s Financial report (1956) [NOTE: subfield “s” is used for uniform titles when with $a corporate body]


110/240/245 combination (245 also added in $t for translation/language editions (i.e., the 245 is different from the 240)):


785 00 $a Norges teknisk-naturvitenskapelige forskningsråd. $s Årsberetning. English. $t Annual report

Search all titles recorded in 780 or 785 links in Voyager.

1)      If the title is found, ensure that the related record(s) has/have necessary reciprocal links.

1.      If there is no 780/785 link(s) in the record(s) for the related title(s), check OCLC for updated copy.

2.      If not in updated copy, add 780/785 links as necessary to the related records.

2)      Adjust holdings in all records as necessary

3)      If a serial is a current subscription and the title change has been missed, inform acquisitions staff of the title change.

·         It may be necessary to search back or forward several titles.

·         Ensure the necessary subfields are present and add missing ones if the information is readily available in Voyager, OCLC, or journal, web sites, etc.

·         Ensure indicators are correctly set: when a 530 or 580 note is used, the first indicator in corresponding fields is set to “1”; the second indicator usually indicates the specific relationship the title in the linking entry has with the title you are cataloging.

·         Ensure that the ISSN is for the title represented in the linking entry field. Otherwise delete $x.

·         Online only records: these 780/785s should only link to other online only records. When there are no such records to link to, see examples at left.

·         Microform: from microform record link to known titles (same as print equivalent), but link with $w only to records in same format and by the same reproduction agency. See also appendix table.

·         All linking entry fields include the catalog entry for a serial (245, or 130, or 110/245, or 110/240, or 110/240/245 [this is for translations or other language editions)



780/785, Cont’d

Numbers in $w (#=1 space):

LCCN: $w (DLC)##2002988978 (post 2000)

             $w (DLC)###97007647 (pre-2000 w/ two leading zeros to increase the number digits to six, not including the year)

             $w (DLC)sn#78645378 (pre-2000 w/ prefix)

OCLC no.: (OcoLC)03878786 (w/ leading zero to increase digits to 8.

Print reprints: Sufields $a, s, t, and x can be used without $w, if there is no related record representing the same reprint publisher/edition.



·         Use to link discontinued print resource that changed from print serial format to online IR (see also 580)


8XX/4XX (series; title traced differently)

·         See also 4XX

·         800/830 fields, are used whenever the established form of a heading (8XX; the form found in the authority record) differs from the form found in the sources (4XX) at hand. Most commonly 830 (title traced differently) is used.

·          Follow 4XX procedures for this field.

·         Using Connexion control headings will work only with the 830 field.

856 (indicators: “41” [single record approach]; “40” [separate record approach]

·         Examples:

Multiple URLs in one record, more than one for back issues plus at least one for recent issues: $z Recent issues $z Back issues (PAO) $z Back issues (JSTOR)


Multiple links for complete runs: z (AnthroSource) z  (JSTOR)





1st  ind. 4=”http”

2nd ind. 1=version of resource

2nd ind. 0=the resource (itself)

Assigning URLs:


·         Assign reliable URL communicated from acquisitions sources, and verify functioning, full-text access (to the article)

·         As necessary search Website for correct and reliable URL (this may involve using Help or other file or section of website; Browse lists or home pages may indicate correct URL

·         Use $z public note field notes to distinguish “Back issues” from “Recent issues” when there is a link for each

o        Use “Back issues” note for currently issued serials when there is only a link for back issues in the record.

o        No note is necessary for completed runs of online serials if there is a single URL in a record.

o        If there are two or more links in a record that cover a complete run, distinguish the links by using a note for the service provider (see example left)

·         Delete other URLs not in use by HT (change $u to $x) (see also below, Removing URLs)


Removing URLs:


Whenever removing/rendering inactive a URL in a bibliographic record by replacing $u with $x, ensure that any other active URLs remaining in the record are placed above the inactive URL.

891Publication pattern data


·         Leave in authorized print records

·         Delete from online records (erroneously copied from print record)

886 Foreign MARC


·         Delete


Print Holdings (for more information, see holdings document ANSI/NISO Z39.71 and AACR2, App. B.)


v.1:no.1 (1999:Nov.)-v.11:no.3 (1999:May)

v.28:no.636 (1996:jul.31)-v.32:no.830 (2000:agosto)

v.1:no.1/4 (1998), v.2:no.1 (2000)-v.3:no.3/4 (2001) [some numbers issued combined]

1997:1-2000:3,2006:1/2 [year serves as volume number; no parenthesis used]


Abbreviation examples (See also AACR2 App. B.):

tome 10                        becomes     t.10

number 2                      becomes    no.2

Band 3                          becomes    Bd.3

volume 5                       becomes    v.5 not vol.5

reel 32                           remains      reel 32

#6                                  becomes     no.6

nmbr 3                           remains      nmbr 3

3. Teil                            becomes     T.3

new series volume 1      becomes     new ser.:v.1 [“new ser.” Is considered a level of the hierarchy]


§         Ensure volume holdings are accurate and conform to the holdings format (Z39.71).

§         Check that holdings’ dates fit inside the date range of the serial title. If they do not, see section 780/785 above.

§         Edit as necessary to render the volume holdings more easily readable.

§         Utilize frequency statements (310/321) if possible when compressing  holdings statements as a way of determining whether or not a volume is complete.

§         Correct MARC field tags as necessary (866 for regular holdings, 867 for supplements, 868 for indexes) and delete redundant notes such as “index” or “supplement”.

§         Ensure that the Leader value for Type of record is set to “y” for serials.

§         Convert all numeric information to Arabic numbers. (i.e., IV to 4, six to 6, first to 1st, troisième to 3., etc.)

§         Use abbreviations found in the resource.

§         Use uppercase/lowercase as part of the number how it appears in the piece (e.g., v. 23B)


Online holdings


852 80 ‡b internet ‡h Search by URL

856 40 ‡u ‡z Back issues

§         In the FF Leader:

o        set Type of record to “y” for serial and online IRs

o        set Encoding level to holdings level “2” (this level is used whenever there are no volume holdings listed (i.e., no 866)

§         Assign the URL in an 856 field (see 856 above).


Online resources


Essential fields reflecting online content:


Serials single record approach: 007, 530, 776, 856


Serials separate record approach and online IR:

FF: Form, Form of original

Var. fields: 006 (computer file/electronic resource), 007 (remote access and CD-ROM), 530, 538 (Mode of access), 776, 856


Online records may have been derived in OCLC from print equivalent records. These usually have OCLCS as one of the 040 cataloging agencies.

§         See : FF:Form/Form of original, 006, 007, 362 (online), 530, 538, 776, 856.


·         Online record derived from print: OCLCS  (040) has been machine generating fairly dependable records derived from the print record. However, some derived records are maintaining fields and information that pertain only to the print version or are not authorized for the online version and should be deleted or changed as indicated:

·         010 delete

·         022 move to $y or delete

·         050 “00” (change to #4)

·         210 delete

·         222 delete

·         300 delete

·         5xx (edit or delete any note that pertains only to the print serial)

·         76X-78X Linking fields (edit as necessary if these link to a related print record (except for 776))

Public Catalog



§         Search in the public catalog during and after cataloging to review holdings and general display. This can also provide a final check for mistakes (spelling, linking, holdings, etc.)




Regular-Print Reprints coding/transcription guidelines and practice

Serial records for regular-print reprints are created according to the guidelines in LCRIs 12.0 and 1.0. The description is based on AACR2 chapters 1 and 12 and LCRI 12.0B1.







Code for the original



Code for the original



Code of place of reprint publisher



Code for the reprint (usually "u/u")



Code for the original


Form of item

Code as "r"


Main entry heading

Give as applicable



Base on the original title page



Base on the original title page


Publisher, distributor, etc.

Base on the reprint title page


Physical description

Base on the reprint



Base on the original title page



Give only if reprint is issued in series (i.e., this would be a “reprint” series; the original series would be given in the 580)


Linking complexities note

Reprint note - give details of original (frequency, place and name of publisher, series, etc.) as appropriate


Other edition available

Give the entry for the original publication (optional)


Preceding/succeeding entry

If title has changed, create separate records and link, even when reprinted in the same volume

022 same as original if available

246 for unique reprint titles (normally from reprint title page or cover)

310 not used (original frequency can be given in 580 note)

No source of title note

DBO note not given

530 normally not given

780/785, 770/772, etc.: use $w only when linking to record representing the same reprint publisher/edition.



Field by field reference for reproduction Microforms (not all are required by local instructions; required, local instructions above) (Includes which fields are based on the original) From CEG Appendix M. Key sections bolded.






 Encoding level

 Code as # or 7 when creating an original record from the microform. Code as "1" when creating a record based on existing cataloging for the original item (e.g., from an LC card, OCLC "new" command, etc.) and the microform has not been examined.


 Physical description fixed field

 Mandatory for preservation microforms; optional for other reproduction microforms. Code all elements except $c and $f (in some cases); code elements for which information is unknown as "u".

/23 (FORM)

 Fixed-length data elements
Form of item

 Code all elements for the original, except 008/23.
Code for form of reproduction.



 Same as for original serial. Add to record when known.


 Cataloging Source

 When inputting cataloging from another source (e.g., an LC card) indicate source of cataloging in $a.


 Main entry



 Uniform title



 Title statement
  Title proper
Statement of resp.
Number of part
Name of part


Use "[microform]" in all records, regardless of rules used to create record.


 Varying form of title



 Former title or title variations

 Give in latest entry records only.


 Edition statement

 Edition statement of the original.


 Publication, distribution, etc.
Place of publication
Name of publisher
Date of publication

 Imprint of original.

Publisher is mandatory if record is AACR2.


 Physical description
Extent of item

 Physical description of original.


 Designation/"Description based on" note

 Beginning and ending designations of the original or issue upon which description is based.


 Series statement

 Series of original.






 Reproduction note
Type of reproduction

Designations of issues
Place of reproduction
Agency resp. for
Date of reproduction

Physical description
Series statement
Note about reproduction

Fixed-length data elements
of repr.

 May be given in AACR2 form in all records, regardless of rules by which record was created.
Give the specific material designation (e.g., Microfilm)
Required only for preservation master microforms.

Give when the microform is issued in a series

For CONSER records, use field 539. For distribution, 539 = 533 $7.


 Fixed-length data elements of repr.

 In CONSER records, may be used instead of $7 in field 533. Use is optional. (LC does not use.)


 Former title complexity note

 Given only in latest entry records.




 Additional phys. form entry

Qualifying information
  Agency responsible for
Control number(s)

 Mandatory for preservation microforms when record for original exists on OCLC database; optional for other reproduction microforms.
Use "Original" in record for reproduction; SMD in record for original (e.g., Microfilm, Microfiche, etc.).
Use in record for original only to cite the responsible agency from $c of field 533 in related record.

Give at least one control no. for related record.


 Preceding/Succeeding entry
Control number(s)

 Link to related title when known.
Use $w in the link only when there is a related record in the same physical format and by the same agency.


 Series tracing

 Give when a series recorded in 490 field or subfield $f of field 533 is to be traced.



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5/8/2007 11:42 AM