Fixed Fields <lcd>
Classification: 090, 050 <lcd>
Uniform titles: 130, 240 <lcd>
Title statement: 245 <lcd>
Title Change (Major/Minor Changes in Serials)
Edition statement: 250 <lcd>
Frequency note: 310/321 <lcd>
Designations: 362/500 <lcd>
500 Source of title <lcd>
Subject Headings: 6XX <lcd>
Linking entries: 76X-78X <lcd>
Series entries: 4XX, 8XX <lcd>
DLC/CONSER “Other” Edition Copy
This document instructs in serials copy cataloging (print and electronic, text based) at most levels of copy excluding copy that requires extensive, original authority work or exhaustive and extensive revision or research. It is based on: CONSER Cataloging Manual (CCM), CONSER Editing Guide (CEG), Subject Cataloging Manual: Subject Headings (SCM).
AACR2 Definition of a serial: “A publication in any medium issued in successive parts bearing numeric or chronological designations and intended to be continued indefinitely.”
The nature of a monograph is normally to be static, whereas the nature of a serial is to be fluid or changing. A single serial title in hand can potentially have related titles which precede it, parallel it, supplement it, continue it, etc.
In addition to the AACR2 definition of serials given above, utilize the following evidence to identify serial publications as necessary. Not all 5 criteria will necessarily be found. 1) and 2) are the most crucial, but any one of the other criteria 3)-5) may indicate a serial publication.
1) Evidence of numbering or coverage date(s) that pertain to the main title (title proper) of the piece in hand (i.e., not numbering/coverage dates that pertain to a series that the title may be a part of).
2) Evidence of intention to continuously publish (numbering is evidence of sequence and thus continuity; coverage dates may also be evidence of continuity).
3) Statement of intended frequency, possibly in title (Memoria annual) or on preliminaries or cover.
4) Indication of previous issues (e.g., previous copyright dates on t.p. verso; mention in prefatory matter, etc.).
5) Serial record in OCLC.
Successive entry cataloging: whenever a major change (see Major/Minor Changes in Serials) occurs in a serial, such as a title change, a new record is input, creating a string of sequential, related records during the life of a serial. In the fixed field Successive/Latest Entry (S/L) the value is set to “0” [zero] for successive entry cataloging.
This level of copy, completed by LC catalogers or trained members of the CONSER program, generally needs less verification. For the purposes of our work at HTML Technical Services, the Serials Dept. uses the notation: DLC/CONSER, which means either DLC or CONSER, both, and also old Library of Congress copy.
At the beginning of selected sections is the heading in bold, “<lcd>”, often followed by elements to be verified for that level of copy. Sections with only “<lcd>” indicate the entire section applies to DLC/CONSER level records. Sections without “<lcd>” may be disregarded when dealing with DLC/CONSER level copy. “<lcd>” is also listed in the table of contents whenever pertinent to a particular section.
Encoding level (Elvl) value is # (i.e. blank)
Cataloging source code (Srce):
CONSER member c
Variable field 042 authentication codes:
DLC lc, or lcd
CONSER member lcd
Authenticated DLC/CONSER records are not required to have a classification number except for government documents classification number, field 086. However, for the purposes of this document, a full level DLC/CONSER record will have a classification number identified by one of these fields and indicators:
050 00 (In the LC collection; assigned by LC)
050 04 (In LC collection; assigned by CONSER library)
050 #4 (Assigned by CONSER library)
050 14 (Not in LC; assigned by CONSER library)
Caveat on editing serial cataloging copy: changes we make to a serial record indicate changes to the serial title for the issue(s) we have in hand, since we cannot know what appeared on issues not in hand. Normally, changes which alter a description effecting previous or later issues not in hand cannot be made. For example, if we do not have the first issue of a serial in hand, we cannot supply a beginning publication date to the serial record, or, likewise, if we don’t have the final issue of a serial in hand, we cannot supply a closing publication date. However, sometimes there is evidence (from the Web, the pieces in hand, etc.) that would allow us to correct clearly erroneous information or add missing information that would normally require verification from issues not in hand.
Evidence: evidence for information in a description/record can come from the piece(s) in hand (including items in the stacks), the cataloging record (OCLC/Voyager), and other reference works in print or on the Web.
Matching: Serials copy cataloging, among other things, involves matching the piece(s) in hand to a MARC bibliographic record. The most crucial field for matching is the title proper, but some serials have the same or very similar titles. A complicating matter is that serials can change their titles and other descriptive information and still be essentially the same serial. This kind of change is dealt with in the document, Major/Minor Changes in Serials.
In addition to the title proper, other possible points of matching (often considered in combination) are:
Spelling/Capitalization: Although not mentioned in every section of this editing guide, any incorrect spelling or capitalization should be corrected (for capitalization practice, see AACR2, App. A. Capitalization).
Searching for updated copy: Search OCLC for updated copy when a serial record has not been updated for about a year or when it is thought that the OCLC record is likely to provide important, new information regarding the serial. For example:
Type (Type of record): This document deals with serial records coded “a”, language material.
BLvl (Bibliographic level): For serials, items are coded “s”
S/L (Successive/Latest entry): Successive entry cataloging is used: code “0”
Desc (Descriptive cataloging form): If a record is coded “a”, AACR2, it must conform to that code.
SrTp (Serial type):
Ensure that SrTp is correctly coded: “p” for periodicals containing articles, normally issued more frequently than annual; coded “#” [blank] for serials such as yearbooks, annual reports, etc., normally issued annually or less frequently. However, if an item conforms to the definition of “p” above in content, code “p” would be appropriate regardless of frequency. If code “m” (monographic series) is present, this may indicate a potential treatment as a monographic series in the local catalog or by the Library of Conress (See Title statement).
ELvl (Encoding level): Full-level “I” corresponds to second-level description (AACR2 1988 rev., 1.0D2).
Lang (Language): Ensure this field is coded for the language of the principal text of the publication.
Ctry (Place of publication, production, or execution): Set this code for the latest place where the serial is published. The latest place may not be indicated in the imprint area (260), but in a note (500), which may need to be added.
Conf (Conference publication): A serial conference publication, a work including two or more papers presented at a meeting, is indicated by setting this code at “1”. Otherwise it is “0”.
EntW/Cont (Nature of entire work/Nature of contents): Set these fields to the correct values as appropriate for the work. Only one of these fixed fields is coded, the other is blank. Most of the values are the same code letter for each field.
Gpub (Government publication): Blank for non-government works.
Currently published “c”=If there is evidence that a serial has been published within the last three years.
Unknown publication status “u”=if there is no evidence that a serial has been published in the last three years.
No longer published “d”=when a serial’s title has changed or if it is evident that it will no longer be published.
Dates (Beginning/ending dates of publication) <lcd>
The dates in the fixed fields normally indicate the coverage in the 362 field, including questionable dates. Otherwise, dates from 260 fields can be used. Incomplete dates can be used, for example “199u”, which means sometime in the 1990s.
Beginning date: input four characters (e.g., 19uu, 199u, uuuu, etc.)
Dead: four characters (e.g., 1978, 199u, uuuu, etc.)
CED Section E., Leader/006/008
Always check for spelling and typos in variable fields.
<lcd>: verify as matching point if available on item in hand.
Search for an ISSN on the pieces in hand. Many Latin American serial publications do not bear and ISSN. An ISSN number found on the piece can be recorded in the 022 field in subfield “a”. However, if the publisher is still using the ISSN on the new title, which is the same as the one used for the earlier title, record it subfield “y” of the 022 field. If more than one ISSN is recorded on different issues, verify which is the most recent, if possible, using Ulrichs periodicals directory (http://www.ulrichsweb.com/). If they cannot be verified, record both in subfield “y”, or accept how they are recorded in the record.
ISSN numbers are also included in subfield “x” of the Linking entries.
Language code (041): Verify, and if necessary add, this field and required language codes (MARC code list for languages). Normally, this field is used whenever an item is in more than one language or a translation is involved. The fixed field code Lang is set for the language in the first position.
Subject analysis: Analyze the title in hand for subject content (see also, Subject Headings) by inspecting useful and concise descriptions found, for example, on the cover, title page, preliminary pages, introductory material, etc. Also, the table of contents is a good source for a brief overview of a title. If more than one issue is in hand, briefly examine several of the other issues. If a clear determination of subject content is still in question after such an examination, briefly skim some of the articles or other content.
Selection of call number:
Form: At the head of many important topics in the classification schedules, there are often class numbers, “A” cutters, or groups of numbers for serial publications. The most common caption for these is: “Periodicals. Societies. Serials”. Whenever possible, use these class numbers.
Topicality: Serials tend to receive a classification number for a general or broad topic, since they often serve as forums for research on many aspects of a discipline. In some cases, more specific topics in the schedules provide tables, which may have a format cutter or number for serial publications. Otherwise, if the serial requires a very specific topic, where the schedule provides no class number, cutter, or table for serial publications, assign the number specific to the topic. One should resist assigning a classification for a highly specific topic to a serial, as it is often difficult to determine the scope of a serial with a few or only one issue in hand.
Corporate body main entry: For serials cataloged under and classified by (i.e., receive a final cutter specifically for the corporate body) a corporate body heading, cutter for the corporate body and add work letters beginning with “a” to the cutters in order of receipt. Use cutters for corporate bodies already established in the catalog, for either serial or monographic works.
Be aware that the title page is normally the chief source of information for a serial, and the title proper (245) is preferably transcribed from the title page. However, many serials do not have a title page.
1) If the issue/volume upon which the description is based is in hand, verify the following: Whenever there is no title page, the title is most often taken from the cover or the caption at the beginning of the text, and a note is made indicating the source of the title. When the title is on the title page, there is no source of title note.
Examples: 500 Title from cover.
500 Title from caption.
2) If another issue or issues are in hand, and the same title is now in a different location not described or implied in the bibliographic record, review the serial title with the supervisor/trainer. <lcd>
3) For remote access electronic resources, the chief source is often the home page or some formally presented information such as main menus, headers, etc. Ensure that there is always a note (500) in the bibliographic record indicating the source of the title.
Examples: 500 Title from home page (viewed Aug. 11, 2003)
500 Description based on: Vol. 11, no. 1 (June 2002); title from home page (viewed Aug. 22, 2002)
Main entry can be: Title proper, uniform title, corporate body, author (rarely).
130 0 Arrow (Saskatoon, Sask.) [place of publication is fairly common in distinguishing completely different serials]
130 0 Arrow (Saskatoon, Sask. : Online) [different format]
130 0 Special report (Northern Illinois University. Center for Southeast Asian Studies) [corporate body, usually issuing body, often used when the title is short such as “report” or “bulletin”]
110 2 World Food Programme.
240 10 Annual report (1993) [1993 was the first issue the title change occurred; one of its earlier titles was “Annual report”, not the immediately preceding one.]
245 00 Annual report
130 0 American men and women of science. Medical sciences. [necessary because section title begins with an article]
245 00 American men and women of science. $p The medical sciences.
130 0 Journal. $n Part A (Society for the Preservation of Victorian Houses)
245 00 Journal. $n Part A / $c Society for the Preservation of Victorian Houses.
Cataloging with OCLC member level copy will involve verifying all occurrences of uniform titles and, as necessary—and in consultation with the trainer—editing or assigning uniform titles:
What to search: According to LCRI 25.5B: If the “title proper is identical to the title proper of another serial/series found in the catalog in a bibliographic record or the title proper in the heading of any series authority record (for series, multipart item, phrase, or serial)”, a uniform title, normally the title proper with an appropriate qualifier, must be created and assigned).
No uniform title in record:
1) Search OCLC/Voyager (both bibliographic and authority files) to ensure the title is unique among serial titles, series titles and series authority records.
2) Consult with the trainer if a uniform title must be assigned.
Uniform title in record:
1) Search OCLC/Voyager (bibliographic and authority files) to ensure:
· Necessity of uniform title (i.e., is the title proper already unique without the uniform title?) (CCM 5.2 (When to assign a uniform title), 5.2.5 (When not to add a uniform title))
· Uniqueness of uniform title
· Appropriateness of uniform title for the serial title in hand (See examples above and CCM 5.3. (Choice and form of qualifiers (i.e., conflict resolution)); AACR2/LCRI 25.5B. (conflict resolution) as necessary)
· Geographic and corporate body headings must be in AACR2 form.
2) Accept uniform titles that are in compliance with AACR2/LCRI/CCM practice, do not conflict and are necessary.
3) Consult with the trainer if uniform titles:
· Do not appear to be necessary
· Have unsuitable qualifiers according to CCM/AACR2/LCRI.
Language editions/translations: (see also Linking entries, Language editions/Translations) If the serial in hand is a translation/language edition of another serials it should have a uniform title that consists of the main entry of the original plus the name of the language in subfield “l”. (See CCM 5.6 (Uniform titles for translations and language editions)). (See also CCM 14.3.1: Linking entries: translations (fields 765/767) and Language editions (field 775))
130 0 Fiziologiia restenii. $l English
245 10 Plant physiology
If the record has a uniform title for the translation/language edition, or if there is no such uniform title and you suspect the existence of a language edition or translation, verify in either case that the item is a translation/language edition. Evidence that an item is a translation is found either on the piece and/or from searching in OCLC/Voyager.
If a language edition or translation is involved:
1) Search in OCLC/Voyager to locate record for the original. The title proper of the original should be the basis for the uniform title.
2) If no record for the original is located, but the title for the original is on the piece in hand, that title should be used.
3) If no evidence of the original title can be found, do not create a uniform title and remove an unverifiable uniform title. Use a 580 note to indicate the existence of other language or translation editions.
1) Corporate body used as qualifier in a uniform title changes (name change or a different body is responsible)
2) original title changes (translations/language editions). See CCM 16.4.
Do not create uniform title authority records in Voyager.
Consult the trainer as necessary.
1st indicator set to “1”: 245 and uniform title for translation/language edition present; 245 and 110 or 100 present.
1st indicator set to “0”: 245 only present; 245 and all other uniform titles present.
2nd indicator must be set for the correct number of non-filing characters.
1) Ensure that you have a correct matching title, that the title on the chief source of the piece(s) in hand correctly matches that of the chief source title indicated in the bibliographic record. If there are discrepancies, see the document on Major/minor changes to see if a new record needs to be created. If a new record needs to be created or if there are still uncertainties, bring the title to the attention of the supervisor.
2) If you suspect the serial title may be treated as a monographic series (issues have distinctive titles, coded “m” in fixed field “Type”) in Tulanet or by LC, search LCAF/TULAF.
a) If the serial is already treated as a monographic series in Voyager and this practice is delineated in TULAF, the item(s) will be cataloged as a monograph(s).
b) If the serial is already treated as a monographic series in Voyager and this practice is not delineated in TULAF, see the trainer, or if the serial title was formerly treated as a series by LC and LC has decided no longer to analyze the title, see: Treatment of "644 n" Titles.
c) If LC has always treated the serial as a monographic series, the title will be cataloged as a monograph.
Section title/number of part/section of a work: Common and section titles are transcribed as part of the title proper as long as they both appear on the same source. Sometimes section titles have numeric or alphabetic designations, which are recorded in $n (number of part/section of a work). It is also possible a journal will have only $n without a section title in $p.
Verify this information and ensure it is correctly coded, and be aware of the following:
1) A record without a section title that is present on the piece (s) in hand is probably not a match and must have its own catalog record.
2) Do not add section titles to records unless there is clear evidence they have been omitted in error.
3) In verifying both 1) and 2), look for both elements (common and section) of the title on the piece.
4) If you suspect a problem such as described I 1) or 2), consult with the trainer.
245 00 Historical statistics. $p Supplement /
245 00 Daily report. $p Western Europe.
245 00 Daily report. $p North America.
130 0 Dissertation abstracts. $n A. $p Humanities and social sciences
245 00 Dissertation abstracts. $n A, $p The humanities and social sciences.
245 00 Etudes et documents tchadiens. ‡n S´erie B
(see CCM 6.3.3.d., for Other title info. summary table)
Examples: 245 Insight.
500 Issue for <1999-> has subtitle: Journal of politics.
500 Description based on: Bd. 1 (1992).
245 00 Konferenzberichte. $p Kernforschung, Kerntechnik = $b Conference papers. Nuclear research, nuclear technology / $c Fachinformationszentrum Energie, Physik, Mathematik.
246 31 Conference papers. $p Nuclear research, nuclear technology
246 1# $i Issues for <1991-> have English title: $a Conference papers. $p Nuclear research and nuclear technology
For serials, the majority of their records will have not statement of responsibility, or if they do, a corporate body may be present there. This body should have had the main responsibility for the creation of the serial. Bodies that are only publishers do not appear in the statement of responsibility. In order to be recorded, the body must appear prominently on the chief source. An added entry (710) would be created for such an entity and authority work completed as necessary. If such a new corporate body appears on subsequent issues, record it in a note (550) with the date for the issue, and create an added entry.
Variants can be made for the following:
1) Generally accept 246 variant titles present in bibliographic records, unless it clearly offers no additional access or if the title variants would not be added according to LCRI/AACR2/CCM (for example, most types of other title information are not recorded as variant titles).
2) Since the variant may no longer appear on issues in hand or may have changed their location, do not delete the field or edit it to indicate the change of location unless it is clearly in error.
3) Add new important variant titles in a 246 field
a. With 2nd indicators 2-8: as necessary record date or volume number of first/last occurrence in $f (use angle brackets when first/last issue uncertain).
b. Sometimes specialized notes are required in $i, which also may include an informal issue date/volume number.
245 10 Monthly checklist of state publications / $c …
246 14 State publications monthly checklist $f <July 1976->
245 00 Crime and delinquency.
246 1# $i Issues for Oct. 1975- called: $a Crime & delinquency
For reference see also CCM 7.2. Types of variant titles; CEG, Section E., Variable data fields, 20X-24X, 246, Editing instructions.
Edition statement (250) <lcd>: Edition statements are rare for serials. Do not confuse a numbered edition statement and a volume designation. If you have questions, consult the trainer. Ensure the piece(s) in hand have the same edition statement as the record.
Unlike monographs, do not try to match a title in hand to its bibliographic record solely from the publication information on the pieces or in the records. This information changes and is not reflected in the 260 field and not always recorded in the record (500 notes) by catalogers. Changes in publisher and place of publication should be indicated in a 500 note for publication information.
Dates (260, $c): Dates should be recorded only when the record indicates the original cataloger had the first or last issue in hand. Otherwise leave a blank space after the comma. If the first or last issue is now in hand, dates, even questionable ones, must be added. Edit this field accordingly.
Example: 260 Cambridge, Mass. : $b Harvard University Press,
500 Description based on: Vol. 11, published in 1997.
260 Paris : $b Organisation for Economic Co-operation and Development, $c [1967-
362 0 1 (July 1967)-
Verify, add or correct as necessary the current frequency (310) from:
If the current frequency cannot be ascertained at all, do not add a 310 note and do not change the fixed fields Freq/Regl codes. If a current frequency 310 note cannot be verified and no information conflicts with it, accept the 310 in the record.
When the frequency has changed:
It is not necessary to verify existing 321 fields.
Example: 310 Six no. a year, $b <1991-> [uncertain dates use angle brackets]
321 Quarterly, $b Mar. 1977-
a) Generally accept formatted and unformatted 362 fields that have beginning designations with “1st”, or “1”, etc., such as “Vol. 1 (1998)- ”. If the first issue is in hand, ensure that such designations have been recorded correctly.
b) Attempt to verify any 362 for supposed beginning designations that do not start with a numbered first issue, if the issue recorded in the 362 is in hand. If the issue is in hand and verification is successful, and if the 362 is unformatted, change the 362 to a formatted form.
c) If the designation is being recorded differently on subsequent issues in hand, record this information in a 515 note (Numbering peculiarities note). See CCM 8.6.3; CED.
d) If a designation system starts over again on subsequent issues (for example starts over with “New series, vol. 1, issue 1”), record it in the 362 field following the earlier designation after a space-semicolon-space (see CCM 8.6.2)
Example: 362 0 Vol. 1, no. 1 (May 1980)-v. 8, no. 2 (Feb. 1988) ; new ser., Vol. 1, no. 1 (Mar. 1988)-
e) If a designation system starts over again on subsequent issues with exactly the same numbering system, distinguish the new successive designations with the bracketed term “[new ser.]”.
Example: 362 0 No. 1-no. 6 ; [new ser.], no. 1-
Try to verify unformatted and formatted 362 fields which claim to report the ending issue of a serial title. As ending designations imply the cessation of a serial title, other aspects of the record and title in hand need to be investigated, verified, or edited, depending on whether the serial has simply ceased publication or has undergone a title change. To verify a cessation/title change:
1) Check the piece(s) (primary source of information)
2) Search OCLC/Voyager if it is thought that bibliographic information regarding a cessation or title change can be found (a record for a continuing title, records for issues which may have been cataloged as monographs, etc.)
3) Search publishers websites, Ulrichs periodicals directory (http://www.ulrichsweb.com/), or other Web sources as necessary.
If it is not possible to verify the finality of the serial, and there appears to be no evidence that issues have been published after the 362 cessation designation, generally accept the ending designations in 362 fields. Accordingly, if there are indications that a title change has occurred, other aspects of the record will need to be verified or edited and the continuing title or titles may need to be cataloged. (See, Title Change ).
Chronological designation only: Be skeptical of formatted and unformatted 362 fields containing only a date as a beginning designation. If it is doubtful a serial began with a date shown in the 362 field, delete the 362 field and place that date in a “Description based on” note (see below, this section).
Fixed field/Imprint date: Verify or edit fixed field dates, and in some cases the 260 field $c, so that they reflect beginning/ending dates recorded in formatted 362 fields. Fixed field dates also reflect dates recorded in unformatted 362 fields, but 260 $c date is left blank in these cases.
Ensure that the 362 indicator is correctly set.
Description based on note:
Example: Description based on: Vol. 12, published in 2001.
Example: Description based on: 2000/2001; title from cover.
For special problems with the designation, see CCM 8.5.
Source of title: <lcd> If the issue upon which the description of a record is based is in hand, and the title proper (245) was transcribed from a title page substitute such as the cover or the caption (i.e., there is no title page), ensure that a note is present indicating the source of title. For electronic resources, always give a source of title note.
500 Title from caption.
500 Description based on: Vol. 10, no. 9 (May 1997); title from cover.
500 Title from journal home page. [electronic resource]
Publishing information: Generally accept 500 notes that record subsequent publishing information such as new publishers, place, etc. Add notes as necessary to record current publishers and place of publication. Ensure that the latest place of publication corresponds to the fixed field “Ctry” code. Publishers are not traced.
500 Published: Bristol, Conn., -1977.
500 Imprint varies.
500 Publisher: Blackwell, <1991->
500 Publishers: J. Haway, <1842>; J. & W. Horne, <1847>
550: Verify or add 550 (Issuing bodies note; CCM 13.5.) notes to record subsequently named, important corporate bodies, which have responsibility beyond publishing and will be traced. Include the date of the issue when the body was listed. If not already present, a 710 for the body must be added to the record.
Example: 550 Issued by: Rossiiskaia akademiia nauk, 1991-
550 Issued by: Dept. of Fish and Game, Division of Fisheries, Research Branch, 1989-1990; the Division's Research and Analysis Branch, <1991->
1) To indicate a change in the numbering terminology or when part of the designation has changed or is no longer used <lcd>.
Example: 362 0 Vol. 1, no. 1 (Jan. 1989)-
515 Issues for Feb. 1997- lack volume numbers.
2) When issues are combined or issued in parts <lcd>.
Example: 515 Some issues combined [some issues are called, for example, Vol. 7, nos. 3/4]
515 Issued in parts [for example, vol. 10, no. 6 might be in two physical volumes or parts]
3) Report year coverage for other than calendar year (Jan-Dec.).
4) See CCM 13.4.2 for further uses.
Example: 525 Has occasional supplements.
580 (Linking entry complexity): Ensure that this field is used when notes generated via the linking entry are insufficient or for reprint notes. Also, ensure that linking entry fields that are explained in the 580 note have first indicators set to “1”.
Example: 580 Supplement to: Weinwirtschaft, -1982; Weinwirtschaft. Technik, 1983-
772 1 $t Weinwirtschaft $x 0341-6364 $w (DLC) 83644948
772 1 $t Weinwirtschaft. Technik $x 0723-1369 $w (DLC) 83644949
Note: Distinctive title notes (500): “Each issue also has a distinctive title”. This type of note may indicate the possibility that the serial title is treated as a monographic series either in Tulanet or by LC (see Title statement)
1) Accept subject headings with second indicator “0”, “1”, (or “2” in records with DNLM/DLC in 040)). Delete others.
2) Briefly perform subject analysis of serial to ensure suitability of subject headings for the item being cataloged.
3) If there are no subject headings or subject heading appear to be inadequate, bring serial title to trainer/supervisor.
4) Ensure that form subdivisions such as “Periodicals”, “Directories, or “Indexes”, etc., have the correct subfield tag “v”.
Generally complete verification/editing of the physical description and access before assigning/verifying subject headings to a record. This may aid in becoming familiar with a particular title’s content. Keep in mind that many serials are well served by one subject heading that is specific to the topic covered by a given serial. (see Journal examples below). There should not normally be different levels of LCSH hierarchies assigned to a work, except in the exception that a serial might cover a broad topic with an emphasis on a specific case or cases in every issue (e.g., a journal that is about some aspect of Argentina but has at least 20% of its continuous coverage on Latin America).
1) Verify subject headings with second indicator “0”, “1”, (or “2” in records with DNLM/DLC in 040)). Delete others.
2) Fully verify according to all instructions in this section only subject headings with 2nd indicator “0” (Library of Congress Subject Headings).
3) If there are no subject headings or subject heading appear to be inadequate, bring serial title to trainer/supervisor.
4) Verify that fields are tagged correctly (For reference, SCM:SH H405 has a good table indicating correct tagging for “entities” in either the name or SAF):
5) Verify that the correct subfield tagging has been utilized:
6) Verifying subject headings: Generally accept a heading or headings that meet all the following criteria:
7) Otherwise verify these common situations:
8) If a problem is suspected and as necessary, further verify in the pertinent cataloging resources and in consultation with the trainer:
Subject Heading Examples (bold indicates probable necessity of checking LCAF and/or SCM:SH):
650 0 Biology $v Periodicals.
651 0 Cuba $x Politics and government $y 1959- $v Periodicals. [main heading in LCAF]
650 0 Coffee $x Harvesting $z Columbia $v Periodicals. [SCM:SH indicates ..
650 0 Coffee industry $z Columbia $v Periodicals.
650 0 Coffee industry $x Environmental aspects $z Cuba $v Periodicals.
651 0 Brazil $x Economic conditions $y 1985- $v Periodicals.
650 0 Indians of Mexico $x Antiquities $v Periodicals.
650 0 Indians of Mexico $x Agriculture $z Mexico $z Oaxaca $v Periodicals.
650 0 Irish Americans $z New England $x Religion $v Periodicals.
650 0 Church and state $x Catholic Church $v Periodicals.
651 0 Costa Rica $x Commerce $v Directories.
650 0 Construction industry $z Poland $x Finance $v Periodicals.
In come cases geographic content of a journal can only be indicated by an extra subject string:
Title: Journal of church and state in Poland [made up example]
650 0 Church and state $x Catholic church $v Periodicals.
650 0 Church and state $z Poland $v Periodicals.
Title: Literary magazine review.
650 0 Little magazines $z United States $v Reviews $v Periodicals.
650 0 American literature $x Periodicals $v Reviews $v Periodicals.
650 0 American periodicals $v Reviews $v Periodicals.
Title: Central European history
651 0 Europe, Central $x History $v Periodicals
Title: Handbook of commonly prescribed drugs
650 0 Drugs $v Handbooks, manuals, etc.
In the following example the historical aspect is brought out only by the first subject heading; for the entire history of Asia there is no suitable chronology in the subject string that includes “Economic conditions” or Social conditions”. East Asia is added due to an emphasis on those countries included in the scope note of the SAR (“works dealing collectively with China, Japan, Korea, Taiwan, and Macao”), even though Asia is a broader term:
Title: Journal of economic and social history of the orient
650 0 Economic history $v Periodicals.
651 0 Asia $x Economic conditions $v Periodicals.
651 0 Asia $x Social conditions $v Periodicals.
651 0 East Asia $x Economic conditions $v Periodicals.
651 0 East Asia $x Social conditions $v Periodicals.
Ensure appropriate added entries have been provided (CCM 4.):
1) Prominently named corporate bodies that have responsibility beyond publishing:
Authority Work: When a heading is present in the record, and no problem with it is suspected, authority work is optional. An indication of a problem would be that the form on the piece(s) doesn’t match the form in the record, there is variation in the form of the heading between pieces or between OCLC/Voyager records. Thus, as necessary:
Use either 740 (uncontrolled) or 730 (controlled) title access. For variations of the title proper, see 246 above.
245 00 Monografies d'industria.
730 0 Revista d'industria.
772 0 $t Revista d'industria $w ...
245 00 Revista d'industria.
770 0 $t Monografies d'industria $w ...
3) Rarely, personal name headings such as editors who are identified with a title.
Ensure that the added entries are justified in areas of the physical description such as:
Authority Work: When a heading is present in the record, and no problem with it is suspected, authority work is optional. Thus, as necessary:
(CCM 14, 17)
See CCM 14 and 17 for the kinds of linking relationships serials can have. See CEG for proper construction of linking fields. See also 580 (Linking entry complexity note) and Title added entries, above. Some links are reciprocal and some are not.
<lcd>: Search all titles recorded in 780 or 785 links in Voyager.
1) If the title is found, ensure that the record(s) has/have necessary reciprocal links.
2) If there is no 780/785 link(s) in the record(s) for the previous or next title, check OCLC for updated copy; the link should be provided in the updated copy.
3) Adjust holdings in all records as necessary and inform acquisitions staff of the title change.
4) It may be necessary to search back or forward several titles.
Using up-to-date OCLC bibliographic records:
1) With no links:
a. During the initial OCLC search to retrieve the latest version of the record, note instances of obviously similar or obviously related titles.
b. Check the piece(s) in hand for any evidence of related serials such as continuations (title changes), earlier titles, supplements, etc.
c. If there is no evidence of any related titles, accept the record with no linking entries. Do not add any links if the relationship is vague or unclear or it cannot be ascertained whether the title preceded or succeeded the title in hand.
d. If there is evidence of clearly related titles, make the appropriate linking entry and, if necessary, the reciprocal links on the related serial records in Voyager.
e. Bring these records to the supervisor/trainer.
2) With links:
a. Validate the links as far as possible and as necessary from information on the piece(s), by searching the entry elements in OCLC, Voyager, etc.
b. Add any additional, available information not in the links such as ISSN, LCCN or OCLC numbers.
c. Follow 1) d., e. above if it is necessary to add further links to the record.
1) Determine or verify whether or not an item is a translation (765/767), or a language edition (775). (see Uniform titles, Language editions/translations above) In addition to evidence in the bibliographic record, this should normally be determined or verified quickly from the piece, and if necessary, searching OCLC.
Note: Translations are normally issued by different publishers at a later date and language editions are mostly issued simultaneously by the same publisher.
2) If an item is a translation/language edition:
a. Verify that linking fields are properly constructed, and tagged, and add any additional, available information such as ISSN, LCCN, OCLC number.
b. Construct linking fields if they are not present.
(The linking entry consists of: main entry (corporate author/uniform title or uniform title)—plus the title proper; see the examples below and if necessary follow procedures in CED and CCM 14.3.1.)
3) Verify the uniform title(s) (130 or 240) in the record(s) have been properly formulated (see Uniform titles, Language editions/translation above).
4) If not already present, add a uniform title (130 or 240) to the record(s) representing the translation(s) including a subfield “l” with the language of the translation/language edition (see examples below; see MARC Code List for Languages for the correct form of the language).
5) A 580 note can be used to make a more intelligible note if necessary or when the title of the original is not known. When a 580 note is used, the first indicator of the linking fields is set to “1” (no note is generated)
6) Bring the completed records to the supervisor/trainer.
Language edition (not a translation, which uses 765/767): For this title, there are three editions, including the Spanish (which is the language of the country of origin and thus considered an “original” for cataloging purposes), English and French. The examples below show the English and French editions followed by the Spanish edition.
130 0 Enlace mexicano. $l English
245 10 Link with Mexico
580 Also published in Spanish as: Enlace mexicano, and in French as: Liaison mexicaine.
775 1 $t Enlace mexicano $w (DLC) 00240902 $w (OCoLC)45010189 [Enlace Mexicano is considered the original]
775 1 $t Enlace mexicano. French. Liaison mexicaine [includes main entry for French ed.: uniform title (130); title proper (245). There was no online record at the time of cataloging]
130 0 Enlace mexicano. $l French
245 00 Liaison mexicaine.
580 Also published in English as: Link with Mexico, and in Spanish as: Enlace mexicano.
775 1 $t Enlace mexicano. English. Link with Mexico $w (DLC) $w (OCoLC)
775 1 $t Enlace mexicano $w (DLC) 00240902 $w (OCoLC)45010189
245 00 Enlace mexicano. [considered the original]
580 Also published in English as: Link with Mexico, and in French as: Liaison mexicaine.
775 1 $t Enlace mexicano. English. Link with Mexico $w (DLC) $w (OCoLC)
775 1 $t Enlace mexicano. French. Liaison mexicaine
130 00 Astrofizicheskie issledovaniia. $l English.
245 10 Bulletin of the Special Astrophysical Observatory--North Caucasus.
765 0# $t Astrofizicheskie issledovaniia $x 0320-9318 $w (DLC) 78648457
245 00 Astrofizicheskie issledovaniia. [original]
767 0# $t Astrofizicheskie issledovaniia. English. Bulletin of the Special Astrophysical Observatory--North Caucasus $x 0190-2709 $w (DLC) 86649325 $w (OCoLC)4698159
Original title unknown:
580 Also issued in Spanish, French, and Polish eds. [no uniform title; no linking entries]
<lcd>: 2), 3)-do not follow B.6, but only consult with supervisor/trainer in either case of 2), 3); otherwise accept series statements.
It is rare that a serial or some of its issues are part of a series, however:
1) If a series statement appears in the bibliographic record, to establish the correct form of the series, follow the procedures in Guidelines for series checking and verification procedures for non-DLC copy cataloging.
2) If the series statement is in the record but not on the piece(s), do not remove the statement from the record, as other issues not in hand may have been part of the series.
3) If a series statement appears on the piece(s) in hand but not in the record, follow B. 6. in the document above, and consult with your supervisor.
For electronic, remotely accessed serials (i.e., located on the Web), check these fields in addition to the elements and procedures described in the rest of this document that pertain to the level of copy in hand.
Single v. separate record approach: Single record approach: holdings for an equivalent serial in remote, electronic format are represented on the record for the print version; Separate record approach: separate bibliographic records represent each different format of the same serial)
1) When cataloging using the single record approach, generally check/validate/add as necessary the fields mentioned in this section that pertain to the electronic aspects of the serial title.
2) When cataloging using separate record approach, in addition to this section, utilize this entire editing guide to check/validate/verify or add information as necessary and as it would pertain to the text-based electronic version of a serial. For example, verify title, spelling, matching, volume designation, etc. according to this guide’s electronic journal information and examples in each section, but do not apply sections that apply only to print journals such as 300 physical description.
3) Go to online journal home page.
4) Matching: throughout these procedures always assure a match between the online resource and the bibliographic record; even though, in the case of single record approach the record describes the print publication, the online version should be its equivalent. (see Matching)
5) Title changes: Also, throughout these procedures, check for title changes. If the title on the journal home page doesn’t match the title proper (245 title in bibliographic record), bring the title to the attention of the trainer. (see Major/Minor Changes in Serials)
6) Checking Voyager Cataloging: Search Voyager for the given serial title.
· The electronic/online version of the serial may have already cataloged, either following single or separate record approach.
· A different online version may have been cataloged (i.e., JSTOR v. Project Muse, etc.), and if the record does not reflect the new, additional online access that you are cataloging, the same record may need to be updated with the new access.
7) Check for updated copy on OCLC: If the Voyager copy has not been updated within the last year or if it is thought that new information regarding the online version of the journal might be obtained from the OCLC record, check OCLC for updated copy that may have the updated fields mentioned in this section that pertain to the electronic version.
8) Downloading/overlaying updated OCLC record: Check for locally added fields in the Voyager record and copy them into the imported record before overlaying.
9) Variable fields to add/check:
007: Physical Description (Electronic Resource). Add this field as follows or check accuracy of first two values if the field is already present. Ignore other values.
Subfield $a “Category of material”, should be “c” for “Electronic resource”.
Subfield $b “Specific material designation”, should be “r” for “Remote” resource.
530 (Additional physical form available note):
Example: 530 Also available online. [the type of note in the record for the print serial]
530 Online version of print publication. [typical note found in record for the online version]
856 (Electronic location and access): Add the 856 URL for the particular access being cataloged/added to the record.
1) Verify durability/standardization/validity of URL link.
a. The link received via correspondence from acquisitions persons will probably be reliable and durable. Accept it if it access the home page for the journal with easy access to an archive of electronic issues.
b. If the link is questionable, has changed (i.e., the link given forwards the user to another location), or is no longer functioning, search the service provider/publisher’s site for an authoritative and durable URL. This information can be found in the “Browse journals” section if there is one (“Browse journals by subscription” is best) or in the help or FAQ sections of these websites. Sometimes there is a simple formula described in help sections for formulating the durable URLs.
2) Check functionality of subscription to online journal (i.e., is the full text of the document accessible):
a. Check to the point where the web page for the serial indicates we have full access. Sometimes this is indicated with checkmarks, or abbreviations such as “subs” next to volumes or issues we have access to.
b. If above doesn’t apply it may be necessary to select volumes, issues, or even the article to see if the full text of article is accessible.
c. If full text is not accessible for a given title, inform the electronic resources technician.
3) Add the URL via an 856 link in the bibliographic and a separate holdings record for the online access (Internet location).
a. Ensure the correct indicator values are set (41 for single record approach, 40 for separate record approach (see CEG)).
b. When adding two or more URLs for two or more types of electronic access:
1. Place all URLs in the bibliographic record and in the one holdings record for Internet location.
2. When one of the links is for back issues, while another is for recent or current issues, place a note in each of the pertinent 856 fields in the “$z” public note field. Place the URL for the more recent issues first.
Examples: Two URLs; coded for single record approach
856 41 http://muse.jhu.edu/journals/b2/ $z Recent issues
856 41 http://www.jstor.org/journals/01903659.html $z Back issues
One URL; coded for separate record approach
4) For the holdings record ensure:
a. 852 has 1st indicator 8; location “internet”; “Search by URL; any notes as necessary.
b. In fixed field: “y” serial item holdings; Encoding level “2”.
Holdings record example:
852 80 $b internet $h Search by URL
Earlier/later related titles 780/785
1) Check for presence of related titles.
a. If 780 or 785 fields are already present in the bibliographic record, search the related records in Voyager. Update any unclosed records; download records not present for succeeding titles and inform serials acquisitions of any missed title changes.
b. Title changes may not be recognized by online journal service providers at journal home pages. Compare online volume/chronological holdings at journal home page with beginning/endings dates in bibliographic record (refer also to the fixed field dates). If the online holdings include volumes/issues published before or after the title at hand was published, earlier or later titles for the electronic version may need also to be cataloged. Presence of the earlier/later titles may be found only at the article level. Inform supervisor/trainer of a situation such as this.
Reprints (LCRI 12.0B1. ; CCM 4.3.3 ; CCM 17.7) <lcd> : ensure a match between the piece(s) in hand and the record(s) according to normal cataloging procedures and, as far as necessary, to 1) and 2) below.
1) Reprint editions of serials are issued by other than the original publishers and consist of more than one issue.
2) Check the following in a record representing a reprint edition:
a. The title proper is based on the earliest reprinted issue’s title page.
b. If there is a reprint title page and it has a different title, it should be traced in a 246 field with the note: “Reprint title page title”.
c. If a reprint edition is issued as part of a series, that series must be traced in the record. Follow procedures above in Series entries. If you have the complete published run of a reprinted serial, the presence of the series in the record and not on the piece(s) or vice versa could mean the record is for a different edition.
d. A reprint note (580) is used.
580 Originally published: Buenos Aires : Impr. De los Expósitos, 1824.
580 Originally published semiannually: Dublin : Crane Bag, 1977-1985.
e. If a record for the original is available, a linking entry 775 (other edition available) for the original should be provided (see CCM 14.3.3; CEG).
f. The fixed field “Form” has value “r” (regular print reproduction).
g. If title changes occur within the reprint edition (i.e., title changes occurred during the original issuance of the serial), separate reprint records must have been created, even if the reprint edition is bound in one volume. Verify the separate records via 2), a.-g.
h. If one of these criteria is not met, do not edit the record before reviewing it with the supervisor.
852 (Location/Call number)
1st indicator: type of call number (0=LCSH, 1=Dewey, 8=other, such as for e-journals, video accession type)
2nd indicator: enumeration (1 for print serials, 0 for all other)
$b: location (Check that location is correct for material)
$h: call no.
$i: final cutter
852 01 $b stx $h QL 785 $i .A725
866 41 $8 0 $a v.1 (1954)-v.42 (1996)
852 01 $b lal $h HC 153 .Z9 $i I63
866 41 $8 0 $a Bd.6:Nr.4-Bd.10:Nr.4
868 41 $8 0 $a Bd.1-Bd.9
852 80 $b internet $h Search by URL
866 (Textual holdings—Basic bibliographic unit)
867 (Textual holdings—Supplementary unit): in OPAC displays heading: “Supplements”
When updating supplement holdings from 866 to 867, delete the term “Supplement” if present in that field.
868 (Textual holdings—Indexes): in OPAC displays heading “Indexes”
When updating index holdings from 866 to 868, delete the term “index” in that field.
866-868 (all textual holdings):
1st indicator: level of holdings, 1-4 (normally we use level 4 (full detailed level) for print holdings)
2nd indicator: holdings standard (1=the standard we use for print serials (ANSI Z39.71))
Leader: ensure these are correctly set.
Type of record: y (All serial holdings)
Encoding level: 4 (print serials), 2 (e-serials)
The following OCLC institution codes represent libraries that are members of the CONSER enhance category. Members of this category cannot authenticate an OCLC bibliographic record, but can edit, maintain and enhance authenticated or unauthenticated records. They are members of NACO/SACO and may validate name and title entries. They have been through a period of distance mentoring with a CONSER cataloger. Thus, the records they have worked on during the time they have been CONSER enhance members should be of a higher quality than the average non-CONSER OCLC record.
Comments to: Peter Fletcher Updated 3/9/2004