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Collection Services Policy and Procedure Manual: Serials cataloging

General Information

The 362 field describes the item as published, regardless of what your library has. A new CONSER standard directs that one always uses the "unformatted" form, once only used when the first/last issue was not in hand.  This is good, because the "formatted" form can easily be mistaken by patrons for a holdings statement. 

The no longer used "formatted" form would have been:

      362 0b   1946-1948

 

This is the preferred way to enter the information:

      362 1b   Began in 1946; ceased in 1948.

Integrating Resources

Integrating Resources is a type of bibliographic record that was created in 2007-08.  This was to be used for treatises and looseleafs that get supplements and updates and for updated electronic titles.  The problem lay in converting old records for these types of materials from MONOGRAPHS [bibliographic level = a] to INTEGRATING RESOURCES [bibliographic level = i].  This is something that still needs to be done.  Completing this project will change our title count for monographs and serials.

Flow chart

Once we decide to purchase a new serial a PO is created for just that one title. Either a bib record is downloaded from OCLC or a skimpy, temporary bib record is made for the new serial title. It should have a 866 in the mfhd to show what we expect to have for this title; examples:

          v.1 (1985)-v.12 (1999)  

 

 

      1985-2001 

 

 

      v.1 (1944)-v.3 (1945), v.9 (1956)

If a skimpy bib record is made then it will be overlaid with a full OCLC record later.  When the PO is made a temporary check in record is created too.  The PO type will be CONTINUATION for all serials/journals/treatises with supplements, etc.  Then when you go to the Detailed Line Item screen you pick TYPE and it will give you the option of creating a serials maintenance record by picking SUBSCRIPTION PATTERN.  I usually enter the size [v.1-12] and type of material [looseleaf, bound, etc.] so I have an idea of what is coming.

 

Once the material is received the check-in record is fixed to show what we will be receiving in the future.  For journals it is usually volume/number/year; for bound volumes only usually just volume numbers or it could be just a year; for looseleaf titles we'll get releases which can come weekly, monthly, semi-annual, annual, etc.  Usually when a new title is purchased there is some information given about what to expect to receive in the future.  Notes in OCLC can also help finding this out too.

Title changes

Notes are added in 780 and/or 785 fields when serial titles change.

780 is for the previous title

785 is for the later title


 

Many steps needed for serials

There are many different things that need to be done for new serial titles:

-After cataloging the new title we add our holdings for that title to OCLC.  You have to log in to Connexion Browser thru the internet to add our local holdings. [see tab on LOCAL HOLDINGS]

-New serial titles are also added to the excel spreadsheet of our standing orders.  Find it under STATISTICS entitled "Current Standing Order List for Paper, Fiche, etc.

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