Section III, Chapter G
Continuing Resources Procedures
1. NEW CONTINUING RESOURCES TITLES
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Holdings and call numbers. For bound items, microforms, CD-ROMs, and other physical items, record holdings in the holdings fields in ILS and create call number structures where appropriate. For titles under current subscription, create a dummy call number with a subfield z reading: (VIEW FOR HOLDINGS):
TA401 .A64|z(VIEW FOR HOLDINGS)
Record in the 852 field of the holdings record any instructions for shelving, receiving, marking, binding, and retention. Retention decisions on items not permanently kept are made by the Collection Development staff and noted along with their initials. Public notes are added in subfield z and staff notes in subfield x (see MARC Holdings Records, Section III, Chapter M).
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2. SPECIAL PROCEDURES
2.1 Art serialMaterial types in Alma
Issue - Use for unbarcoded, loose issues
Bound Issue - Use for any barcoded issue/volume, whether or not bound at the bindery
All Art serials are given item type SERIAL rather than BOOK, regardless of how often they are published. Current shelves pieces have the call number only, while stacks pieces have the call number and volume and/or chronological designation marked.
2.2 Reference serials
All Reference serials are sent to the Reference stacks no matter what the frequency and are marked with a complete call number. They are collected by Preservation Services and bound as necessary. Reference serials may also be shelved at the Reference Desk or at another special location on request from the Reference staff.
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Some serials are kept only for a specified period of time, then discarded. Collection Development makes the decision on which titles to treat in this manner and for how long they are to be retained. The Serials Cataloger includes a note for such serials in the MARC holdings record, field 852, subfield z (see examples below):
852 _1 |zLatest 01 $$z Latest __________eds./vols. only
852 01 $$z Latest _1 |zLatest __________mos./yrs. only
852 _1 |zLatest 01 $$z Latest __________ed. in Reference, previous ed. in Stacks.
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- A note is added to the 852 field of the holdings record: (|z$$z) No longer received after [vol. #/date] (|x$$x) date per CD/ACQ.
- If title is bound, notify Preservation Services that the title has been cancelled and to bind all remaining issues and update the holdings. If only current issues are kept, contact Collection Development to find out whether they want the older issues or volumes withdrawn or moved.
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To withdraw a call number, change the Home Location in the ILS to: WITHDRAWN. In the holdings record, change the 852, subfield c location to: WITHDRAWN. Add appropriate notes to subfields z and x:852 _1 |cWITHDRAWN|zAll holdings withdrawn|xper [initials of CD requesting withdrawal], [date]simply Withdraw the item(s). If all items on a title are withdrawn and no more are expected in the future, choose the option to remove the Holdings Record as well.
3.5 Publisher changes
Publisher changes do not require a new record, as noted above, unless the issuing body is used in a 1XX main entry field. Changes to the publication information have been recorded in a 500 field (for publishers) or a 550 field (for issuing bodies). Recent cataloging rule changes have allowed repeatable 260 fields in which all publishers can be recorded. The first indicator in the 260 field distinguishes earlier and later publishers, with blank indicating the first (or only) publisher, 2 indicating intervening publishers, and 3 indicating that latest or last publisher. The dates associated with later publishers are given in subfield 3:
264 _ 1 Houston, Tex. : |b $$b Rice University, |c $$c 2001-
264 21 |3 $$3 2004-2008: |a $$a Dallas, Tex. : |b $$b Texas Women's University
264 31 |3 $$3 2011- : |aWaco$$a Waco, Tex. : |b $$b Baylor University
3.6 Frequency changes
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When a serial changes frequency, the former frequency is moved from the 310 field to a 321 field and dates are added in subfield b, if known. The new frequency is recorded in the 310 field and the frequency in the fixed field is corrected. If the item type is affected by the frequency change (for example, BOOK is now SERIAL, or vice versa), make changes to the item type field, modify shelving instructions in the 852 subfield z field, and notify Serials Receiving:
Book = published twice a year or less
Notify Serials Receiving if the frequency change will change the shelving location items are sent to (that is, titles published 3 or more times a year go to the Current Periodicals shelving in Reference; title published 2 or less times a year go to their regular shelving location in STACKS (or whereever).Serial = published 3 times a year or more, or any ART periodical
3.7 Changing from monograph to serial
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All volumes are shelved as is and the latest issue only is retained.
Prepared by: Alice RhoadesIndex Terms: Serials, Cataloging, new, Reference, Reserve, Newspapers, Serials Receiving, Binding, classification, changes, cessations, cancellations, withdrawals, holdings, publisher, frequency, Class Sep, Government Publications, Trade Shelf, buyer’s guides, LSC