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Searching. Search title in Fondren's integrated library system (ILS). If no record is found, search OCLC for record to use for cataloging. Transfer to the ILS and update holdings on OCLC. If OCLC record indicates earlier titles, search ILS for those; if earlier record is found, you must process it as ‘title change.’ If a title change (see below). If ILS record is minimal or provisional, search OCLC and, if better record is found, overlay ILS record and update OCLC.
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Editing. Make changes and corrections according to AACR2, LCRI RDA, LC-PCC PS, CONSER Editing and CONSER Cataloging guides, and Bibliographic Formats and Standards, and assign call number. Verify that all entries are correct and make copy for name authorities when necessary.
Holdings and call numbers. For bound items, microforms, and 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):
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Distribution. If pieces go to the current shelves or stacks, Serials Receiving will mark all pieces with call number in ink. Titles published three or more times a year go to the Current Periodicals Room (Fondren, Brown, or BIC); and are given the item type “Serial”. All other frequencies go to the stacks, and are given the item type “Book”. (Exception: all Art serials are given item type “Serial”, 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.
Make copies of the bib records for Make copies of the bib records for Serials Receiving with notes that title is ready to be checked in.
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If binding will be needed for a title, send a an email message to Preservation Services with all binding instructions; include the call number and journal title. Use either email (preferred) or place printout in designated basket in Preservation Services area.
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- Return pieces of new titles with necessary copies to designated basket in Acquisitions for processing/shelving.
- Send binding information, if any, to Preservation Services.
- Place copies for name authorities in Authority basket.
- Record OCLC number on update sheet if record has not already been updated.
2. SPECIAL PROCEDURES
2. SPECIAL PROCEDURES
.1 Art serial
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 2.1 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.
2.2 3 Reserve serials
Some serials are shelved in Reserve by special request. A note to that effect is included in the holdings record, field 852, subfield z: Current issues at Reserve desk. They are collected by Preservation Services and bound as necessary.
2.3 Limited 4 Limited retention serials
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):
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A copy of the bib record should be forwarded to Serials Receiving and Preservation Services.
2.4 Newspapers5 Newspapers
Fondren Library uses the following classification for newspapers:
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When a serial title change requires a new record, the record for the old title in the ILS is overlaid with a record for the newer one whenever possible; the record for the older title is re-imported and the items for that title are transferred to it in the ILS (this is at the request of Serials Receiving, so that they don't have to move all the order records and re-create the serials control record). it It is a good idea to make a printout of the ILS record before doing this, to avoid losing any notes or holdings information. If overlaying the old record would involve extensive editing in the ILS, leave it as it is and just import the newer record.
- Search OCLC for the old title and see if there is a 785 field for the new title. If there is, copy the OCLC record number or issn ISSN from the 785 field. Then re-import that record into the ILS.
- Search OCLC for the new title, using the information from the 785 field or the older title (when available). If this is not available, use information sent by Acquisitions or found in statements on the journal or publisher's notices. Import this record into the ILS, overlaying the older title by changing the Title Control Number on the ILS record to match the OCLC number of the record for the new title and changing the DATE CATALOGED field to: NEVER.
- In the ILS, use the Transfer wizard to move any volumes associated with the old title.
- Edit the record for the former title as needed. Create a MARC holdings record and re-input all the holdings information from the original record that belongs with the older title (you can use cut-and-paste to do this if it involves a lot of fields). Code the Item Cat1 field: RECON. Update the DATE CATALOGED field to: TODAY, and Save the record.
- Edit the record for the new title as needed. Edit the MARC holdings record to remove any information related to the earlier title, and adding any new retention or binding notes if needed. Edit the Item Record as needed, and finish updating the record as usual.
- Make a copy of both the new and old records for Serials Receiving and/or Preservation Services and add all necessary information.
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- An attempt is made to verify cessation on OCLC.
- The record in the ILS is closed using the best information available. The fixed field is updated: date statement = d, and the second date is filled with the year of cessation. The variable fields 260, 300, and 362 are edited, as well as any 5XX fields needed. Add 7XX linking fields as necessary to reflect later titles or other formats.
- When the last piece is not in hand, a note is made in the Comments well on the serial control record to say: When last issue received, give to Serials Cataloger.
- If serial is bound, notify Preservation Services that the title is ceased and to bind the remaining issues. Include the call number and title in this message, and if the last issue has not yet been received, include a note to that effect.
3.3 Cancellations
These are titles cancelled either by Collection Development or by Serials Receiving when they have received no answer to claims. Serials Cataloging is usually notified by Serials Receiving.
- A note is added to the 852 field of the holdings record: (|z) No longer received after [vol. #/date] (|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.
3.4 Withdrawals
Collection Development makes the decision to withdraw serials and either notifies the Serials Cataloger directly or via Serials Receiving. The Serials Cataloger will also notify Collection Development staff when a limited retention serial has ceased publication to see if they wish to retain older issues or not. The Serials Cataloger usually updates the holdings record and discards unbound issues (or notifies Serials Receiving to do so). Barcoded volumes are sent to Database Management for withdrawal.
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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:
260 264 _ _ 1 Houston, Tex. : |b Rice University, |c 2001-
260 2_ 264 21 |3 2004-2008: |a Dallas, Tex. : |b Texas Women's University
260 3_ 264 31 |3 2011- : |aWaco, Tex. : |b Baylor University
3.6 Frequency changes
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
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4.1 Government Publications Holdings
For titles which have holdings both in Gov Pubs (with a SUDOCS call number) and a Fondren location (with an LC call number), include holdings for both locations on one record. Correct duplicate bibliographic records created by MARCIVE loads as these are discovered. Leave any 856 fields with PURL links as they are on the MARCIVE load records.
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Prepared by: Alice RhoadesLast updated: February 25, 2010
Index 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