Cataloging Continuing Resources

Section III, Chapter G

Continuing Resources Procedures

1.  NEW CONTINUING RESOURCES TITLES

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, process as ‘title change.’  If ILS record is minimal or provisional, search OCLC and, if better record is found, overlay ILS record and update OCLC.

Editing.  Make changes and corrections according to AACR2, LCRI, 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.  (Note:  As of May 1999, Fondren uses successive entry for all incoming serials records.  Conversion of earlier records done with latest entry is in process.)

Holdings and call numbers.  For bound items, microforms, and CD-ROMs, 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).

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 Serials Receiving with notes that title is ready to be checked in.

If a new title goes to the current shelves, make a note which reads: Create serials control ; Send to Periodicals Room (identify as ‘Brown’, ‘BIC’, etc.).  Pieces for the stacks need the note:  Create serials control ; Please send to the Stacks.

If necessary, send a copy of the bib record to the Preservation Services with all instructions for binding.

Final steps.  Complete cataloging as follows:

• Return pieces of new titles with necessary copies to designated basket in Acquisitions for processing/shelving.
• Send binding information, if any, to Preservation Serviceds, either via email (preferred) or place print copies in designated basket in Preservation Services area.
• Place copies for name authorities in Authority basket.
• Record OCLC number on update sheet if record has not already been updated.
  
  

2.  SPECIAL PROCEDURES

2.1  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  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 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):

852 _1  |zLatest __________eds./vols. only

852 _1  |zLatest __________mos./yrs. only

852 _1  |zLatest __________ed. in Reference, previous ed. in Stacks.

A copy of the bib record should be forwarded to Serials Receiving and Preservation Services.

2.4  Newspapers

Fondren Library uses the following classification for newspapers:

Table III.G.1. Newspaper classifications

Note “English” newspapers include English language newspapers published outside Great Britain as well as within.

Other foreign newspapers are arranged alphabetically by language and cuttered for title.

Table III.G.2. Foreign language newspaper classification

Serials Receiving maintains a list of all newspapers in Fondren showing the storage rules for each.  Refer to this list to establish a general pattern for retention of titles using frequency of publication.  This list is updated from time to time, so be sure to consult Serials Receiving for the latest update.  The amount retained for each title is determined on an individual basis; the newspaper list can be used for reference.  Special requests are accommodated when possible.

3.  CHANGES

3.1  Title changes

OCLC is searched for record with new title and determination is made if latest entry cataloging is feasible.

If latest entry cataloging is feasible, a copy of the OCLC record is generally made and the ILS record is edited manually.  If a great number of changes are necessary and there is not a great deal of previous title information on the ILS record, a copy of the old record in the ILS is made so information will not be lost after overlay with the new title.  The new title record from OCLC is then overlaid on the old record in the ILS, new holdings are updated on OCLC, and old holdings are deleted from OCLC.

Edit the ILS record to achieve latest entry cataloging.  Change the ILS control number and OCLC number in the bib record 001 field to reflect that of the latest title.

Make a copy of new record for Serials Receiving and/or Preservation Services and add all necessary information.

A name change is processed as with new title.  All the pieces are taken along with copy and deposited in Serials Receiving basket; send any necessary notes to Preservation Services.  In more complicated cases of changes, e.g., when serials are combined or split, it may be necessary to close the old serials record (see Serials cessations below) and input new records in the ILS, being sure to make all appropriate references on old and new records.  Materials are reprocessed as above for Preservation Services and Serials Receiving.

3.2  Cessations

When titles cease Serials Cataloging is usually notified by Serials Receiving, who may be notified by vendors and publishers.  Information is not always dependable.

• 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: pub status = d, and date of publication, as are variable fields 260, 300, and 362, and 5xx (if present).  Add 7XX linking fields as necessary.
• When the piece is not in hand, a note is made in the Comments well on the serial control record to say: when piece corresponding to the last issue of the serial is received, give to the Serials Cataloger.
• If serial is bound a copy is made for Preservation Services with note*:  Bind all,* update holdings. 

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 a copy of holdings is made for the Preservation Services, with a note that the title has been cancelled, to bind all, to update the holdings, and to pull or keep rub.  The copy is placed in the designated basket in binding area.  If only current issues are kept, contact Collection Development to find out whether to withdraw.
  

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 withdraws the dummy call number for the serial (unless orders are attached), updates the holdings record, and discards unbound issues; bound volumes are sent to Database Management for withdrawal.

To withdraw a call number, go into the Modify Title Wizard and in the Volumes folder 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].

3.5  Publisher changes

In order to provide more useful information on serials publishers for Serials Receiving, changes in serials publishers are sometimes put in the 260 (Imprint) field of serials records.  Information on previous publishers is put in a 500 note.  This is contrary to the current LC practice for serials of putting  later publishers in a note field.  No attempt is made to change all serials records with later publishers notes, but these changes should be included when the Serials Cataloger is doing other work on a record.  ISSN changes are not routinely sent to Serials Cataloging unless there is also evidence of a title change, split, or other significant change.

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 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

Serial = published 3 times a year or more

3.7  Changing from class sep to serial

Sometimes a series that has previously been published and catalogued as a monographic, class sep series changes to a serial.  In those cases, all volumes and records are processed and Acquisitions is notified so that their records can be changed to reflect the decision.

• Make copy from title search screen to have a list to work from or print holdings screens for each record.
• Retrieve all volumes from the stacks.
• Search and overlay serial record onto one of the monographic records.  This is the record to which all volumes will be added.
• Link each item record from its monographic record to the serial record.
• Make a list of OCLC record numbers as monographic records are deleted so holdings can be deleted from OCLC.
• Delete holdings from all records in OCLC once those records have been deleted or shadowed in ILS.  This must be done before the bib record is deleted.
• Delete monographic record from the ILS or shadow record if it has an order link, adding a note that all vols. have been added to 00000000 (ILS control number for serial)
• Verify or assign serial call number and change call number in each vol. to serial call number.
• Insert change flag in each vol. and send to Marking Table.
• Make copy of completed bib or serial control record.  Send to Acquisitions so they can make the needed changes.  Add note that the title was previously classed separately but is now a serial.

4.  SPECIAL CASES AND PROJECTS

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.

4.2  Trade Shelf

Individual titles to be added to the Trade Shelf are catalogued in the usual manner.  Their location code is REF-TRADE.  Pieces are marked with “Ref. Trade Shelf” at the head of the call number and have a flag inserted with the note “Send to the TRADE SHELF.”  Pieces are barcoded and sent to the Marking Table.

Buyer’s guides and catalogs which are received along with a main publication are added to the Trade Shelf.  They are treated as supplements; they have the same call number as the main publication but the location REF-TRADE.  They are marked with the call number, barcoded, and have a “Send to the TRADE SHELF” flag inserted.

Notes about buyer’s guides and catalogs to be shelved on the Trade Shelf are added to the bibliographic record in a Supplement (525) field.  (An Undefined Title is added also.  Put in 246 12 (for distinctive issue title)).  Instructions for marking, retention, etc. are added to the holdings record.

Serials Receiving is notified of any new title added to the Trade Shelf.

All volumes are shelved as is and the latest issue only is retained.

Prepared by:  Alice Rhoades

Last 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