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, you must process it as 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.
Latest Entry Cataloging: Do not import latest entry records (BibLvl = 1 in the fixed field). if only latest entry records are found, create a provisional record in Sirsi and mark as "no copy." As of May 1999, Fondren uses successive entry for all incoming serials records. Conversion of earlier records done with latest entry is completed for print and electronic titles, and is still in process for microform records.
Editing. Make changes and corrections according to 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.
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. 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”.
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 binding will be needed for a title, send 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.
Final steps. Complete cataloging as follows:
2. SPECIAL PROCEDURES
2.1 Material types in Alma
Issue - Use for unbarcoded, loose issues
Bound Issue - Use for any barcoded issue/volume, whether or not bound at the bindery
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.
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.
2.4 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):
852 01 $$z Latest __________eds./vols. only
852 01 $$z Latest __________mos./yrs. only
852 01 $$z Latest __________ed. in Reference, previous ed. in Stacks.
A copy of the bib record should be forwarded to Serials Receiving and Preservation Services.
2.5 Newspapers
Fondren Library uses the following classification for newspapers:
AN 2 | American (U.S.) cuttered by place (city) then by title |
AN 3 | English dailies (mainly) cuttered by title |
AN 4 | English weekly papers cuttered by place (city) then by title (if title does not include place name) (e.g., .L8 = London) |
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.
AN 10 | Chinese |
AN 20 | French |
AN 30 | German |
AN 40 | Greek |
AN 60 | Italian |
AN 61 | Japanese |
AN 67 | Polish |
AN 70 | Russian |
AN 80 | Spanish |
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
A major change to a serial is one that requires a new bibliographic record; a minor change is one that does not require a new record. Examples of major changes are: title changes involving the first five words, changes in the main entry, changes to the corporate body used as a qualifier in the uniform title, changes in physical format, changes to the original language title for a translated version, and changes in an edition statement indicating a change in subject or format. Examples of minor changes are: minor changes to the title, changes in numbering, changes to the publication information, and frequency changes. More detailed instructions for distinguishing major/minor changes can be found at the following links:
Yale University Library. Major/Minor Changes in Serial Records and Series Statements.
http://www.library.yale.edu/cataloging/Orbis2Manual/majorminor.htm
SCCTP Basic Serials Cataloging Workshop. Session 7: When Do I Need a New Record?
http://www.loc.gov/acq/conser/scctp/Basic_Workshop/Session_7.ppt
3.1 Major changes
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 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.
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 Minor changes
For changes that do not require a new record, search OCLC to see if there is an updated record for that title; otherwise, use the information provided by Acquisitions, publisher correspondence, or the journal itself. Edit the record in the ILS to reflect any changes. Notify Serials Receiving and/or Preservation Services as needed.
3.3 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.
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.
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.
To withdraw a call number, 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 Rice University, $$c 2001-
264 21 $$3 2004-2008: $$a Dallas, Tex. : $$b Texas Women's University
264 31 $$3 2011- : $$a Waco, 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. 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).
3.7 Changing from monograph to serial
Sometimes a title that has previously been published and catalogued as separate monographs, or as a monographic series, changes to a serial. Also, sometimes monographic records are imported into the ILS by mistake for a title that is already catalogued as a serial in Fondren. In those cases, all volumes and records are processed. If the change involves a change in ordering status (for example, a change from class sep to serial), Acquisitions is notified so that their records can be changed to reflect the change.
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.