FDLP

Bibliographic Cataloging: Serials

Sources to Consult

Use this section in conjunction with the following sources:

General Policies, Procedures, and Practices

Definition of Serial  

The RDA definition of serial is located in Table 2.1 within: RDA 2.13.1.3: Recording Modes of Issuance.

Serial: A resource issued in successive parts, usually with numbering, that has no predetermined conclusion (e.g., periodical, a monographic series, a newspaper). Includes resources that exhibit characteristics of serials, such as successive issues, numbering, and frequency, but whose duration is limited (e.g., newsletters of events) and reproductions of serials.

Cataloging Decision: Monograph vs. Serial and Frequency of Issuance

For guidance in determining the specific type of resource, consult LC-PCC PS for 2.1: Basis for Identification of the Resource: Mode of Issuance: Monograph vs. Serial.

Regard the upper limit of frequency for serial treatment to be every five years. If volumes of a serial work are issued less frequently than every five years (i.e., six+ years), then catalog those volumes as monographs. Possible exceptions about which a supervisor should be consulted are: ephemeral works (e.g., brochures) that are reprinted every few years (i.e. issued every five years or more frequently) with only minor editorial changes; or, works issued irregularly with some gaps that qualify for serial treatment (i.e., every five years or more frequently) and some gaps that do not. These may include works issued as editions, where the edition statements might be designations of serial issues.

The presence of a PCC authenticated serial record in OCLC, or a long lifespan, e.g., twenty years or more, would support serial treatment of a title, even if issues were more than five years apart. (Examples: OCLC *24291597 or *609214511). Otherwise, prior treatment, such as the existence of numerous monograph records in the CGP, which were issued more than five years apart, should not be a critical factor in the treatment decision.

Consultation with the supervisor is highly recommended anytime that the cataloger is uncertain whether or not to treat a work as a serial.

Cataloging Decision: When Mode of Issuance Is Ambiguous

For guidance in determining the specific type of resource, see LC-PCC PS for 2.1: Basis for Identification of the Resource.

For serials published online, the cataloger might find only the most current issue posted. A publisher’s choice to post online only the most current issue or edition of a work does not mean that previous issues/editions have ceased to exist as discrete publications. A decision to catalog as a serial cannot be contingent upon the simultaneous presence online of all issues or editions. See: Integrating Resources: a Cataloging Manual, IR1.2.2: “If the current issue is available online as a separate issue but back issues no longer exist as discrete issues, still catalog the resource as a serial.”

As an example, in the following case, numerous monograph records for earlier revised editions of this work existed in the ILS and in OCLC, and are found in archival PURLs. A title issued in numerous revised editions may be cataloged as a serial instead of as an integrating resource or as multiple monographs. When cataloged as a serial, the edition statements are recorded as designations of issues (RDA 2.6: Numbering of serials). The frequency of the revisions, however irregular, supports serial treatment. See:

OCLC # 856540482 / CGP system no. 000907273

Title: Learn about the United States : $b quick civics lessons.

PURL 1: 856 40 $3 Latest issue $u 

PURL 2: 856 40 $3 Archived issues $u 

OCLC #609214511 / CGP system no. 000813792

Title: Sailing directions (enroute). $p East coast of South America.

PURL: $3 Latest edition only: $u 

Replacement of Monograph Records with a Serial Record

When a serial record replaces ILS monograph records: 1) the monograph records are deleted from the CGP; and, 2) GPO holdings for the monograph records are deleted in OCLC. Additionally, the serials management librarian or designee should be notified of the records that either have been deleted, or need to be deleted from the CGP, so that holdings/items can be added to the newly-input serial record. Print-outs of monograph records that are to be deleted should be forwarded to serials management along with the treatment change.

See Also: Collapsing Monograph Records (DI [Desk Instruction] 412); Classification Correction Workflow … (DI 410 for catalogers and DI 411 for classifiers)

Excerpted instructions from: Workflow Outline: Collapsing tangible monograph records into a serial record:

Bibliographic Control will perform:
2e In Aleph:
2e-1. For issues published prior to the year 2000:

Add previously assigned monograph SuDoc stem & Item number into the ‘subfield ‘a’ in 086 & 074 of the serial bib record, if the SuDoc stem for monograph is different from the one(s) for the serial, in the order from oldest to most current (*a WebTech Note is not required)

2e-2. For issues published in the year 2000 and after:

Add previously assigned monograph SuDoc stem & Item number into the ‘subfield ‘z’’ in current 086 & 074 of the serial bib record (*a WebTech Note is required).

See also: MARC Fields – 086 – SuDoc Number 

Classification of Ceased Serials Being Cataloged for the First Time by GPO

When GPO catalogs a serial title for the first time for the CGP, and that manifestation of the serial already has ceased, the cataloger searches for a record for a different format (i.e., for a different manifestation). If a record is found for a different format of the ceased serial, the SuDoc number (or one of the SuDoc numbers) in that record is used. If no records are found for the title, the cataloger may use the SuDoc number of a record for a later or earlier title, regardless of the format of that record. If no such records are found, the cataloger should use a SuDoc stem from one of the agency’s category classes (see GPO Classification Manual, chapter 2), such as its General Publications or Handbooks, Manuals, and Guides classes, and assign a unique Cutter number. Due to the title's ceased status, this is a departure from the usual serials classification practice of assigning unique SuDoc stems to live titles.

OCLC 862810095 / CGP system no. 000912828

074 0971-B (online)

086 0 T 70.2:EX 7/3/

130 0 Explosives newsletter (United States. Bureau of Alcohol, Tobacco, and Firearms)

245 10 Explosives newsletter.

362 1 Began with: June 1997; ceased with: August 2000.

Numbering - Exceptions to the RDA Principle of Transcription, or “Take What You See”

Within RDA there are several exceptions to the general RDA principle of transcription for numbering. Serials catalogers should be aware of:

RDA InstructionActionExample
1.8.3: Numbers expressed as words Substitute numerals for numbers expressed as words. Designation appears on issue as Book Four: represent in the record as book 4
1.8.4 Inclusive Numbers When recording inclusive dates and other inclusive numbers, record both the first and last number in full. Designation appears on issue as 1961-2: represent in the record as 1961/1962
2.6.1.4: Recording numbering of serials Substitute a slash for a hyphen, as necessary, for clarity. Designation appears on issue as 1999-2000: represent in the record as 1999/2000
2.6.2.3: Recording numeric and/or alphabetic designation of first issue of part of sequence If the designation consists of a year and a number that is a division of the year, record the year before the number. Designation appears on the issue as 1-97: represent in the record as 97-1

For decisions about treatment for such terms as “premier” and “sample” issues, consult: LC-PCC PS for 2.1.2.3: Resource Issued in More than One Part.

See also: RDA Appendix D 1.2: ISBD Punctuation and D 1.2.4.3: Numbering (Serials.)

Notification of Cataloging Updates via WebTech Notes

Upon completion of a new serial record for the CGP, or upon completion of a record’s closure due to cessation or to a title change, inform the FDLP community of the action via a WebTech Note.

Notification of LSCM’s Office of Archival Management (OAM) for Serials Harvesting

Upon completion of a new serial record for the CGP, cue GPO LSCM’s Office of Archival Management (OAM) to harvest existing issues, and to place the PURL on the automated “scheduler” to capture future issues at the expected increment (monthly, quarterly, annually, etc.).

When it is determined that a serial has ceased and the record has been closed, notify OAM staff to ensure that all available issues have been archived and to redirect the PURL to the archival directory of issues harvested by GPO. However, the PURL will remain pointed to the agency Web site if GPO has a permanent public access partnership with the agency, or if OAM deems the agency’s site for its archived issues to be stable. Communicate either situation to OAM using either:

PURL Worksheet (preferred)
or
Email – for lengthy and/or complex requests

Updating Collections of Serials

For an unusual treatment of annual reports, see the following records that treat updating collections of annual reports from national programs within USDA’s Agricultural Research Service as integrating resources. Use OCLC or the CGP to scan the title phrase “Project annual reports from National Program …”

Initially, GPO analyzed each annual report, but the quantity of cataloging records became burdensome. Furthermore, in a Depository Library Council (DLC) meeting with GPO librarians, a DLC Council member questioned the efficacy of analyzing hundreds of short-lived technical reports (usually with 5-year-lifespans). This cue legitimated the switch to cataloging the entire collections.

For detailed instructions on cataloging integrating resources, see Bibliographic Cataloging: Integrating Resources.

MARC Fields

Leader /17 (Encoding Level) and 042

For the sake of encoding and authentication, GPO is considered a national bibliographic agency that participates in PCC’s CONSER; therefore, serials are cataloged at Full-level (for which the value for the encoding level is “blank”) and authenticated in 042 as “pcc.” When a lower-than-full level serial record needs to be adapted by GPO, upgrade the record to PCC standards articulated broadly and specifically in CONSER guidance documents.

010 - Library of Congress Control Number

Library of Congress Control Number assignments are issued via stickers to individual catalogers. Consult your supervisor for annual allocations of stickers, and for replenishments as needed through the year.

022 - ISSN

See Selective Registration for ISSN Assignments.

050 - Library of Congress Call Number

Retain in PCC level records when found.

060 - National Library of Medicine Call Number

Retain in PCC level records when found.

070 - National Agricultural Library Call Number

Retain in PCC level records when found.

074 - Item Number

Do not remove item numbers from a record for a tangible serial, such as the print, that is no longer distributed in that format, but was distributed in the past. (Also, see the section “500 – Distribution Note.”)

082 - Dewey Decimal Classification Number

Retain in PCC level records when found.

086 - SuDoc Number

Some SuDoc numbers for serials contain additional characters after the SuDoc stem, such as a cutter. In researching the SuDoc numbers of individual issues of the serial (in ACSIS or the Shelflist, for example), especially the earliest ones, the cataloger may find a situation such as the following hypothetical example:

TD 4.8/2:L 47 1st issue found with this SuDoc stem plus cutter
TD 4.8/2:L 47/992 2nd issue
TD 4.8/2:L 47/993 3rd issue
TD 4.8/2:L 47/994 [etc/]

Currently, GPO convention is to enter the SuDoc number in the 086 field with an ending slash, even when the SuDoc number of the first issue lacks a slash. This convention indicates that additional issues are available, which have book numbers (individual issue designations) following the slash. Consequently, for the above example:

086 0_ TD 4.8/2:L 47/

See also: Replacement of Monograph Records with a Serial Record

246 - Varying Form of Title

The “CONSER MARC-to-RDA Core Elements” guidance illustrates the basic preferred encoding for parallel titles, and for variant titles, including later titles proper (for minor title changes). These are listed under MARC encoding 246. “Record initialisms/acronyms of the title proper not chosen as the title proper in field 246 rather than other title information,” either as: 246 1# $a [Variant title], or as: 246 1# $i [Note:] $a [Variant title].

For citing the particular issue or range of issues having a later title proper that is a minor title change, use either of the terms: issue/issues or volume/volumes. The term “issue/issues” is preferred. Free-text notes that introduce variant titles are exemplified by, but not limited to, the following examples.

246 1 $i Title from serial home page: $a [Variant title]

246 1 $i Title on newsletter index screen: $a [Variant title]

246 1 $i Title from source code: $a [Variant title]

246 1 $i Issue for spring/summer 2012 has title: $a [Later title proper]

246 1 $i Issues for 1978-1983 have title: $a [Later title proper]

246 1 $i Some issues have title: $a [Variant title]

246 1 $i Some issues also have title: $a [Variant title that appears in addition to title proper]

246 1 $i Also known as: $a [Variant title for initialisms/acronyms not recorded as other title information]

246 1 $i Also known as: $a Red book

p246 1 $i At head of title: $a [Variant title that could be mistaken for title proper]

264 - Production, Publication, Distribution, Manufacture, and Copyright Notice

264 $c: Date of publication: Follow the CONSER RDA CSR metadata application profile, under Date of publication, 2.8.6: “Serials: Record the publication date(s) of first and/or last issue if the dates are known and the first and/or last issues are in hand.” Do not apply the following instruction in RDA 2.8.6.5: “If the first and/or last issue, part, or iteration is not available, supply an approximate date or dates by applying the instructions at 1.9.2.” See also the CONSER RDA Cataloging Checklist, under 17c, Date of publication.

GPO always includes a 264 sales/distribution statement when GPO is the vendor/distributor.

300 - Physical Description (300 |a )

GPO always includes a 300 field, including for open serials, e.g.,

300 $a volumes

300 $a 1 online resource (volumes)

In the second example above, the type of unit - “(volumes)” - is provided per RDA 3.4.1.10: Incomplete Resource. GPO follows RDA 3.4.1.10 but not its alternative or the LC-PCC Policy Statement for 3.4.1.10 for the alternative.

362, 588, and Any Field Where Designation is Represented

See section: General Policies: Numbering.

362 - Beginning and/or ending numbering/dates of publication

Clear guidance, including examples and descriptions of former practice, is found in:

Inferring first or last issue from the print version: This practice is most commonly employed when creating the record for the online version, and the first online issue or beginning date is unknown. The beginning dates of the print version, when known, may be given in a 362 1# field. Give this note in addition to the “Description based on note” to provide justification for the fixed field beginning date.

362 1# Print began with: Vol. 3, no. 1 (Jan. 1984). 

Do not give a 362 1# “Print began with” note when the beginning date of the print or other original format is not known. Give an unknown* fixed field date in this case.” (CEG) (*Note: such as 199u, 19uu, or 200u)

362 - Determination of Cessation of a Serial When Response from the Publishing Agency is Lacking

When verification of a serial’s suspected cessation cannot be confirmed with the publishing agency, then cautious judgment should be exercised to make that determination. For example, in 2013, the cataloger had to consider the serial’s publication status and found the following data:

245 00 GLOBE offline.

260 Washington, DC : ǂb GLOBE Program, ǂc [1997]-

310 Semiannual

362 0_ Fall 1997-

588 Latest issue consulted: March 2003.

Because of the lapse in issues for a ten-year period and a lack of success in eliciting a response from the agency, the cataloger confidently added to the above variable fields the following statement in a separate 362:

362 1_ Ceased publication.

However, it is not uncommon for gaps and other irregularities in issuance to occur, especially during periods of fiscal restraint, so act conservatively when making this determination.

500 - Distribution Note

If no issues of a serial have been distributed in a particular format, a 500 note that reads "Format not distributed to depository libraries" should be included in the record for that format. This note would most commonly appear in the print record for a serial that is only “distributed” to the Federal Depository Library Program online. However, many older serials, unlike monographs, were distributed in the past in print, microfiche, or direct electronic format, but later ceased such tangible distribution in favor of the online version. Distribution of such serials changed from tangible distribution to “online only” or “EL only.” In such cases, the note “Format not distributed to depository libraries" is inaccurate, since libraries will have parts of these serials on their shelves. In such cases, use in the appropriate print, microfiche, or direct electronic record such a note such as:

500 No longer distributed to depository libraries in a physical form.

or

500 Format no longer distributed to depository libraries.

In most cases, catalogers updating such older serial records need only retain the existing “No longer distributed …” note. Any such “no longer distributed” notes may be edited to include the following final phrases:

500 No longer distributed to depository libraries in a physical form “as of [date].”

500 No longer distributed to depository libraries in a physical form “after [designation or year of last distributed issue, or year in which the last issue was distributed].”

or

500 Format no longer distributed to depository libraries “as of [date].”

500 Format no longer distributed to depository libraries “after [designation or year of last distributed issue, or year in which the last issue was distributed].”

515 - Numbering Peculiarities Note

For extensive examples of numbering peculiarities, see Notes for Serials Cataloging (2nd edition by Geer & Caraway or 3rd edition with revisions by Genereux & Moeller), and CONSER Editing Guide (CEG), 515: Numbering Peculiarities Note.

538 - System Details Note

Closure of serial records often requires edits to the MARC 538 subfields that introduce the original URLs. For instructions, see: SOP 422 – Electronic Access and Location in Bibliographic Records [internal GPO document], section entitled “Publications No Longer Available.”

588 - Source of Description Note

Clear guidance, including examples and descriptions of former practice, is found in:

  • CONSER Editing Guide (CEG): Variable data field 588
  • CONSER Cataloging Manual (CCM): Module 8. Numbering (Fields 362, 515, 588)
  • CONSER Cataloging Manual (CCM): Modules 31.8. Remote Access Electronic Serials: Numbering (fields 362, 588) and 31.3.4

For Online examples, see:

Provider-Neutral E-Resource MARC Record Guide: MARC Element: 588, column labeled “Serials & Integrating Resources (IRs)”

CEG 588       (Updated version as of May 2016)

CCM 31.3.4 and 31.8       (Updated version as of May 2016)

 

For Tangible examples, see:

CEG 588         (Updated version as of May 2016)

CCM 8.1.1

Verbiage for “Description Based on” Note

Do not use the phrase “Identification of the resource based on:” found in RDA 2.17.13.3, to describe the serial issue that serves as the basis of description. Instead, use the phrase “Description based on:" as instructed in LC-PCC PS for 2.17.13, the RDA CONSER Standard Record (CSR) Metadata Application Profile, and CONSER RDA Core Elements.

588 Description based on: Volume 1, issue 1 (Feb. 2016).

Although the description based on (DBO) and latest issue consulted (LIC) notes typically reflect transcribed designation, catalogers may abbreviate months in viewed dates.

588 Latest issue consulted: GFA-21 (July 2010) (viewed Aug. 19, 2013).

Print Version Record Used As Basis of Description for Online Version

For online serials, generally do not use the print version as a basis for description. Exceptions to this occur when agencies’ own serial archives or GPO’s digital repository, FDsys/govinfo, serve as the basis for the electronic record description, and contain substantially fewer issues/volumes than the print version, or contain issues that lack title pages, covers, etc. that are present in the print version. In these cases, use the print version as the basis for description to justify title, title variants, statements of responsibility, etc., that otherwise would be lost. The following text should be used in a 588 field in such cases:

588 Description based on print version record.

Similar situations also occur for longstanding print titles for which only one or a few online issues can be found. One example occurs when adapting a Hathi-Trust record that is based on the print version, when only the latest issue is available to the cataloger (example: OCLC *604986725). In this case, retain the description based on print version, but update the “Latest issue consulted” note to identify the most recent online issue that is viewed. The “latest issue consulted” note that is corollary to the “Description based on print version record” note nevertheless reflects the online version.

588 Description based on print version record.

588 Latest issue consulted: Volume 1, number 4 (April 2014) (viewed May 14, 2014).

76X--78X - Linking Entry Fields

Consult and follow:

776 - Additional Physical Form

In general, the 776 field is used to indicate that the title in the cataloging record is (or was) available in an additional format. The 780/785 fields should not be used when a simple format change (but no title change) has occurred, even if one of these formats has been discontinued in favor of another. An exception is made if a title change accompanies a format change; in this case, the 780/785 fields are used (see example below of The Japan Foundation newsletter).

In addition, CONSER policy is to prefer the use of the 776 $i to record the format of the record being referenced, rather than a 530 field. When upgrading a serial record substantially, GPO catalogers should update the 776 treatment, as shown below.

530 Some issues also available via Internet from the ASTOR web site.

776 1 $c Original $x 1076-8920 $w (DLC)sn 91023417 $w (OCoLC)23110031

[is updated to:]

530 Some issues also available via Internet from the ASTOR web site. [Field deleted; but may be retained according to cataloger judgment]

776 08 $i Print version: $t Hazardous substances & public health $x 1076-8920 $w (DLC)sn 91023417 $w (OCoLC)23110031

776 08 $i Online version: $t Hazardous substances & public health (Online) $w (DLC) 00220202 $w (OCoLC)32623365

530 Also issued in print.

776 1 $t Hazardous substances & public health $x 1076-8920 $w (DLC)sn 91023417 $w (OCoLC)23110031

[is updated to:]

530 Also issued in print. [Field deleted]

776 08 $i Print version: $t Hazardous substances & public health $x 1076-8920 $w (DLC)sn 91023417 $w (OCoLC)23110031

For general guidance on updating 776 and related fields, see “For copy cataloging” in the section, 76X-78X in: Bibliographic Cataloging: General MARC Field Policies.

Cessation of Print Version but Continuation of Online Version

The 776 field (not 780/785 fields) also is used when a print version ceases publication but the online manifestation continues. This relationship is noted in $i of the 776 in both the print and online records. Cf. CONSER Cataloging Manual, Part 3, Special Types of Continuing Resources. Module 31, Remote Access Electronic Serials (Online Serials). Section 31.15, Linking Relationships.

Cessation of Print Version but Continuation of Online Version - Examples:

When a simple format change (but no title change) has occurred, the 780/785 fields should not be used even if one of these formats has been discontinued in favor of another.

Print version: OCLC *1640226 / CGP system no. 000245524

DtSt d Dates 1938, 2013

130 0 Social security bulletin (Washington, D.C. : 1938)

245 10 Social security bulletin.

362 0 Vol. 1, no. 1-3 (Mar. 1938)-

362 1 Ceased in print with: Vol. 73, no. 3 (Aug. 2013).

776 08 $i Continued online: $t Social security bulletin (Washington, D.C. : 1938 : Online) $x 1937-4666 $w (DLC) 2006230180 $w (OCoLC)48798071

Online version: OCLC *48798071 / CGP system no. 000590301

DtSt c Dates 1938, 9999

130 0 Social security bulletin (Washington, D.C. : 1938 : Online)

245 10 Social security bulletin $h [electronic resource].

362 0 Vol. 1, no. 1-3 (Mar. 1938)-

776 08 $i Print version, 1938-2013: $t Social security bulletin (Washington, D.C. : 1938) $x 0037-7910 $w (DLC)sn 40029327 $w (OCoLC)1640226

Cessation of Serial Due to Both Format Change and a Title Change

When a publication ceases due to a format change and a title change, use a 776 field along with 780/785 fields.

OCLC *4102509

DtSt d Dates 1973, 2006

245 04 The Japan Foundation newsletter.

362 1 Began in Aug. 1973; ceased with v. 31, no. 4 (Apr./May 2006).

776 08 $i Online version: $t Japan Foundation newsletter $w (OCoLC)626408149

785 04 $t Japan Foundation email magazine $w (DLC) 2010254029 $w (OCoLC)665072395

OCLC *626408149

DtSt d Dates 1973, 2006

245 04 The Japan Foundation newsletter $h [electronic resource].

362 1 Print began in Aug. 1973. Ceased with v. 31, no. 4 (Apr./May 2006).

776 08 $i Print version: $t Japan Foundation newsletter $x 0385-2318 $w (DLC) 84645788 $w (OCoLC)4102509

785 04 $t Japan Foundation email magazine $w (DLC) 2010254029 $w (OCoLC)665072395

OCLC *665072395

DtSt c Dates 2004, 9999

245 04 The Japan Foundation email magazine $h [electronic resource].

362 1 Began with: Vol. 1 (Oct. 1, 2004).

580 Absorbed the print and online formats of the Japan Foundation newsletter in 2006.

780 00 $t What’s new mail service $w (DLC) 2010254030 $w (OCoLC)665072119

780 15 $t Japan Foundation newsletter $x 0385-2318 $w (DLC) 84645788 $w (OCoLC)4102509

780 15 $t Japan Foundation newsletter $w (OCoLC)626408149

Microform Serials and GPO Practices for Linkages

In the early 2000s, GPO began a practice of discontinuing microfiche serials when an online equivalent had been cataloged. The intent was to inform users that microfiche would no longer be distributed to depository libraries and that GPO would distribute only in EL format or possibly in conjunction with the print format (if cataloged). Below is an example of what the microfiche and EL records looked like after they were edited in the OCLC database.

Former, Discontinued Practice for Linking Microform Serials to Other Manifestations

OCLC *47143583 / CGP system no. 000534136

DtSt c Dates 1990, 9999

245 00 Hazardous substances & public health $h [microform] : $b a publication of the Agency for Toxic Substances and Disease Registry.

362 0 Vol. 1, no. 1 (Nov. 1990)-

530 Some issues also available via Internet from the ASTOR web site.

580 Continued by the online version.

776 1 $c Original $x 1076-8920 $w (DLC)sn 91023417 $w (OCoLC)23110031

785 10 $t Hazardous substances & public health (Online) $w (DLC) 00220202 $w (OCoLC)32623365

OCLC *32623365 / CGP system no. 000595127

DtSt c Dates 1990, 9999

245 00 Hazardous substances & public health $h [electronic resource].

362 1 Print began with vol. 1, no. 1 (Nov. 1990).

530 Also issued in print.

580 Continues the microfiche version.

776 1 $t Hazardous substances & public health $x 1076-8920 $w (DLC)sn 91023417 $w (OCoLC)23110031

780 10 $t Hazardous substances & public health $w (DLC) 2004231814 $w (OCoLC)47143583

The above practice was discontinued ca. 2005. In current practice, simple relationship information is provided in 776 $i rather than in 580 notes, as shown in th4e following examples.

Current Practice for Linking Microform Serials to Other Manifestations

OCLC *47143583 [microform version]

DtSt c Dates 1990, 9999

245 00 Hazardous substances & public health $h [microform] : $b a publication of the Agency for Toxic Substances and Disease Registry.

362 0 Vol. 1, no. 1 (Nov. 1990)-

580 Continued by the online version. [Field should be deleted]

776 08 $i Print version: $t Hazardous substances & public health $x 1076-8920 $w (DLC)sn 91023417 $w (OCoLC)23110031

776 08 $i Online version: $t Hazardous substances & public health (Online) $w (DLC) 00220202 $w (OCoLC)32623365

OCLC *32623365

DtSt c Dates 1990, 9999

245 00 Hazardous substances & public health $h [electronic resource].

362 1 Print began with vol. 1, no. 1 (Nov. 1990).

580 Continues the microfiche version. [Field should be deleted]

776 08 $i Print version: $t Hazardous substances & public health $x 1076-8920 $w (DLC)sn 91023417 $w (OCoLC)23110031

776 08 $i Microfiche version: $t Hazardous substances & public health $w (DLC) 2004231814 $w (OCoLC)47143583

Other Considerations for Linking Entry Fields: Parallel Formats & Works Not Described in Bibliographic Records

Parallel Formats

When linking works with 77X-78X fields, be careful to consider the same physical format for horizontal (776), chronological (780/785), and other related works (787).

Specifically for chronological (predecessor/successor) relationships reflected in 780/785, do not link to a different format when that chronological link can be made to the same format.

Works Linked but Not Described in Bibliographic Records

Also consider the admissibility of linkages to works for which no bibliographic records exist, as given in CONSER Editing Guide, Section E. 76X-78X, Linking Entry Fields General Information:

Linking entry fields may be used to provide notes and computer access for related titles for which there is no record online (e.g., a 780 field may be given for the earlier title when the title is known, even though there is no record on [i.e., in] the database).

When the cataloger knows for certain that another, related work exists, it must be included as a linking field entry in the record for the work being cataloged, whether or not it has been described in a bibliographic record.

The linking field conveys information about a chronologically-related work (in the example below, a predecessor work) for which a record is not identified. In this case, the linking fields lack record control numbers ($w):

245 00 $a European journal of medicinal chemistry

780 00 $t Chimica therapeutic

[Source: CONSER Cataloging Manual, Section 31.15]

856 - Electronic Location and Access

Spend time locating the best and most comprehensive URL (meaning "location") for a serial.

Some examples of such locations are given below, as these may appear unusual to catalogers who mostly catalog monographs:

OCLC NumberPURL
609214511 856 40 $3 Latest edition only $u 
845104850 856 40 $u 
48991874

856 40 $3 Latest issue only $u http://publications.usa.gov/USAFileDnld.php?PubType=P&PubID=9801&httpGetPubID=0&PHPSESSID=ud7r87ahom3g6io6hfhs3pqpo4 

856 40 $3 Archived issues $u

823178322 856 40 $u http://purl.fdlp.gov/GPO/gpo32752 
682455267 856 40 $u  http://purl.fdlp.gov/GPO/gpo19888

Keep the PURLs of current (live) serials connected live to the agency Web site, but notify OAM to put the PURL on the scheduler, as instruct ted in the "Notification of LSCM’s Office of Archival Management (OAM) for Serials Harvesting" section of this article.

When issues of a serial appear online in separate locations, then two PURLs are allowed, typically to provide access to “Current issue(s)” and “Archived issues.”

Single-record vs. Separate-Record Approach and PURLs

Older GPO records for print, microfiche, or direct electronic resources that followed the single-record approach may contain PURLs. The cataloger may need to update such an existing record for a tangible format which was created according to the single-record approach and thus contains a PURL (even though the cataloger would not include a PURL when creating a new record for a tangible format). A PURL in a single-record approach description should match that of the online manifestation of the same work or expression (or title, to use a simpler term). The cataloger often needs to “split” the single-approach record into two records into one each - the existing tangible record and a new online record. Therefore, when creating the new online record for such a title, use the same PURL that is found in the tangible record. Do not create a new PURL for this same title. It is acceptable to use the older formulated PURL.

Records that reflect different works or expressions should have different PURLs. Each work or expression in an online manifestation should have its own PURL (or PURLs). When a title changes, a bibliographic record that reflects the new work or expression in online format is created with a new PURL. To summarize: New records for title changes receive new PURLs.

See SOP 422 – Electronic Access and Location in Bibliographic Records [internal GPO document] for more information.

Appendix A: Bibliographic File Maintenance: Deletion of Records from the CONSER Database

Duplicate CONSER authenticated serial records are occasionally discovered. These may either be exact accidental duplicates, or multiple records that were created by GPO for what is now considered a minor title change, which may better serve the catalog and its users by being consolidated into one record. Normally, the cataloger would report the duplicate record to OCLC for deletion. However, OCLC cannot delete an authenticated CONSER record. Therefore, the cataloger must first delete the record from the CONSER database, then report this same record to OCLC for deletion. (CONSER Editing Guide C7.4, C7.4.2) To delete records from the CONSER database, catalogers should proceed as follows:

  1. Consult the CONSER Editing Guide (CEG): revised section C7: Duplicate Records as of March 2016, which should be updated in Cataloger’s Desktop in the May 2016 update). As needed, also consult the CEG: section C8: Record Consolidation/Separation. Specific procedures are found in C7.5, but catalogers should ensure that they have the necessary background found in all of C7, and, if needed, in C8.
  2. If the record to be deleted is an LC record, follow the procedure in the CEG section C7. Library of Congress records may be identified by: (a) containing a 050 field with second indicator “0” (zero), and (b) containing LC’s symbol, DLC, in the 040 field.
  3. If the record to be deleted is not a Library of Congress record, the cataloger may delete the record from the CONSER database following the procedure in CEG section C7.5. A record created by GPO may always be deleted. Records created by other institutions may also be deleted. Do not, however, delete another institution’s record if it was created first, and an accidental duplicate was created after it. Instead, retain the earlier record and delete the later one.

Appendix B: Where to Find Certain CONSER Procedures

Consult relevant sections of the CONSER Editing Guide (CEG) and CONSER Cataloging Manual (CCM), for specific procedures, especially for those dealing with older serial records.

CEG C2.2.2 as of March 2016, which should be updated in Cataloger’s Desktop in the May 2016 update): To correct or replace an LCCN in a CONSER record. (in section titled: Record control number)

CEG C8. Record Consolidation/Separation 
CCM 21.5. Record consolidation and separation

CEG C9. Converting Pre-AACR2 Records to AACR2 (useful also for converting to RDA) 
CCM Module 22. Interpreting pre-AACR2 serial cataloging records 
CCM 21.4. Pre-AACR2 record modification

CEG C10. Latest and Integrating Entry Records

CEG C7. Duplicate Records (also deals with latest entry records, as well as with permissible duplicates) 
CCM 21.7. Deleting records

CCM 21.8. Upgrading minimal, core, and 'lccopycat' records

CCM 21.10. Revising AACR2 records to “back-up” the description

CCM Module 32. Microform serials

 

 

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GPO Cataloging Guidelines

Introduction
Bibliographic Cataloging
Overview
Authoritative Status of the Catalog of U.S. Government Publications
GPO Records in OCLC and Record Maintenance
Sources
What LSCM Catalogs
Treatment Decisions for Collections and Analytics
Factors to Consider for the Treatment Decision
Separate Record Policy
Background
Procedures
Exceptions
Original Cataloging
Copy Cataloging
Adapting PCC Pre-RDA Records
Adapting Non-PCC Pre-RDA Records
Authenticating Non-PCC Pre-RDA Records as PCC
Replacing and Exporting Records
Cataloging Non-distributed Formats (for C&I)
Authority Records
General MARC Field Policy 490 – Series Statement Field
General MARC Field Policy 856 – Historic URLs
074 GPO Item Number
Multiparts
Item Number Corrections
086 SuDoc Number
Sources to Consult
Background and General Instructions
Multiparts
Serials and Integrating Resources
Microfiche
Current RDA Policies and MARC Fields (February 2015- )
MARC Fields
Overview of Previous Microfiche Policies
Re-Cataloging Microfiche
Congressional Publications
Fixed Fields
Leader/17- Encoding Level
Leader/18 - Descriptive Cataloging Form
008/39 - Cataloging Source
Variable Fields
037 - GPO Sales Stock Number
042 - Authentication Code
050 - LC Call Number
086 - SuDoc Classification Number
088 - Report Number
1xx - Principal Creator
130/240 - Unique Title for Work
245 - Title Statement
250 - Edition Statement
264 - Publication Statement
264 - Distribution Statement
300 - Physical Description
500 - General Notes
504 - Bibliography, etc. Note
505 - Contents Note
Technical Reports
Identification of Technical Reports
Monograph or Serial
Sources of Information
Cataloging Instructions
Fixed Fields
Variable Fields
General Guidance on Special Technical Report Fields
027 – Standard Technical Report Number
513 – Type of Report and Period Covered Note
536 – Funding Information Note
Public and Private Laws
Public Laws
Private Laws
Instructions
Treaties
074 - Item Number
086 - SuDoc Number
490 and 830 - Series
546 and 041- Language
Senate Treaty Document Series (Y 1.1/4:)
Cartographic Materials
Background and Sources Consulted
BLM Surface/Mineral Management Maps
Encoding Level
1XX- Principal Creator
255 - Cartographic Math Data
300 - Physical Description
655 - Genre Term
Audiovisual Resources
Scope of the Format Visual Resources
Definitions of Types of Visual Resources
Bibliographic Treatment in the CGP
Analytics of Videos
Collections of Videos
Analytics of Still Images
Collections of Still Images
MARC Fields for Visual Resources
245
300 - Physical Description
655 - Genre/Form Terms
Continuing Resources
Selective Registration for ISSN Assignments
GPO’s automated submission of continuing resources for ISSN assignments
GPO’s selective registration of continuing resources for ISSN assignments
Inclusion criteria
Exclusion criteria
Serials
Sources to Consult
Policies, Procedures, Practices
Definition of Serial
Monograph vs. Serial and Frequency of Issuance
When Mode of Issuance Is Ambiguous
Replacement of Monograph Records with a Serial Record
Ceased Serials Cataloged for the First Time GPO
Numbering–Exceptions to RDA Principle of Transcription
Notification of Cataloging Updates via WebTech Notes
Notification of OAM for Serials Harvesting
Updating Collections of Serials
MARC Fields
Leader /17 (Encoding Lvl) & 042
010 - LC Control Number
022 - ISSN
050 – LC Call Number
060 – NLM Call Number
070 – NAL Call Number
074 - Item Number
082 - Dewey Decimal Classification Number
086 - SuDoc Number
246- Varying Form of Title
264 - Production, Publication
300 - Physical Description (300|a )
362, 588, and Any Field Where Designation Is Represented
500 - Distribution Note
515 - Numbering Peculiarities
538 - System Details Note
588 - Source of Description Note
Verbiage for “Description Based on” Note
Print Version Record Used As Basis of Description for Online Version
76X--78X– Linking Entry Fields
776 – Additional Physical Form
Cessation of print version, continuation online version
Cessation of serial due to format and title change
Microform serials and GPO practices for linkages
Former, discontinued practice for linking microform serials to other manifestations
Current practice for linking microform serials to other manifestations
Other Considerations for Linking Entry Fields
Parallel formats
Works linked but not described in bibliographic records
856 – Electronic Location & Access
Single- vs. Separate-Record Approach and PURLs
Appendix A: Bibliographic File Maintenance: Deletion of Records from the CONSER Database
Appendix B: Where to Find Certain CONSER Procedures
Integrating Resources
086 - SuDoc Number
130 - Authorized Access Point for Work
245 - Title
Other Title Information ($b)
Statement of Responsibility ($c)
300 - Physical Description
5XX - Notes
Order of 5xx Notes
588 - DBO on Source of Title Proper Note
580/760-787 - Linking Relationships
Computer Files
Procedures to Convert Type "M" to Type "A" Records
Name Authorities
Background
Instructions to Consult
Policy Overview
Personal Names
Congressional Publications
Other Publications
Corporate/Conference Names
Variant Names
Conference Authority Records
Programs and Projects
Corporate Names for Parks, Forests, Preserves, etc.
Works and Expressions
Multipart (Collective) Titles
Series
Series-Like Phrases
Places (Jurisdictional Geographic Names)
General Procedures
Optional Fields
Research in OCLC
How Much Research Should Be Performed . . . ?
When to Consult Additional Sources
Tips for Contacting Agencies
General Field Specific Guidelines
043 - See from Tracing
1xx and 4xx
4XX - See from Tracing
5XX - See Also from Tracing
670 - Source Data Found
678 - Biographical or Historical Data
781 - Subdivision Linking Entry - Geographic Subdivision
RDA
General Policies
Hybrid Records in RDA Name Authority Records
When to Recode an Existing NAR to RDA
How to Recode an Existing NAR from AACR2 to RDA
Field Specific Guidelines
$u and $v in the 046 and 3XX Optional Fields
Source of Information: 670 vs. $v in the 046 and 3XX Optional Fields
046 – Special Coded Dates
$2 – Source of Term
$s (start date or period) $t (end date or period)
336 - Content Type
368 - Other Attributes of Person or Corporate Body
370 - Associated Place
371 – Address
372 – Field of Activity
373 – Association Group
377 – Associated Language
4XX – See from Tracing
5XX – See Also from Tracings
670 – Source Data Found
678 – Biographical or Historical Data
Personal Names
Procedure for ECIP
General Instructions
046 – Special Coded Dates (RDA 9.3)
$s and $t in the 046 and 3XX Optional Fields
100 – Authorized Access Point
$q – Fuller Form of Name
$d – Birth and/or Death Date
$c – Titles and Other Words (Professions) Associated with a Name
368 - Other Attributes of Person or Corporate Body
370 - Associated Place (RDA 9.8-9.11)
371 - Address (RDA 9.12)
372 – Field of Activity (RDA 9.15)
373 – Associated Group (RDA 9.13: Affiliation)
374 – Profession or Occupation (RDA 9.16)
375 - Gender (RDA 9.7)
377 - Language (RDA 9.14)
378 – Fuller Form of Name (RDA 9.5)
400 - See from Tracing-Personal Name
510 - Related Corporate Body
678 - Biographical or Historical Data (RDA 9.17)
Corporate Names
Notes
Sources to Consult
Before You Begin
MARC Fields
110 - Corporate Name
Places Associated with the Corporate Body
Associated Institution
Names Containing the Word "Services"
111- Meeting Names
368 - Other Attributes of Corporate Body, $a Type of Corporate Body
370 - Associated Place
372 - Field of Activity
373 - Associated Group (11.5)
410/411 - See from Tracing
Initialism or Acronyms in Capital Letters
Variants for Names Containing Ampersands
410 - See from Tracing - Corporate Name
Variant Names Entered Subordinately
Place Names As Jurisdictions vs. Locations
Variant Names Entered Directly
Variants for Names Containing the Term “Inc.” or “Incorporated”
411 - See from Tracing - Meeting Name
Additional Identifying Element(s) for Initialisms/Acronyms in Variants for Meeting Names
510/511 – See Also from Tracing
Relationships and Relationship Designators
Mergers
510 - See Also from Tracing - Corporate Name
Hierarchical Superior Relationship
667 - Nonpublic Gen Note
678 - Biographical or Historical Data (11.11)
Works and Expressions
046 – Special Coded Dates (RDA 6.4 and 6.10)
130 – Authorized Access Point
336 – Content Type (RDA 6.9)
370 – Associated Place (RDA 6.5)
377 – Associated Language (RDA 6.11)
380 – Form of Work (RDA 6.3)
410/430 – Variant Authorized Access Points
667 – Nonpublic General Note
670 – Source Data Found
EXEMPLARS
Places
043 - Geographic Area Code
451 - See From Tracing
670 - Source Data Found
781 - Subdivision Linking Entry-Geographic Subdivision
AACR2
General Policies
Hybrid Records in RDA NARs
When to Recode an Existing NAR to RDA
How to Recode an Existing NAR from AACR2 to RDA
Field Specific Guidelines
5XX - See Also from Tracings
Personal Names
100 – Authorized Access Point
$q - Fuller Form of Name
400 – See from Tracing-Personal Name
678 – Biographical or Historical Data (RDA 9.17)
Corporate Bodies
Auth Status - 008/33
110 - Corporate Name
111 – Meeting Name
410/411 – Variant Name
5XX – See Also from Tracings
670 - Source Data Found
Places
043 - Geographic Area Code
451 - See from Tracing
670 – Source Data Found
781 - Subdivision Linking Entry-Geographic Subdivision
Subject Cataloging
General Policies
LC Subject Headings
NASA Thesaurus Terms As Subject Headings
MESH, NAL, and Other Non-LC Subject Headings
LC Genre/Form Terms for Library and Archival Materials
Adding General LCGFT to Bibliographic Records
Background Resources for LCGFT
Adding LCGFT to Cartographic Records
Adding LCGFT to Audiovisual Records
Subject Heading Proposals, Background, and Tips
Tips and Instructions
Internet Research
Subject Headings Manual
Searching Minaret
Add'l Minaret (Class Web) Tips
Scope Notes
Use of the Dictionary
Use of Wikipedia
Use of LSCH As a Thesaurus
References
Class Web or Minaret
SACO Resources
Subject Headings Manual
Print Resources
Resources for Geographic Proposals
Geographic Print Resources
Examples of GPO Subject Proposals
Subject Heading Proposals, Workflow
Submitting SACO Proposals for Internal Review
Producing Associated Bib Records; Exporting Subject Authority Records
Submitting SACO Proposals to the Library of Congress
Updating Aleph Authority File
Name vs Subject Authority File
Overview
Instructions
Name Headings As Subjects
Special Topics, Materials, Subdivisions, Etc.
Environmental Impact Statements
Legal Topics
Research
Other Metadata Schemes
Dublin Core
ONIX
Glossary
Initialisms and Acronyms
List of Major Changes to the Cataloging Guidelines

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Questions on the GPO-specific practices outlined in the guidelines should be submitted via askGPO. Please indicate "Cataloging: Policies & Practices" in the subject area.