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K-State Libraries
Cataloging & Serials: Serials
Serials Cataloging and Related Procedures

Purpose:

  • To edit any level VOYAGER bibliographic record and correctly create/edit MARC holdings and item records for KSU serials and periodicals.

Policy:

  • K-State Libraries uses successive entry cataloging almost exclusively. Certain records, as deemed appropriate by the Serials Librarian, will use latest entry cataloging. When both print and non-print versions of a title are held, the print version of the serial record (type "a" and bib lvl "s") will be used with holdings records created for each format. When only a non-print version of a title is maintained, choose the record appropriate to the specific format.
  • KSUL Guidelines For Defining and Processing PER (Periodical) and SER (other Serial) Items

CONTENTS

Basic Guidelines for Serials Cataloging

Miscellaneous Procedures and Documents

Record Verification

Serials without Invoices:

  • If there is no record on VOYAGER, route the item to the Review Room with the Review Room Serials Workform; or,
    If the cataloger determines that the item should be processed as a monograph, route to the "Miscellaneous Gift Shelf."

If a record has been imported from OCLC, verify that the record matches the item.

  • Bibliographic record on VOYAGER matches item

  • Bibliographic record on VOYAGER does not match item.
    • Search OCLC.
    • If a match is found, overlay incorrect record according to guidelines in "Overlaying, Cross-referencing, and Deleting Extraneous Bibliographic Records on VOYAGER" (Section F8--print version of Manual). Go to II.- Copy Cataloging Checklist below.

    • If there is no matching record, use the appropropriate serial default template (see x:\lib\voyager\catalog\template\bibseri.tem) to create a brief record (bib and holdings) using the following fields:

      • Fixed fields
        • Enc/l: 5 (use 7 for suppressed membership records)
        • dates: add beginning date, i.e., 19uu or 196u or 1996
        • language: code if known
      • Variable fields
        • 022 (required if known)
        • 1XX/7XX (author--required if applicable;use authorized form)
        • 245 (title)
        • 260 (publishing information--required, if known)
        • 4XX/8XX (series--required if applicable;use authorized form)
        • 948    |a o:
        • Delete any unused tags

      Brief bibliographic record example:
      example of brief bib record

      • Holdings record. Add the following:
        • Fixed field: code as required (see Holdings Records: Standards for Inputting for more information)
        • 852 8    |b [location] |h In Process |x [treatment and binding decisions from Review Room flyer]
        • 866      |8 0 |a [unbound item/s in hand]
        • 866 41 |8 0 |a [bound volumes]
      • Place the item on the Serials Zero Copy shelf for original cataloging; route rush and priority materials directly to the Serials Cataloger.
    • Catalog item on VOYAGER: Copy Cataloging Checklist

      1. Edit the bibliographic record.

        NOTE: All fields should be examined and edited according to cataloging procedures. The following fields must be properly coded to create an accurate representation of holdings in the K-State Libraries database. Should the bib record contain these fields with codes OTHER than those indicated, see the Guidelines for MARC Formats for Copy and Original Cataloging and refer to the CONSER Cataloging Manual, CONSER Editing Guide, AACR2r, and LCRIs for detailed information and/or pass the item to the Serials Cataloger for review.

        Verify and/or check the following values:

        Fixed Field: Leader

        Status: do not change
        Type: verify (most common: a = print)
        Bib/l: s
        Enc/l: blank or 7
        Cataloging Form: do not change

        Fixed Field: 008

        Fixed Field Tag Instructions
        Freq match 310
        Date1 should correspond to 362; if no 362 use date from 260 |c
        Date2

        should correspond to closing date in 362; if no 362 use 260 |c
        Place of pub current state or country of publication
        see: OCLC's Country of publication codes
        Pub stat check (c = current; d = dead; u = unknown)
        Working with older materials?: leave coded as is, unless known
        Type of ser verify that code is correct for type of serial
        Type of entry 0

        Definitions
        The following are terms used in the Copy Cataloging Checklist:

        Add If information appears on the piece, but not in the bib record, add it to the bib record in the appropriate field, as necessary.
        Check Check the information in the bib record against the information found on the piece. If the information in the record differs from the information on the piece, verify that the record is a matching record. Edit the record, as necessary.
        Verify For fields that are under authority control. Verify against appropriate authority record in the Voyager or OCLC database, as indicated.
        Delete The field is no longer used and should be deleted from the bib record.

        Variable fields:

        006   Code only for non-print serials;
        Add/check all codes as applicable
        007   Add/check.
        If coded for remote resources, follow practice as established in 856 Fields on Bibliographic Records; add/check all codes as applicable
        035   Check for overlay if applicable; delete extraneous 035s
        022   Check |a against item in hand. (Different ISSNs may be caused by 1) a title change; 2) typo; 3) publisher hasn't updated; etc.)
        • ISSN on piece is different from 022 |a on bib record AND the record has an 042 nsdp:
          Assume the bib 022 |a is correct; add the ISSN from the piece into |y

        • ISSN on piece is different from 022 |a on bib record:
          Search Voyager (when you feel there's a title change involved):
             Not on Voyager: Add ISSN from piece to subfield y.
             On Voyager: Add ISSN from piece to subfield y.

        • No ISSN on bib? Search Voyager.
          Not on Voyager: add in |a.
          On Voyager: add in |y.
        042   lc and/or nsdp
        050 xx Do not add or edit.
        Check against existing database for duplicates and appropriate classification
        090   Do not add or edit;
        Check against existing database for duplicates and appropriate classification and/or check against classification schedules
        100
        11X        		   Add/check/verify form of name.
        Pre-AACR2 record: upgrade only when the title is new to KSUL
        130
        240        		   Check: do not edit;
        Add? questions?: route past serials cataloger
        245   Check: wording of |a (1st 5 words) should match piece.
        Slight difference/additions/deletions: review title change rules
        NOTE: verify form of |h -- convert angle brackets to "[GMD]", i.e., square brackets.
        246   Add/check;
        For coding of indicators see: Title Added Entries
        260   Check;
        if different, add appropriate 5xx note
        300   Check
        watch |c for folio/oversize for serials (not periodicals)
        310   Check;
        add 321 if updating a 310; update the fixed field
        362   Should correspond to Date1 and/or Date2 in 008 as applicable
        4XX   Add/check/verify
        See additional info on series authority.
        506   If bib is coded for remote resources, follow practice as established in 856 Fields on Bibliographic Records; otherwise, route to Serials Cataloger
        530   Add if KSU has additional format(s); delete if KSU does not maintain the format listed; but:
        For online versions (newly imported bibs): verify in Contract Database:
          -- Title listed: leave 530; print bib and route to serials cataloger
          -- Title not listed: print bib and highlight 530/856; delete 530/856; route printout to serials cataloger (except for exceptions noted in 856 Fields on Bibliographic Records)
        For online versions (on items being updated/recat/etc.):
        verify full text resources only in Contract Database:
          -- Title listed: update according to current practice
          -- Title not listed: update according to current practice;
          print bib and highlight 506(if applicable)/530/856; route printout to serials cataloger
        550   add/check; add corresponding 710s if appropriate; adds should be checked by Serials Cataloger
        580   Check;
        Add when required by title changes involving 785 16s or 785 17s
        6XX   Add/check/verify form of name
        650
        651        		 0
        0        		 Add/check/verify form of name
        At minimum, validate |a.
        NOTE: at least 1 subject should be present except for general publications
        NOTE: On older records change |x to |v if applicable
        700
        71X        		   Add/check/verify form of name
        780 00 Add/check
        If KSU owns previous title, verify OCLC no.
        Check call numbers
        785 00 Add/check
        If KSU owns previous title, verify OCLC no.
        Check call numbers
        8XX   Add/check/verify
        See additional info on series authority.
        856   If present, see 856 Fields on Bibliographic Records
        948   |a [type of copy]:[initials] |d [mm/yyyy]

      With Cataloging complete, continue to Holdings Records.

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