For great search help, refer to "Searching for bibliographic records" on OCLC: http://www.oclc.org/oclc/man/9926src/9926src.htm
Searching for journal titles
Search by corporate author:
Search by author/title:
Keyword searches may be necessary to retrieve generic titles (e.g., Proceedings ... or Bulletin ...).
Adding a corporate author may facilitate searching. (NOTE: Personal authors are rare in serials.)
Searching the Authority Files
To verify the authorized form of names (personal or corporate):
add a bracket " [ " to the author search and drop stopwords:
Once the name has been verified, return to the OCLC online catalog
(cho ol Fll). to perform searches for the serial.
Serials Cataloging Manual (KSUL)
Serials Copy Cataloging Checklist (KSUL)
Serials Holdings Manual (KSUL)
Bib Formats and Standards (OCLC):
OCLC online catalog
OCLC authority files
CONSER Cataloging Manual
CONSER Editing Manual
LCSH (for problem copy & original cataloging)
LCCN (for problem copy & original cataloging)
NOTE: The CONSER Cataloging Manual (CCM), CONSER Editing Guide (CEG) are the serial bibles.They provide "... decision-based, rather than a rule-based, approach to constructing a cataloging record."
Chapters 1 and 12 have rules for the description of serials
Chapter 2 covers physical description
Chapter 21-25 discuss access points
Part 1 Description
0.8 "Prominently" defined
Ch.1 Basic rules for the description of all library materials
Ch. 2-12 Rules for specific types of materials (books, serials, videos, maps, sound recordings, etc.)
Ch. 13 Analysis
Rule numbering has "mnemonic" structure:
Rule 1.4F general: date of publication, distribution, etc. for ALL materials
Rule 2.4F specific to printed monographs
Rules 12.4F specific to serials
If a particular rule no. appearing in Ch. 1 is not applicable to the material treated in a subsequent chapter, the rule is omitted from that chapter.
To describe a serial item, consult Ch. 12 and Ch. 1, and if non-print, the appropriate chapter for the specific material type.See "Series theory and practice for serials staff."
Ch. 13.3 Analysis of monographic series
Part 2 Access Points
Ch. 21 Choice of main & added entries
21.1A Personal author main entry (& LCRI 21.A2 for serials)
21.1B Corporate body main entry
21.1C Title main entry
21.2C Change in title proper (& LCRIs)
21.3B Change in name of person/body responsible for serial (& LCRIs)
21.29-21.30 Added Entries
21.30D Editor added entry
21.30L Series added entry (& LCRIs)
Ch. 25 Uniform titles
25.5B Conflict resolution (& LCRIs)
"What do I look at, edit, verify, etc." for copy cataloging:
The bib record should indicate (in the 362 or 500 note) what issue was used to describe the title.
No title page?
A title page substitute will be used.
This is the order of preference for title page substitutes: the analytical title page, cover, caption, masthead, editorial pages, colophon, other pages
The title statement includes the title
it may include a |b (subtitle, parallel title, other title info) and |c (statement of responsibility).
The title proper may include a |p (section title) or |n (designation of part)
|a Physical Review. |n A.
|a Physical Review. |n A, |p General physics.
Transcription of the title proper
If the title proper on the bib varies from the piece in hand you may have a title change. (More on that shortly...)
Title in two languages?
The title proper is the title in the language that comprises the main portion of the item (AACR2 1.1B8). The other title would follow in |b:
|a Mi casa = |b My house
Bib does not reflect the parallel title? Add a 246 field with note, if applicable.
Parallel title dropped from piece? Note in a 500 field.
Acronyms/initialisms & full title?
When both are present on the chief source, prefer the full form as the title proper.
See CCM 6.1.4.d
The acronym may be included as |b of the 245 and should also be given as a 246 variant title.
If the Acronym appears on the chief source and is the only form that appears elsewhere in the item, use the acronym as the title proper. Do not confuse letters that represent a corporate body with initialisms/acronym of the title.
Acronym is on piece, but not on record? Add a 246 field with note, if applicable.
Where does the title proper begin?
What is omitted from the title statement?
Any information that is specific to an issue, for example: designations, names of persons.On piece: 1989 Annual report
In record: 245 00 Annual report.
On piece: Annual report for 1989
In record: 245 00 Annual report for ...
On piece: Kansas State 2000 budget and statement of accounts
In record: 245 10 Kansas State ... budget and statement of accounts.
Generally, do not reflect distinctive titles. If each issue (or some issues) carries a distinctive title, add a general note to the bib.
Section title and/or Designation. CCM 6.2
Regardless of layout on the chief source, the order for recording section title and/or designation is: |a ['common title']. |n [designation], |p [section title].|a Physical Review. |n A, |p General Physics.
Changes to designation? To section title? You may have a title change. More on that shortly...
Other title information. CCM 6.3.2
Parallel titles (additional info in CCM 6.4)
Give access to other title information using the 246 variant title when appropriate.
Statement of responsibility, 245 |c
"A statement, transcribed from the item being described, relating to persons responsible for the intellectual or artistic content of the item, to corporate bodies from which the content emanates, or to persons or corporate bodies responsible for the performance of the content of the item." AACR2
Copy & Original catogers:
Changes in issuing body? MUST be reflected in appropriate 5XX field; may need to add 7XX.
3. Corporate body when used as a qualifier in a uniform
title (LCRI 25.5B, 21.3B)
4. Uniform title for a translation or language edition
5. Numeric designation (LCRI 12.3G)
6. Physical format (LCRI 21.3B)
Not a title change:
1. Word added after the first five words that does not
change the scope of the title
2. Article, preposition, conjunction is added, deleted
or changed anywhere in the title.
3. Representation of words, for example:
* Distinguish between acronyms/initialisms and abbreviations:
Change to or from an abbreviation does NOT constitute a title change.
Add a 246.
4. Works linking the title to the chronological designation
are added, deleted or changed.
5. Issuing body is added or deleted from the end of
6. Form of issuing body given at the end of the title
changes (from full to initialism)
7. Order of parallel title changes.
Attempt to determine publisher's intention. If information indicates a leaning toward a more stable title, treat as a title change. Otherwise, add 246.
Title pages and effect of changes:
Title page substitutes
If a more stable source has been chosen over a preferred source (e.g., caption vs. cover), prefer the source with the stable title to avert a title change. (See CCM16.2.5.b).
008 most critical:
Type = a (for printed material, including electronic journals, CD-ROM (excluding databases that may be primarily numeric
Bib lvl = s
S/L = 0 if entry = 1, look for another record with entry = 0
DtSt (pub status) = c (current), d (dead), u (unknown)
Enc lvl = generally enhance bibs with 5s, 7s, 8s to and change Env lvl to " I "
Dates = verify that piece in hand falls within the date range
Type of serial = verify (extremely important for gather statistics from Voyager); update if applicable
Desc. Level of description. a = AACR2 ; blank = pre-AACR2
Freq verify and update if applicable
Ctry verify and update if applicable
For software (programs, games), numeric data:
Use Computer file format and add the 006 to reflect seriality
Does the |a ISSN match the piece in hand?
1. Check Voyager: the piece may carry the ISSN of the
(This is about as far as copy catalogers should proceed. The copy cataloging checklist has additional details on how to reflect ISSNs.
2. ISSNs can be looked up in Ulrich's
3. There's also an online ISSN center but it costs $$ to subscribe to
ISSN on piece but not on the bib?
1. Was there a title change?
Yes: Check the ISSN of the previous title.
If it matches, add the ISSN as a |y
2. New title? (i.e., no evidence of a title change)
Add the ISSN in |a
Verify that the OCLC no. matches; or copy and paste from old to new record
Bottom line: can the patron find the material?
Definition: AACR2 glossary and 21.1B1
e.g., an organization, group, gov't agencies, churches, conferences, programs, projects, exhibitions, etc.
Corporate main entry is used when works are closely linked to the corporate body such as membership directories, annuals reports, expressions of the opinions of the body.
Entering the serial under the corporate body AACR2
21.1B2, CCM 4.4
A. Works of an administrative nature dealing with the body itself.
B. Certain legal publications
C. Works that record the collective thought of the body
D. Conferences, exhibitions, ad hoc events.
E. Result of the collective activity of a performing group
F. Certain types of cartographic material
Editors and compilers are never given as main entry
Collocation: to bring together certain legal serials, translations or language editions
Differentiation : to distinguish 2 serials carrying
the same name.
Uniform title consists of the title proper (245 |a, |n, |p) and a qualifier.
Create a uniform title:
Never add a uniform title to a pre-AACR2 record because uniform titles created according to LCRI 25.5B were not used under earlier rules. CCM 5.2.1
and form of qualifiers
Serials with uniform titles should be established according to AACR2, using an appropriate qualifier. For example: corporate body, place of publication, edition statement, or date.
Place or corporate body as qualifier
Uniform title: [title] (Manhattan, Kan.)
Use corporate body as qualifier when:
Dates as qualifiers
Refer to CCM 5.3.4
Common title/section title.
Serial supplements where parent has a uniform title.
See CCM 5.5
Unform titles translations and language editions.
Some information on adding 246s is in the section on the 245 field.
See additional information in http://www.lib.ksu.edu/depts/techserv/manual/cataloging/monographs/title_added.html Refer to Bib Formats and Standards for additional information on indicators and subfields.
KSU practice: verify/edit; if different
add appropriate 5XX note.
Source of information: from the earliest piece. Taken from any source in the item itself. Prefer the chief source
Transcribe as it appears on the earliest piece:
On piece: Manhattan, Kansas
In record: |a Manhattan, Kan. (When state is spelled out, use AACR2 abbreviations)
On piece: Manhattan
In record: |a Manhattan, [Kan.]
(NOTE: Based on other information in the piece, cataloger knows the state of publication)
Brackets are used only when supplying info not found on the piece or when using the abbreviations "s.l." or "s.n." NOTE: many older records routinely used brackets. Do not edit them UNLESS you have the piece upon which the description was based (or an earlier issue).
Item in hand has a different place of publication: add appropriate 500 note.
More than one place of publication:
With 2 or more publishers or distributors
Record the place as it appears on the piece, recording higher jurisdictions when deemed appropriate. See CCM 10.3.3.b.
260 |b publisher
Sources: formal publishing statement (i.e., "published by") anywhere on the item. Chief source is preferred source.
No formal statement? Assume a body at the foot of the title page is the publisher.
For periodicals: look in the masthead.
Publisher may be at head of title or elsewhere on the item.
Publishing statement may be shortened when:
Watch out for statements such as "prepared by," "edited by" "complied by," they are not usually considered to be publishing statement. Use as the publisher only when there is additional evidence on the piece.
Person as publisher.
See CCM 10.2.2
Record the distributor in a separate statement when it is given on the item.
Distinguish between issuing body and publisher. (Not always so easy!) Sometimes, they may be one and the same. An issuing body should have a 71X (if it isn't the main entry); a publisher should not.
More than one body?
Publisher reflected in multiple languages?
260 |c Dates of publication
Do not confuse the publication date with the chronological designation.
Consists of month and year that reflects the date of release.
The year in which the issue was registered for copyright protection.
May or may not be the same as the publication dates.
Recording the date of publication:
First/last issue not in hand?
Selecting the date:
No publication date on first/last issue? Add a probable date in brackets. Base your 'guess' on the chronological designation.
Recording the date:
First and last issue in hand:
First issue in hand:
Using the copyright date:
Probable date, first/last issue in hand:
The 260 field sometime includes the place,
name and date of manufacture.
See CCM 10.5 for details.
Changes in the place, publisher or date
Noting publisher changes is optional for the cataloger.
KSU Practice: update the bib record unless there are too many changes to note.
Give a note when a later issue has a publication date that is earlier than the date given on the first issue.
For serials still being published, |a reflects the specific material designation:
|a v. or |a sound discs or |a no.
LCRI 12.5B1 says describe ALL print serials as "v."
300 |a v. ; |c 28 cm.
If the title is dead, and the no. of volumes is easily determined, enter that info in the |a:
|a 30 v.
If the chronology is in years, record |a for the no. of years.
Title published 1996-2000: record as: |a 5 v.
|b illustration statement
Allowable terms: AACR2 2.5C2. LCRI indicates use
"ill." or "maps."
But if a serial consists solely of one type of illustration, record it as such. AACR2 2.5C6.
If it is likely the title will contain illustrations in the majority of issues, code |b.
300 |a v. : |b ill. ; |c 23 cm.
KSU Practice: Update the |c if applicable.
|c 20 x 32 cm.
|e Accompanying material CCM
Record accompanying material when the majority of issues contain such material and the material is dependent on the main work. (Suppls. and indexes are never recorded as accompanying material.)
1. Frequency is incorrect:
On record: 310 |a Quarterly
On piece in hand: Bimonthly (issue is no. 3 for June 2000)
Changes to record:
310 |a Bimonthly, |b
321 |a Quarterly, |b <- Apr. 2000>
Change fix field from "q" to "b"
NOTE: in the fixed field, the REGULR code also relates to the regularity of issuance.
Sources of information: take the frequency from info in the piece.
No stated frequency: guess based on issues in hand but do no use a question mark. If you cannot make an educated guess, omit the 310.
Pattern of receipt (from issues in hand) deviates from publishing info: record 310 from issues in hand.
Irregularities in publishing? Record info as it appears on the piece (masthead usually):
310 |a Monthly (except July-Aug.)
(NOTE: use the publisher's terminology when supplying parenthetical info)
Doesn't match the list of frequencies? See CCM 13.3.3
321 Former frequencies
If a serial has changed frequencies numerous times during its life, use a general note in the 321:
321 |a Frequency varies, |b 1986-1996
Other numbering oddities may be expressed in the 515 field. More on that later...
KSU practice: Check the form of the enum/chron in the 362 against the piece in hand. Differences may need to be reflected in the 362 or in a note. The beginning year should correspond to Date1 in the fixed field; ending year should correspond to Date2.
362 field contains information about the first or last issue of a serial.
Formatted: 362 0 Vol. 1, no. 1 (May 2000)- [first piece in hand]
Unformatted: 362 1 Began with v. 2 (1998).
500 Description based on: v. 4 (2000).
Record the 'Description based on' note in the same manner as a formatted 362.
When only a numeric designation is used, add the date of publishing or copyright.
See CCM 8.1 (p. 12) for nice examples.
Selecting the designation.
Use a full form for the designation, even if enum and chron are not listed together on the chief source.
Publishing date: may occasionally be used as a chronological designation, but only when it identifies the issue and the publication appears to be a serial in all other respects.
Copyright date: does NOT reflect coverage; may not reflect date of publishing. Avoid using the copyright date as a chronological designation unless it is the only designation given, the publication is not issued more than once a year and it is clearly a serial.
KSU Practice: Verify the form of
the series; verify the treatment of the series (anal?
cat sep? collected?).
There are three parts to a series decision, that info being recorded on the series authority record:
Analyzed in full 644 |a f (Each title is cataloged)
Analyzed in part 644 |a p (Some titles are cataloged individually)
Not analyzed 644 |a n (Titles are collected on a serial or set record only)
2. Classification field 646
Collected 646 |a c (All titles are given the same call number)
Classed sep 646 |a s (Each title has its own call no.)
3. Traced or untraced field 645
Not traced 645 |a n: code series as 490 0 (Seen in many older records)
Series should be traced in the form as established in the series authority record.
What to watch for:
All titles with series should be routed to the serials problem copy cataloger or serials original cataloger.
515 Numbering Peculiarities
KSU Practice: Add/Check/Verify
Options for cataloging:
We review: does it have its own designation? Is it a monograph? Is the title different from the main work? Does it supplement a specific issue? Is it numbered?
Supplement cataloged separately:
Give an added entry for the main work on the record for the supplement unless the common title is the same. Add a note in the 580 field when the linking entry (772) is insufficient to generate a note. Generally, do NOT give an added entry for the supplement on the main work
Supplement included on record for main work:
Note (525) and added entry may be given if the title of the supplement is different from the main title
Special issues may be serial or monographic in nature and are noted as 525s or 500s. They may or may not be cataloged separately. They may have an added entry. Route to CER.
Options exist for cataloging: KSU does NOT have to catalog an index separately just because a record exists for it. However, an index to a serial that is issued by a different publisher should be cataloged separated.
Do NOT use:
Form of the note: as it appears on the piece
Lengthy notes: try to be brief. Do not repeat introductory words such as "issued by" when there are numerous issuing bodies. See CCM 13.5.3., last paragraph.
If the 76X-78X fields cannot adequately express the relationship between/amongst various titles, a 580 note is added for explanatory purposes.
Other uses of the 580 include:
Generally, the copy cataloger should not have to verify these types of relationships. However, this information may be useful when doing problem resolution.
245 00 Geschicte der ...
546 Table of contents in German and English.
245 00 Mi casa = |b My house.
546 In Spanish.
500 December issue includes: Annual buyers' guide.
500 The last issue of each volume contains the proceedings of ...
506 |a Restricted to KSU faculty, staff and students.
506 |a Restricted to KSU faculty, staff and students. Five simultaneous users.
506 |a Online version restricted to KSU faculty, staff and students.
Archival materials may carry 506 notes. Those should be supplied to the cataloger by the Rare Books Librarian.
521 Audience notes
All serials should have at least one valid LCSH (600, 61X, 65X), with the exception of some general works.
NOTE: 690s are NOT valid Library of Congress subject headings. Route bibs with only a 690(s) to problem copy
Authority validation should be turned on.
Use of |x Periodicals
LC recently instituted the use of |v to reflect the type of material
But be careful of |x Indexes |x Periodicals. (The |x Indexes may be correct when in doubt, run the bib and piece past the serials cataloger.)
Think: what the title IS, rather than what it is about to determine the use of |v. (These are the most frequently seen uses for |v when dealing with serials. Other instances may also apply.)
KSU Practice: if you're in the record fixing one thing, you may as well change |x to |v, if applicable. Not sure? Leave the |x.
Corporate Bodies 710, 711
Generally, the addition of a 71X must be justified by the corporate body's presence:
Add a 71X
Editors or compilers may be given an added entry when considered
700s are rarely used in current serials cataloging practice.
Already on record? Copy cataloger: leave as is
What are these fields?
Titles entered in the 76X to 78X fields are somehow related to the title being cataloged!
NOTE: in VOYAGER, currently only the 780 and 785 fields display. (Should others display as notes? Not something we want to answer today, but definitely something we need to think about!)
The presence of these fields on a bib record indicates there
may be an OCLC record for the title noted in the specific
They may be:
What linking fields do:
1.Links of these types are generally made to generate notes. (e.g., our 78X tags: continues, continued by)
2. Links provide notes to connect related records in the database
Linking fields do not provide added entries.
Linking entries are not always desirable or necessary: in fact, adding some of these fields is optional for an original cataloger!
Linking entries may have to be used in conjunction with the 580 note if the link cannot adequately express the relationship.
580 may also be used without a corresponding linking entry: