Cataloging & Serials

Updating Loose-leaf materials: Copy Cataloging and Processing

Purpose: Provides guidelines for cataloging and processing of loose-leaf materials

Performed by: Designated Copy Catalogers

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Background

Prior to December 2002, updating loose-leaf materials were cataloged as either a monograph or a serial.

With the implementation of the integrating resources format, currently received updating loose-leaf materials will be cataloged as either an integrating resource or a serial.

Recommended readings:
AACR2: Anglo-American Cataloguing Rules – Part 1. Description – Chapter 12. Continuing Resources – 12.0 General Rules

LCRI: LC Rule Interpretations – Chapter 1 General Rules for Description – 1.0.

General Rules LCRI: LC Rule Interpretations – Chapter 12 Serials – 12.0 General Rules – Loose-leaf Services

CONSER Cataloging Manual (CCM) – Part 3. Special Types of Continuing Resources - Module 35. Integrating resources, a cataloging manual

OCLC Bibliographic Formats and Standards

Definitions from the AACR2 - Appendix D. Glossary
Continuing resource
Serial
Integrating resource
Iteration
Monograph
Multipart item
Updating loose-leaf

Definition

A bibliographic resource issued in loose-leaf format (i.e. a ring binder) does not automatically mean it is an updating loose-leaf.

A publication must meet two criteria to be described as an updating loose-leaf.

1. The publication must be punched for binding in a ring binder or some other non-permanent binding device.

2. The publication must be designed to receive updated pages.

Thus, if the publication is not intended to receive additions, it is not properly termed loose-leaf and should be treated as a regular monograph with "loose-leaf" removed from the 300 field and appropriate pagination supplied. The cataloger must make this determination for all items published in a ring or other binder that allows insertion. If it is determined that the publication is not an updating loose-leaf, it must be bound unless it has a "DO NOT BIND" flyer.

Since an updating loose-leaf is defined in this way, it would be redundant to include the note "loose-leaf for updating" and "loose-leaf" should not be added as a note simply to describe the physical appearance of the piece.

Monograph vs. Continuing resource Decision

When it is known that an item is an updating loose-leaf, the item will be ordered as a serial and then sent to the loose-leaf processor upon receipt. Updating loose-leafs may also arrive as gifts.

Sometimes it will not be known at the time of order that a particular title is an updating loose-leaf. These may be ordered as monographs and go directly to a monograph cataloger, who will send the piece to the loose-leaf processor for a decision.

The loose-leaf processor will route any titles to be cataloged as a monograph to a monograph cataloger with a "Treat as a Monograph" flyer inserted.

Location of updating loose-leafs

All updating loose-leafs for which we are still receiving updates will be located in either a reference area (ref, sci ref, phys ref, arch ref, vetm ref) or in a government publications location.

Cataloging

1. Bibliographic record (format specific)

Create/edit the bibliographic record according to pertinent rules, guidelines, and routines for your particular format. Highlights below:

Either format (Integrating resource -OR- Serial)

260:     |c = give the earliest date and follow it by a hyphen

300:     |a = v. (looseleaf) (Unknown number of volumes by end of publication)


Integrating resource

Leader:           (BLvl)  Bibliographic level = i : integrating resource

008:                (SrTp) Type of Continuing Resource = l : Updating loose-leaf

008:                (S/L)    Entry Convention = 2 : Integrated entry

2. Holdings record (either format)

Coding the MARC Holdings 007 Print (Monographs and Serials)

Editing the MARC Holdings 008 Field (General Retention Policy)

Editing the MARC Holdings Record: Standards for inputting on Voyager ( Editing the Holdings Record, 852)

Leader:           Type of record = y : Serial item holdings
                        Encoding level = 4 : Holdings level 4

007:                 Text tab: Specific material designation = d : Loose-leaf

008:                 General retention policy = 2 : Retained except as replaced by updates

008:                 Completeness code = 1 : Complete     2 : Incomplete     3 : Scattered

852:     First |x (local info) separated by semi-colon

Type of material: serial = ser
Type of material: integrating resource = intr

Binding code: do not bind = ubd

EXAMPLE: Serial = |x ser:ubd
EXAMPLE: integrating resource = |x intr:ubd

866:     Record multiple volumes as: v.1-v.2

            If only one volume, record as: 1 v.

867:     Record loose-leaf updates as unbound supplements (no indicators or item records)

            Other substantial supplements that reside outside of the binder will be recorded as usual and item records created.

867:     Add as the last 867 tag, no indicators:

|x ROUTE to [Name (Processing directions may be filled in by the named processor)]

EXAMPLES:

|x ROUTE to John Doe (bi-weekly - but only 25 nos./yr. - looks like misses one publication between Thanksgiving / Christmas / New Year’s hoidays)

|x ROUTE to John Doe ('News and Developments' section is not "retained separately" = l1y only - follow instructions from cover sheet)

If the publication is still continuing but we will not be getting any further updates, include a public note instead of the non-public “ROUTE to” note. These will either be cancelled titles or gift material with no updating service.

|z Updates for this publication are no longer received. Information contained herein may be outdated.

3. Item record

Create an item record for each volume (binder). If there is only one volume, use ‘Binder’ in the enumeration field. No item notes referring to the loose-leaf nature are necessary.

4. Completed example

Voyager title: Affirmative action compliance manual for federal contractors.