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Cataloging Individual Issues of Periodicals
There are times when better access can be given to the contents of a periodical by cataloging individual issues as a monographs instead of, or, as well as a serial. Kids Discover is an example that can be found in Minerva. While cataloging individual issues of a periodical is a perfectly acceptable procedure, certain rules need to be followed.
Cataloging Non-periodical Serials
It is acceptable to have both a serial and monograph record for the same title in the data base. Individual issues may be cataloged as monographs if a library has only one issue or part and does not expect to add more. However, if the item is received regularly using a serial record may be the best option. Many libraries create a checkin record indicating the library’s holdings for the title being cataloged but do not use a checkin card.
Sources of Information
The description of a serial should be based on the first issue or part, or, lacking this on the earliest available issue or part. Information should be taken from the following sources:
Identifying a Good Serial Record
Frequently more than one bib record for a title is available. When trying to determine which record is best consider the following:
Adding a Remote (Z39.50) Serial Record to Minerva
Search Remote (Z39.50) for a good record and either overlay an existing record or save the remote record to the local data base. Be sure to make the following changes in all imported records.
Using a Serial Bib Record Without the Checkin Function
The checkin function is optional although it is easy to use and available at no extra charge. Many libraries prefer to use this function of periodicals and not non-periodical materials. It is wise, however, to add a checkin record indicating the library’s holdings even if the library is not going to create a checkin card. This may be done in Millennium Cataloging using the following guidelines.
A good existing serial record can be used as a base for a new record if no match is found for a resource in the data base. To do this go to the word Edit at the top of the bib record screen of Minerva record and select Copy Record. A new record with New Bibliographic at the top will open. All the 3 letter location codes in Location must be deleted using this record. Add your library’s code; remove all fields not applicable to the item in hand. IMPORTANT: Fields that must be removed from existing records are: 001, 003, 005, 035, and 040; delete, change or add 010 and 022 fields. Correct the MARC Leader and 008 fields. Make all other necessary changes. Save and add checkin and item records.
If a new record is created from a Remote (Z39.50) record make any necessary changes and save. If the library routinely does original cataloging for serials, a template may created from either a Remote or a Minerva record by selecting Edit at the top of a good serial bib record and then Save as Template.
MARC Fields in a Serials Bib Record
Following is a discussion of MARC fields found in serial records. Some fields are unique to serials or contain information only specific to serials. The Minerva Cataloging Manual has more in depth coverage of general cataloging rules and MARC fields.
Fixed Field at the Top of the Record
MARC Leader and 006 – 008 Fields
Changes in the MARC Leader should be made and saved before the 008 field is expanded. The MARC Leader and 008 are opened by keying Ctrl + R or by placing the cursor in the field; clicking the right side of the mouse and selecting Expand field from the dropdown menu. Choices for an area in these fixed fields will display if the cursor is placed in the field and the left side of the mouse is double clicked.
The MARC Leader should contain the following:
Only the 008 field is used for printed serials but a 006 field can provide information about the serial like nature of a resource that is non-book, e.g. a serial that is a DVD. The 008 field would be coded for the DVD and the 006 would be used to code the serial information. The 006 is an optional fixed field.
There are two situations in which a 007 field may be used in records for printed serials. Both are optional.
Note: Serials on microform that are language-based are treated in the same way as printed serials, i.e., type of record code "a," bibliographic level code "s" and the 008 field for serials. A 007 field is mandatory in microform records.
To insert a 008 field in a record place the cursor behind the MARC Leader and key enter. Leave the question mark that automatically displays and tab; key 008. With the cursor in the 008 field right click and select Expand field. The choices in the field should be appropriate for serials. Edit as needed and save the changes. The following options will appear in a Minerva 008 the field is expanded.
010 – 082 Fields
Most 010 – 082 fields in a good record should be retained with the exception of the 035 which should be deleted if it contains the same OCLC same number as the 001 field. Some field tags are no longer used and will appear in red. These fields may be deleted but leaving them will not affect the record in anyway. 012 is an example of a discontinued MARC tag. Correct or delete any subfield codes that appear in red. 010 (LCCN) and/or the 022 (ISSN) fields should be added to original cataloging records if they are available. Go to MARC 21 Concise Format for more information on these fields.
If a serial has changes that require a new record but the ISSN is the same as on previous issues enter the ISSN in the 022 field but precede it by a |y to indicate that it is incorrect.
037 Field vs. 265 Field
The 037 is the correct MARC field tag to use for the source of acquisition. It contains a stock number, a source, terms of availability and form of issue. The full or abbreviated name and address may be added to this field following a |b. The 265 field is no longer used for this purpose and should be deleted for all records.
The 130 field is used to enter a uniform title. It may be used to bring together various forms of the “same” title, but is not used to link serials with changed titles.
210 (abbreviation of key title) and 222 (unique key title)Fields
Both the 210 and 222 fields are assigned by the ISSN agency (some abbreviations come from other sources). Their function is not to unite serials which have changed titles, but to give alternate access points. Keep these fields in Remote Z39.50 records. Do not add a 210 field to serial bib records.
The 222 field contains the title indexed under Journal title. If there is no 222 field on a record the title will not be included in the search results when searching by Journal title. Because of this factor the field should be added to serial bib records in Minerva. There is no final punctuation following this field.
It is a Minerva practice to add the general material designator |h[periodical] after the title proper of magazines and |h[newspapers] after the title of daily or weekly newspapers. The gmd does not include any preceding punctuation or space and comes before any |b or |c areas in the 245 field.
The 246 field is frequently used in serial records and provides additional access points for parts of the title, caption title, cover title, etc. There is no final punctuation following this field; the gmd is not included.
It is appropriate to add only the place of publication and the name of the publisher to the 260 field for a serial. If a date is added for a resource still being published it is followed by a hyphen. A final date is only added when the serial is not longer published.
The 300 field is present in most serial records. Instead of numbers of pages, etc., usually just a lower case "v" is input. If a title is no longer published the total number of volumes is added if it is known.
310, 321, 361 Fields
These fields are used only for the physical description of serials. The current publication frequency in entered in 310.
The former publication frequency of a resource is entered in a 321 field.
362 0 is used for dates of publication and/or sequential description. When a title is no longer published information about the final issue is added here.
The 510 field is used for citation or reference notes. The indicators vary.
This field contains notes about numbering peculiarities.
The 525 field is used for supplement information about unnumbered supplements and/or special issues.
Information concerning a different physical format in which the described item is available is entered in a 530 note.
A description of the complex relationship between the resource described in the bib record and other items is entered in a 580 field if the information cannot be generated from data in the linking entry fields 760 – 787 fields.
780 and 785 Fields
Title changes are entered in the 780 and 785 fields. A previous title for a serial is entered in a 780 field.
The succeeding title of a serial is added to the record for preceding title in a 785 field.
The 856 field is the link from the serial record to a web site. The main part of this field is the URL.
If the web site link is only useful for patrons of a particular library, add the address in an 856 field in the item record. For example, a hospital library would enter the information in an item record when they own a journal that is linked to a medical web site which requires a password to access. The doctors at the hospital may that password but patrons in other libraries probably would not.
Criteria for Creating a New Serial Record
Serials seem to change constantly. There are certain criteria that determine if it is necessary to create a new record. Only major changes require a new record.
Main Entry (MARC 110)
Make a new entry for a serial when any of the following conditions arises, even if the title proper remains the same:
Title (MARC 245)
Major changes requiring a new record
Minor Changes That Do Not Require a New Record
In general, consider the following to be minor changes in a title proper:
In case of doubt, consider the change to be a minor change. As appropriate add a note indicating minor changes.
Edition Statement (MARC 250)
Create a new record if differences the edition statement indicates a change in subject matter or a change in physical medium.
Publication, Distribution Area (MARC 260)
Changes in the place, publisher, or date of publication
With the exception of the final date of publication, significant changes appearing on later issues are recorded in notes (MARC 500), when considered desirable. Do not clutter the record with minor changes, particularly those that involve commercial publishers. An example of such a note would be:
The country of publication code in a 008 field reflects the latest place of publication. Change the code when the change in place is significant enough to be mentioned in the record. In the example above, the country code would be changed to "nyu."
Noting changes in the commercial publisher is also optional. Do not record such changes when they are frequent. If considered useful, the general note "imprint varies" may be given rather than explicitly listing each change. If changes in an issuing body will require the addition of corporate body added entries, be sure to add a note and the appropriate 700 field.
If a serial is no longer published, the date of the last issue should be added to the 260 field.
Changes in Physical Format (MARC 300)
Create a new record if the physical medium in the specific material designation in the physical description area (MARC 300) changes. Such a change could be from paper to microfiche, from paper to online, etc.
Resources Used in Preparing Serials Cataloging for Minerva Users
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