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FAQs - Serials Cataloging
Frequently Asked Questions
Cataloging a Serial Record
Frequently Asked Questions- Answers
A serial is a publication in any medium issued in successive parts at regular or irregular intervals and intended to continue indefinitely.
Yes, serials include both periodicals and non-periodicals.
A clear distinction should be made between serials and monographs. A monograph represents a complete bibliographic unit; it may be issued in successive parts at regular or irregular intervals, but it is not intended to continue indefinitely. A bibliographic record for a serial publication indicates it will be continued indefinitely.
Under certain circumstances serials may be cataloged as monographs.
Individual issues for periodicals
There are times when better access can be given to the contents of a periodical by cataloging it as a monograph instead of, or, as well as a serial. Kids Discover is an example of this that can be found in Minerva. This is a perfectly acceptable procedure, but if you choose to do this certain rules need to be followed.
Individual issues of annuals, etc.
If a library has only one issue of an annual publication and does not expect to add any additional issues, it may be catalogued as a monograph. However, if there is a serial record, it may be easier to add an item record to the existing bib record with a checkin record: Library has: Ask Librarian or the library's holdings.
Base the description of a serial on the first issue or part or, lacking this, on the earliest available issue or part. Generally prefer the first (or earliest) issue or part over a source associated with the whole serial or with a range of more than one issue or part.Areas Basis of Description
Yes and it can be accessed from the Minerva Management Page under the Cataloging Section. Look for Periodical Fix .
Search Z39.50 for a good record and either overlay an existing record or save it to the local data base. Be sure to make the following changes in all imported records.
Yes, the checkin function is optional although it is easy to use and available at not extra charge. You should however add a checkin record that indicates your library's holdings. This is done in Millennium Cataloging.
You may change the note on the checkin in GuiCat by clicking on the Checkin tab at the bottom of the bib record. Select the checkin record for you library and change the note and save.
Cataloging a Serial Record - Answers
If you are creating serials bib records on a regular basis it will be worth while to create a serial template, but if you only do an original record once in a while this may not be necessary.
Here are some things to watch for in the fixed field.
Much of the information that is found in the 008 is repeated in the other fields on the bib record and you may feel that the 008 is redundant. However, the coded information in the 008 is primarily for machine sorting and indexing while the tagged data is that which is displayed for the user. The latter is much more flexible than is the coded data and can express variations that cannot be shown in a coded field. For example: the 008 field provides for only 2 dates yet the reality can be more complex: a multi-volume work that starts in one year and is completed in another and is copyright in an even earlier year. Add a later reproduction of that work. You can describe that situation as precisely as you wish in the description fields but you are still limited to two dates in the coded 008.
The place of publication code is limited to a country or state of the U.S. (or province of Canada) but the 260 subfield a is more specific: a code of NYU can represent a work that is published in New York City, Albany, Buffalo, or anywhere else in that state. The code in the 008 however would be very useful in pulling out all works published in the state, regardless of specific locality. Doing so based on the 260 would be almost impossible because of variations in how the city is named, whether or not the state is added, and the almost impossibility of searching under (or even knowing) every possible locality where something might have been published.
In short, the information in both types of fields (coded and textual) overlap in part but not completely, and each serves different functions.
This information provided by Judith Hopkins, Central Technical Services, University at Buffalo Libraries.
001 – 008
Many of the 001 and 008 fields will be found in the good Z39 that are pulled into the system. Do not delete any of these fields. Most are system created fields. If 006 – 008 fields contain inaccurate information, correct them.
001 vs 035
If a record does not contain a 001 field but has an OCLC number in a 035 field, insert the 001 field and move the OCLC number to that position. Delete the 035. The number in the 035 will appear as: 035 OCLC 23473583. In the 001 field it will be: 001 23473583. When you save this information a window will appear prompting you indicate the type of field that has been added. Enter o for OCLC in box provided and save.
006 – 008
Printed serials that are primarily language material are cataloged using the serials fixed field (field 008). For these serials, the "type of record "a" (language material) and the "bibliographic level" is coded "s" (serial). Field 006 is not used under any circumstances in print records. There are two situations in which fixed field 007 may be used in print records. Both are optional.
Microform serials 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 serials 008). Field 007 is mandatory in microform records.
The following appear in an Minerva 008 when the option “Expand field” is selected.
REC TYPE a
BIB LEVL s
CAT FORM a
Cat Srce d
010 – 082
Do not delete 010 – 082 fields in a good record with the exception of the 035 if the OCLC number has been transferred to 001. Delete any 09X fields.
If you have the 010 (LCCN) and/or the 022 (ISSN) be sure to add them to the record. You may also want to add one or more of the 04X. Go to MARC 21 Concise Format for more information on these fields.
You still need to enter the ISSN in the 022 field but precede it by a |y.
Only major changes require a new record.
Major changes that requiring a new record
Minor changes that do not require a new record
In general, consider the following to be a minor change in a title proper:
In case of doubt, consider the change to be a minor change. As appropriate, give, in the note area, those changes not considered to constitute a major change in the title proper.
Main entry: Make a new entry for a serial when any of the following conditions arises, even if the title proper remains the same:
Publication, distribution area (MARC 260)
Changes in the place, publisher, or date of publication
Place of publication (AACR2 12.4C2)
LCRI 12.7B11.2 cites several situations in which a change in place
of publication should be noted. These involve a change in the country
or a change in a place given as the qualifier in a uniform title. Noting
other changes is up to cataloger's judgment.
Publishing statement (AACR2 12.4D2)
If a serial is no longer published, the date of the last issue should be added to the 260 field.
Format and edition
Changes in physical format and edition statement
Create a new record if the physical medium in which the serial is issued changes as expressed in the specific material designation in the physical description area (not a reproduction or the same serial in another manifestation, e.g., a braille edition). Such a change could be from paper to microfiche, from paper to online, etc.
245 00 $a New Zealand national bibliography.
(Issued only in paper copy through Nov. 1983)
130 0# $a New Zealand national bibliography (Microfiche)
245 00 $a New Zealand national bibliography.
(Issued Dec. 1983- only in microfiche; not a microfiche edition of paper copy issues)
130 0# $a Serials directory ( Birmingham , Ala. )
245 04 $a The serials directory.
(Continued by CD-ROM edition)
130 0# $a Serials directory ( Birmingham , Ala. : CD-ROM ed.)
245 04 $a The serials directory $h [electronic resource].
Create a new record if the edition statement changes (see rule 12.1F1) and the change indicates a change in subject matter or a change in physical medium.
The above section was adapted from Cataloger's Desktop
Why is there 130 field in some serial record?
This field is used to enter a uniform title. It may be used to bring together various forms for the “same' title, but is not used to link serials with changed titles.
130 0 Kennebec journal (Augusta, Me. : 1975 )
What is the reason most serial records have 210 and 222 fields?
210 (abbreviation of key title) and 222 (unique key title)
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. You need to keep them in derived records (Z39) but do
not assign them yourself. If you want a well known version of the title as an access point
The above information on the 130, 210 and 222 is from AUTOCAT listserv and was contributed by J. McRee Elrod
The 222 field is searched in Minerva when Journal title is selected when searching the data base.
220 0 Kennebec journal |b (Augusta, Me. : 1975)
Is the title in the 245 entered differently for a serial?
Yes, usually only a title proper is entered in the 245 for a serial. It is Minerva's practice to add the gmd |h[periodical] after the title proper of magazines and |h[newspapers] after daily or weekly newspapers. This is entered without any preceding punctuation or space.
245 00 Maine times|h[periodical].
245 00 Kennebec journal|h[newspaper].
If there is other title information present, the gmd still follows directly after the title proper.
245 00 Generations |h [periodical] : |b the journal of the Western Gerontological Society.
When should I use a 246 field?
The 246 field is frequently used in serial records. This provides additional access points for parts of the title, caption title, cover title etc. There is no final punctuation following a 246 field.
245 00 Martha Stewart living.
246 30 Living
Is the Publication, distribution, etc. area entered in the 260 different for serials?
Usually just the place of publication and the name of the publisher are entered in the 260 for a serial. If a date is added for a serial still published it is followed by a hyphen. A final date is only added when the title is not longer published
260 New York , NY : |b Time, Inc. Magazine Co., |c 1990-
Is a 265 field with the publishers address necessary?
This is an optional field.
265 Time, Inc. Magazine Co., Room 7-33, Rockefeller Center , New York , NY 10020-1393
Why are there several different 300 fields in most serial records?
The 300 is present in most serial records. Instead of numbers of pages, etc., in |a “v.” is given. Please note that this not capitalized.
300 v. :bill (chiefly col.) ;|c28 cm.
310, 321, 361 are fields used only for the physical description of serials. The current publication frequency in entered in 310 and former publication frequency in 321. 362 0 is used for dates of publication and/or sequential description.
310 Bimonthly, |b 1948-
321 Quarterly, |b 1922-47
362 0 v. 1- Oct. 1922-
What type of 500 notes should be added for serials?
There are a number of note fields that are useful for serial cataloging.
510 is a field used for citation or reference notes. The indicators vary.
510 1 Business periodicals index |x 0007-6961
515 is used for numbering peculiarities and 525 for supplement information.
530 is for information concerning a different physical format in which the described item is available. If a periodical is also available on microfilm the information is added in here.
580 provides a description of the complex relationship between the described item and other items when an intelligible note cannot be generated from data in the linking entry fields 760-787.
580 Continued in 1982 by: U.S. exports. Schedule E commodity groupings by world area and country.
580 Merged with: Index chemicus (Philadelphia, Pa. : 1977), to form: Current abstracts of chemistry and index chemicus (Philadelphia, Pa : 1978).
785 17 |t Current abstracts of chemistry and index chemicus (Philadelphia, Pa : 1978)\ x 0161-455X| w (DLC)83642299
For more information on the note fields see MARC 21 Concise.
How are title changes entered into the record?
Title changes are entered in the 780 and 785 fields. A previous title for a serial is entered in a 780 field.
245 04 The good apple newspaper |h [newspaper].
780 00 |t New Good Apple newspaper |x 0884-688x |w (OCoLC)36729515.
The succeeding title of a serial is added to the record for preceding title in a 785 field.
785 10 |t Maine times |d ( Bangor , 2003) |x 0025-0783
How can I link a magazine's web site to the bib record?
The 856 field is the link from the serial to a web site.
856 41 |z Click here to connect to magazine's web site |u http://www.marthastewart.com
Internet Resources for Serials
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