FAQs - Serials Cataloging

Frequently Asked Questions

What is a Serial?
Are there different kinds of serial publications?
Is there a difference between cataloging a monograph and a serial?
Is it ever acceptable to catalog a serial as a monograph?
What is the correct source of information to use when cataloging a serial publication?
What identifies a good record?
Is there a list of periodicals with good bib records in Minerva?
What if there is no adequate Minerva record or no existing record for a title?
Can a library use a serial record without using the serial checkin function?
Can I change the note on the checkin without going into Millennium?

Cataloging a Serial Record

Do I need a template if I catalog serials?
What needs to be done with the fixed field at the top of a Minerva record?
Why do we have to be concerned about being sure that there is an accurate 008 field on a record?
What information needs to be the 001 – 008 fields?
What about fields 010 – 082?
What if a serial has changes that require a new record but the ISSN is not changed?
Serials seem to change constantly. When is it necessary to create a new record?

Frequently Asked Questions- Answers

1. What is a Serial?

A serial is a publication in any medium issued in successive parts at regular or irregular intervals and intended to continue indefinitely.

2. Are there different kinds of serial publications?

Yes, serials include both periodicals and non-periodicals.

A periodical may be defined as a serial that has a distinctive title and that is issued more frequently than once a year and at regular interval, with each issue containing articles by several contributors.
Non-periodicals are all other forms of serials, such as yearbooks, annuals, memoirs, transactions and proceedings of societies, and any series cataloged together instead of separately.

3. Is there a difference between cataloging a monograph and a serial?

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.

4. Is it ever acceptable to catalog a serial as a monograph?

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.

Use the title for the individual issue in the 245 field. If there is an author add a 100 1 field.
Do not add the |h[periodical] gmd to the title.
The 300 field should reflect the physical description for the individual issue being cataloged.
Use a 440 field for the information about the periodical publication.
Create a template for periodicals that you frequently catalog this way.

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.

5. What is the correct source of information to use when cataloging a serial publication?

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

Title and statement of responsibility: First or earliest issue or part
Edition: First or earliest issue or part
Numbering: First and/or last issues or parts for each system or sequence
Publication, distribution, etc.
- Place and publisher, distributor, etc.: First or earliest issue or part
- Place and manufacturer: First or earliest issue or part
- Dates: First and/or last issues or parts
Physical description: All issues or parts
Series: All issues or parts
Notes: All issues or parts and any other source
Standard number and terms of availability: All issues or parts and any other source.

6. What identifies a good record?

The record should be LC or OCLC derived.
It should have an ISSN.
It should be accurate and follow current cataloging practice.
If OCLC derived, the OCLC number should be entered in an 001 field.

7. Is there a list of periodicals with good bib records in Minerva?

Yes and it can be accessed from the Minerva Management Page under the Cataloging Section. Look for Periodical Fix .

8. What if there is no adequate Minerva record or no existing record for a title?

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.

Delete the zzzzzz in the “tents.”
Change MAT TYP for “a” to “b” if the item is a periodical.
Be sure to change the IMPUT LIB and INITIALS to your library.
Delete ALL 9XX fields that came in with the new record.
Click on the icon at the top of the record that shows a card with a large red check on it (third from the right). If any fields appear in red delete them. If any MARC tags or parts of MARC tags are underlined correct them.
Finally, if there are other bib records in the local data base for the same title transfer all item, order and checkin records to the new record and delete the old records. If you are not comfortable doing this, send an email to Bonnie ( bmcollins@prexar.com ) and she will do this for you.

9. Can a library use a serial record without using the serial checkin function?

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.

In Millennium select Quick Edit and call up the title for which you want to add a checkin.
Go to the Summary Screen .
Under the word summary you will see the word View . Click the drop down arrow and select c Checkin .
Click on Attach a New Checkin .
The cursor will appear next to the words h Lib has . Type the library's holdings here or the words Ask Librarian. Do not include Library has : as that will appear automatically.
Click Next . When the Create Card window appears, click Cancel at the bottom of the screen.
Click New Record on the tab that appears and insert your location code where it says LOCATION . You will see a default, mcaam, which you will need to delete or type over.
Click on Save at the top of the screen and the process is complete.

10. Can I change the note on the checkin without going into Millennium?

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

1. Do I need a template if I catalog serials?

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.

2. What needs to be done with the fixed field at the top of a Minerva record?

Here are some things to watch for in the fixed field.

Be sure to change MAT TYPE to “b” if item is a periodical. If the item is published annually or less frequently, set MAR TYPE to “a”.
Add the appropriate CAT DATE if importing or creating a new record.
Select the SKIP that corresponds with the first word in the title proper.
Add the correct IMPUT LIBR and INITIALS for your library if importing or creating a new record.
Enter the place of publication in COUNTRY.

3. Why do we have to be concerned about being sure that there is an accurate 008 field on a record?

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.

4. What information needs to be the 001 – 008 fields?

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.

Accompanying material in another format. When a printed serial has accompanying material, such as a CD-ROM, field 007 may be given to express the physical characteristics of the accompanying material.
Single record approach for online versions. When using the print record to express the availability of an online version, field 007 may be given to express the physical characteristics of the online version. (Note: this is a change in policy as of February 1998.)

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.

008

The following appear in an Minerva 008 when the option “Expand field” is selected.

REC STAT

REC TYPE a

BIB LEVL s

ENC LEVL

CAT FORM a

DATE ENT

Pub Stat

Date one

Date two

Country

Freq

Regular

ISSM Ctr

Ser Type

FormOrig

Formitem

NatCntWk

Content1

Content2

Content3

Govt Pub

Conf Pub

Undefine

OrigAlph a

EntryCnv

Language

Modified

Cat Srce d

5. What about fields 010 – 082?

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.

Original cataloging

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.

6. What if a serial has changes that require a new record but the ISSN is not changed?

You still need to enter the ISSN in the 022 field but precede it by a |y.

7. Serials seem to change constantly. When is it necessary to create a new record?

Only major changes require a new record.

Title

Major changes that requiring a new record

In general, for all bibliographic resources except integrating resources, consider as a major change in a title proper the addition, deletion, change, or reordering of any of the first five words (the first six words if the title begins with an article) unless the change belongs to one or more of the categories listed under minor changes.

Consider also as a major change the addition, deletion, or change of any word after the first five words (the first six words if the title begins with an article) that changes the meaning of the title or indicates a different subject matter.

Also consider as a major change in title proper a change in a corporate body name given anywhere in the title if it is a different corporate body.

Minor changes that do not require a new record

In general, consider the following to be a minor change in a title proper:

A difference in the representation of a word or words anywhere in the title (e.g., one spelling vs. another; abbreviated word or sign or symbol vs. spelled-out form; arabic numeral(s) vs. roman numeral(s); numbers or dates vs. spelled-out form; hyphenated words vs. unhyphenated words; one-word compounds vs. two-word compounds, whether hyphenated or not; an acronym or initialism vs. full form; or a change in grammatical form (e.g., singular vs. plural))
The addition, deletion, or change of articles, prepositions, or conjunctions anywhere in the title
A difference involving the name of the same corporate body and elements of its hierarchy or their grammatical connection anywhere in the title (e.g., the addition, deletion, or rearrangement of the name of the same corporate body or the substitution of a variant form)
the addition, deletion, or change of punctuation, including initialisms and letters with separating punctuation vs. those without separating punctuation, anywhere in the title
A different order of titles when the title is given in more than one language in the chief source of information, provided that the title chosen as title proper still appears as a parallel title
The addition, deletion, or change of words anywhere in the title that link the title to the numbering
Two or more titles proper used on different issues of a serial according to a regular patternThe addition to, deletion from, or change in the order of words in a list anywhere in the title, provided that there is no significant change in the subject matter
The addition or deletion anywhere in the title of words that indicate the type of resource such as “magazine,” “journal,” or “newsletter” or their equivalent in other languages.

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:

If the heading for a corporate body under which a serial is entered changes
If the main entry for a serial is under a personal or corporate heading and the person or body named in that heading is no longer responsible for the serial
If the main entry for a serial is under a uniform title with a corporate heading as a qualifier and the corporate heading changes or the body named in that heading is no longer responsible for the serial.

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, when considered desirable. Do not clutter the record with minor changes, particularly those that involve commercial publishers. Notes relating to changes in place of publication, commercial publisher, or date are given in a 500 field.

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.
130 0# $a [Title] ( Hague , Netherlands )
260 ## $a The Hague , Netherlands : $b Elsevier, $c 1985-
500 ## $a Published: New York , N.Y. , July 1989-
The country of publication code in fixed field element 008/15-17 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."

Publishing statement (AACR2 12.4D2)
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 that will require the addition of corporate body added entries, be sure to add a note and then the appropriate 700 field.

Date

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

Format

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].

Edition

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

use 246.

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

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