COPY CATALOGING OF periodicalS GUIDELINES

Bibliographic Record | Holdings Record | Item Record | Union Listing

 

This document is intended for staff who edit and update periodical bibliographic records created by LC or CONSER libraries.

Bibliographic Record

Search for and display the bibliographic record

• Determine if the periodical and the bib record match by quickly reviewing the 245-3xx fields.

 

• Verify that the bib record has the following values:

Leader: Bibliographic Level=s : Serial

008: Type of Entry=0 (successive entry cataloging) 

Do not use Type of Entry=1 records.

042=lc, lcd, or pcc

If the 042 is not present or if lc, lcd, or pcc is not present, give the material to a cataloger for review.

Edit the following fields:

007 (Physical Description)

If coded for Computer File, check with an electronic resources cataloger to determine if we have electronic access to title.  Delete the coding for Computer File if we do not have access to the electronic version.

008 (Fixed Length Data Elements)

Refer to the OCLC  Bibliographic Formats and Standards, fixed field elements for complete coding information and examples.

Publication status=

c (currently published)

d (ceased publication)

u (unknown)

Date 1 (Use beginning date of coverage or publication) Date 2 (Use ending date or 9999)

Frequency Edit as necessary to match current frequency.

Regularity Edit as necessary to correspond to current frequency.  The Frequency code in a record should agree with the Regularity code in that record. See OCLC Bibliographic Formats and Standards, field 310 and field 321 for more information.

Language Edit as necessary to match the language of the item.

 

022 (International Standard Serial Number (ISSN))

If the ISSN on the periodical is different from the ISSN in the 022 field, give the material to a cataloger for review.

260 (Publication, Distribution, etc.)

Use the name of the publisher/distributor in the 260 |b even when it also appears in an author, title, or statement of responsibility field. In older bibliographic records expand a shortened publishers name in the subfield |b in order to provide access to the name.

310 (Current Publication Frequency)

If there is no 310 field present on the record, add it to match the Frequency code in the 008 field.

4xx, 8xx (Series)

Follow applicable instructions in  4XX & 8XX Series in the Bibliographic and Authority Records .

6xx (Subject Added Entry)

Delete any subject headings with second indicator 4 that duplicate a 6xx _0.  

Retain all other subject headings. If there are no subject headings with second indicator 0, consult a cataloger.

780 (Preceding Entry), 785 (Succeeding Entry)

Carefully check for any 780 or 785 fields to determine if the correct record has been selected.

856 (Electronic Location and Access)

Check with a cataloger to determine if we have electronic access to title. 

Updating OCLC and Authoritizing headings

• When the cataloging is complete, click on the System tab and then check the OK to export box. Checking this box confirms that the bibliographic record is acceptable for export. We use the export function to add our holdings symbol to OCLC records and to authoritize and receive authority records for headings on bibliographic records.  You must save the record to the database for this feature to take effect.

 

Holdings Record

• For material received as a continuation order or a gift on an ongoing basis, record the receipt of the material following the procedures in Check-in of Material Received as Continuations.

 

• For material that is not a continuation order or a gift received on an ongoing basis, record the receipt of the material on the Holdings Record. Do not use Serials Check-In.

Edit the following fields:

Leader: Type of record=y: Serial item holdings

852 (Location/call number)

• Add any special instructions for cataloging and processing as a nonpublic note in |x (e.g., supplements classed).
• First indicator should be 8.
• For print periodicals, construct the call number by recording library location or name (i.e., Fondren, Science, Hamon, DeGolyer, Ft. Burgwin, ISEM, or CMIT) in |h and PERIODICAL (all caps) in |i (e.g., |h Science |i PERIODICAL).
• For microform periodicals, construct the call number by recording the library location or name in |h, Microfilm or Microfiche in |i, and PERIODICAL (all caps) in another |i (e.g., |h Fondren |i Microfilm |i PERIODICAL).

866 (Textual holdings – Basic bibliographic unit)

Use both enumeration and chronology, if both appear on the item. A publication or copyright date is not considered chronology unless the material has no other enumeration or chronology.

867 (Textual holdings – Supplementary material),  868 (Textual holdings – Indexes)

Add if the material has a supplement or index.

Item Record

• For DeGolyer, ISEM, CMIT, Fort Burgwin, and BIC do not create item records.
• For all other locations, two item records are required for correct OPAC display.
• Create the first item record:
• Code the Item Type non-circ.
• Create the second item record:
• Change the Perm Loc. to the appropriate location for the recent issues.
• Code the Item Type non-circ.
• Enter "Recent Issues" in the Enum Field.

Union Listing

Notify person responsible for union listing of the new title via e-mail using the subject line Union Listing: [title]. 

 

 

 

02/02/2004

 

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Last updated 06/26/2009