Michigan State University

Copy Cataloging Print Serials

Copy Cataloging Print Serials Titles and Related Procedures

Note: these procedures do not account for all recent changes in RDA and revised CONSER practice. These may be used as a reference until they are updated (procedures pertaining to local processing, checkin, item and order records are still reliable), but consult an original serials cataloger as needed for more up to date instruction.

Before cataloging

Titles are received with the orange streamer “NEW ORDER FOR SERIALS/SETS streamer” from Acquisitions indicating there is a new standing order. Some titles are received with the grey streamer “MAJOR/MINOR Change” questioning whether there has been a major change.

If “CAT DATE” on the orange streamer is marked as YES, it has been given to the cataloger for updating of holdings, and whatever updating of the bib. record is deemed necessary. Search the bib. record number on the streamer and update records as needed.

Search the bib. record number on the streamer in our catalog to ascertain either the title has not been cataloged (i.e., CAT DATE is still blank) or the title has a major or minor change.

Proceed with searching for copy if CAT DATE is blank or the title has a major change.

If it is a minor change, update the bibliographic record accordingly and return the title to the person who questioned it to check-in.

Non-standing-order titles (e.g., gifts, firm orders) are received with the white streamers with the order record numbers recorded at teh top. Search the order number in the catalog. The associated bibliographic record may be brief or full but the CAT DATE is blank. Note down the bib. record number to be used in overlay command in 949 later. Also search the catalog for the title to see if there are other pieces in TLOC. If yes, retrieve those pieces, record the volume designation(s) in the identity field in the corresponding order record(s) if not already present, and transfer the corresponding order record(s) to the same bib. record.

Search for copy

Search first in our local catalog for the title to see if there is a bib. record used by the Library of Michigan or the Law Library already. If there is an existing record, update the bib. record as needed, add a check-in and item record to record our holdings, and add our call number to the check-in and item records if it is different from what is already present in the bib. record.

If Library of Michigan or the Law Library does not have a record for the title, search for copy in SkyRiver. If no copy is found in SkyRiver, pass the title to an original cataloger.

Copy cataloging

When a copy is found, the record should represent the print serial version (fixed fields Blvl=s, Form and Orig are blank).

Choose successive entry records (S/L=0). If only the latest entry record is available, if authorized to do so, derive a record from it and make changes accordingly; otherwise pass the title to an original cataloger.

Fixed field Desc should have the code a (for AACR2). If it is coded with i, use the record as copy but change i to a and update the description to follow AACR2. If it is blank, leave as is unless conforming to AACR2 is necessary to solve linking problems.

Desc may be a (for AACR2) or i (for RDA; accompanied by an 040 |e rda).

The copy used for a standing-order title should have fixed field “DtSt”=c and “9999” in second element of “Dates.”

Pay close attention to any linking fields (78X). Search the titles in 780 and 785 fields in the catalog to ascertain whether we have those titles. If we do, use the same call number found in our catalog for the proceeding/succeeding title (indicators=00) if the subject covered remains the same. If the indicators are not 00, ascertain the relationship and assign the call number accordingly (may be different but similar). When available, include the OCLC and SkyRiver record numbers in subfields w of the linking fields as |w (OcoLC) and |w (CaVeSKY) as appropriate.

Check fixed fields and variable fields in comparison with the title in hand for accuracy and for the need to update any information, such as frequency (310/321/Freq/Regl), minor title change (246), changes to publisher (260/264/Ctry), changes to the names of issuing bodies (550/710), when they are not main entries (110), changes in numbering (515), linking field (78X), etc. Add or update the 500 “Latest issue consulted” note if the piece in hand is the latest in the publication.

Search the call number 050/090 in our catalog. If there is duplication and it is not a major change situation, assigned a different Cutter number and use 090 to record the newly assigned LC call number.

If the copy lacks a call number or subject headings (6XX), ask an original cataloger to assign them, or, if the title is not on standing order, place the piece(s) in the box of the TO BE TLOC HS’ed truck in Acquisitions. An Acquisitions student will shelf them in TLOC HS after entering appropriate TLOC HS note in the order record. Some copy catalogers are authorized to assign call numbers via searching and finding them in another library’s catalog. Check with your team manager for what you should or should not do regarding assigning call numbers.

Search corporate names and numbered series (110, 710, 440/830) in the catalog for authority records. If no authority record is found in our catalog, search the national authority file in SkyRiver. Use the form found in the authority record in the bib. record. If no authority record is found, leave the entry as is. Catalog Maintenance creates locally authority records for names needing cross references and numbered series.

Enter command to overlay on the temporary, “un-cataloged” record in the catalog using the b or o number from the catalog.
949 *ov=.bxxxxxxxx;
949 *ov=.oxxxxxxxx;

Consult MARC Standards (http://www.loc.gov/marc/), CONSER Standard Record, CONSER Cataloging Manual, CONSER Editing Guide, AACR2, RDA, LC Cutter Table or the cataloging Calculator (http://calculate.alptown.com/), and other sources as needed.

Using copy in SkyRiver

049 EEMR (default to Main Library). Use corresponding Location codes for branches (see Catalog Location codes)

At least one item record needs to be attached to a bib. record so that the public display will show it and separate the “Library Has” information from the bibliographic information on the WebOPAC.

If an item record is needed, add in 949 the appropriate elements:
i= /loc=[see below***]/v=[vol. Information]/sta=[item status]/ty=[Itype code]/w=[workstatistics];

Example: A 949 field for a title whose unbound issues go to CURRENT PERIODICALS and to whose record you have added the 891 fields looks like this:

  • ov=.bxxxxxxxx;i= /loc=mnnpr/v=RECENT UNBOUND ISSUES ARRANGED BY TITLE/sta=o/ty=199/w=cmscopyserxxx

For collecting volume count for ARL statistics purposes, w= is only used for bound or barcoded materials and the cataloging code is always “addser,” except “anal” when the title is analyzed. Do not use “copyser” nor “origser” unless instructed by your team managers to do so for internal statistics purposes.

Note that it is not possible to define a location for a check-in record in 949 and sometimes only the first 2 letters in the code for loc in 949 get exported into Sierra. Therefore, after the record export, check the LOCATION code in both check-in record and item record to make correction as needed.

Any of the elements after “i=” can also be added to an item record in the catalog, after exporting the record, if you prefer.

***loc in 949 and LOCATION in check-in and item records: Location for serials for the Main library is usually determined by FREQUENCY and DESTINATION and whether it is hardbound or softbound.

Softbound serials cataloged for MAIN, with recent unbound issues going to CURRENT PERIODICALS, loc=mnnpr (for item record in 949), LOCATION=mnhgh for fixed field in check-in records.

Softbound serials going to Main stacks, annual and less frequent, unknown frequency, or irregular frequency, loc=mn

Softbound serials going to Main stacks, semiannual and more frequent than semiannual, loc=mnper

Hardbound serials of any frequency, loc=mn (an item record is created and the piece is barcoded by the cataloger or sent to Catalog Maintenance for barcoding)

EXPORT the record.

The export command will have overlaid the bibliographic record with the cataloged version, and added a “CAT DATE”, created an item record if i= is included in the 949 field. The check-in record will need further updating. Skip to “In Sierra” below for further instructions.

After copy record is in the catalog, in Sierra

Bib. Record

Make SUPPRESSION=f if there is no 022. This can also be entered as a 949 command before export, i.e., b3=f, for example, 949 *ov=.bxxxxxxxx;b3=f;i= /loc……
Delete 891s if present.
Delete 530 (Also issued online note), 776 and 856.

Check-in Record—Fixed Fields:

Check-in records in Sierra contain holdings statements along with other things. Since LOCATION for a check-in record cannot be edited through the export command, edit the LOCATION field as needed – mnhgh, for titles going to CURRENT PERIODICALS, then to MAIN stacks, mnper for periodicals (more frequent than annual, and also softbound), mn for softbound, annual and less frequent or irregular going to MAIN stacks. Also verify location information in the order record as selectors might have designated a different location from the usual setting.

Rloc=s (system supplied)

MARC Leader: As needed, press Ctrl-r to open to adjust ENC LEVL (encoding level of holdings).

Add 008, and input/update codes in
R/A Stat: 4 for standing-order titles, 2 if title is ceased (DtSt=d or u in bib. record), 5 if title is not on standing-order and the title is not ceased.
Lend Pol=u
Repr Pol=u
Language: Use appropriate code (matching code in LANG in the fixed field of the bib. record)

Variable fields needed in the check-in record:

If cataloging Fine Arts serials on standing order, see also here.

Using field group tag z to add field 852 subfield z for titles whose recent unbound issues are going to CURRENT PERIODICALS, i.e.,

z 852 |zRecent unbound issues in CURRENT PERIODICALS 2W
(After typing 852, type the substitution phrase “%prr” to get the text.)

Add and/or adjust holdings fields (85X/86X or 866-868) as needed. Save (Ctrl-s), and check the public view of the holdings statements to ascertain the correct coding. Public display of 85X/86X may not always follow the standard ANSI/NISO Z39.71-2006. When the display is confusing to the users, request III to fix it via MSU’s representative (e.g., Dao).

IDENTITY (field group tag i) = copy 1 (This field is now suppressed from public view, and is also used by Acq. Staff when more than one check-in record is needed for a title, to list the span of volumes or years, related to the attached check-in card.)

Save changes: Press Ctrl-s or click on the Save icon on top.

Check notes: These are used for standing-order titles only. After all needed processing is done, bring the title to Acquisitions to complete information in check-in records and order records. Below is brief FYI.

Order of Elements in the Check Note Field

The check note field records instructions needed to check-in serials and sets on standing order. It also records the unbound issue location of the item. If the following pieces of information are needed, they will appear in this order, separated by a semi-colon and capitalized as indicated.

1. Check-in instructions; (curr #’s, add, set anal, set no hold, etc.)
2. LOCATION; (MNNPR, BUNPR, etc.)
3. READ ALL CHECK NOTES;
4. Miscellaneous instructions (e.g., Supplements check in here, Annual index checks in on its own record, etc.)

Note: Multiple check notes can appear in a record to accommodate miscellaneous notes. The check note which contains the check-in instructions must always display first and the instruction to “READ ALL CHECK NOTES” must be added to the first check note.

Note: The location in the check note indicate the temporary location of the titles (i.e., for unbound issues) while the LOCATION in the fixed field records the permanent location of the title (i.e., bound volumes).

Example: curr #’s; MNNPR
soft add; MN

Vendor address if needed

Check-in card: Acquisitions creates check-in cards, which are for standing-order titles only. If desired, catalogers may create a check-in card for a standing-order title to set up the captions and patterns that are more complicated. Catalogers do not check in pieces. Below is a brief FYI in setting up a check-in card. Check with Acquisitions for more details.

In the “Create card” dialog box:
Status=c (current)
Display mode=c (box)
Items on card is based on frequency:
Weekly = 70
Monthly = 24
Quarterly = 24
Annual = 10
(for others use reasonable judgment)

Do not check the box for “Create item during check-in” nor “Suppress OPAC display” (i.e., options are not to be selected).

Update Holdings=No [As we use open-holdings statements (ending with a hyphen), we do not need to update holdings when pieces are bound.]

Frequency should already be determined from 853 in check-in record.

You will need to input the numbering/dates of the first issue in hand, and verify number of issues per volume, and numbering continuity. Claiming/binding box – accept system supplied elements.

Click the “Submit” button. A check-in card will appear.
Click on the first issue box and Ctrl-M or double click to modify the box:
Change “Status” to “A” = Arrived.
Change “Expected date” to the date the piece was stamped received (if it is softbound) or to today’s date, if it is hardbound.
Change “Total copies received” to 1.
Click “Submit.”
Highlight the entire card (using the shift key and scrolling down through the card)
Press Ctrl-u to bring out the template to update the boxes as a group, click on Tools—Box Menu—Update Boxes as a Group.
Check “Expected date” and “Increment transaction dates” and then “Submit.”
Then click “Save.”

VENDOR and LABEL TYPE: Leave the default as is. If the title is on standing order, pass it to Acquisitions to complete the information. Below is just brief FYI.
Vendor= copy code from order record. If this field has “none” there will be a vendor address in the order record (a variable field). It must be added also, as a variable field (using field group tag q) in the check-in record.

Label type for standing-order titles only (to be printed after check-in). For example,
mnnpr/mnhgh: code n [no label]
mnper needs a label (see label codes below)
mn needs a label, if the piece is softbound (see label codes below)

Also consult the chart for locations, workstats and labeling based on frequency, destination and binding.

Label codes are:
a – call number, volume and/or issue number
b – call number, cover date
g – type “a” plus prints internal note label
h – type “b” plus prints internal note label
n – no label

More information is available at http://35.9.2.51/manual/

Item record

If you prefer not to use a 949 field for exporting all elements needed, you can add an item record or the other elements to your item record locally. Consult the following procedures (Maintaining the online catalog—Item Record Maintenance) for proper coding, especially for I TYPE, LOCATION and STATUS
Itypes "198/199" and status "o"
Itypes "2,3,7,20,24 and 72"

For titles going to mnnpr/mnhgh:
I TYPE=199 LOCATION: mnnpr STATUS: o
Variable fields to add:
Field group tag c 099 [add a blank field pressing the spacebar once].
Field group tag v Recent unbound issues arranged by title [substitute phrase=%arr]
Field group tag f Retain "blank" 099 field [substitute phrase=%ret]
Save changes to the item record.

Order record

For titles not on standing order, i.e., titles received with a white streamer, find the corresponding order record and press t in the fixed field CDATE to record today’s date as the cataloging date. Recycle/discard the streamer. The corresponding order record identifies the volume designation of the piece in hand.

Process the piece

All new titles are flagged with a blue “New Serial Record” streamer. Check appropriate boxes and fill in information needed.

Standing-order titles:

All titles on standing orders (hardbound and softbound), which may include major changes, go back to Acquisitions to update check-in records and order records and be sent for labeling.

Non-standing-order titles:

Use the library property stamp on the verso of cover of softbound pieces that are not on standing order.

If the piece is hardbound, write the call number on upper left inside the cover. Do not forget the issue (v., ed., year, etc.) number. Stamp appropriate branch location above the call number as appropriate. Hardbound pieces go on the “Serial Adds” truck in Catalog Maintenance to be barcoded and labeled.

Softbound pieces not on standing order usually require a hand-written call number on the upper left inside cover. Stamp appropriate branch location above the call number as appropriate. For back issues and multiple pieces of a title on firm order or as gifts, insert the blue streamer with information filled in, use pink strings to tie pieces together and send to “Serials Titles” shelf. Bind Prep will write the call number on each piece and shelf them if Bind Prep decides not to bind the piece(s) right away. Titles can go on the appropriate destination shelves. Titles going to MAIN use Serial Titles shelf.