# Presentation: 506526

## The CONSER Standard Record for Serialsupdated July 31, 2007

**Notes:**
Note: All instructions and hints for Instructor are given in [brackets] throughout the presentation.

To accompany this presentation (on Amigos course site or to send to Brian S.):
   .saz file
   Handouts (except for hidden slides)
   Homework/cataloging exercises and answers
   Cataloger’s cheat sheet
   Copy of CONSER standard record documentation

[Instructor: Give people the microphone as they enter the classroom; instruct them to press down the Control key to activate their mike]
[Check that everyone can hear and that the audio level is OK for both speaking and listening – if people are early and time permits, go ahead and have people practice the communication buttons and the mark-up tools]
[When you’re ready to begin: Introduce self and co-trainer; also introduce technical support person]

##  Current resources

-  Training materials:
* *_[www.loc.gov/acq/conser](http://www.loc.gov/acq/conser)_
-  Power Point Presentation (updated)
-  Cataloger’s Cheat Sheet
-  Documentation:
* *_[www.loc.gov/catdir/cpso/conser.html](http://www.loc.gov/catdir/cpso/conser.html)_
-  Also new Rule Interpretations

**Notes:**
[Instructor: Please note that information pertaining to the first bullet is meant for prospective trainers only, but you will probably still want to point catalogers to the Cheat Sheet.]
For those of you who are trainers, this revised training session can be taught as a stand-alone session or as an add-on to one of the existing SCCTP workshops until those workshops get revised. 
An updated Cataloger’s Cheat Sheet is also available on the CONSER home page, and it reflects recent changes in the documentation for the CONSER standard record.
At the LC Web address listed above, you will find the current documentation and new LCRIs.
[Instructor: note that the above information may need to be updated!]

##  The documentation

*http://www.loc.gov/catdir/cpso/conser.html*
- General principles
-  Metadata Application Profile (MAP)
-  Appendices
-  Decision-making guidance
-  Working with copy/record maintenance

**Notes:**
The CONSER standard record documentation consists of:
  -- an introduction that summarizes the development, purpose, and structure of the guidelines
  -- a discussion of general principles
  -- field-by-field instructions (the Metadata Application Profile, or MAP)
  -- Appendix A, which discusses such difficult questions as how to create a corporate name heading; and how to decide if a word in a title is a “resource type” (in order to determine if a title change is minor)
 -- Appendix B, which shows examples of serial bib records created according to the MAP; and examples of numbering complexities

For background information on the development of the CONSER standard record, see links at the Web site listed here.

##  Background information

-   Working Group documents:
- _[www.loc.gov/acq/conser/access-level.html](http://www.loc.gov/acq/conser/access-level.html)_
-   Final report:
- _[www.loc.gov/acq/conser/alrFinalReport.html](http://www.loc.gov/acq/conser/alrFinalReport.html)_
-   Current news and documentation:
- _[www.loc.gov/catdir/cpso/conser.html](http://www.loc.gov/catdir/cpso/conser.html)_

**Notes:**
If you want to go deeper into the history and development of the CONSER standard record, you can take a look at the first two Web sites listed here.
The first link is to the original set of documents that were developed by the Working Group. After the pilot cataloging project, changes were made to the mandatory data element set and the cataloging guidelines.
After the release of the Working Group’s final report, which is shown as the second link, more changes were made based on feedback received from the cataloging community.
The most current information and documentation, however, can be found at the last link, which is the same as the one shown on the previous slide.

##  General principles

-  Metadata Application Profile (MAP) identifies
-     mandatory data elements
-  Additional data elements *may* be added
-  Specialized resources = specialized treatment
-  Existing copy not changed unless incorrect
-  New records maintained to new standard

**Notes:**
Let’s talk about some of the general principles of the CONSER standard record:
There are certain data elements that are required in the CONSER standard record. They are identified and explained in the Metadata Application Profile (MAP). The MAP also explains how to apply all other optional data elements, which can also be added if required by the resource or the institution. For example, specialized materials (for example, newspapers or vernacular-language serials) may require additional data elements. Cataloging communities for specialized materials have already begun to discuss “best practices” for how to adequately provide access for these special kinds of resources.
Existing cataloging copy should not be changed to reflect the new standard. Only errors and outdated information should be changed. New records, however, should be edited according to the guidelines for the CONSER standard record.

##  If in doubt ...

-  Follow the general principles
-  Do what makes the most sense
-  Do what you’ve always done (unless
-     guidelines instruct otherwise)
-  Exercise your cataloger’s judgment!

**Notes:**
Here are some wonderful words of wisdom from Regina Reynolds, the co-Chair of the CONSER Working Group that developed this new standard. Follow these simple steps whenever you find yourself wondering what to do next, and remember that one of things particularly emphasized by the CONSER standard record is the use of common sense and judgment in applying cataloging guidelines.

##  What’s the same?

-  Main entry
-  Title proper
-  Edition statement
- Place of publication
- Publisher

- Current frequency
- Numbering area (unformatted)
- Subject headings
- Most added entries
- Most linking fields

**Notes:**
Let’s take a look at what’s the same in the CONSER standard record.
As we can see from this checklist, the CONSER standard record, in essentials, contains the elements that users have come to expect in a CONSER record. 
Before we go on to talk about what’s different, remember that elements that are not required in the CONSER standard record can still be added depending upon the needs of the particular resource or the cataloging institution.

##  What’s different?

-  Simplification
-  Fixed field, 006, 007, other MARC fields
-  Coding of indicators for 246 field
-  Authorized access points vs. transcription
-    and/or notes
-  Limited use of differentiating uniform titles

**Notes:**
The CONSER standard record simplifies the coding of some rather esoteric elements in the MARC 21 format, including selected parts of the fixed field, the 006 and the 007. Coding for variant titles in the 246 is also simplified.
The CONSER standard record emphasizes controlled access rather than extensive, and sometimes redundant, transcription of descriptive elements. For example, as long as the added entries for corporate bodies are backed by name authority records in the national database, statements of responsibility and issuing body notes are not required. 
Without name authority work, however, a cataloger can’t take advantage of some of the simplification, and therefore must transcribe statements of responsibility or add issuing body notes. In this way, transcription takes the place of an authority record, and so ensures that the catalog record, either alone or in combination with an authority record, will still contain what users need.
Guidelines for the CONSER standard record also simplify the situations in which differentiating uniform titles will need to be applied.
[Note: LCRI for 25.5B has been revised – this is the RI that established the usage of the differentiating uniform title for serials.]

##  What’s different?

-  Numbering
-  Numbering statement in note format (362)
-  Always a “Description based on” note
-  Always a source of title note (even if t.p.)
-  Standard abbreviations not required

**Notes:**
CONSER standard record guidelines recommend that whenever the cataloger has information regarding the first and/or last issue of a serial, it is entered in a 362 unformatted note (first indicator “1”). Because another cataloger interpreting the record will not know whether the original cataloger had the first issue in hand, a “description based on” note is always required. In effect, the formulation of cataloger’s notes is no longer dependent on having the first and/or last issue in hand. The source of title note is also always required, even if the title is taken from a title page.
The CONSER standard record will always have the same types of notes regardless of the issue being cataloged and the chief source of information used on that issue.
In addition, the cataloging guidelines for the CONSER standard record allow the cataloger the option to transcribe all numbering statements just as they appear on the piece.

##  Why change numbering?

-  Clarity
-  Consistency
-  Efficiency
-  Ease of training

**Notes:**
OK, I know I said earlier I wasn’t here to argue the merits of the CONSER standard record, but ...
Here are some good reasons to simplify the transcription of numbering, and these reasons reflect the Working Group’s analysis (within the FRBR context) of this area of the description, together with anecdotal evidence and feedback from both catalogers and reviewers. The redesign of the numbering area also reflects the basic objective of the CONSER standard record, which is to save time and trouble for serials catalogers and other users of serial records.
Depending on how the formatted 362 is displayed in various OPACs, users can often confuse it with a holdings statement about what the library actually owns.
Always providing the catalogers’ notes in the same way eliminates steps in the cataloging decision tree and contributes to a more uniform-looking serial record. Other catalogers editing a record for changes don’t have to wonder things like “was there truly a title page or did they just forget to put the source of title note?” Consistency of notes in turn allows for easier training of new serials catalogers, who no longer need to learn “the secret handshake” of first-issue-in-hand vs. other-issues-available. *
Looking up standard abbreviations for dates and numbers was reported by catalogers as one of the most time-consuming activities that resulted in one of the least useful results.
(* Special thanks to Steve Shadle of the University of Washington for this most excellent analogy.)

##  “Under development”

-  MARBI proposals
-  Define separate 5xx field for cataloger notes
-  Add subfield $i to 7xx for date information
-  Maximize use of indicators/subfields

##  Identification

-  Encoding level = “blank”
-  042 for CONSER records
-  Authorized access points
-  Subject headings

**Notes:**
The CONSER standard record can be identified by the same encoding level and authentication codes as those currently used in CONSER full records, which currently contain an encoding level of “blank” and an 042 authentication code such as “lc”, “lcd” or “nlc” (For non-CONSER cataloging, the encoding level would be “I” and there would be no 042 field.) 
As mentioned earlier, the CONSER standard record must contain access points that are backed by authority records in the national authority file.
Subject headings are required for those resources that would normally have subject headings assigned to them. (Note: If a CONSER record is coded “7,” it is a minimal-level record and is not considered a CONSER standard record.)
[Instructor: Be sure to distinguish between a CONSER record and a CONSER standard record]
Note 1: The PCC Working Group on Authentication Codes and Encoding Levels recommended in fall 2006 that 042 codes “lc” and “lcd” be replaced by “pcc.” This change has not yet been implemented; something to watch for.
Note 2: The encoding level is separate from the CONSER authentication code (042 field). Encoding level refers to the completeness of the record. Authentication code refers to the authoritativeness of the headings found in the record. (For details refer to the CONSER Editing Guide, 042 field.)
Any questions or comments so far? Green check if you’re still with me.

##  Working with copy

-  Do not edit records to conform to
-     new standard
-  Do not delete data unless incorrect
-  Records may contain a mix of old
-     and new practices (as always)

**Notes:**
Existing records created before implementation of the CONSER standard record do not need to be edited just to conform to the new standard. Catalogers are urged not to remove any fields from existing records unless the data in those fields is determined to be incorrect or is already outdated and would not be maintained because the information is no longer required under the new guidelines.
As a general guideline, consider any change that affects access to the record or the performance of other serials functions (such as receiving, claiming, or binding) as a candidate for maintenance.

[Helpful hint for Instructor: In anticipation of any questions re: editing pre-AACR2 records, see CCM Modules 21 and 22 and CEG Section B, Policies for guidance in editing pre-AACR2 records. For example, from CEG B.4.2.4: “With the exception of updating headings to currently valid forms, changes to pre-AACR2 records should be made only in the context of the cataloging code under which the record was created.”]

##  Fixed field

**Notes:**
Here we see the fixed field for a CONSER Standard Record. Use your favorite mark-up tool to indicate anything that looks different to you.
The bytes for Conference Publication, Frequency, and Regularity have default values of “fill character.” Catalogers are no longer required to code these elements. [OCLC has updated the record validation profile to allow these characters to validate. However, the default for Conference Publication is still “0” in Connexion 1.72. OCLC will change the default to a fill character in the next version of the software.]The bolded data elements continue to be required. 
Note that “Form of Original Item” (Orig) is italicized. That is because this element is mandatory only for serials originally published as microforms. [However, fill character not yet in OCLC – so continue to code e-only resources as “s” for now!]One last point: The content elements “EntW” (Nature of the entire work) and “Cont” (Nature of contents) are NOT bolded; that’s because they are now optional.

##  006 and 007 fields

- Mandatory: only first byte of 006
- Form of material
- Mandatory: only first two bytes of 007
- Category of material
- Specific material designation

- 006     m
- 007   $a c $b r

**Notes:**
Coding for the 006 and 007 fields has been simplified. In this example, coding for a remote-access electronic serial would only have to contain the following:
 006 code “m” computer file/electronic resource (=first byte)
 007 $a “c” for electronic resource and $b r for remote access

Note: Additional subfields may be required for preservation microforms (currently, subfield $e “Dimensions” is needed for microforms to pass OCLC record validation).

##  Title and uniform title

- Transcribe title proper as usual: $a, $n, $p
- Only create a distinguishing uniform title to resolve conflicts (LCRI 25.5B) for:
- Monographic series
- Serial title = Generic term
- 			or
- Serial title = Generic term plus frequency word

**Notes:**
According to the new RI for 25.5B, catalogers are not required to create or add a uniform title in order to resolve conflicts. This is true both for title main entry and for titles entered under personal or corporate main entry. The two exceptions are:
   1)  Continue to create distinguishing uniform titles when cataloging a monographic series as a serial
   2)  Also create a distinguishing uniform title when a serial consists of a generic term (i.e., resource type, e.g., bulletin) or a generic term plus a frequency word (e.g., monthly newsletter)
NOTE: Continue to create uniform titles as required for legal materials and other cases of collocating (as opposed to distinguishing) uniform titles that are not translations or language editions.

##  Translations/language editions

- No uniform title
- Collocating title added entry
- Linking entry field

**Notes:**
According to the guidelines, catalogers are not required to create or add uniform titles for translations or language editions. (This is true both for serials entered under title and those entered under personal or corporate main entry.) 
Instead, create a linking entry field as usual (765/767 for translations; 775 for language editions). Then also create a title added entry to collocate the serial in hand with the original language edition. Put a subfield $l in the 730 title added entry field to indicate the language of the resource being cataloged.
Note: This is an exception to the general policy which states that title added entries (730s and 740s) are not required if they duplicate linking fields.
The next two slides will show some examples of the application of this new guideline:

## In record for French edition:

-  245 00  Analyse des politiques éducatives.
-  730 0_ $a Education policy analysis. $l French.
-  775 08 $i Issued also in English: $t Education policy
- 	  analysis $x [ISSN] $w (DLC) ... $w (OCoLC) ...

**Example: Language edition**
- Title: Education policy analysis
- Also issued in French edition with title:
- 	Analyse des politiques éducatives

**Notes:**
In this example, the work is issued simultaneously in both English and French. You are cataloging the French edition.
Previously, we would have applied AACR2 25.3C and chosen English as the predominant language, constructing a 130 uniform title with the English title. Instead, this title is standing on its own, but the 730 added entry for the English edition provides collocation (and is in fact constructed just as the 130 would have been).
The 775 linking field is constructed just as it would have been in previous practice. [Note: this is also a good example of using the existing MARC capabilities to generate a note – more on that later.]

## In record for translation:

-  245 00  Guiá para los servicios del condado.
-  730 0_ $a Citizens’ guide to county services. $l Spanish.
-  765 08 $i Spanish translation of: $t Citizens’ guide to county
-              services $x [ISSN] $w (DLC) ... $w (OCoLC) ...

**Example 2: Translation**
- Title: Guiá para los servicios del condado
- Translation of:
- 	Citizens’ guide to county services

**Notes:**
In this example, the work was originally issued in English and then translated into Spanish. You are cataloging the Spanish translation.
Previously, we would constructed a 130 uniform title using the original English title. Instead, this title is standing on its own, but the 730 added entry for the English edition provides collocation (and is in fact constructed just as the 130 would have been).
The 765 linking field is constructed just as it would have been in previous practice. The reciprocal 767 should still be added to the record for the original, using the form of entry in the record for the translation.

##  Statement of responsibility

- Have authority record  Not required					*(LCRI 12.1F)*
- No authority record     MUST transcribe
- 					       *(LCRI 12.7B7.1)*
- Applies to 245 $b and $c

**Notes:**
At this point, I would like to say a brief word about the statement of responsibility (245 $c), because it touches on an important principle introduced earlier in the session. To review what has been said previously, by definition, a CONSER standard record is one in which all headings are represented by authority records in the LC/NACO Authority File. For all other records (e.g., non-CONSER records; CONSER minimal-level records), the statement of responsibility, whether contained in other title information (245 $b) or in a stand-alone statement (245 $c), should always be transcribed if no authority record exists or will be created.

[In order to qualify as a CONSER standard record, all controllable headings must be represented by authority records in the LC/NACO Authority File. That is, usage of a heading must be documented by authority records. For this reason, catalogers are not required to transcribe a statement of responsibility when creating a CONSER standard record. 
If a cataloger is adding a heading that is NOT backed by an authority record (and for which no authority record is to be created), then the statement of responsibility is still required as in the past. In such a case, the statement of responsibility serves to document usage. This is true both for CONSER records with headings not backed by authority records and for non-CONSER records with headings not backed by authority work.]

## Which data elements OPTIONAL in record?

-     130 0_  $a Horizons (Washington, D.C.)
-     245 10 $a Horizons / $c Agency for International
-                 Development.
-     260 __ $a Washington, D.C. : $b Agency for
-                 International Development

- On cover:
- 	       	       Horizons
-    ** The Agency for International Development **
- Published in Washington, D.C. by the Agency for International Development

**Notes:**
We’ve covered several important points related to the CONSER standard record. Here’s an example to help summarize these points.
Horizons is a magazine published by the Agency for International Development, along with a traditional AACR2 description. Assume that the LC/NACO Authority File has an authority record for the Agency for International Development. Based on the information covered and what you know of the CONSER standard record, which data elements are OPTIONAL? Please use your favorite mark-up tool to indicate your choice(s).
[Answer: 130 field, 245 $c, also 260 $c (which we haven’t gotten to yet)]

[Instructor’s note:
There are over 160 OCLC records for serials with the title “Horizon.” In some library settings, where entries in the indexes already include clarifying information (e.g., publisher and dates), then the option of NOT having a uniform title with a qualifier consisting of place of publication may be welcome. In other situations, catalogers entering an original record may decide to apply the option of continuing to create a distinguishing uniform title.]

##  Other title information

- Not required to transcribe unless it provides clarification to title proper
- Record in 246 rather than 245 $b:
- Parallel titles (246 11)
- Initialisms or acronyms not chosen as the title proper (246 13)

**Notes:**
We’ve looked at the title proper and the statement of responsibility. Now, we’ll spend a few minutes on other title information and variant titles. 
Generally, catalogers are not required to transcribe other title information. The exception is the situation where other title information is deemed important for clarification, or as support for a title proper that otherwise could be misleading.
In particular, parallel titles and initialisms/acronyms found on the chief source of information need not be recorded in the 245 $b. Instead, catalogers may record parallel titles and initialisms/acronyms in field 246 along with other variant titles.

## Options for recording other title information?

-     ____ 1: 245 00  $a Rain clouds.
-     ____ 2: 245 00  $a Rain clouds : $b journal of poetry
-                              and pessimism.         ____ 3: 245 00 $a Rain clouds.
-                 246 13 $a Journal of poetry and pessimism
-     ____ 4: 245 00 $a Rain clouds.
-                 500 __ $a “Journal of poetry and pessimism.”

- On title page:
- 	       	       Rain Clouds
-            Journal of Poetry and Pessimism

**Notes:**
In the case of “Rain Clouds” which options would be valid within the guidelines of the CONSER standard record?
Please use your favorite mark-up tool to indicate your choice(s). Then click the green check to let me know you’re finished.
[Answer: all four options are correct.]
That’s correct -- all might be valid ways to treat this other title information.

## Which data elements are OPTIONAL?

- 245 00 $a Wild, wild west : $b journal of the Western
-            Outdoor Enthusiasts Association.
- 260 __ $a Denver, CO : $b Western Outdoor
-            Enthusiasts Association
- 710 2_ $a Western Outdoor Enthusiasts Association.

- On title page:
- 	       	       Wild, Wild West
-    Journal of the Western Outdoor Enthusiasts Association

**Notes:**
Let’s look at another example:
In this example the other title information contains a statement of responsibility. Both the 260 $b and the 710 added entry make clear the corporate body’s relationship to this title.
Which elements are OPTIONAL, assuming that “Western Outdoor Enthusiasts Association” is in the LC/NACO Authority File? Use your favorite tool to mark up the screen.
[Answer: 245 $b is not required under the guidelines.]

REMINDER: When editing existing copy, do not delete other title information or otherwise edit the catalog record to conform to the new standard.

##  Variant titles

- Record all variant titles as usual
- Parallel titles/acronyms = “variant titles”

| Parallel titles from chief source |  246 11 |
| --- | --- |
| Other variant titles
(including initialisms/acronyms) |  246 13 |
| Minor title changes
(including parallel titles found on later issues) |  246 1_ $i ... : $a |

**Notes:**
This slide summarizes the 246 coding for variant titles. Record parallel titles with indicators 11 and initialisms/acronyms not chosen as the title proper with indicators 13. Record minor title changes as 246 1_ with a subfield $i Issues for [dates] have title: $a [minor title change]. (Also use this convention whenever you need to generate a note regarding the variant title.) All other variant titles may be coded 246 13.
Record variant titles that appear prominently in the resource being cataloged, and which a user might reasonably consider to be the title. Do not spend a lot of time looking for information buried in the text of the item that could possibly be considered a variant. 
For online serials, generally consider recording as variant titles only those titles appearing in readily accessible sources (for example, those that can be accessed within one or two pages from the earliest issue’s title page or title screen by clicking on a prominently displayed icon or menu choice on a home page or a main menu page). [Instructor’s note: Many e-serials catalogers have already been following this practice; the guidelines affirm it as a best practice.]

## How could the titles be entered under the new guidelines?

- 245 00 $a
- 246 11 $a
- 246 1_ $i
- 	 $a

- On t.p. of first issue:
- 		Universal GLOBE – Globo Universal
- On t.p. of Jan. 2007 issue:
-    National Geographic Society Universal GLOBE

- (All issued by the National Geographic Society.)

**Notes:**
Here we have an example of a serial with a parallel title in Spanish. This serial is issued by the National Geographic Society. You have in front of you the first issue, with the title in English and in Spanish. You also have the Jan. 2007 issue, which has the title: National Geographic Society Universal Globe (which is a minor title change).
There is a record in the LC/NACO Authority File for the National Geographic Society, but no bibliographic record in OCLC. How would you enter the 245 and 246 fields, based on guidelines from the CONSER Standard Record Metadata Application Profile? Take a half-minute to think about your answer, and then we will look at one possibility on the next slide.
[Note: You may want to invite participants to mark up this slide/type in text as they would like.]

## How could the titles be entered under the new guidelines?

- 245 00 $a
- 246 13 $a
- 246 13 $a

- On issue:
- 	Title page: SAFE -- Social Activism for Everyone
- 	Spine: Journal of Social Activism for Everyone

**Notes:**
Here is another example. In this case, you are entering an original record for a serial whose chief source has: SAFE -- Social Activism for Everyone. You also notice that the issue has a spine title: Journal of Social Activism for Everyone.
How would you enter the 245 and 246 fields, based on guidelines from the CONSER Standard Record Metadata Application Profile? I’ll give you another half-minute to think about your response, and then we will look at the answer on the next slide.
[Note: You may want to invite participants to mark up this slide/type in text as they would like.]

##  Publication information

- Place:
- First-named place required (LCRI 12.4C)
- Online resources: [S.l.] if not readily available
- If country known (or reasonably guessed):
- 	[United States] or [United States?]
- Dates: 260 $c not required

**Notes:**
The guidelines require catalogers to supply the first-named place of publication as found on the item (LCRI for 12.4C). However, catalogers are not required to supply any additional places, regardless of the home country of the cataloging agency. For e-serial catalogers, the principle is “don’t agonize.” If the place of publication is readily available (for example, found by scrolling within a few pages of the home page or first issue page), record that place in 260 $a. Otherwise, supply [S.l.] in field 260 $a. Code the fixed field country code as appropriately as possible. For example, a U.S. Web site lacking location could be coded 260 $a [United States] and the FF element “Ctry” could be coded “xxu.”
Catalogers may omit date of publication from the publication area (260 $c); however, if you are editing existing copy for a ceased title and you elect to close off a formatted 362, also close off the 260 $c to be consistent with the cataloging practices you have chosen to apply. (I will explain this in more detail when I talk about editing the 362 field in existing catalog records.)

## Previous practice:

- 260 __ $a Amsterdam ; $a New York : $b Harwood, $c 2006-
**CONSER standard record:**
- 260 __ $a

- On chief source of first issue, called February 2006:
- 	       	       Harwood
-      Amsterdam, Beijing, Canberra, New York
- 			2006

**Notes:**
Situation: You have received the first issue of a serial published in 2006 by Harwood in four locations. 
In the past, if you were cataloging this serial in the U.S., you would enter both the first location and “New York.” In addition, the Publication Area would include a beginning date. Which parts of the Publication Area are REQUIRED by the guidelines for the CONSER standard record?
Using your favorite marking tool, mark the elements that would STAY in the record.
[Answer: 260 __ $a Amsterdam : $b Harwood]
Of course, if you have existing copy, you should not change 260 $a information or otherwise edit the catalog record to conform to the new standard.
Any questions or comments? Please indicate with a green check that everything is A-OK.

##  Physical description

- Generally not required
- Required: Tangible, non-print resources
- 300 __ $a CD-ROMs
- 300 __ $a 12 microfilm reels
- 300 __ $a sound discs

**Notes:**
Physical description, coded in the 300 field, is generally not required in the CONSER standard record. The exception is for tangible non-print resources, and the subfield $a (extent of item) is the only element required, as shown in the examples on this slide.

##  Numbering

- Preferred: Unformatted 362 note
- Always: DBO (mandatory), Source of title  and LIC (mandatory if applicable) notes
- Optional: Abbreviations, capitalization, Arabic numerals (for spelled out numbers)

**Notes:**
As noted earlier, numbering (and related notes) is one area which represents a very visible change from previous practice. The next few slides will go into more detail and give examples for the general points shown here on this first slide.
For new records entered according to the guidelines:
  -- Prefer to code information in an unformatted note whenever the information is available, regardless of whether the first or last issue is actually in hand.
  -- Always enter a “Description based on” note to make clear which issue was used as the basis for description. Also always enter a “Source of title” note even if the title is taken from the title page. Always enter a “Latest issue consulted” note if later issues are available. 
  -- The cataloger may transcribe captions and dates as found (including abbreviations and capitalization) or use standard AACR2 abbreviations. Numbers (including ordinal numbers) may be transcribed as found or they may be recorded using Arabic numerals, whichever is easiest.
Later, we’ll cover the options for maintenance of numbering data. For now, let’s go into more detail about each of the three points listed on this slide ...

##  Numbering

- Preferred: Unformatted 362 note
- Began with Volume 1, Number 1 (Spring 2004).
- Began with neue Folge, Nummer 1 (1997);
-    ceased with neue Folge, Nr. 11, published 2006.
- Began with número 1 (abril 2001); first series
-    ceased with número 12 (marzo 2003); nuevo
-    serie began with número 1 (abril 2003).

**Notes:**
Prefer to code information in an unformatted note whenever the information is available, regardless of whether the first or last issue is actually in hand. When the serial includes both numbering and date, follow the existing convention of putting the date in parentheses.
Record information about the first issue and the last issue in one 362 note, separated by a semi-colon (also existing convention).
Include new series numbering, changes in designation, etc. in this field or in a 515, whichever is clearer.

Questions/comments? Green check if you’re OK to continue.

##  Numbering

- Always: DBO, Source of title (mandatory) and LIC (mandatory if applicable) notes
- Description based on first issue; title from cover.
- Description based on julio 2004; title from t.p.
- Description based on first and only issue;
-    title from caption.
- Final issue consulted.

**Notes:**
Always enter a “Description based on” note to make clear which issue was used as the basis for description. Catalogers may use a streamlined note “Description based on first issue” rather than repeating the information given in the 362 note.
Always enter a “Source of title” note even if the title is taken from the title page.
Always enter a “Latest issue consulted” note if later issues are available. When the last issue is cited, a streamlined note may be given as in the last two examples shown.
Some questions may arise regarding the redundancy of these notes. I’ve already mentioned earlier some good reasons for consistently adding them: it makes it easier to train new serials catalogers; when interpreting existing records catalogers always know that a note was intentionally added rather than just forgotten (for example, source of title); serials cataloging notes are no longer dependent upon a variety of conditions including what issues are available and where the title comes from (the “secret handshake”).

##  Numbering

- Optional: Abbreviations, capitalization, Arabic numerals (for spelled out numbers)
-  Volume 1, number 1  *or:  *Vol. 1, no. 1
-  Vol. IV, no. 4  *or:  *Vol. 4, no. 4
-  Second series  *or:  *2nd ser.
-  Nouvelle série  *or:  *Nouv. sér.

**Notes:**
As mentioned earlier, the cataloger may transcribe captions and dates as found (including abbreviations and capitalization) or use standard AACR2 abbreviations. Numbers (including ordinal numbers) may be transcribed as found or they may be recorded using Arabic numerals, whichever is easiest.
Here are some examples of how numbering and dates may be recorded in the CONSER standard record, either in the 362, 500, 515 or any other note where the numbering is used.

## Previous practice:

- 260 __ $a Amsterdam ; $a New York : $b Harwood, $c 2006-
- 362 0_ $a Feb. 2006-
**CONSER standard record:**
- 260 __ $a Amsterdam : $b Harwood
- 362 1_ $a Began
- 500 __ $a Description based on

- On title page of first issue, called February 2006:
- 	       	       Harwood
-      Amsterdam, Beijing, Canberra, New York
- 			2006

**Notes:**
Let’s return to our serial from Amsterdam. 
If you were entering a new record for this serial according to the guidelines for the CONSER standard record, how would the 362 and 500 “Description based on” notes look? (I’ve already supplied the simplified 260, which we covered earlier.) Take a few moments to think, and then we will look at the answer on the next slide.
[Note: You may want to invite participants to mark up this slide/type in text as they would like.]

## CONSER standard record:

- 362 1_ $a Began
- 500 __ $a Description based on
- 500 __ $a

- First issue: Number One August/September 1970
- Last issue: #6 Spring 1972 (ceased)

- (Title came from cover.)

**Notes:**
Here is another situation: A donor gives your library a complete run of a local newsletter that has no copy in OCLC. The first issue is called Number One and it has a date of August/September 1970. The last issue is called #6 and has a date of Spring 1972.
(Remember: The cataloger has the option to transcribe the numbering and dates as found (in this case spelled out) or to use standard abbreviations as found in AACR2.)
Take a half-minute to create this segment of the CONSER standard record, and then we will look at the answer on the next slide.
[Note: You may want to invite participants to mark up this slide/type in text as they would like.]

##  Numbering (maintenance)

- Ceased title (have last issue)
- Add to existing 362 0_
- 				*or*
- Add a separate unformatted note (362 1_)
- New series
- Add to existing 362 0_
- 				*or*
- Convert to unformatted note (362 1_)

**Notes:**
Turning to maintenance of existing records (cataloged prior to implementation of the CONSER standard record), let’s look at two common situations:
Ceased title: To add an ending designation, the cataloger can add to an existing formatted 362 according to previous practice or add a separate unformatted 362.
New series: To indicate new series, changes in numbering, etc., the cataloger may add to an existing formatted 362 according to the previous practice. Or, the cataloger may convert the information into an unformatted note that includes new series information.
Let’s see how this might work in practice ...

[Instructor’s note: This information is in Appendix A “Working with Copy and Record Maintenance”]

## CONSER standard record:

- ____ 362 0_ $a Vol. 1, no. 1-v. 4, no. 4.
- ____ 362 0_ $a Vol. 1, no. 1-
-         362 1_ $a Ceased with v. 4, no. 4, published in 2005.
-         500 __ $a Final issue consulted.

- In OCLC record:
- 362 0_ $a Vol. 1, no. 1-
- 500 __ $a Latest issue consulted: Vol. 4, no. 3.
- Ceased with: Volume 4, number 4, with publication date of 2005 (last issue in hand).

**Notes:**
Situation: You receive the last issue of a journal. The numbering information is volume 4, number 4. The issue lacks a coverage date, but has a publication date of 2005. In OCLC, you find a CONSER record with a formatted 362 entered under previous AACR2 conventions.
Which of these options could you use to update the record? Please indicate your choice with your favorite mark-up tool.
That’s right! Both options are correct.
NOTE: If you choose the first option, that is, to close off a formatted 362, there are a few more points to make about that ...

## Option 1 (“traditional”):

- 260 __ $a Los Angeles, CA : $b Westwood Pub.,
- 	  $c 2001-2005.
- 362 0_ $a Vol. 1, no. 1-v. 4, no. 4.
**Option 2 (CONSER standard record):**
- 260 __ $a Los Angeles, CA : $b Westwood Pub.
- 362 0_ $a Vol. 1, no. 1-
- 362 1_ $a Ceased with v. 4, no. 4, published in 2005.
- 500 __ $a Final issue consulted.

**Remember for both options:**
- Fixed Field:
- 	DtSt: d
- 	Supply ending date

**Notes:**
About choosing Option 1:
Keep in mind that you have chosen to edit the record according to a particular set of cataloging standards that were in place before the implementation of the CONSER standard record; therefore, you need to be prepared to edit any other fields that relate to this one according to that same standard. For example, you should add an ending date in the 260 $c, since this indicates you had the last issue in hand (per former practice); but you should not add an LIC note because it would not have been used on this record since the last issue is cited in the formatted 362.
Does this make sense? Comments? Questions?
In terms of maintenance of records, it is going to take a little bit of patience at first to be able to apply the new standard and yet respect former cataloging practices. Remember that since the guidelines for the CONSER standard record allow you to choose which standard to apply when maintaining 362 information, the rest of your record will need to reflect the choice you’ve made.

Green check if you’re ready to look at another example.

## How would you update the catalog record for the 3rd series?

- __  Add to formatted 362
- __  Convert formatted 362 to unformatted note
- __  Leave existing 362; add separate unformatted 362

- In catalog record:
- 362 0_ $a No. 1-no. 6 ; [new ser.], no. 1-
- You have two issues:
- -- No. 3, published in 2004 (last issue of “new ser.”)
- -- 3rd series, No. 1, published in 2006

**Notes:**
This situation is somewhat more complex. In this case, you have TWO issues: one issue represents the last issue of the “new series”; the other issue represents the first issue of the subsequent series, series 3. All three of these options are valid under the guidelines:
  -- You could add to the existing formatted 362 (following AACR2)
  -- You could convert the existing 362 to unformatted note and add the new information
  -- You could leave the existing note and add an unformatted note
Which option do you prefer? Which option may require edits to other parts of the existing catalog record? Why or why not?
Use your favorite marking tool to show which you would prefer. Then use the green check to show you are done.

[Instructor’s notes: Participants may wish to explain their preference or may not. Amount of time for discussion may vary.]
Having considered our options, let’s see how one of the options would actually look ...

##  Frequency

- Required: Current frequency (310)
- Fixed field = fill characters
- Optional: Former frequency (321)
- Maintenance (existing records):
- Update 310 with current frequency
- Move previous frequency to 321 field
- Leave all existing 321 fields

**Notes:**
We also have some new options in the guidelines regarding frequency notes.
As discussed earlier, frequency need not be coded in the fixed field; instead, the cataloger may leave the default fill characters for both Frequency and Regularity.
Original cataloging: When entering an original record according to the guidelines, ALWAYS record the current publication frequency in the 310 field if known. This is required.
Original cataloging: Former frequency notes (that is, 321 fields) are optional in original cataloging. 
Maintenance: To update a record created earlier under AACR2 that has an existing 310 field, move the former frequency to a 321 field and enter the current frequency in the 310 field (this is already established practice). Do NOT delete former frequencies just to conform to the new standard.
[Instructor’s note: the guidelines do NOT recommend the option of converting Freq/Regl and deleting the former frequency]

## Item(s) described:

- Monthly, 1999-2000; three times a year, 2000-2003; quarterly, 2004-

- If creating an original record:
- 310 __ $a Quarterly

- If editing existing copy:
- 310 __ $a Quarterly, $b 2004-
- 321 __ $a Monthly, $b 1999-2000
- 321 __ $a Three times a year, $b 2000-2003

**Notes:**
Notice the difference between what you would do if creating an original record and what you would do if maintaining an existing record.
When editing an existing record, move previous frequencies to 321 fields. The order of the 321 fields is chronological.
Do NOT remove former frequencies to conform to the new standard.

##  Series (traced)

- Series statement (4xx):
- Have authority record  Not required
- No authority record     MUST transcribe
- Series added entry (8xx):
- Record authorized form instead of 4xx

**Notes:**
For traced series:
It is not required to transcribe a series statement appearing on the piece as long as a series authority record exists or is being established. Record instead the authorized form of the series using the 8xx field. (If you need to record ISSN information about the series, however, you will need to do that in a 490 field because currently the 830 cannot accommodate it.)
In cases where no series authority record exists or will be created, the cataloger must transcribe the series statement so that usage can be documented.
The following slides show examples of the new series treatment ...

## On item described:

-     Reports of the Mono Lake Committee
- In LC/NACO Authority File:
- 130 _0 Report (Mono Lake Committee)

- In catalog record:
- 245 00 $a This month at Mono Lake.
- 260 __ $a Lee Vining, CA : $b Mono Lake
-            Committee
- 830 _0 $a Report (Mono Lake Committee)

**Notes:**
In this example, there is a series authority record in the LC/NACO Authority File for the Reports of the Mono Lake Committee. No 4xx is required; only the authorized form (830) is recorded in the bibliographic record.

## On item described:

-      National parks occasional news brief
- (No LC/NACO Authority File record)

- In catalog record:
- 245 00 $a Yosemite this month.
- 260 __ $a Lee Vining, CA : $b Eastern Sierra Mountain Climbers Association
- 440 0_ $a National parks occasional news brief

**Notes:**
In this example, there is no LC/NACO series authority record for the National parks occasional news brief, and none is being created. The cataloger is therefore required to transcribe the series statement as found to record usage.
The cataloger would record the series either in a 440 or 490/830 combination, depending on how the entry for the series would be established in accordance with AACR2 and relevant LCRI’s. (In other words, follow existing practice as currently defined by the MARC 21 tags for these fields.)
[Note: One of the MARBI changes being pursued is the re-definition of the indicator “1” in the 490, from the currently defined “Series traced differently” to: “Series traced in 8xx” (or something like that) – this would allow all series to be transcribed in 490 fields, whether traced or not traced (first indicator “0”), and whether they are in the series entry form or not.]

##  Issuing body notes(LCRI 12.7B7.1)

- Optional: If authority record exists
- Required: If authority work does not exist and will not be created
- Also required: If issuing responsibility for the work changes

**Notes:**
Catalogers are not required to use 550 or other notes simply to justify added entries providing that a heading for the body has been established in the LC/NACO Authority File.
If a corporate body’s name has changed over time, update the authority record in the LC/NACO Authority File to reflect these changes. In addition, if a corporate body changes its name, or a new body becomes responsible for the work, add an appropriate 550 note and a make access points on the bibliographic record as necessary.
[Reminder: A CONSER standard record is one in which all headings are represented by authority records in the LC/NACO Authority File. For all other records (both non-CONSER records and CONSER records), the issuing body note should always be transcribed if no authority records exist nor will be created.]
[Note: At some future time, if a MARBI proposal is approved to add date ranges to 7xx fields, the 550 note for changes in responsibility will no longer be required.]

## In catalog record:

- 245 00 $a Behavior therapy.
- 260 __ $a New York : $b Elsevier
- 710 2_ $a Association for Advancement of Behavior
- 	  Therapy.

-  On item described:
- Behavior therapy
- Official journal of the Association for Advancement of Behavior Therapy
- [Published by Elsevier]
- [LCAF exists for the Association]

**Notes:**
In this example, the 550 field is not required, because the issuing body is represented by a national level name authority record. The 710, an authorized access point, is the “justification” for the body.

## In catalog record:

- 260 __ $a New York : $b Elsevier
- 550 __ $a Issued by: Association for Behavioral and
-             Cognitive Therapies, <2006->
- 710 2_ $a Association for Advancement of Behavior
- 	     Therapy.
- 710 2_ $a Association for Behavioral and Cognitive
-            Therapies.

-  On (later) issue for Jan. 2006:
- Official journal of the Association for Behavioral and Cognitive Therapies
- [LCAF exists for the later name of the Association]

**Notes:**
In this example, the 550 field is required, because the issuing body has changed and an additional 710 has been added to the catalog record.

##  Miscellaneous ...

- Prefer linking fields where feasible:
- 530 vs. 776 08 $i  /  580 vs. note generation from 7xx
- 730, 740 not required if linking field exists
- Optional fields/subfields:
- 041 0_ use only $a (record details in 546)
- 538 not required except ...
- Refer to MAP and Cataloger’s Cheat Sheet

**Notes:**
This is a summary slide for some miscellaneous areas of the cataloging record that differ under the CONSER standard record guidelines.
Where feasible, prefer to use linking fields and their existing note-generating capabilities (this will not always be possible depending on your local system). For example:
530: Prefer to use a 776 $i rather than a 530 note to describe any additional formats available.
580: Prefer to use the note-generating capabilities in indicators and subfields of 7xx fields.
041: If the main content of the serial is in more than one language, record all those languages in repeatable $a’s in field 041. It is not required to code the other subfields; instead, record all information about languages in an eye-readable 546 note. This includes multiple languages, translations, different languages of summaries, tables of contents, or accompanying material.
538: For direct access electronic resources, catalogers are not required to make a 538 note except in cases when it is necessary to indicate the type of operating system or the make and model of the computer(s) on which the resource is designed to run. For remote access electronic resources, make a note on the mode of access only if the resource is accessed other than through the World Wide Web.
Unless instructed otherwise, record all other MARC 21 fields as usual.
[Instructor’s note: MARBI changes are needed to increase use of note generation in linking fields.]

## Thank you!

- Melissa Beck		           	 Linda Geisler
- mbeck@library.ucla.edu      	 lgei@loc.gov

**Notes:**
[Thank participants; be sure they fill out an evaluation form!]