# Presentation: 658349

## AACR2 2002 Revision:Impact on Updating Loose-Leafs

**Training Sessions at LC**
**Nov. 14 & Nov. 19, 2002**

- Judy Kuhagen, CPSO

- Updating Loose-Leafs

**Notes:**
Good morning/afternoon!   With all these loose leaves piling up around us, it’s time for us to look at how the 2002 Revision of AACR2 affects how we catalog updating loose-leafs (should we be saying “loose-leaves” instead?) here at LC.

## Scope of Training Session

- Not:  “how to catalog updating loose-leafs”
- But rather:
-  What is different from current cataloging practice?
-  Where is information located?
-  Some reminders

- Updating Loose-Leafs

**Notes:**
This training is not for people who have never cataloged an updating loose-leaf before or who have never handled the updates.  We’re not going to cover everything you need to know to identify an updating loose-leaf or to create a bibliographic record for it.

We will cover:
	What is different from LC’s current cataloging practice for this category of resource
	Where – in rules or in LCRIs – the instructions you need are given
	Some reminders of what hasn’t changed due to impact on other aspects or so we can look at the MARC fields.

## Scope of Training Session

**Why not** **“how to catalog ...?”**
- 		Because rules for integrating resources in chapter 12 generally based on principles in Adele Hallam’s manual *Cataloging Rules for the Description of Looseleaf Publications*
*	**	**--- *Some changes for more cataloger’s judgment

- Updating Loose-Leafs

**Notes:**
We don’t have to “begin at the beginning” because the rules in Adele Hallam’s manual, which have served LC and U.S. catalogers well for years, were generalized to apply to all integrating resources and added to chapter 12.  The rules in chapter 12 are new to AACR2 but most won’t be new to you!

A few rules were changed to allow more cataloger’s judgment --- we’ll note them as we look at each area.

## Contents of Training Session

- New definitions in AACR2 glossary
- Type of issuance
- Organization of chapter 12
- Rules for integrating resources
- Creating the record
- Updating the record
- MARC 21 bibliographic format changes
- Copy cataloging guidelines

- Updating Loose-Leafs

**Notes:**
Our discussion today generally will cover these topics in this order.  The exception is that we’ll look at the changes in the MARC format or your use of MARC fields when we’re discussing the rules for those data elements.

Actually, it will be in our discussion of the MARC fields that you will find the most changes from your current practice.

## “Updating Loose-Leaf”

- 	“An integrating resource that consists of one or more base volumes updated by separate pages that are inserted, removed, and/or substituted.”

- Image: Rhonda Lawrence

- Updating Loose-Leafs

**Notes:**
This definition has been added to the glossary in AACR2.  There is also a reference from “Loose-leaf publication” to this entry.

## “Integrating Resource”

- 	“A bibliographic resource that is added to or changed by means of *updates that do not remain discrete* and are integrated into the whole.  Integrating resources can be *finite or continuing*.  Examples of integrating resources include updating loose-leafs and updating Web sites.”

- Updating Loose-Leafs

**Notes:**
Because the definition of updating loose-leaf uses the term “integrating resource,” let’s look at its definition also just added to the AACR2 glossary.  The fact of non-discreteness is what separates integrating resources from serials and multipart items.

Note that an updating loose-leaf can be finite or continuing because an integrating resource can be finite or continuing.

## “Iteration”

- 	“An *instance* of an integrating resource, either as *first published or after it has been updated*.”

- Updating Loose-Leafs

**Notes:**
“Iteration” is another new term in the 2002 Revision.  It can be considered somewhat analogous to “issue” of a serial or “part” of a multipart item.  You’ll see the term in the rule on the basis of description as well as in any of the rules about changes in the integrating resource.

## Integrating Issuance

- 1

- 2

- 3

- Updating Loose-Leafs

**Notes:**
This slide is similar to the one Barbara Tillett included in her overview briefing presentation.

The first iteration of the integrating resource is updated by the addition of the new navy blue content.  The result is the later iteration #2.

At some point it is updated by the addition of the new red content and the removal of some of the outdated blue content.  The result of that activity is the later iteration #3.

Later, iteration #3 is updated by the addition of the new brown content which leads to another iteration, etc., etc.

The main characteristic of integrating issuance is that the updates don’t remain discrete from the whole. 
	It may be more possible for updating loose-leafs than for updating Web sites to be able to identify later what has been added (presence of update status in footers of some pages; listing of pages updated/changed/removed; lines in margins of pages showing changes).

## Slide 9

- Updating Loose-Leafs

**Notes:**
The images on this slide are also in LCRI 1.0.

I’ve included the images here to emphasize the “discrete/not discrete” characteristic of the different types of issuance.

Also, note that finite integrating resources are included in chapter 12 (even though they are finite) because the basic description and how changes are handled are the same for both finite and continuing integrating resources.

## LCRI 1.0

- Two questions cataloger should answer before beginning to catalog:
- What aspect of bibliographic resource is being cataloged?
- What type of issuance does that aspect have?

- Updating Loose-Leafs

**Notes:**
This new LCRI has several different sections for catalogers of monographs, serials, and integrating resources.  But, all catalogers have to answer these two questions before they begin.

The first is to determine if the whole resource or just one aspect of it is being cataloged.  I don’t think that LC catalogers will very often be “analyzing” an integrating resource.  But, you do have to make such decisions when you’re processing a loose-leaf service.

The second is to determine if the aspect you’re cataloging is a monograph, a serial, or an integrating resource.

## Resources Issued in Loose-Leaf Format (LCRI 1.0)

- Base decision on the type of issuance of the primary component
- If frequency stated, determine if it applies to primary component (likely a serial) or to the updates
- Caveat:  “loose-leaf format” does not automatically means that resource is an updating loose-leaf

- Updating Loose-Leafs

**Notes:**
For items in loose-leaf format (that is, pages with holes or pages issued so that they can be added/removed), follow the first two steps here.

<CLICK>    <CLICK>    <CLICK>

The warning given here might apply more to other staff members than to you:  just because pages have holes doesn’t mean that the resource is an updating loose-leaf.  I’m sure others try to give you all such publications.

## Loose-Leaf Format (LCRI 1.0)

- Catalog as a serial:
- Issues remain discrete even if to be housed in a binder
- Binders issued successively even though contents updated in an integrating fashion

- Updating Loose-Leafs

**Notes:**
These two characteristics (discreteness and successive parts) are indicative of serial issuance rather than integrating.

## Loose-Leaf Format (LCRI 1.0)

- Catalog as a monograph:
- Resource complete as issued or intended to be complete in a finite number of parts
- Catalog as an integrating resource:
- Resource consisting of a binder(s) in which pages are added, removed, or replaced until next edition of resource is published [or until complete]

- Updating Loose-Leafs

**Notes:**
Some resources in loose-leaf format are monographs because they are complete or intended to be complete in a finite number of discrete parts.

The information in the LCRI for an integrating resource needs to be reworded (LCRI will be revised] because not every updating loose-leaf will be followed by another edition of that resource.  If you have any suggestions for rewording, please send them to me.

## Change in Type of Issuance (LCRI 1.0)

- Change as result of:
- Cataloger not having enough information at time of cataloging
- Publisher later changing type of issuance
- Most common changes related to updating loose-leafs:
- Monograph to integrating resource
- Integrating resource to serial

- Updating Loose-Leafs

**Notes:**
<CLICK>

The LCRI has a section on changing the type of issuance of a bibliographic resource.  The need for change may be the result of not having enough information and so the resource was cataloged as a monograph or less likely as a serial; when updates appear, the real type of issuance is clear.  Or, the publisher could have made the change:  instead of publishing a complete new edition of a loose-leaf format monograph, the publisher decides instead just to make updated pages available.

<CLICK>

The two most common issuance changes related to updating loose-leafs are given here.
	It is also possible for the publisher of an updating loose-leaf to replace it with an electronic integrating resource; it’s still the same type of issuance but we’d create a new record for it at LC --- in the Computer Files Team.

## Type of Issuance Changes?

- No LC decisions yet – factors involved:
- CDS distribution of MARC records (can’t just change the “bibl. level” in Leader)
- ILS restriction on deletion of records
- Notify CPSO of any situations you have
- Table of actions will be added to LCRI 1.0

- Updating Loose-Leafs

**Notes:**
Due to the complications listed here (CDS distribution and general ILS restriction --- not just Voyager restriction), how we’ll handle changing the type of issuance as represented in bibliographic records hasn’t been decided yet.

We started working on a decision table earlier this year but put it aside to do other things (not hard to do because it was complicated).  We WILL get back to work on it soon; meanwhile, contact CPSO (Dave Reser or me) if you are facing such a situation.

## LCRI 12.0

- Loose-leaf services:  Moved from Hallam’s manual to LCRI
- Too detailed for AACR2
- No changes in LC practice

- Image: Rhonda Lawrence

- Updating Loose-Leafs

**Notes:**
There are no changes in LC’s policies and practices for loose-leaf services.  I’ve included mention of them here just to notify you that the information formerly in Adele Hallam’s manual is now in a section of LCRI 12.0.

## Chapter 12

- Title:  Continuing Resources
- Scope (12.0A):
- Serials
- Ongoing integrating resources
- Some finite resources (e.g., finite integrating resources):

- Updating Loose-Leafs

**Notes:**
Now that we’ve looked at new definitions and considered the different types of issuance, let’s look at how chapter 12 is organized.

## Organization of Chapter 12

- Scope (12.0A)
- Basis of description (12.0B1)
- Chief source of information (12.0B2)
- Prescribed sources of information (12.0B3)

- Updating Loose-Leafs

**Notes:**
We’ve already looked at the scope.  Rules 12.0B1 through 12.0B3 represent the steps a cataloger takes before beginning to transcribe specific data elements.  We’ll come back to 12.0B1 in a future slide.

## Organization of Chapter 12

- Title ... area through Series area:
- Transcription
- Change in data elements
- Note area:
- When creating record (12.7B__.1)
- When handling change in a data element (12.7B__.2)

- Updating Loose-Leafs

**Notes:**
<CLICK>

The rules for areas 1-6 (title proper through series) are primarily rules for creating the description the first time; but, each area also has rules for handling changes in the data elements.

<CLICK>

The rules for the seventh area, the note area, generally are divided into two parts, too.  The first part of each rule --- the part  ending with “.1”  --- covers situations when a note is made when the record is first created, usually because the information isn’t given in areas 1-6.  The second part of each rule --- the part ending with “.2” --- covers notes given later when more issues/parts/iterations have been published.

## Organization of Chapter 12

- 	Labels in bold/italics if rule doesn’t apply to all resources covered by chapter 12:
- 		e.g.,  ***Serials***
***	******	******	******Integrating resources***
***	******	******	******Printed resources***
***	******	******	******Nonprint resources***
***	******	******	******Updating loose-leaf***

- Updating Loose-Leafs

**Notes:**
Not all the rules in chapter 12 apply to all the resources covered by chapter 12.  Sometimes the rule is subdivided into one provision for serials and another for integrating resources.  Sometimes there are other breakdowns (e.g., printed vs. nonprint) or a specific rule may apply only to one specific category.

Let’s look at the excerpts from chapter 12 I’ve copied for you.

## Basis of the Description:  12.0B1b

| AREA | BASIS OF DESCRIPTION |
| --- | --- |
| Title and statement of responsibility | Current iteration |
| Edition | Current iteration |
| Place and publisher | Current iteration |
|       Dates | First and/or last iteration |
| Physical description | Current iteration |
| Series | Current iteration |
| Notes | All iterations (and any other source) |
| Standard numbers | All iterations (and any other source) |

- Updating Loose-Leafs

**Notes:**
When cataloging an integrating resource, remember that the current iteration is the basis of description for areas 1-6; the only exception is the beginning/ending dates in area 4.  This basis of description, cataloging from what you “have in hand” is familiar to you from the Hallam manual.  However, the use of the term “iteration” is new.

## Chief Source of Information;Prescribed Sources

- Chief source of information:  all printed resources (12.0B2a) – no changes
- Prescribed sources:  all printed resources (12.0B3a) – no changes

- Updating Loose-Leafs

**Notes:**
There are no changes in the concepts of chief source of information and prescribed sources.

## Creating a New Record:What’s Different?

- Updating Loose-Leafs

**Notes:**
So, what will be different about creating a new record for an updating loose-leaf?

## Title Proper

- Introductory words (1.1B1)
- Typographic error (12.1B1)
- Full form vs. acronym/initialism (12.1B2)

- Updating Loose-Leafs

**Notes:**
Let’s look first at the transcription of the title proper.  These three rules were covered by Barbara Tillett in her overview briefing.  Let’s review each one.

## Title:  Introductory Words

- Rule 1.1B1 (all resources):
- Don’t transcribe “... words that serve as an introduction ... not intended to be part of the title”
- Give form with those words in note
- LCRI:  Use cataloger’s judgment ... Look at other sources in the resource ... If in doubt, give longer form as title proper ...
- LCRI 21.30J:
- Give access point for form with introductory words

- Updating Loose-Leafs

**Notes:**
<CLICK>

The rule about introductory words, in chapter 1, may not be applied as often by catalogers of updating loose-leafs as by catalogers of updating Web sites.  Use judgment in deciding where to begin the title proper.

<CLICK>

Give an access point for the longer form if the shorter form is transcribed in the 245 field.  Access to this form is important so that non-catalogers can find the record.  This instruction is being added to LCRI 21.30J which will be included in Update #4 to the LCRIs to be published in early December.

## AMA Presents

***AMA Presents***
**Current                                  Guidelines In Home Health Care**

**245 00 $a Current guidelines ****	**** ****	**** in home health care**
**246 1# $i Title appears on item ****	**** as: $a AMA presents ****	**** ****	**** current guidelines in ****	**** ****	**** home health care**

- Updating Loose-Leafs

**Notes:**
What would you record as the title proper?

<CLICK>

If you decided that the shorter form would be the title proper, give a note/access point for the longer form.

<CLICK>

## Title:  Typographic Error

- Rule 12.1B1:
- Correct obvious error
- Give form with error in note
- If in doubt, transcribe as found
- Don’t “correct” pun or play on words
- LCRI 21.30J:
- Give access point for form with error

- Updating Loose-Leafs

**Notes:**
Now let’s review the other two rules:  both are in chapter 12 and so apply to both serials and integrating resources.

<CLICK>

Because the title proper should represent the entire resource, correct a typographic error that appears on a single iteration.  If you’re not sure that it is an error or if the publisher has been “clever” about misspelling the title, record the found form.

<CLICK>

If you corrected the title, give note/access point for the found form. Access to this form is important so that non-catalogers can find the record; also, such access is important for those who may not read the language and thus not even realize there was a typo.  

## Social Securrity Compensation Forms

***Social Securrity Compensation Forms***
- 2002

**245 00 $a Social security ****	**** compensation forms**
**246 1# $i Title on 2002 ****	**** t.p.: $a Social ****	**** ****	**** securrity compensation ****	**** forms**

- Updating Loose-Leafs

**Notes:**
How would you transcribe the title proper?

<CLICK>

Then, give a note/access point for the incorrect found form.

<CLICK>

## Title:  Full Form andAcronym or Initialism

- Rule 12.1B2:
- If both full form and acronym/initialism of full form on chief source, transcribe full form
- LCRI:  don’t change any existing records
- LCRI 21.30J:
- Give access point for acronym or initialism

- Updating Loose-Leafs

**Notes:**
<CLICK>

This rule has been in chapter 12 and formerly allowed either the full form or the initialism/acronym to be recorded as the title proper, depending upon other circumstances.  It has been revised to match guidelines followed by ISSN centers.

<CLICK>

Give a note/access point for the acronym or initialism. Access to this form is important so that non-catalogers can find the record.  Provision for this access point is being added to LCRI 21.30J for Update #4 (to be published in December).

## READ

**READ**
- Reading Exercises and Diagrams

**245 00 $a Reading ****	**** ****	**** exercises and ****	**** ****	**** diagrams : $b READ**
**246 30 $a READ**

- Updating Loose-Leafs

**Notes:**
Which form of the title would you record as the title proper and which as other title information?

<CLICK>

Then give a note/access point for the acronym.

<CLICK>

## Other Title Information

- Rule 12.1E1b:  transcribe “if considered to be important”
- Generally, consider situation of  acronym or initialism of full form to be “important”
- Don’t transcribe if only currency of content

- Updating Loose-Leafs

**Notes:**
This rule now gives you the flexibility to decide not to transcribe other title information.

Because of the change in rule 12.1B2 about full form vs. acronym/initialism, transcribing the acronym/initialism would be helpful so that an access point could be given for it.

The instruction not to give other title information if it consists only of currency of the content is from Hallam.  The additional instruction in Hallam about using mark of omission for information about currency of content when the other title information consists of that plus more isn’t in chapter 12.

What are some other types of other title information you might want to transcribe?

## Statement of Responsibility

- Rule 12.1F3:  “Record statements relating to persons who are editors ... if considered to be important.”

- Updating Loose-Leafs

**Notes:**
This rule also gives you flexibility now to decide not to transcribe statements of responsibility for editors if you don’t think they’re important, perhaps just technical editors within the publishing company.

## Edition Statement

- Rule 12.2B1b:  transcribe “if considered to be important”
- Rule 12.2B2:  “Give statements indicating regular revision or frequent updating ... as frequency in the note area.”
- 	e.g., “including quarterly updates”

- Updating Loose-Leafs

**Notes:**
<CLICK>

The general rule for the edition statement also allows cataloger’s judgment in determining whether to transcribe the edition statement.

<CLICK>

Statements that appear at first to be edition statements but really are statements about the updating should be used instead when determining the frequency note.

## Numbering Area

- Don’t use this area for updating loose-leafs --- even if the updates have a numbering system (numeric and/or chronological designations)

- Updating Loose-Leafs

**Notes:**
The numbering area is used only for serials.   The 12.3 rules don’t apply to updating loose-leafs even if numbering appears on the updates.

## Publisher’s Name

- Reminder:  _deletion of rule 1.4D4_:
- 		Rule allowed the shortening of the publisher’s name already present in the Title and statement of responsibility area to forms such as “The Ministry” or “The Office”

- Updating Loose-Leafs

**Notes:**
This slide is just a reminder of what Barbara Tillett included in the overview briefing.  The deletion of rule 1.4D4 applies to the cataloging of all resources.

## Beginning/Ending Dates

- Rule 1.4F8 expanded to cover integrating resources
- Give earliest and latest dates in 260 $c when first and last iterations are available
- Dates are the dates as determined by rules 1.4F1-1.4F7

- Updating Loose-Leafs

**Notes:**
<CLICK>

Although the revision of rule 1.4F8 was included in the overview briefing, let’s look at this rule again because it has several different aspects that need to be considered separately to avoid confusion.  By the way, you’ll also have a chance to practice the application of this rule to multipart items when you work on the handouts/exercises being distributed to the monograph teams.

<CLICK>

If the first and last iterations were available for cataloging when the record was originally created and when it was updated at the time of the completion of the integrating resource, the earliest and latest dates are given in subfield $c of the 260 field.

<CLICK>  The dates recorded in the 260 subfield $c may be dates of publishing, copyright, printing, distribution or may be approximate dates --- all based on rules 1.4F1-1.4F7.

## Beginning/Ending Dates in Note

- If first/last iteration not available, give information about dates in a note
- 	**362 1# $a Began in 2000?**
**	****362 1# $a Began publication in ****	****	****	**** 1998 or 1999.**
**	****362 1# $a Completed publication in ****	****	**** 2001?**

- Updating Loose-Leafs

**Notes:**
If the first and/or last iteration wasn’t available but the cataloger has information about the beginning or ending date, give that information in a 362 1 field.  Don’t worry about subfield $z (source of information) in the 362 field.

## 1.4F8 Option

- New option in rule = supply earliest/latest dates even if first/last iteration not available
- LC/PCC option decision for integrating resources:  supply dates [in 260 #c] only if an explicit statement is available in the resource (LCRI 1.4F8)
- 	e.g., in Introduction:  “Began publication in 2000”
- 		**260 ## $a ____ $b ____ $c [2000]-**

- Updating Loose-Leafs

**Notes:**
There is new option in rule 1.4F8 which will be applied by LC/PCC catalogers for integrating resources when there is explicit information about the beginning date in a later iteration.  Don’t do any research to determine the date.

## Item Described

- Rule 12.7B23:
- 	“If the description is not based on the first ... iteration, make a note.”
- 	**500 ## $a Description based on:**
**  ****	****    ****release no. 2, published 2001.**
**	****500 ## $a Description based on: update**
**	****	****    ****no. 5, copyright 2002.**

- Updating Loose-Leafs

**Notes:**
You’re familiar with giving a “description based on” note to indicate the currency of the description.  The rule in chapter 12 is at the end of the notes area but we’re looking at it now because this information needs to be considered when applying rule 1.4F8 in different situations.

## Examples of 1.4F8

- Base volume (t.p. has 2001)
- 		**260 ## $a ___ $b ___ $c 2001-**
- Base volume (t.p. has c2001) with separate packets of updates #1-#2 carrying dates of 2002
- 		**260 ## $a ___ $b ___ $c c2001-**
**	****	****500 ## $a Description based on: ****	****	****	****  update #2, published 2002.**

- Updating Loose-Leafs

**Notes:**
<CLICK>

Let’s look first at the simple situation of creating a record for the first iteration of an updating loose-leaf.  The base volume has the publication date on the title page.

<CLICK>

Next we have a base volume accompanied by two updates.  Because we can see the first iteration before it has been updated, the publication date can be given in 260 $c.  However, the description should reflect the resource as updated by Update #2 and the item described note shows the currency of the description.

## Another Example of 1.4F8

- Base volume (t.p. has 2000) with quarterly updates #1-#5 already interfiled; footer on #5 has c2000; preface says resource “first published in 1999”
- 		**260 ## $a ___ $b ___ $c [1999]-**
**	****	****500 ## $a Description based on: ****	****	****	****  update #5, copyrighted 2000**

- Updating Loose-Leafs

**Notes:**
In this situation the option can be applied because there is an explicit statement about the publication date of the first iteration.  The date can be given in the 260 $c even though the cataloger didn’t have the first iteration available for cataloging; because the date is being supplied, it is given in brackets.  The 500 field gives the information about the iteration used for the description.

## Dates in 008

- Type of date:  use code “m”
- Date 1:  use earliest date in these fields in this order:
- 260 $c
- 362 1
- “Description based on” note

- Updating Loose-Leafs

**Notes:**
In 008 Type of date, use code “m” even though right now in MARC 21 the explanation for that value refers only to multipart items.

For Date 1, use the date from the field that appears first in this list. The order represents the priority given to the different levels of certainty about each date.

## Physical Description Area

- Extent of item (12.5B1):
- Only “v. (loose-leaf)” in 300 $a until resource is complete
- If transfer volumes (LCRI 12.5B1):
- 			v. (loose-leaf),  v. (transfer)

- Updating Loose-Leafs

**Notes:**
Recording only the specific material designation without the number of those units is a change in practice.

## Series Area

- Reminder:  changes for transcription of title proper in slides #24-#30 apply to the transcription of the title proper in this area
- Introductory words:  for any resource cited in the series area
- Typographic errors and Full form vs. initialism or acronym:  for a monographic series or integrating resource cited in the series area

- Updating Loose-Leafs

**Notes:**
The three rules we reviewed earlier for the transcription of the title proper apply when recording a title proper in the series area:  introductory words for any resource; the other two rules don’t apply to multipart item titles recorded in the series area.

You’ll have more practice in applying these three rules when you do the exercises being distributed to the monograph teams.

## Series Area

- 	Rule 1.6G1:  supply “[new ser.]” or its equivalent if a new sequence of numbering with same system doesn’t include such wording
- 	**4XX  $a ___ ; $v [new ser.], v. 1**

- Updating Loose-Leafs

**Notes:**
This rule in chapter 1 is based on the revision to a chapter 12 rule.   You’ll also have a chance to review this rule to supply wording such as “[new ser.]” when you do the exercises being distributed to the monograph teams.

## Note Area:  Frequency of Updates

- Rule 12.7B1:  give frequency of updates unless it is apparent from the title and statement of responsibility area or is unknown
- LCRI:
- Give frequency even if apparent from rest of the description
- Include word “updated” or “updates”

- Updating Loose-Leafs

**Notes:**
<CLICK>

The rule on frequency notes indicates that the note isn’t given if the frequency is already in area 1 of the record or, obviously, if the frequency is unknown.

<CLICK>

However, LC/PCC serial catalogers have always given such a note.  Now catalogers of integrating resources will always give a note if there is a frequency; this action is at the request of the LC reference staff who say that not everyone can always read the language of the title proper to know if frequency is given there.  Also, be sure to include words in the frequency note to be clear that the frequency belongs to the updates and not the base resource.

## Frequency Notes

- 		**310 ## $a Updated monthly**
**	****	****310 ## $a Quarterly updates**
- “Frequently updated” is _not_ a known frequency
- Also code “Frequency” in Serial 006

- Updating Loose-Leafs

**Notes:**
<CLICK>

Give the frequency note in a 310 field in subfield $a.  We’ll look at subfield $b when we consider changes in frequency later in this session.

<CLICK>

Don’t use “frequently updated.”

<CLICK>

When we look at the Serial 006 later in this session, we’ll return to the frequency information.

## Bibliographic Historyand Relationships

- Rule 12.7B8:
- 	    “Make notes on the bibliographic history and on important relationships between the resources being described _**and**_ immediately preceding, immediately succeeding, or simultaneously issued resources.”

- Updating Loose-Leafs

**Notes:**
There are several differences in how information about the bibliographic history of the updating loose-leaf will be given as of December 2002.  The first is that the rule indicates that the notes are made on all the records in the relationship.

## Reciprocal Linking Notes

- Relationships in LC’s database between:
- Integrating resource(s) and integrating resource(s)
- Integrating resource(s) and serial(s)
- Integrating resource(s) and monograph(s)
- Reciprocal:  in new record(s) and in existing record(s)
- Generally no related work added entries (LCRI 21.28B1)

- Updating Loose-Leafs

**Notes:**
<CLICK>

Linking notes will be given whenever there is a relationship in LC’s database between an integrating resource and another resource:  integrating, serial, or monograph.  You don’t need to search beyond our database to look for relationships.  Those of you who catalog in RLIN need only “worry about” LC records.

<CLICK>

Repeating what I said for previous slide, the notes are given on all bibliographic records involved in the relationship.  Remember that records for serials need to be updated in OCLC, not in Voyager.

<CLICK>

Another difference from current practice is that there will be only a few instances when related work added entries will be included in the bibliographic records.  LCRI 21.28B1 has exception for situations covered in rules 21.8-21.27.

## Relationships in 12.7B8

- Continuation
- Merger
- Split
- Absorption
- Translation
- Simultaneous edition
- Supplement

- Updating Loose-Leafs

**Notes:**
These are the relationships covered in rule 12.7B8.

Which do you think are the most common ones for updating loose-leafs?

## Relationships:  MARC 21

- 780/785 = Preceding/Succeeding
- Continuation
- Merger
- Split
- Absorption
- 765/767 = Translation of/Translated as
- 770/772 = Supplement/Parent record
- 775 = Other edition available
- 787 = Nonspecific relationship

- Updating Loose-Leafs

**Notes:**
The other area of difference from current practice is the MARC field to be used for the linking information.  Instead of a 500 field for any type of relationship, the linking notes will be given in various fields depending upon the specific type of relationship.  These linking fields have been used until now by LC/PCC catalogers only for serials.

Listed here are the MARC fields used for the types of relationships covered by rule 12.7B8 and the “miscellaneous” field 787 when you don’t know what the relationship is.  We’ll look at the content and subfield codes for linking fields.  You’ll also want to take a quick look at these pages in the MARC 21 bibliographic format, either in print or in Cataloger’s Desktop; don’t worry about all the detail you’ll find in the format:  I’ve given you slides about the subfields to use and the basic types of entry to cite in the fields.

These fields are machine links in addition to notes.

## Complex Relationships:  MARC 21

- 580 = Linking entry complexity note:
- When note cannot be generated from the linking field(s)
- When a linking field isn’t present

- Updating Loose-Leafs

**Notes:**
Before we do that, we have to mention “one more piece of the puzzle.”  That’s the 580 field.  Sometimes you need the 580 field to put together all the different pieces of information about the linking relationship.

There will be situations when the note required by rule 12.7B8 cannot be handled by the 7XX linking fields noted on the previous slide.  That’s when a 580 field is included in the bibliographic record in addition to the 7XX linking field.  A common situation is when two resources have merged to form a new resource; that merger needs to be explained in a 580 field so that all the “pieces” of the situation can be put together.

Sometimes a 7XX linking field can’t be given because the cataloger doesn’t know the exact title proper of the related resource; then only a 580 field is included in the record.  The most common situation for serials in this category is when the cataloger knows that another language edition of the resource exists but doesn’t know the exact title of that edition.  It may be that this situation of not being able to give a 7XX linking field may not occur with updating loose-leafs.

## Linking Fields:  1st Indicator

- Indicator “0” = Display note from field
- Indicator “1” = Do not display note from field
- If 580 field not in record, indicator is “0”
- If 580 field is in record, indicator is “1”

- Updating Loose-Leafs

**Notes:**
We’re going to spend some time today looking at the details of this linking fields.  You’re not going to remember all of this from just today’s session but today is your introduction to these fields.  Then, you can use this summary information in this part of today’s handouts as well as the full information in the format as you start using these fields in cataloging updating loose-leafs.

Let’s start with the first indicator which signals whether the note should be based on the 7XX field.

<CLICK>

The first indicator should be “zero” if there is enough information in the 7XX field to generate the note from it.

<CLICK>

The first indicator should be “one” if the opposite is true:  that is, more information needs to be added to what is given in the 7XX field in order to have a note that makes sense.  That “more information” is given in the 580 field we just looked at on the previous slide.

<CLICK>    <CLICK>

Another way of saying it is that the first indicator should be “zero” if a 580 field isn’t necessary and “one” if a 580 field is necessary to explain the citations of the resources given in the 7XX fields.

## Linking Fields:  2nd Indicator

- Indicates the display constant for the note or type of relationship (varies from field to field)
- 780
- 	0 = Continues
- 	4 = Merger of
- 785
- 	0 = Continued by
- 	4 = Merged with ... to form ...
- 765
- 	# = Translation of

- Updating Loose-Leafs

**Notes:**
The values in the second indicator of the 7XX linking fields vary from field to field because they indicate the “display constant” that can be used by systems when displaying the notes generated by these fields.  I’ve listed only some of the possible second indicators for the 780 and 785 fields; you’ll need to consult the format for the full list for each field.

## Linking Fields:  Citation

- LCRI 12.7B8:
- Most situations:  main entry used in catalog
- Legal works and translations:
- Main entry name heading/uniform title/title proper
- Main entry uniform title heading/title proper
- See LCRI for subfield guidelines
- Omit:  other title information/statement of responsibility

- Updating Loose-Leafs

**Notes:**
<CLICK>    <CLICK>

The LCRI for rule 12.7B8 gives the general guideline about using the main entry found in the catalog as the form of the citation in the 7XX field.

<CLICK>

The LCRI has a section about the exception to that general guideline for legal works and translations.

<CLICK>    <CLICK>

The title proper has to be added to the main entry in order to identify the actual bibliographic resource.  Otherwise, for example, you’d have the words “United States.  Laws, etc.”  without knowing what specific resource was part of the relationship.

<CLICK>

That LCRI also includes additional guidelines about subfielding in those situations that we won’t cover today.

<CLICK>

Generally, don’t include other title information or a statement of responsibility in a linking field – or parallel titles either.

## Linking Fields:  Subfields

- 780/785, 765/767, 770/772, 775:
- 	$a = Main entry heading
- 	$s = Uniform title
- 	$t = Title
- 	$b = Edition
- 	$x = ISSN
- 	$z = ISBN
- 	$w = Record control number [LC: LCCN]
- Not new $i yet – use 580 note instead!

- Updating Loose-Leafs

**Notes:**
There are many more subfields in the linking fields than those listed here.  These subfields are the ones that are appropriate for AACR2 records for updating loose-leafs.  That doesn’t mean you’ll use all of them in every situation.

You’ll always use at least $t and $w.

Subfield $i is possible now as well in all fields except 780/785.  But, for now, if you need more explanation than information in other subfields gives, use 580 field.

## Form of Linking Entry

| Title proper, and if needed, edition | 245
245/250 | $t
$t $b |
| --- | --- | --- |
| Main entry name heading/title proper, and if needed, edition | 1XX/245
1XX/245/250 | $a $t
$a $t $b |
| Main entry name heading/uniform title | 1XX/240 | $a $s |
| Main entry name heading/uniform title/title proper (legal, translations) | 1XX/240/245 | $a $s $t |
| Main entry uniform title | 130 | $t |
| Main entry uniform title/title proper (translations and other language editions) | 130/245 | $t |

- Updating Loose-Leafs

**Notes:**
This table was put together by Dave Reser from information in the CONSER Editing Guide.  Because it is based on serials, some of the decisions are not “quite right” for integrating resources (e.g., the use of only 130 for the main entry under uniform title); we will be working on a more appropriate listing but you can use this table for now.

There are some examples of links for translations and legal works in LCRI 12.7B8: subfield $s is used only in those links.

## Linking Notes:  Conventions

- Punctuation:  ending periods only in $a and in $s – in $t if followed by $b
- Subfielding:  no internal subfielding in $a or $t
- 		**$a Surname, Initial (Forename), Date-**
**	**** ****$a Parent body. Subordinate body.**
**	****	****$t Common title. Section title**
- Initial articles:  omit all unless filing on any one

- Updating Loose-Leafs

**Notes:**
Here are some conventions about recording the information in the linking note fields.

Punctuation:  You’ll just have to remember --- or remember to check this handout.

Not giving internal subfielding will be difficult to remember at first because you do give such internal subfielding in other fields.

The guideline for initial articles is the same here as for other access points.  {These fields do serve a dual purpose:  both as notes and as access points; this second purpose is just another way of giving a related work added entry.}

## Linking Notes:  Subfield $w

- Subfield $w = MARC institution identification code in parentheses + record control number [for LC, that number is LCCN]
- 	Post-2000 LCCN format:
- 		$w (DLC)##2002123456
- 	Pre-2001 LCCN format:
- 		$w (DLC)###98345678

- Updating Loose-Leafs

**Notes:**
<CLICK>

Subfield $w identifies the bibliographic record for the resource cited earlier in the same field.

The subfield consists of the MARC ID code for the institution recorded in parentheses plus the record control number related to that institution.  For LC catalogers the record control number is the LCCN of that related bibliographic record.

<CLICK>

Giving the LCCN became more complicated when the format of the LCCN was changed.  When the year in the number consists of four digits, precede the LCCN with two blanks.

<CLICK>

When the LCCN includes only two digits for the year, give three blanks before the LCCN.

## Continuation Relationship = New Edition

- New bibliographic record only if bibliographic resource is a new edition per LCRI 21.3B
- If 100 and 245 are the same in both records, include $b (Edition) after $t (Title) in the linking fields

- Updating Loose-Leafs

**Notes:**
Let’s look at two relationships: first a simple one that can be expressed using just the linking fields and then a more complex one that requires the use of the 580 field in addition to the linking fields.

A new edition of an integrating resource would be an example of a simple relationships:  one bibliographic resource continuing another bibliographic resource.  For an integrating resource, we’ve specified in the LCRI for 21.3B that a new bibliographic record is made only if there is a completely new base volume or volumes, not just a new edition statement.

As is so often the case, the main entries and titles proper may be the same for the two resources.  To distinguish them in the links, include the edition information in subfield $b.  Let’s see how such a relationship is shown in the next two slides.

## Continuation:  New Edition

**010 ## $a 2002046534**
**020 ## $a 0179852641 (loose-leaf)**
**100 10 $a Allan, Wallace, $d 1950-**
**245 10 $a Regulations. $p Loans.**
**250 ## $a 2nd ed.**
**780 00 $a Allan, Wallace, 1950- $t ****	****	****   Regulations. Loans. $b 1st ed. ****	****   ****	****   $z 0165247719 $w (DLC)###97109851**

- Updating Loose-Leafs

**Notes:**
This is the record for the new integrating resource being cataloged; it consists of a new base volume called “second edition.”  A search of the database shows that there is a record for the first edition with the same main entry and title proper.

The linking field 780 is used for the citation of a preceding resource.  Because the 2nd indicator of “0” equals “Continues” and the relationship is a simple one, no 580 note is needed for further explanation.  That means the first indicator is also a “0” which signals that the note, if one is to be displayed in the OPAC, can be generated from the 780 field itself.

Our table on slide 56 indicates that the citation should be main entry heading and title proper.  A look at the existing record for the earlier resource on the next slide (slide 62) shows that the main entry and title proper are the same.  To make the linking information unique, the edition statement is included in the link.  Note the absence of internal subfields in both subfields $a and $t.  The link is completed by giving the ISBN from the other record in subfield $z and the LCCN of the other record in subfield $w.

Any questions about this 780 field?

## Continuation:  Earlier Edition

**010 ## $a   97109851**
**020 ## $a 0165247719 (loose-leaf)**
**100 10 $a Allan, Wallace, $d 1950-**
**245 10 $a Regulations. $p Loans.**
**250 ## $a 1st ed.**
**785 00 $a Allan, Wallace, 1950- $t ****	****	****   Regulations. Loans. $b 2nd ed. ****	****   ****	****   $z 0179852641 $w (DLC)##2002046534**

- Updating Loose-Leafs

**Notes:**
This record has been in the database since 1997.  Now that there is a new edition which is a separate resource, we’ll update this record to add the link forward to the new record.

785 is the field for a succeeding relationship.  The indicators here are both zeros; the second indicator value “0” has a display constant of “Continued by” and the first indicator can be zero because we don’t need a 580 to explain the relationship.  Remember that the two indicators are explained on slides 53 and 54 and you can find more info in the MARC 21 format.

Any questions about the 780/785 links for “Continues” and “Continued by”?

## Merger: New Resource

**010 ## $a 2002111111**
**022 ## $a 1234-5678**
**245 00 $a Regulations for commercial and**
**	****	****  ****residential property.**
**580 ## $a Merger of: Regulations for commercial**
**	****	****  ****property, and: Regulations for ****	**** ****	**** ****	****  residential property**
**780 14 $t Regulations for commercial property ****	****  $z 1212343456 $w (DLC)###95012012**
**780 14 $t Regulations for residential property ****	****  $z 0101252252 $w (DLC)###96214789**

- Updating Loose-Leafs

**Notes:**
The other example we’ll look at today is of a complex relationship that can’t be explained just from the 7XX linking fields.  The 580 is often needed when there is more than one of the same type of link in a bibliographic record.

Here the new resource is a merger of two previous resources.  Because there isn’t a way to combine the information from the two links in a meaningful way with just the information in the two 7XX fields, the explanation of the relationship is given in the 580 note field.  Then the citations are given in two 780 fields for the two preceding resources.
	The first indicator is “1” because the note should not be generated from the 780 fields (a 580 field is in the record); the second indicator of “4” indicates that a merger is involved.

## Merger:  One of Completed Resources

**010 ## $a 95012012**
**020 ## $a 1212343456 (loose-leaf)**
**245 00 $a Regulations for commercial property.**
**580 ## $a Merged with: Regulations for ****	**** ****	**** ****	****  residential property, to form: Regulations ****	****  for commercial and residential property**
**785 17 $t Regulations for residential property ****	****  $z 0101252252 $w (DLC)###96214789**
**785 17 $t Regulations for commercial and ****	****  ****	****  residential property $x 1234-5678 $w ****	**** ****	****  (DLC)##2002111111**

- Updating Loose-Leafs

**Notes:**
This is the record for one of the two preceding resources; the other is represented on the next slide (slide 65).  Again a 580 note is included in the record to explain the relationship with the two resources given in the 785 fields.

The first indicator in the 785 fields is “1” because the note should not be generated from these fields; the 2nd indicator of 7 indicates that the relationship is a “merged with to form” type.

## Merger: Other Completed Resource

**010 ## $a 96214789**
**020 ## $a 0101252252 (loose-leaf)**
**245 00 $a Regulations for residential property.**
**580 ## $a Merged with: Regulations for ****	**** ****	**** ****	****  commercial property, to form: Regulations ****	****  for commercial and residential property**
**785 17 $t Regulations for commercial property $z ****	****  1212343456 $w (DLC)###95012012**
**785 17 $t Regulations for commercial and ****	**** ****	****  residential property $x 1234-5678 $w ****	**** ****	****  (DLC)##2002111111**

- Updating Loose-Leafs

**Notes:**
This is the record for the other preceding resource.  The use of the 580 note and the indicators for the 785 links are the same as on the previous slide.

I don’t expect you to be able to absorb all the details of this type of complex relationship after just this quick look at the three slides.  So, look at these three slides again later and see where the pieces of one record are given in the link for that resource on another record.

We’ve only looked at two types of links.  If you have another one, such as translation or other editions available, look first at the MARC format and at the several slides in this presentation beginning at slide 50 (remember the table on slide 56).   At this point, do you have any questions about slides 63-65?

Contact CPSO if you have questions about linking fields and use of the 580 field.

## Standard Number Area

- Rule 12.8B1:  Give the ISBN or ISSN
- LCRI:  If both present, give both
**	****020 ## $a 0105281984 (loose-leaf)**
**	****022 ## $a 0914-1968**
- Rule 12.8C1:  Give key title after ISSN
- Separate field in MARC 21 (2nd indicator is nonfiling indicator)
- 		   **222 #4 $a The taxation guide**
- Rule 12.8E2: Add qualifier “(loose-leaf)” to ISBN

- Updating Loose-Leafs

**Notes:**
<CLICK> <CLICK>

National centers within the ISSN network will begin assigning ISSNs and key titles to integrating resources later next year.  Many publishers print only the ISSN on the resource; you may not have a key title to record.  If it is on the resource, it is preceded by the words “key title.”

<CLICK>

Rule 12.8E2 was added to chapter 12.  (LCRI 1.8 will be revised to show updating loose-leafs as an exception to LC’s practice not to give qualifiers not found on the resource.)

## Other MARC 21 Changesor Changes in LC Practice

- Updating Loose-Leafs

**Notes:**
We’ve been looking at MARC tags you haven’t used before as we’ve reviewed the rules for the corresponding data elements.  There are a few more “MARC things” we must discuss now.

## Leader:  Bibliographic Level

**New code “i”** (integrating resource)
- To be implemented by OCLC/RLIN no earlier than mid-2003
**Interim**: continue to use **code “m”** (monograph)

- Updating Loose-Leafs

**Notes:**
A new code “I” has been added for “Bibliographic level” in the Leader.  Because the utilities need to make major adjustments in their own systems (including security, algorhythms for matching, etc.), they won’t be ready to implement this new code until next summer at the earliest.  By contrast, implementing this code in Voyager is actually very easy; however, LC will not implement the code until the utilities can accept records with the new code.

In the interim, continue to code the records for updating loose-leafs as monographs.

## 008

- Serial 008 (probably to be renamed “Continuing resources 008”)
- To be used for both serials and integrating resources
- Not yet implemented for integrating resources
**Interim:  Books 008 ---**
**	****	****	****	****	****and Serial 006**

- Updating Loose-Leafs

**Notes:**
To give information about the “ongoingness” of integrating resources (can also say the “seriality” of integrating resources --- not just serials change over time which is what “seriality” means), integrating resource records in the future will use a new 008 field that allows for coding the ongoing aspects.

Until that renamed Serial 008 can be implemented for integrating resources, you should continue to use the Books 008 for updating loose-leafs.  To “have our cake and eat it, too” we’ll also start using a Serial 006 to convey some of that ongoing information.

## Adding the Serial 006 in Voyager

- With bibliographic record as the active record:
- Click on “006” button
- Click on “Serial control” tab so that it moves forward as the active tab
- Click on “New” button

- Updating Loose-Leafs

**Notes:**
First, if you’ve never needed a control field other than the 008, here are the steps for adding the serial 006 in Voyager.  It will make more sense when you’re in the cataloging module with a bibliographic record open on your screen.  After you’ve clicked on the 006 button, you’ll get the window you see on the next slide.

## Selecting the Serial 006

- Updating Loose-Leafs

**Notes:**
You click on the “Serial control” tab, shown by the top arrow, which brings that tab forward in the window.  Then click on the “new” button at the bottom left of the window.

## Serial 006:  What to Code

- Updating Loose-Leafs

**Notes:**
Shown here is what you’ll see after you click on the “new” button.  You only need to consider codes for three of the lines on the “Serial control” tab:  the ones marked here with arrows – they’re also listed on the next slide.

<CLICK>  Then, you click on the “apply” button.

## Serial 006:  Integrating Resources

- _New_ 008/006 codes for these positions:
- Frequency
- Type of continuing resource (was Type of serial)
- Entry convention (was Successive/latest entry)
- Ignore remainder of 006 !!

- Updating Loose-Leafs

**Notes:**
Listed here are the three positions within the 008/006 (codes are the same in both) marked by arrows on the previous slide.  These are the only positions within the Serial 006 you need to code.  Just ignore the other positions in the 006.  If other positions have been coded in the 006 in a copy cataloging record, accept the codes given there.

## Creating an 006 in December

- If you have to complete a record for an updating loose-leaf after Dec. 1, 2002 and you haven’t received the roll-out package with the new codes for the 008/006:
- Complete the bibliographic record
- Add 952 “Add serial 006” (CPSO will add the 006 for you)

- Updating Loose-Leafs

**Notes:**
The Voyager rollout which includes the new codes for the 008/006 will probably occur in late November and early December.  The package will go to the Computer File Team and the Law Team before other teams.  However, if any of you need to complete a record (e.g., a CIP galley) before you’ve received the rollout package, finish your work and then add this 952 field; CPSO later will receive records based on this local note and add the Serial 006.

## Serial 006/1:  Frequency of Updates

- If 310 field is not present in the bibliographic record, leave 006 “Frequency” as “blank” (the default in Voyager)
- If 310 field is in the bibliographic record, code for the frequency using the code that is most applicable

- Updating Loose-Leafs

**Notes:**
Frequency is the first position on the Serial 006 and is the first one for you to code.  If a 310 field for current frequency is not in the record, accept the default value of “blank.”

If there is a 310 field, then select the code that most closely matches the information about the frequency of the updates in that 310 field.  The possible codes are shown on the next slide.

## Serial 006/1: Frequency Codes

- a = annual
- b = bimonthly
- c = semiweekly
- d = daily
- e = biweekly
- f = semiannual
- g = biennial
- h = triennial
- i = 3 times a week

- j = 3 times a month
- k = continuously updated *
- m = monthly
- q = quarterly
- s = semimonthly
- t = 3 times a year
- u = unknown
- w = weekly
- z = other

- * more frequent than daily

- Updating Loose-Leafs

**Notes:**
Don’t automatically use the frequency code “k” for updating loose-leafs.  Note the very specific meaning it has:  more frequent than daily.  That code was added to the 008/006 fields primarily for those updating Web sites such as “washingtonpost.com”

## Serial 006/04

- Type of continuing resource
- New code “l” for “Updating loose-leaf”

- Updating Loose-Leafs

**Notes:**
For type of continuing resource, there is only one correct code for updating loose-leafs:  code “L”

## Serial 006/17

- Entry convention (was Successive/latest entry)
- New code “2” for “Integrated entry” --- will be the default code set in Voyager
- _Exception_:  if doing input directly to RLG Union Catalog, use fill character until further notice

- Updating Loose-Leafs

**Notes:**
The other position related to “seriality” of integrating resources is the entry convention.  The new code is “2” for “integrated entry” – which means that the record is updated to reflect the latest iteration.  The code “2” is the default code in the Voyager Serial 006 so you don’t have to do anything for this position.

For those of you creating JACKPHY records in RLIN, you won’t be able to use code “2” now; use the fill character until the utility says it’s okay to use code “2.”  If you have other questions about the use of the Serial 006 in that utility, contact your RLIN liaison here.

## Changes on Later Iterations?

- Is new description needed?
- If “no,”
_**If**_ LC is updating its copy of the resource, update the existing bibliographic record

- Updating Loose-Leafs

**Notes:**
So far, we’ve been looking at creating a record for an updating loose-leaf.  But, we know that those separate loose leaves just keep appearing. 

<CLICK>         How do we react to their presence?  How do we keep them “in line” ??  Let’s look at the possibilities in general.

<CLICK>           The first action is to consider if a new description is needed --- and we’ll look at some reasons to create new descriptions in a minute.

<CLICK>          If a new description shouldn’t be made, then the next point to consider is whether LC is updating its copy of the updating loose-leaf.  If we aren’t, don’t do anything to the record.  If we are updating our copy, then the general principle is to update that record.

## When to Make a New Record: #1-#3

- #1:  Different updating loose-leaf (!)
- #2:  Merger of existing bibliographic resources
- 	    (12.7B8b)
- #3:  Split of an updating loose-leaf into other
- 	    resources (12.7B8c)

- Updating Loose-Leafs

**Notes:**
First, let’s look at the four reasons to make a new description for an updating loose-leaf:

<CLICK>        Because you’re cataloging a different updating loose-leaf

<CLICK>         Because there’s been a merger of existing resources

<CLICK>         Because there’s been the opposite of a merger:  one resource has split into two or more resources

## When to Make a New Record: #4

- #4:  Change in edition statement (12.1F1,
- 	    LCRI 21.3B)
- 			Only if new base volume(s) [e.g., in toto replacement edition]
- 			_Not_ for gradual replacement edition

- Updating Loose-Leafs

**Notes:**
The fourth possibility is explained in LCRI 21.3B:  a change in the edition statement if there is a new base volume or volumes.

## Updating an Existing Record:What Happens?

- Updating Loose-Leafs

**Notes:**
So, now that we know that there are only four situations for creating new records, we realize that the rest of the time we’re updating the existing record.  What does that “updating” entail?

## Updating:  Basic Principles

- Re-do the description to match the current iteration
- Give earlier information in a note:
- Give note for earlier title
- Give note for other earlier data elements if important
- Give access points for earlier information if appropriate
- Consider if main entry needs to be revised
- If “yes,” generally move 100/110/111 to 7XX

- Updating Loose-Leafs

**Notes:**
This slide summarizes the four aspects of updating an existing record.

<CLICK>     Compare and then redo the description to match the current iteration

,CLICK>      Always give a note for an earlier title proper; consider whether to give notes for other earlier data elements

<CLICK>     Always give an access point for an earlier title proper; consider whether to give access points for other earlier data elements.

<CLICK>    Changes may require a different main entry.  If the 1XX is changed, retain the earlier main entry heading as an access point.

## Identifying Iteration(s) in Notes

- Rule 12.7A2:  identify iteration(s) if note does not apply to all iterations
- LCRI:
- Give exact information if readily available
- Otherwise, use information in “Description based on” note of record before it was revised; give information in angle brackets

- Updating Loose-Leafs

**Notes:**
When giving notes about earlier data elements, follow the directions in LCRI 12.7A2 to identify the iteration to which that earlier information applies.  If exact information isn’t available, use the information from the DBO note and record it in angle brackets.  We’ll look at some examples in subsequent slides.

## Any (!) Change in Title Proper

- Rule 12.1B8b:
- Change Title ... area to reflect current iteration
- Give earlier title proper in a note
- LC practice:  General note (500 field) possible if only a slight change at end of long title & access isn’t affected
- 		**500 ## $a Title varies slightly.**

- Updating Loose-Leafs

**Notes:**
The most important change is a change in the title proper.
	Change the 245 field to match the current iteration.
	Rule 12.1B8 says to give the earlier title proper in a note.
		We do have an LC practice for slight changes that don’t affect access.

## Note for Change in Title Proper

- LCRI 12.7B4.2:
- 247 field for each earlier title proper:
- Indicators:  10
- Earlier title proper = subfields $a, $n, $p
- Identification of earlier iteration = subfield $f
- ISSN of earlier title proper = subfield $x
- 547 field only if need more explanation than is given in the 247 field(s)

- Updating Loose-Leafs

**Notes:**
<CLICK>      That note for the earlier title proper is explained in the LCRI for the note rule.

<CLICK>      The note is given in a 247 field, one for each earlier title proper.  The indicators and subfields are shown on the slide and we’ll look at an example on the next slide.

<CLICK>       Don’t automatically include a 547 field just because you’ve added a 247 field.  Use the 547 field only when you need to add an explanation.  Look at the MARC 21 pages for this field if you want to see some examples.

## Example:  Title Proper Change

- _Existing record_:
**022 ## $a 2232-4543**
**245 00 $a Dental hygienists : $b current guidelines.**
**500 ## $a Description based on: release 2, published ****	**** 2000.**
- _Same record updated_:
**022 ## $a 2343-7896**
**245 00 $a Dental hygienists’ guidelines.**
**247 10 $a Dental hygienists $f <release 2, published ****	**** 2000> $x 2232-4543**
**500 ## $a Description based on: release 7, published ****	**** 2002.**

- Updating Loose-Leafs

**Notes:**
This slide shows the result of the title proper of the updating loose-leaf changing:
	the earlier title proper is moved to a 247 field
		the information from the original item described note is given in subfield $f to locate “in time” that form of the title proper
		the ISSN for that title proper is included in the 247 field in subfield $x
	the information in the item described note is updated because the description was updated.

## Earlier Title Properin Other Records?

- Remember to do bibliographic file maintenance for a change in title proper:
- If the title proper being moved to the 247 field was in a 580/7XX linking field in another record, update the link in that other record
- If the title proper being moved to the 247 field was in a 6XX/7XX in another record, update the field in that other record

- Updating Loose-Leafs

**Notes:**
The change of the title proper can have repercussions beyond the bibliographic record for the resource itself.  Bibliographic file maintenance may be needed.  Check the record for the presence of linking fields; if they exist, then go to the records cited in the links and update the form of the title proper in the links on those records so that they “point back” to the correct title proper in the 245 field of your record.
	Also check if the title proper was used in a subject heading or in another 7XX field.

## Maintenance for Links

**245 00 $a Current regulations for commercial and ****	**** ****	**** residential property**
**247 10 $a Regulations for commercial and residential ****	**** ****	**** property $f ________**
**580 ## $a Merger of: Regulations for commercial ****	****	**** property, and: Regulations for residential ****	**** ****	**** property**
**780 14 $t Regulations for commercial property $z ****	**** ****	**** 1212343456 $w (DLC)###95012012**
**780 14 $t Regulations for residential property $z ****	**** ****	**** 0101252252 $w (DLC)###96214789**

- Example = Merger record on slide 63:  Go to records for 780 links in this record and change the 785 links there

- Updating Loose-Leafs

**Notes:**
This slide takes the resource covered by slide 63 and shows that the title proper changed on a later iteration.  The links need to be updated in the records for the two resources given in the 780 fields.

## Any (!) Change in Parallel Title

- Change Title ... area to reflect current iteration (rule 12.1D3b)
- Give earlier information in a note if important
- Rule 12.7B5.2b; LCRI 12.7B5.2 (has example)
- Use 246 field
- Subfields $i and $a
- Give identification of iteration in subfield $i

- Updating Loose-Leafs

**Notes:**
Let’s take a quick look at other data elements which may change over time.
	Remember that the general principle is always to update the description to match the current iteration.
	Then it is cataloger’s judgment about the need for a note and sometimes an access point.
		In each of the next few slides, I’ve included the rule and LCRI if appropriate and indicated the MARC field.

## Any (!) Changein Other Title Information

- Change Title ... area to reflect current iteration (rule 12.1E2b)
- If such information changes often, may decide it isn’t important and not record it at all (cataloger’s judgment in rule 12.1E1b)
- Give earlier information in a note if important
- Rule 12.7B6.2b; LCRI 12.7B6.2
- Use 246 field
- Subfields $i and $a
- Give identification of iteration in subfield $i

- Updating Loose-Leafs

**Notes:**
<CLICK>   If the other title information changes frequently, you may decide that it isn’t that important for the identification of the resource and go back to the rule for transcription of this data element which allows you to omit other title information.

<CLICK>    If you do give a note, the MARC field is 246, not 247.

## Any (!) Changein Statement of Responsibility

- Change Title ... area to reflect current iteration (rule 12.1F5b)
- If statement is for editors and they change often, may decide information isn’t important and not record it at all (cataloger’s judgment in rule 12.1F3b)
- Remember:  Consider if main entry needs to be changed

- Updating Loose-Leafs

**Notes:**
The same possibility later to reconsider the wisdom of recording a data element applies to the names of editors.

A change in statement of responsibility may signal the need for revision of the main entry.

## Note for Changein Statement of Responsibility

- Give earlier information in a note if important (rule 12.7B7.2b)
- May be general note if changes have been numerous
**	****e.g., 500 ## $a Editor varies**

- Updating Loose-Leafs

**Notes:**
If you decide to give a note about a change in statement of responsibility, you can choose between a general note if there have been numerous changes...

## Statement of Responsibility Specific Notes:  MARC 21

- Use 500 field for persons
- Use 550 field for issuing bodies (only $a)
- 	**500 ## $a Description based on: ****	****	****   update 2002-2.**
**	****550 ## $a Issued by Institute QRS, ****	****   < -update 1999-4 >; by ****	**** ****	****   Association LMN, <update ****	**** ****	****   2000-6**>

- Updating Loose-Leafs

**Notes:**
Or you can give specific notes.

The 550 field will be a new field for you.  It has only subfield $a.

## Any (!) Change in Edition Area

- Rule 12.2F1b :
- If change doesn’t require a new description [i.e., a separate record], change Edition area to reflect current iteration and make a note if change is considered to be important
- If edition information changes often, may decide information isn’t important and not record it at all (cataloger’s judgment in rule 12.2B1b)

- Updating Loose-Leafs

**Notes:**
We’ve talked already about the possibility that a change in the edition area might signal the need for a new description.  If it doesn’t, update the edition area and then decide about giving a note.

You have the same flexibility here to decide at a later point that the earlier decision to record edition information should be changed.

## Note for Change in Edition Area

- Rule 12.7B9.2b:
- May give a general note if edition statement changes often
- LCRI 12.7B9.2b:
- For gradual replacement edition [i.e., no new base volume], give a note about the new edition statement
- 		**250 ## $a 2nd ed.**
**	****	****500 ## $a Updated to 2nd ed., June 2001.**

- Updating Loose-Leafs

**Notes:**
A general note can be given for edition area changes.

The LCRI has the information about gradual replacement editions.

## Any (!) Change in Publication, Distribution, etc., Area

- Change the Publication ... area to reflect the current iteration and give note if earlier information is important (rules 12.4C2b, 12.4D2b, 12.4G2b)
- Rule 12.7B11.2b: Give note if important (may give a general note if changes numerous)
- Update 008 if appropriate

- Updating Loose-Leafs

**Notes:**
Changes in the publishing, etc., information will require updating the area in the bibliographic record but may not generate notes --- cataloger’s judgment again.

Do update the 008 if a change makes the 008 coding incorrect.

## Any (!) Change in Physical Description Area

- Other physical details
- Change area to match current iteration (rule 12.5C2) and give note (including general note) about difference if important (rule 12.7B12.2b)
- Update 008 if appropriate
- Size: error in rule 12.5D2 corrected in LCRI:
- If dimensions change, change area to match current iteration and give note about difference if important

- Updating Loose-Leafs

**Notes:**
<CLICK>      For area 5, you may need to update the 300 subfield $b information and perhaps the 008.

<CLICK>     LC will be submitting a rule revision proposal to correct the error in rule 12.5D2 about showing the change in dimensions in the 300 subfield $c instead of updating that information and perhaps giving a note.  The correct information is in the LCRI.

## Any (!) Change in Series Area

- Change the series area to reflect the current iteration and give note (including general note) if earlier information is important (rules 12.6B2b and 12.7B14.2b)
- If earlier series is traced, give series added entry in 8XX field (LCRI 21.30L – includes example)

- Updating Loose-Leafs

**Notes:**
This information about the series area was moved into the rules from our LCRI 1.6 (this topic was not covered in the Hallam manual).

Because we want to retain an access point for any earlier traced series, generally we’ll be giving notes about earlier series information.

## Change in Frequency of Updates

- If frequency of updates changes (rule 12.7B1):
- Change existing 310 field to 321 field (Former frequency)
- Add new 310 field for current frequency
- Update “Frequency” in Serial 006 to match current frequency in 310 field

- Updating Loose-Leafs

**Notes:**
The frequency of updates can change.
	Field 321 is used for former frequency.
	Remember to update the code for frequency in the serial 006.

## Example:  Change in Frequency

- Give identification of iteration in subfield $b
**	****310 ## $a Updated monthly, $b ****	**** ****	****   <release 2002-1  >**
**	****321 ## $a Quarterly updates, $b ****	**** ****	****   <release 1997-3 >**
**	****Serial 006 Frequency = m**

- Updating Loose-Leafs

**Notes:**
Here is an example of a change in frequency.  Note that here subfield $b is used to identify the iteration or to “locate in time” the change if exact information isn’t available.

Change the frequency code in the Serial 006 so that it matches the information in the 310 field.

## Any (!) Change in Other Titles on Resource

- If title other than title proper changes on a later iteration and that change is important, give a note (rule 12.7B4.1)
- Use 246 field:
- Subfields $i and $a
- Include identification of iteration in subfield $i
- Example in LCRI 12.7B4.1

- Updating Loose-Leafs

**Notes:**
If another title, such as cover title or spine title, changes, you’ll need to update the record to reflect the current iteration.  Again, it’s your judgment if a note and access point should be made for the earlier form.

## Change in Scope of the Resource?

- Consider if changes in later iteration have so changed the _overall_ content of the resource that the subject headings in the record are no longer the most appropriate headings; if so, update subject headings
- Don’t re-classify!

- Updating Loose-Leafs

**Notes:**
Subject analysis is not in scope for AACR2.  But, you would want to consider if the resource has changed so much that the subject headings in the record no longer reflect the main content of the resource.

## Integrating Resource is Completed:What Happens?

- Updating Loose-Leafs

**Notes:**
Some updating loose-leafs are finite.  What do you do if you are handling a completed resource?

## Fields to Complete/Change

- Compare last iteration to bibliographic record and update the description if there have been any changes
- Specific information:
- Ending date
- 008 Date 2
- Extent of item

- Updating Loose-Leafs

**Notes:**
The first thing to do is what you do any time you have a later iteration:  compare and update.

Then, take care of three instances of specific information, two related to date and the other for number of parts.

## Ending Date

- Rule 1.4F8:
- Give date on chief source of last iteration in 260 $c if last iteration is available for cataloging
- If last iteration is not available but there is explicit information about last iteration, follow option and supply date in 260 $c
- If last iteration is not available and there is only general information about last iteration, give information in 362 1 note
- Otherwise, leave ending date blank in 260 $c and don’t give a 362 1 note
- Update 008 Date

- Updating Loose-Leafs

**Notes:**
Here is your checklist for the possibilities for handling the ending date either in the 260 $c or in a 362 1 field.

And be sure to update the 008.

## 1.4F8 for Last Updated Information

- Additional sentence in rule:  “For an updating loose-leaf, supply the date* of the last update if considered important.”
- 	e.g.,  **260 ## $a ____ $b ____ $c 1996-2001 ****	****	****	**** [updated 2002]**
- *when the date of the last update is later than the date on the chief source of the last iteration

- Updating Loose-Leafs

**Notes:**
One sentence specifically for updating loose-leafs was added to the revised 1.4F8.  Sometimes the last iteration of an updating loose-leaf doesn’t include a replacement chief source.  You may have content that is later than the date on the latest chief source.

Some catalogers have expressed concern about this new sentence, thinking that the date on the update should be the date given as the ending date in the span of dates in subfield $c instead of in the bracketed statement.  CPSO will be thinking about this situation and may be talking with you about a revision of the rule later.

## Extent of Item

- Precede the specific material designation in 300 $a by the number of parts (rule 12.5B2)
- 	**300 ## $a 3 v. (loose-leaf)**
**	****300 ## $a 2 v. (loose-leaf), 4 v. (transfer)**
- If both numbered and unnumbered volumes, give total number in 300 $a (LCRI 12.5B2) and give note about unnumbered volumes if important

- Updating Loose-Leafs

**Notes:**
Complete the 300 subfield $a by giving the number of parts.

Now you’ll include unnumbered volumes when you give the total number in 300 subfield $a.

## Using Record for Copy Cataloging:Guidelines

- Updating Loose-Leafs

**Notes:**
We can’t forget about using copy cataloging records.

## Comparing Resource to Record for Copy Cataloging

- Is record for copy cataloging based on
-  An earlier iteration?
-  Or on a later iteration?
- Check for “Description based on” note

- Updating Loose-Leafs

**Notes:**
You must determine first if your iteration is earlier or later than that used for the description in the copy cataloging record.

## LC’s Iteration is Later

- Update the description and add access points to reflect LC’s iteration as needed
- Accept the 260 $c in copy cataloging record
- Add notes and access points if different information on other library’s earlier iteration is important
- Add or update the “Description based on” note to reflect LC’s iteration
- Update 008 and update/add Serial 006 as needed

- Updating Loose-Leafs

**Notes:**
If LC’s iteration is later, follow the steps on this slide.
	Accepting the 260 subfield $c in the other library’s record is a change in LC practice.

## LC’s Iteration is Earlier

- Do not change the description to reflect LC’s iteration
- Accept the 260 $c in copy cataloging record
- Add notes and access points if different information on LC’s earlier iteration is important
- Do not change the “Description based on” note to reflect LC’s iteration
- Do not change the 008/006 to reflect LC’s iteration; add Serial 006 if lacking

- Updating Loose-Leafs

**Notes:**
If LC’s iteration is earlier, follow these steps.
	Again, do not remove a 260 $c in the copy cataloging record.

## Updating Loose-Leafs:  Summary

- 		Generally, “current practice” (per
- 		Hallam manual) with a few changes
- 		_Most_ differences:  update existing record
- 		New and interim MARC 21 practices

- Updating Loose-Leafs

**Notes:**
We’ve finally reached the summary slide:

<CLICK>
	You’ve seen that nearly all the rules reflect LC’s cataloging practice for updating loose-leafs.  Generally, where they are different, the difference is adding cataloger’s judgment where it wasn’t allowed before.

<CLICK>
	You’ll continue most of the time to update the existing record for the same updating loose-leaf.

<CLICK>
	The major change in LC practice is the MARC tagging and content designation.

## For You to Review

- Chapter 12:  general & “integrating” rules
- Handouts:
- Overview briefing
- This training session
- LCRIs:
- Chapter 12 rules
- LCRI 1.0 + other LCRIs cited in handouts
- MARC 21 for fields cited in this session

- Updating Loose-Leafs

**Notes:**
So, these are the categories of material for you to review:

<CLICK> for each line !

## Questions?

- Questions now?
- Questions after today?
- Check documentation and
- 	training materials
- Discuss with each other
- Contact CPSO

- Updating Loose-Leafs

**Notes:**
Are there other questions you want to ask now?

As you review the materials we just listed and you catalog using chapter 12 and the new MARC fields, I’m sure you’ll have other questions.  If you can’t find the answer you need or just want confirmation of your understanding, contact me or Dave Reser and we’ll be happy to help you.