# Presentation: 705892

## Session 5 : Notes in Serial Records

- Why are notes important for serial records?
- How are notes constructed for serial records?
- What are the most common notes used for serial records?

**Notes:**
References
The trainer may want to consult the following documents for this session.

CONSER Cataloging Manual, Module 13
CONSER Editing Guide, Frequency/Regularity (008/18-008/19), 310, 320, 500, 506, 520, 521, 530, 550, 555

[Notes relating to linking relationships (fields 525, 580, 765-787) will be covered in Session 8]

## Importance of Notes for Serials

- Description is based on the earliest available issue
- 	- Later changes are included in notes, 	 	when important
- Many changes could be included but catalogers have to use judgment
-    - When is a note useful and/or 			necessary?

**Notes:**
Instructor’s notes: Use this slide to explain that because serials are published on an ongoing basis, the description is something that is built over time through the use of notes. Not every change can be explained. Catalogers need to use judgment in adding notes. Use this as a warm up discussion.
[Some ideas for changes not worth noting: editor, size, format (such as newsletter to magazine), stylistic changes that don’t affect the title proper.]

Note also that in the revised Chapter 12 the rules for notes are far more complete. The rules include instructions for recording changes that occur after the first issue, as well as information not given in the body of the description, such as cumulative indexes and linking relationships.

## Notes in Serial Records

- Many fields produce notes:
- 	- 022 and 222 (ISSN and key title)
- 	- 246 (variant titles and minor title changes)
- 	- 310, 321 and 362 1 (frequency and 			designation)
- 	- 5xx
- 	- 760-787 (linking notes)
- This session focuses on:
- 	-310, 321 and related fixed field codes
- 	-500, 530, 550, and 555

## Construction of Notes

- Wording is usually not prescriptive
- Avoid using cataloger’s jargon
- CONSER practice: input in MARC numeric tag order (except for 533 and 539)
- When multiple 500 notes, give DBO and LIC last
- Construct notes in English
- Quoted notes are most often used in fields 500 and 521 (target audience note)

**Notes:**
CONSER policy is to input notes in MARC numeric tag order. This order does not necessarily follow what is prescribed in AACR2. This policy recognizes that not all notes can be printed or displayed in strict AACR2 order. In addition to the 5XX fields, notes can also be printed from fields 022, 222, 246, 310, 321, 362, and the linking fields 760-787. 
Regardless of the language of the serial, notes constructed by the cataloger are given in English.  (Quoted notes are given in the language as found on the piece.)  Names, titles, and designations may be given in the language as they appear. 

Instructors: you may also want to mention Notes for Serials Cataloging, 2nd. Ed.

## When a note does not apply to the entire run of a serial, use numeric or chronological designations to indicate the span of issues.
Angle brackets, as shown in the example below, are used when the exact dates a note covers are unknown.

		500       Publisher varies: Elsevier, 1998-
    		550       Issued by: Blackwell North America, <2001->

- When a note does not apply to the entire run of a serial, use numeric or chronological designations to indicate the span of issues.
- Angle brackets, as shown in the example below, are used when the exact dates a note covers are unknown.
- 		500       Publisher varies: Elsevier, 1998-
-     		550       Issued by: Blackwell North America, <2001->

- Construction of Notes

**Notes:**
Instructors should explain that angle brackets are used when the exact dates a note covers are unknown. This is CONSER practice and is not called for by AACR2.  Abbreviate dates in notes as much as possible (e.g 1999- if Jan. 1999).

## Frequency Notes

- The current frequency is encoded in the fixed field and is given as an eye-readable note (LCRI 12.7B1)
- Type: a     Elvl:        Srce:     Gpub:  f     Ctrl:       Lang: eng
-      BLvl: s      Form:     Conf: 0  Freq:   **m**    MRec:   Ctry: dcu
-      S/L:   0     Orig:       EntW:   Regl:   **r  **    ISSN:    Alph:
-      Desc: a     SrTp:  p  Cont:     DtSt:   c     Dates: 1922,9999
-  1  245  04   The reader’s digest.
-  2  310         Monthly

**Notes:**
The CONSER policy to give a note for the frequency in all cases, even when the frequency is in the title.  This is based on a request from reference librarians.  Remember that even though the frequency may be in the title, it may be in another language and not obvious.

## Former frequencies are listed in field 321 earliest to latest.
     	310      Quarterly, $b Apr./June 1992-
     	321      Quarterly, $b 1982-1990
     	321      Monthly,  $b  1991-Feb. 1992
When the frequency has changed multiple times, use a “Frequency varies” note in 321.
     	 310     Quarterly, $b 1991-
       	 321     Frequency varies, $b Aug. 1987-1990

-      	310      Quarterly, $b Apr./June 1992-
-      	321      Quarterly, $b 1982-1990
-      	321      Monthly,  $b  1991-Feb. 1992
- When the frequency has changed multiple times, use a “Frequency varies” note in 321.
-      	 310     Quarterly, $b 1991-
-        	 321     Frequency varies, $b Aug. 1987-1990

- Frequency Notes

**Notes:**
When more than one 321 field is given, input them in chronological order (earliest to latest). This order was established primarily for card printing because the 321 and 310 print as a single note with 321 preceding 310.  In online catalogs, the order is not critical.

As with other notes, dates are given for the period the frequency covers for a publication. 

When only a current frequency is given, do not include any date coverage. It is assumed that this is the frequency for all issues beginning with the first.

Field 321 is never given without field 310.

Never use a “Frequency varies” note in field 310. When there are more than three former frequencies, CONSER uses a “frequency varies” note in field 321. With use of MARC holdings, however, it may be better to retain all former frequencies. 

## Fixed Field Coding for Frequency

- Frequency codes are MARC 21-defined for bibliographic and holdings formats
- Codes reflect actual or estimated frequency
- Frequency coding reflects the current frequency
- Equate to 853-855’s $w in MARC 21 holdings format

**Notes:**
Accurate frequency information is important for bibliographic and holdings records.

## Fixed Field Codingfor Regularity

- Regularity codes indicate:
-    - Whether the serial is issued according to that frequency on a regular basis (**r**)
-    - Whether there are “normalized irregularities” (**n**)
-    - Whether the serial is completely
-    irregular (**x**)
- 	- When the regularity is unknown (u)
- Equate to 853-855 $y in MARC 21 holdings format

**Notes:**
The following slides show how the frequency and regularity codes are used in conjunction with the 310 field note.

## Fixed Field Coding for Regularity: Code r

- June, August, October, December
- FREQ: b		REGL: r	310      Bimonthly

- Fixed Field Coding for Regularity: Code r

- Regularity code “r” is used when the frequency is expressed in numbers per year and is issued on a regular quarterly, monthly, etc. basis.

## 
If a serial is issued according to one frequency but cumulates to another, code the frequency and regularity without regard for the cumulation; use ‘r’.

	Medieval History Index is published quarterly with the fourth issue a bound hardcover cumulation.

FREQ: q   REGL: r
310      Quarterly, with the last issue being cumulative for the year

- If a serial is issued according to one frequency but cumulates to another, code the frequency and regularity without regard for the cumulation; use ‘r’.
- 	Medieval History Index is published quarterly with the fourth issue a bound hardcover cumulation.
- FREQ: q   REGL: r
- 310      Quarterly, with the last issue being cumulative for the year

- Fixed Field Coding for Regularity: Code r

## Fixed Field Coding for Regularity: Code n

- Use regularity code ‘n’ when field 310 mentions a regular deviation from the stated frequency

**American Libraries is published monthly with the exception of the June/July issues which are combined.**

- FREQ: m  REGL: n
- 310  Monthly (June/July issues combined)

## Use regularity code “n” when field 310 mentions a cumulation or a supplement regularly included with the individual issues.

	The Index to Scientific & Technical Proceedings is published monthly with one annual cumulation each year.

FREQ: m  REGL: n   
310     Monthly, with annual cumulation   			             [i.e., thirteen issues a year]

- Use regularity code “n” when field 310 mentions a cumulation or a supplement regularly included with the individual issues.
- 	The *Index to Scientific & Technical Proceedings* is published monthly with one annual cumulation each year.
- FREQ: m  REGL: n
- 310     Monthly, with annual cumulation   			             [i.e., thirteen issues a year]

- Fixed Field Coding for Regularity: Code n

## Regularity code “x” is used when the frequency is expressed in numbers per year and is not issued on a regular (quarterly, monthly, etc.) basis or when it is completely irregular

	Wrestling USA is published 11 times yearly as follows, twice a month in Oct., March, and May, once a month in Sept. Dec., Jan., Feb., and Apr.

          FREQ: m  REGL: x    310      11 times yearly

- Regularity code “x” is used when the frequency is expressed in numbers per year and is not issued on a regular (quarterly, monthly, etc.) basis or when it is completely irregular
*	**Wrestling USA* is published 11 times yearly as follows, twice a month in Oct., March, and May, once a month in Sept. Dec., Jan., Feb., and Apr.
-           FREQ: m  REGL: x    310      11 times yearly

- Fixed Field Coding for Regularity: Code x

**Notes:**
	The closest applicable frequency code is used according to the chart found in 	Appendix D.

## General Notes: Title (500)

- Notes relating to the title or title pages:
-    500   Title from cover.
-     500   Some issues lack title.
-     500   Subtitle varies.
-     500   Order of titles varies with language of text.
-     500   “International journal of thermodynamics.”

**Notes:**
Records with 500 notes about the language of the title and/or parallel titles will also have 546 language notes.

Subtitles can once again be included as a quoted note.

## General Notes: Publication (500)

- Notes about commercial publishers, places or dates of publication are recorded in field 500.
- Fixed field always reflects current publisher
- 	Country code: nyu
-    260     Chicago, Ill. ... $c 1950-
-    500     Published: New York, 1996-

**Notes:**
The fixed field for place of publication matches the most recent place of publication recorded, including that found in the 500 notes. Hence, the fixed field coding for place of publication does not always match the place given  in the 260.

(Notes relating to issuing bodies are recorded in field 550.)

## If only some issues of a serial have accompanying materials, this information is recorded in field 500. 
   245 00  Energy in Europe. $p Annual energy review.
    	300       v. : $b ill. ; $c 30 cm.
    362  0   Dec. 1991-  
    500      Accompanied by CD-ROM, 1997-

-    245 00  Energy in Europe. $p Annual energy review.
-     	300       v. : $b ill. ; $c 30 cm.
-     362  0   Dec. 1991-
-     500      Accompanied by CD-ROM, 1997-

- General Notes: Accompanying Materials (500)

**Notes:**
If each issue of a serial has the same accompanying material, this information will be included in the 300 physical description field in $e.

## Notes about parts or sections of serials which are not separately issued on their own and do not have their own catalog record.
   500      Vols. for <1971-> include an issue called  		      Directory of PMLA.
    740 02  Directory of PMLA.

-    500      Vols. for <1971-> include an issue called  		      Directory of PMLA.
-     740 02  Directory of PMLA.

- General Notes:Sections of Serials (500)

- Note: do not confuse with part titles (245 $p).

## Field 530 is used to note the availability of reproductions or versions of a serial in other physical formats.

	245 00  Trends in immunology.
	530       Also issued online. 
	776 1    $t Trends in immunology (Online) $w ...
	856       <URL>

- Field 530 is used to note the availability of reproductions or versions of a serial in other physical formats.
- 	245 00  Trends in immunology.
- 	530       Also issued online.
- 	776 1    $t Trends in immunology (Online) $w ...
- 	856       <URL>

- Other Physical Forms Notes (530)

**Notes:**
Serials are frequently available in more than one physical format.

Field 530 is used frequently to note electronic versions. Catalogers may decide locally to provide information about other physical formats or versions of serials which the users of their library have access to rather than cataloging them. 
If the single record option is used, only fields 530 and 856 would be given in the record. When a separate record is created for the online version, a 776 linking field is also given. More information on the CONSER single record option is included in the SCCTP Basic Serials and Electronic Serials courses and on the CONSER Web site. 

## Issuing Bodies Notes (550)

- Field 550 is used to explain issuing bodies’ relationship to the serial and to justify 7XX added entries.
- 245 00  Journal of animal science.
- 260       Manhattan, Kan. : $b American Society of 		  Animal Production, $c 1942-
- 550      Issued by: American Society of Animal 		  Science, 1962-
- 710 2   American Society of Animal Production.
- 710 2   American Society of Animal Science.

**Notes:**
Other examples include notes for joint issuing bodies, former or later issuing bodies, and sponsoring bodies. Field 550 is also used to record notes on official organs of societies.

Note that in core records, added entries do not have to be justified.

## Issuing bodies should be recorded in field 550 as they appear on the piece, not as they have been established
	550      Issued with: Nebraska Dept. of Education.
	710 1   Nebraska. $b State Dept. of Education.
Not all levels of hierarchy need to be in the note 	

- 	550      Issued with: Nebraska Dept. of Education.
- 	710 1   Nebraska. $b State Dept. of Education.
- Not all levels of hierarchy need to be in the note

- Issuing Bodies Notes (550)

## Field 555 is used to record information on cumulative indexes created for a serial
Equates to 868 in MARC 21 holdings format
	555      Cumulative subject index included in each 		     volume.
	555      Vols. 1 (1917)-10 (1944) in v. 11, no. 1.

- Field 555 is used to record information on cumulative indexes created for a serial
- Equates to 868 in MARC 21 holdings format
- 	555      Cumulative subject index included in each 		     volume.
- 	555      Vols. 1 (1917)-10 (1944) in v. 11, no. 1.

- Cumulative Indexes Notes (555)

**Notes:**
Do not confuse field 555 with field 510, which is used to record abstracting and indexing services.

## Other Notes Used in Serial Records

- 506 -  Restrictions on access
- 520 - Summary
- 521 - Intended audience
- 525 - Supplement note (session 10)
- 580 - Linking entry complexity note (session 8 -10)

## Summary

- Use judgment in deciding whether to include most notes
- Use notes to record significant changes
- Notes provide information not found elsewhere in the catalog entry
- Accurate frequency information is important for bibliographic and holdings records.
- A 550 issuing bodies note is used in full level records to justify an added entry for a corporate body that has not been mentioned elsewhere in the body of the record

## Exercises

## Exercise A.

- 1*.    *Freq: w	Regl: n
-        310     Weekly, with two issues combined at year end
- 2*. *	Freq: b	Regl: r
- 	310      Bimonthly
- 3*.   *Freq: q	Regl: r
- 	310      Quarterly, with the last issue being cumulative for the year
- 4*. *	Freq: q	Regl: r
- 	310      Quarterly
- 5*.   *Freq: b	Regl: x			Freq: m	Regl. n
- 	310      Eight no. a year  *or *     	310  Monthly (except June, July,
- 							Aug., Dec.)

##   6. 	Freq: m	Regl: n

*  **6. *	Freq: m	Regl: n
- 	     310      Monthly (except July)
-  7*. *     Freq: s	          Regl: r
- 	    310      Semimonthly
-  8. 	    Freq: t	          Regl: x
- 	    310    Three times a year
- 9*. *  	Freq: e	           Regl: n
-         	310   Biweekly (except Christmas/New Year’s; monthly July   	      and August)

## Exercise B. 1. 

- 550	Issued by: Institute of Accountants in the United
- 		States of America, Oct. 1916-Jan.1917; American
- 		Institute of Accountants, Feb. 1917-May 1957;
- 		American Institute of Certified Public Accountants,
- 		June 1957-

## Exercise B2

- 246 1     $i Commonly known as: $a LCIB
- 310        Monthly, $b July 1997-
- 321        Weekly, $b Jan. 1972-Dec. 1989
- 321        Biweekly, $b Jan. 1990-June 1997
- 500        Not distributed to depository libraries in a physical
-               form, Oct. 2000-
- 530        Also issued online.
- 550        Issued by: Information Office, May 27, 1985-Dec. 	     4, 1989; Public Affairs Office, Dec. 11, 1989-
- 856 41   $u http://www.loc.gov/loc/lcib