# Presentation: 916949

## Session 6

**Cataloging Updating Loose-leafs and Loose-leaf Services:**Special Challenges and Issues
- Original content by**Rhonda K. Lawrence**Head of Cataloging, UCLA Law Library

**Notes:**
The content of Session 6 was originally created by Rhonda Lawrence, Head of Cataloging at the Hugh and Hazel Darling Law Library, UCLA School of Law.
  The content has been adapted slightly for this workshop.

Optional Warm Up Exercises
 For catalogers of loose-leafs and loose-leaf services, what special challenges and issues have you encountered?  How do you think that the new rules covered previously in this workshop might help address those? 

Remind participants that:
 Prior to the 2002 revisions, AACR2 did not adequately address the cataloging of loose-leaf resources.  For that reason, loose-leaf catalogers had long relied as their primary cataloging guide on Adele Hallam’s Cataloging Rules for the Description of Looseleaf Publications: With Special Emphasis on Legal Materials.  (2nd ed. Washington: Office for Descriptive Cataloging, Library of Congress, 1989.) 
 Most of the principles from Hallam have been incorporated into the 2002 revision of chapter 12, with only a very few changes in practice.

Instructor References
 Review the definitions of Updating loose-leaf and Loose-leaf service in the Glossary.
 LCRI 1.0 on Decisions Before Cataloging and sections from LCRI 12.0 on Loose-Leaf Services.

## Goals of Session 6

- Learn the new rules for cataloging loose-leaf services
- Explore a few of the special challenges and issues involved in the cataloging of loose-leaf integrating resources

**Notes:**
Participants' Goals:
 You might ask the participants if they have any additional or more specific goals or areas that they especially want to discuss or learn about in this session.

## Bibliographic Resources:Type of Issuance

**Continuing Resources**

**Serials**

**Integrating Resources**

**Multi-parts**

**Updates remain discrete**

**Updates do *****not***** remain discrete**

**Finite Resources**

**Notes:**
WARNING: ANNIMATED SLIDE!

Review: Types of issuance and where updating loose-leafs fall into this scheme.

LCRI 1.0 August 2002 p. 2 
“‘Type of issuance’ refers to how the bibliographic resource is published, distributed, or produced, and, if it is updated, how it is updated.  There are three types of issuance: monograph, serial, and integrating resource.”

[This slide modified and animated by Rhonda Lawrence]

## The 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.
*AACR2 2002 Revision Appendix D*
- “A type of publication consisting of unbound pages housed in a ring or rod binder, a format which easily permits the addition, substitution, or removal of pages.”
*Cataloging Legal Literature, *Lembke & Lawrence. 3rd ed. 1997.

**Notes:**

For Instructor Background:

AACR2 2002 Revision Appendix D glossary
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.”

MARC 21 Format for Bibliographic Data, 008 – Serials p. 8 (character position 21: Type of Continuing Resource).
“An Updating Loose-leaf is a bibliographic resource that consists of a base volume(s) updated by separate pages, which are inserted, removed, and/or substituted. “

## Is the item 
An updating loose-leaf?
A new iteration?   
Or 
A new edition?

- Is the item
- An updating loose-leaf?
- A new iteration?
- Or
- A new edition?

## Determine the type of issuance for the resource in loose-leaf format
 A serial
 A monograph
 An integrating resource; that is, an updating loose-leaf

- Determine the type of issuance for the resource in loose-leaf format
-  A serial
-  A monograph
-  An integrating resource; that is, an updating loose-leaf

**Notes:**

For Instructor Background:

To answer question one, 
LCRI 1.0: 
     2)  Resources issued in loose-leaf format. When deciding to catalog a bibliographic resource issued in loose-leaf format as a serial, an integrating resource, or a monograph, make the decision based on the type of issuance of the primary component.  If there is a stated frequency, determine if the frequency applies to the primary component or to any updates.
     Note that a bibliographic resource issued in loose-leaf format is not automatically to be cataloged as an updating loose-leaf.

## Loose-leaf format does not  equal an integrating resource
LCRI 1.0--catalog as a serial when resource:  
Meets definition of a serial even though housed in a binder
Issues remain discrete
Binders issued successively even if contents interfiled

- Loose-leaf format does ***not ****** ***equal an integrating resource
- LCRI 1.0--catalog as a serial when resource:
- Meets definition of a serial even though housed in a binder
- Issues remain discrete
- Binders issued successively even if contents interfiled

**Notes:**

For Instructor Background:

LCRI 1.0:
     In case of doubt about type of issuance, apply the following guidelines:
     If the decision has been narrowed down to “serial vs. integrating resource” and there is no information about the type of issuance but the resource has wording that refers to “edition,” determine if that wording represents a numeric designation or an edition statement.  If it is a numeric designation, catalog the resource as a serial; if it is an edition statement, catalog it as an integrating resource.
     If the decision has been narrowed down to “monograph vs. integrating resource” and there is no information about the type of issuance, catalog the resource as a monograph.
...
     Note that a bibliographic resource issued in loose-leaf format is not automatically to be cataloged as an updating loose-leaf.
     a)  Catalog as a serial:
          i)  Resource otherwise meeting definition of serial whose issues remain discrete even though they are to be stored in a binder (as successive sections in the binder or subdivided/filed into separate sections in the binder)
          ii)  Resource whose binders are issued successively even though the contents filed into each binder may be updated in integrating fashion until the next binder is issued

## LCRI 1.0--catalog as a monograph when:
Resource complete as issued or;
Intended to be complete in finite number of parts 

- LCRI 1.0--catalog as a monograph when:
- Resource complete as issued or;
- Intended to be complete in finite number of parts

**Notes:**

For Instructor Background:

If the decision has been narrowed down to “monograph vs. integrating resource” and there is no information about the type of issuance, catalog the resource as a monograph.

## LCRI 1.0--catalog as updating loose-leaf :
When resource consists of binder or binders in which pages are
Added
Removed
Replaced
Until next edition is published or until complete

- LCRI 1.0--catalog as updating loose-leaf :
- When resource consists of binder or binders in which pages are
- Added
- Removed
- Replaced
- Until next edition is published or until complete

**Notes:**

For Instructor Background:

...
Catalog as an integrating resource:  Resource consisting of a binder or binders in which pages are added, removed, or replaced until the next edition of the resource is published or until complete.

## Examine the evidence 
Prefatory material
Release dates
Filing instructions
Publishers’ invoices
Records in shared databases (e.g., OCLC)
Earlier editions

- Examine the evidence
- Prefatory material
- Release dates
- Filing instructions
- Publishers’ invoices
- Records in shared databases (e.g., OCLC)
- Earlier editions

**Notes:**
Assume that the title is an iteration unless proven otherwise

Publication has been issued in a binder, you have the first iteration, so how do you know whether this is a finite or continuing resource? 
  1. Look at explicit as well as implicit information.
  2. Statements of intent by the author or publisher in the preface.
  3. Have there been previous editions that received revised pages?
  4. You may think the contents are all new with the publication date, but scan the bottoms of the pages carefully.  Many times you will discover earlier years and release numbers in microscopic print at the bottom edge of the pages.

## 	Is the item:
 A new iteration? 
Or  ...
 A new edition? 
General assumption: New iteration

- 	Is the item:
-  A new iteration?
- Or  ...
-  A new edition?
- General assumption: New iteration

**Notes:**
Once you have determined that the resource in hand is an updating loose-leaf, an even more difficult decision awaits. 
Is it an new iteration?  Or a new edition?

_______________________

## Begin with new set of assumptions: in case of doubt, treat as in iteration

New bibliographic record created only for certain changes in edition, mergers, splits, or when there is a new work 

- Begin with new set of assumptions: in case of doubt, treat as in iteration
- New bibliographic record created only for certain changes in edition, mergers, splits, or when there is a new work

## What do I do when ...

**Condition****	****	****    Action**

- ► Update record

- Original author dies

- ► Update record

- ► Update record

- ► Update record

- Main entry changes

- Title changes

- New authors appear

**Notes:**
WARNING: ANIMATED SLIDE

## What do I do when ...

**Condition****	****	****         Action**

- ► Update record

- Place changes

- ► Update record

- ► Update record

- ► Update record

- Publisher changes

- Updating frequency changes

- Size of volumes changes

**Notes:**
WARNING: ANIMATED SLIDE

## What do I do when ...

**Condition****	****	****         Action**

- ► Update record

- All elements change except edition statement

- ► Depends:

-  Update record

-  Close old and create new record

- Edition statement changes

-  Complete new ed.

-  Gradual replacement

- ► Close old and create new record

- All contents replaced

**Notes:**
WARNING: ANIMATED SLIDE

See LCRI 21.3B for information about changes in edition.

## Definition per LCRI 12.0
A publication issued in several component parts 
Often includes updating loose-leaf and bound volumes containing primary and secondary source material 
Sometimes called a reporter

**Definition** per LCRI 12.0
- A publication issued in several component parts
- Often includes updating loose-leaf and bound volumes containing primary and secondary source material
- Sometimes called a reporter

**Notes:**

For Instructor Background:

LCRI 12.0.  GENERAL RULES.

Loose-Leaf Services
      A loose-leaf service is a publication issued in several component parts, often in a combination of updating loose-leaf and bound volumes containing both primary and secondary source material.  Sometimes a loose-leaf service is called a reporter.

From Cataloging Legal Literature, Lembke and Lawrence, 1997-	
“In legal publishing, the phrase “loose-leaf service” describes a particular type of loose-leaf publication.  Loose-leaf services are comprehensive publications that gather together all primary materials on a topic, e.g. Federal and state laws, court decisions, administrative regulations, etc., on income tax.  In addition, secondary materials such as commentaries and bibliographies are often included with detailed indexing.

## Treatment (LC practice per LCRI 12.0)
Create one record for the service as a whole 
Consider the service as a whole to be an integrating resource.  
In a note, list the component parts in enough detail to identify them.  Give any volume designation that is found on a part.  
Optionally, include numeric or chronological designations of newsletters, bulletins, etc., within the service

**Treatment **(LC practice per LCRI 12.0)
- Create one record for the service as a whole
- Consider the service as a whole to be an integrating resource.
- In a note, list the component parts in enough detail to identify them.  Give any volume designation that is found on a part.
- Optionally, include numeric or chronological designations of newsletters, bulletins, etc., within the service

**Notes:**

For Instructor Background:

LCRI 12.0.  GENERAL RULES continued

Loose-leaf Services

     LC practice:  Generally, create only one bibliographic record for the service as a whole; consider the service as a whole to be an integrating resource.  In a note, list the component parts in enough detail to identify them.  Give any volume designation that is found on a part.  Optionally, include numeric or chronological designations of newsletters, bulletins, etc., within the service.
           500 ## $a The reporter contains binders:  Current developments; Monographs; State solid waste--Land use; Federal laws; Federal regulations; State water laws; State air laws; Mining; Decisions (later published in bound volumes as Environment reporter. Cases).
           500 ## $a The service is divided into five parts: Treatise / by Jacob Mertens, Jr., and others (v., loose-leaf); Code, current volume (loose-leaf) and bound volumes, 1954-1958-; Code commentary (v., loose-leaf); Regulations, current volume (loose-leaf) and bound volumes, 1954-1960-  ; Rulings, current volume (loose-leaf) and bound volumes, 1954-1957-
     If a component is lacking, give such information in a note.
          500 ## $a Library of Congress lacks section:  Mining. $5 DLC

     If, by exception, separate records are being created for the component parts, identify each part as an updating loose-leaf, multipart item, etc., and catalog it accordingly.  In a note, indicate the relationship to the parent loose-leaf service and give a related work added entry for the loose-leaf service.

## Treatment Examples

**500**     The reporter contains binders: Current developments; Monographs; State solid waste--Land use; Federal laws; Federal regulations; State water laws; State air laws; Mining; Decisions (later published in bound volumes as Environment reporter. Cases).
**500**      The service is divided into five parts: Treatise / by Jacob Mertens, Jr. and others (v., loose-leaf); Code, current volume (loose-leaf) and bound volumes, 1954-1958-; Code commentary (v., loose-leaf); Regulations, current volume (loose-leaf) and bound volumes, 1954-1960-  ; Rulings, current volume (loose-leaf) and bound volumes, 1954-1957-
**500**      Library of Congress lacks section: Mining. $5 DLC

## Pamphlets and paperbacks
Current information of temporary or permanent value published also in pamphlet or paperback form
Keyed to a section or a service or to several services
Characteristics: 
individual, distinctive titles 
carry title of the service 
numbering of a section of the service 
usually a supplementary bulletin with the words "Extra," "Section 2," etc. 

**Pamphlets and paperbacks**
- Current information of temporary or permanent value published also in pamphlet or paperback form
- Keyed to a section or a service or to several services
- Characteristics:
- individual, distinctive titles
- carry title of the service
- numbering of a section of the service
- usually a supplementary bulletin with the words "Extra," "Section 2," etc.

**Notes:**
For Instructor Background:

LCRI 12.0.  GENERAL RULES continued
Loose-leaf Services

1) Pamphlets/paperbacks
      Current information of temporary or permanent value may be published also in pamphlet or paperback form and be distributed to subscribers of a loose-leaf service as part of the subscription.  Such publications are keyed to a section or a service or to several services.  In addition to individual, distinctive titles, they carry also the title of the service and the numbering of a section of the service (usually a supplementary bulletin, to which is added a further distinguishing characteristic such as the words "Extra," "Section 2," etc. (e.g., "Bulletin 35, Extra" or "Report bulletin 24, Volume LIII (Section 2)").
      LC practice:  Although these publications are often indexed in the service, they are unsuitable for filing into the service.  If such a publication is considered of permanent value, create a separate record.  Because a pamphlet or paperback may be distributed to more than one service, do not include a note in the bibliographic record indicating a relationship to the loose-leaf service and do not give an added entry for the service.
      At first, these publications may appear to be volumes in a monographic series because there is a comprehensive title (the title of the loose-leaf service), a type of numbering, and a volume title.  To avoid confusion, create a series-like phrase series authority record; use the titles of the service and of the section of the service in the heading and give instructions for handling the materials in a note.

series authority record
130 #0 $a Tax ideas. $p Bulletin
667 ## $a A separately numbered section of the loose-leaf service "Tax ideas." Bulletins issued in loose-leaf format are filed as a section of the parent loose-leaf.  Catalog separately any material published in pamphlet or paperback form that carries the additional designation "Section 2;" do not indicate a relationship to the parent loose-leaf and do not give an added entry for the parent loose-leaf.

## Pamphlets/paperbacks series authority record example

- Series authority record:
-     130  _0   Tax ideas. $p Bulletin
-     667         A separately numbered section of the loose-leaf service "Tax ideas." Bulletins issued in loose-leaf format are filed as a section of the parent loose-leaf.  Catalog separately any material published in pamphlet or paperback form that carries the additional designation "Section 2;" do not indicate a relationship to the parent loose-leaf and do not give an added entry for the parent loose-leaf.

## Bulletins, newsletters, etc.
Sections with independent numeric or chronological designations
Contain latest developments in a particular field 
Information of permanent value often later included in main text

**Bulletins, newsletters, etc.**
- Sections with independent numeric or chronological designations
- Contain latest developments in a particular field
- Information of permanent value often later included in main text

**Notes:**

For Instructor Background:

LCRI 12.0.  GENERAL RULES continued
Loose-leaf Services

2) Sections with independent numeric or chronological designations:  bulletins, newsletters, etc.
      Latest developments in a particular field are often reported and analyzed in special sections of a loose-leaf.  These sections are typically called Bulletin, Newsletter, Report bulletin, Report, etc., and are for the most part indexed in the loose-leaf.  They carry a numeric or chronological designation of their own.  Information of permanent value from these sections is often later included in the main text and old issues can be periodically discarded or transferred.

## LC practice for bulletins  
Do not create a separate record
On record for updating loose-leaf, give a note 
500     Includes separately numbered section: Report bulletin.
500     Includes separately numbered bulletin: Criminal law advocacy reporter.
Make appropriate added entry

**LC practice for bulletins**
- Do not create a separate record
- On record for updating loose-leaf, give a note
**500**     Includes separately numbered section: Report bulletin.
**500**     Includes separately numbered bulletin: Criminal law advocacy reporter.
- Make appropriate added entry

**Notes:**

For Instructor Background:

LCRI 12.0 May 9, 2002 draft
12.0.  GENERAL RULES continued
Loose-leaf Services

 LC practice:  Do not create a separate record for such a section.  Instead, on the bibliographic record for the updating loose-leaf, give a note explaining the inclusion of any separately numbered and separately titled section.  Give an appropriate added entry for the section.
           500 ## $a Includes separately numbered section: Report bulletin.
           500 ## $a Includes separately numbered bulletin: Criminal law advocacy reporter.

## Transfer volumes
Bibliographic unit containing material of a permanent nature originally issued as a section of a loose-leaf service  
Material transferred from the loose-leaf service by one of the following modes:
Reissued by the publisher in bound form or 
Transferred to permanent binders or
Bound separately by the subscriber

**Transfer volumes**
- Bibliographic unit containing material of a permanent nature originally issued as a section of a loose-leaf service
- Material transferred from the loose-leaf service by one of the following modes:
- Reissued by the publisher in bound form *or*
- Transferred to permanent binders *or*
- Bound separately by the subscriber

**Notes:**

For Instructor Background:

LCRI 12.0.  GENERAL RULES continued
Loose-leaf Services

3) Transfer volumes
      A transfer volume is a bibliographic unit containing material of a permanent nature originally issued as a section or binder of a loose-leaf service.  The material is transferred from the loose-leaf mode by one of the following methods:  the material is reissued by the publisher in bound form and sent to the subscriber as part of a subscription or made available for separate purchase;  the material is transferred from the original loose-leaf mode to permanent binders (sometimes supplied by the publisher) or bound separately by the subscriber.

## LC practice for transfer volumes  
Do not create a separate bibliographic record for transfer material  
On record for the updating loose-leaf, give a note 
If the transfer section has a title of its own, cite the title in the note and give an added entry

**LC practice for transfer volumes**
- Do not create a separate bibliographic record for transfer material
- On record for the updating loose-leaf, give a note
- If the transfer section has a title of its own, cite the title in the note and give an added entry

**Notes:**

For Instructor Background:

LCRI 12.0.  GENERAL RULES continued
Loose-leaf Services

     LC practice:  Generally, do not create a separate bibliographic record for the transfer material.  Instead, on the bibliographic record for the updating loose-leaf, give a note explaining the inclusion of transfer material of permanent value.  If the transfer section has a title of its own or acquires a title of its own in its transferred/bound stage, cite the title in the note and give an added entry.
           500 ## $a Material of permanent value is removed periodically and bound in separate volume.
           500 ## $a Material of permanent value is transferred from time to time to storage binders.
           500 ## $a Prebound, separately numbered volumes with title Administrative law decisions, containing reports of decisions of the Administrative Appeals Tribunal, periodically replace the reports and decisions in the section entitled Administrative law decisions.

     If a separate bibliographic record is created for the transfer material, include a note explaining the relationship to the updating loose-leaf.
           245 00 $a Environment reporter. $p Cases.
          500 ## $a These volumes replace the opinions published in loose-leaf format in the "Decisions" binder of Environment reporter.

## Physical description of transfer volumes (LCRI 12.5B1) 

Do not give number of transfer volumes for loose-leaf still in progress 
300    $a v. (loose-leaf), v. (transfer)

Give number of  transfer volumes for completed loose-leaf
300    $a 2 v. (loose-leaf), 4 v. (transfer)

**Physical description of transfer volumes **(LCRI 12.5B1)
- Do not give number of transfer volumes for loose-leaf still in progress
- 300    $a v. (loose-leaf), v. (transfer)
- Give number of  transfer volumes for completed loose-leaf
- 300    $a 2 v. (loose-leaf), 4 v. (transfer)

**Notes:**

For Instructor Background:

LCRI 12.5B1 
Updating Loose-Leafs
     Note:  Prior to Dec. 1, 2002, the number of volumes was included for updating loose-leafs that were still in progress.  LC/PCC practice:  Generally, do not update those records.
     If the updating loose-leaf includes transfer volumes, describe the extent in terms of "loose-leaf" and "transfer."
          300 ## $a v. (loose-leaf), v. (transfer)

## Sample notes for transfer volumes

500    Material of permanent value is removed periodically and bound in separate volume.
500    Material of permanent value is transferred from time to time to storage binders.
500    Prebound, separately numbered volumes with title Administrative law decisions, containing reports of decisions of the Administrative Appeals Tribunal, periodically replace the reports and decisions in the section entitled Administrative law decisions.

**Sample notes for transfer volumes**
**500**    Material of permanent value is removed periodically and bound in separate volume.
**500**    Material of permanent value is transferred from time to time to storage binders.
**500**    Prebound, separately numbered volumes with title Administrative law decisions, containing reports of decisions of the Administrative Appeals Tribunal, periodically replace the reports and decisions in the section entitled Administrative law decisions.

## If a separate bibliographic record is created for transfer material, include a note explaining the relationship 
		245 00  Environment reporter. $p Cases.
		500       These volumes replace the opinions 	published in loose-leaf format in the 	"Decisions" binder of Environment reporter.

- If a separate bibliographic record is created for transfer material, include a note explaining the relationship
- 		**245 00**  Environment reporter. $p Cases.
- 		**500**       These volumes replace the opinions 	published in loose-leaf format in the 	"Decisions" binder of Environment reporter.