# Presentation: 696609

## Session 4: Original Cataloging:What Next?

-   How are the remaining descriptive 	elements handled in serials cataloging?
-   What kinds of notes are appropriate in 	serial records?
-   What access points should also be 	included?

## Editions

-   Audience:
****
- 250 --  $a Northwest ed.
- 250 --  $a Southern ed.
- 250  --  $a Reference ed.
- 250  --  $a Personal ed.
- 250  --  $a Spanish ed.
- 250  --  $a English ed.

-   Content:
****
- 1st. ed., 2nd ed., 3rd  ed., etc.
- 362  1-  $a Began with 1st. ed.
- 1990 ed., 1991 ed., etc.
- 362 1-  $a Began with 1990 ed.

- Session 4

**Notes:**
Edition statements for serials differ from monographs in that the statement must apply to every issue of the serial and usually reflects the audience for that serial. There are often other editions published simultaneously (AACR2 12.2B1), as in the examples shown on the left portion of the slide. 
For serials, the word “edition” can also be associated with the numbering and reflects changes to the content (AACR2 12.2B2). For example, an annual directory may be issued as the 1997 ed., 1998 ed., etc. Note the examples on the right portion of the slide.

## Publication Information

-  Record place and name of publisher according to
-    rules in Chapter 1
-  Change in place of publication
- Country of publication:  nyu
- 260  --  $a Chicago, Ill.
- 500  --  $a Published: New York, 1996-
- CSR: 260 subfield $c optional
- AACR2: If first and/or last piece in hand, use $c 	260  --  $a Knoxville, TN : $b East Tennessee
- 	  Historical Society, $c 1985-
- 260  --  $a Los Angeles, Calif. : $b Westwood
- 	  Productions, $c -2007.

- Session 4

**Notes:**
Note that the rule (former 1.4D4) that allowed for abbreviating the name of the publisher when given in full in the statement of responsibility has been dropped from AACR2. This is because current catalogs allow searching on the publisher statement. No ending comma is recorded in 260 $b (you will see this in earlier cataloging records).
If the record is updated at a later time because the place of publication has changed, this is recorded in a 500 note and the place of publication code in the fixed field should be updated.  Because AACR2 cataloging is based on the earliest issue, the country code in the fixed field may not necessarily reflect the place found in field 260 $a.
CSR: The 260 subfield $c for date(s) of publication is optional. For AACR2 cataloging, use the 260 $c to record the dates of publication. The dates of publication are only input if the first and/or last piece(s) of the title are in hand – if neither are in hand, leave the subfield $c blank (AACR2 12.4F1, 12.4F2).

## Publication Information [CSR]

-   In the case of our serial example, the 260 field 	would appear as follows:
- 260  --  $a Knoxville, TN : $b East Tennessee Historical Society

- Session 4

**Notes:**
In the case of our Tennesee Ancestors example, the 260 field would appear as shown, using CSR guidelines.
There is no 260 $c [date of publication] because:
1) We don’t have the first (or last) issue – if following AACR2
2) This subfield is optional anyway – if following CSR

## Physical Description

-  CSR: Required for all tangible, non-print
-      resources (subfield $a only)
-         300  --  $a CD-ROMs
-     300  --  $a 12 microfilm reels
-     300  --  $a sound discs
-  CSR: Not required for print resources
-  AACR2: Required (all applicable subfields) 	300  --  $a v. : $b ill. ; $c 28 cm.
- 	300  --  $a CD-ROMs : $b sd., col. ; $c 4 3/4 in.

- Session 4

**Notes:**
In CSR, the 300 physical description field is not required for regular, print resources.
Subfield $a of the 300 field is required for all tangible, non-print serials such as CD-ROMs, microforms and sound recordings. Other subfields are optional.

## Frequency Note

-    Record the current frequency if known:
-     310  --  $a Annual
-    CSR: Former frequency = optional
-     310  --  $a Quarterly, $b 2007-
-     321 --   $a Monthly, $b 2001-2006
-    Our example:
-     310  --  $a Three no. a year

- Session 4

**Notes:**
An eye-readable note should be given for the current frequency, if known (AACR2 12.7B1). According to the guidelines for the CONSER standard record, former frequencies are not required. This optional information would be given in a 321 field as in the second example.
In our example, the 310 would appear as shown in the last bullet on the slide.

## Numbering

-   Field 362
-   Use only when:
-   Information is available about first/last issue
- 362  1-  $a Began in 1990.
- 362  1-  $a Began with v. 1 in 1990.
- 362  1-  $a Ceased in 1989.

- Session 4

**Notes:**
(AACR2 12.3)
The 362 field contains information about the first and/or last issue of a serial.
This information may be numeric, chronological or both.
The 362 field is only used if the first issue and/or last issue is in hand when the serial is cataloged, OR information is known about the first and/or last issue. According to the guidelines for the CONSER standard record, an “unformatted” 362 field is used – the first indicator is set to “1”.

## Numbering

-   Both numbering and chronology present:
- On piece:	 No. 1 January 1997
- 362 1-	 $a Began with no. 1 (January 1997).
- On piece:	 Volume 8   1995
- 362 1-	 $a Began with Volume 8 (1995).
- On piece:  No. 1 1999-2000
- 362 1-	 $a Began with no. 1 (1999/2000).
-   Our example:
- 500  --     $a Description based on: Vol. 14, no. 3
- 		     (Dec. 1998); title from cover.

- Session 4

**Notes:**
When both a numeric and a chronological designation are present, give the chronological designation in parentheses following the numeric designation (AACR2 12.3C4).
According to the guidelines for the CONSER standard record, either use the standard abbreviations as found in Appendix C of AACR2 or record the designation as found on the piece (but don’t create your own abbreviations!).
[Trainers: Note the transcription of a hyphen as a slash and explain why we do this.]
In our example, we do not know when the serial began so a “Description based on” note would be added to the record as we saw in Session 3. If, however, we knew from another source (e.g., a publisher’s statement) that it began with volume one, number one in April of 1985, we could add a 362 field.
However, we would only do this when we have evidence that the title has not changed.  If the serial began some time ago, do not guess at the beginning date. Since the current issue in hand is vol. 14, it is best not to assume that v. 1 had the same title.

## Recording the Numbering

-  Change Roman numerals to Arabic [CSR = option]
- 	On piece:  Vol. XVI, number 1
- 	362 1-  $a  Began with v. 16, no. 1.
-  Convert words to numbers [CSR = option]
- 	On piece: One 1999
- 	362 1-  $a Began with 1 (1999).
-  Change punctuation when it makes more sense
- 	On piece: 1990-1991 (earliest); 1999-2000 (last)
- 	362 1-  $a Began with 1990/1991; ceased with 1999/2000.

- Session 4

**Notes:**
The numbering is usually transcribed as found; however, there are some cases when the cataloger may change the form.
Roman numerals and spelled out numbers are two cases where the numbering can either be changed or left as found on the piece (CSR).
The ability to change the punctuation is up to the cataloger, and it is most often changed with dates. CONSER catalogers will always change a hyphen to a slash, regardless of whether the dates represent a fiscal year or a biennial publication spanning two years.
Use standard abbreviations as found in the Appendices to AACR2 or record the numbering just as found – either is acceptable for CSR.

## Series

- On piece: REA Bulletin  344-2
-      In record:
- 440  -0  $a REA bulletin
- On all pieces: NASCAD Research Bulletin  No. 2
- In record:
**    **440  -0  $a NASCAD research bulletin ; $v no. 2

- Session 4

**Notes:**
Series statements are handled in serial records in the same way as in monographic records with one exception: recording series numbering.
Because the serial record represents the entire run of the serial, and the series numbering is likely to change with each issue, normally omit series numbering (AACR2 12.6B1). The numbering may be given when all or part of the number remains constant with every issue, or when the serial consists of only one issue or a limited span of issues with consecutive numbers (LCRI 12.6B1). 
See the CONSER Cataloging Manual, Module 12; LCRI 1.6 and DCM C11 for more complete guidelines on how to determine what is or is not a series.
Trainer’s Note: The coding of series is being reconsidered CONSER standard record practice.
490 v. 440: The 490 tag records a series statement; the 440 records a series statement/added entry

## Notes

-   Provide further information not found in the 	description
-   Avoid too much detail
-   Give in numeric tag order (except 533)
-   Use dates when note doesn’t apply to all issues
- 500  --  $a Publisher varies: Blackwell, 1998-
- 550  --  $a Vols. for <1995-> issued by ...

- Session 4

**Notes:**
Notes for serials play an important role in conveying further information regarding the serial because the original description is based on the first issue in hand, and changes can and do occur in subsequent issues.
Notes should be useful. For example, if the body of the entry is in German and the text is only in German, a 546 language note would not add useful information.
Use dates to indicate span of issues covered by the note and use angle brackets when exact dates are not known.  [When discussing the example above, explain use of angle brackets.]
In CONSER, 5xx notes are input in numeric tag order. This is done because there are many fields that produce notes, not just the 5xx (e.g., 246, 362, 7xx linking fields). An exception to this is the 533 field, which is usually given as the last 5XX field.

## Required Notes [CSR]

-   Source of title note:
** **500  --  $a Title from caption.
-  500 --  $a Title from cover.
-  "Description based on” note:
- 500  --  $a Description based on: Vol. 19,
- 		       no.  2 (Feb.  1978).
- 500 --   $a Description based on: Vol. 1, no. 1
- 		      (Jan. 1923).
-  These notes should be combined:
- 500  --  $a Description based on 1990;
- 		       title from t.p.

- Session 4

**Notes:**
CSR: 
1. Always supply a note about the source of title, even if it comes from the title page.
2. Also: always supply a note about which issue was used as the basis of the description, even if it was the first issue.
3. Combine these notes into one 500 note as shown in the last bullet.
AACR2:
Supply a note about source of title if other than from title page.
Supply a note about the basis of description, unless the description is based on the first issue

## Required Notes [CSR]

-   Latest issue consulted note:
- 500 --  $a Description based on: 1990;
- 		       title from t.p.
- 500 --  $a Latest issue consulted: 2001.
-  Even when cataloging based on one issue:
- 500  --  $a Description based on: 1918;
- 		       title from t.p.
- 500 --  $a Latest issue consulted: 1918.

- Session 4

**Notes:**
CSR: 
Always supply a note about the latest issue consulted note.
Supply an LIC note even when cataloging based on only one issue.
3. Do not combine the DBO and LIC notes into one 500 note.
AACR2:
Supply a note about the latest issue consulted when cataloging based on more than one issue.
When a serial is closed off and the last issue is given in field 362/0, the “Latest issue consulted” note is removed.

## Other 500 Notes

- 500  --  $a Some issues also have a
-                  distinctive theme title.
- 500  --  $a Published: New York, N.Y.,
-                  July 1989-

- Session 4

**Notes:**
As appropriate, include notes relating to editors, the edition statement, distinctive titles, and the publishing statement.
Typically, notes about editors are made only when the same editor has been associated with a publication for a significant period of time or is deemed historically important for other reasons. 
Notes for publishers, places, or dates of publication are tagged 500. Notes relating to issuing bodies that are traced are tagged 550 (we will look at the 550 in just a few slides).

Note: Monographic catalogers may be surprised to learn that, for currently-published serial publications, editors’ names are generally not included in notes (500 notes) or access points (700 fields).

## Numbering Peculiarities (515)

- 362  1-  $a Began with no. 1.
- 515  --   $a No. 32-36 omitted.
- 362  1-  $a Began with 1950.
- 515  --   $a Vols. for 1960- also called 11th-
-                   annual report.
- 362  1-  $a Began with v. 1, no.  1 (spring 1995).
- 515  --   $a Some vols. lack numbering.
- 362  1-  $a Began with 95/1.
- 515  --   $a Numbering begins again each year
-                   with 1.

- Session 4

**Notes:**
The 515 note allows the cataloger to note designation peculiarities that are not or cannot be accounted for in the 362 field.
Examples of this are volume and/or issue numbering that is dropped; chronological designations that are added; numbers that are skipped; numbering that begins over from 1 each year, etc.  

## Supplements (525)

-   525   --   $a Has supplements.
-   245  00  $a Outlook and situation report. $p Oil
- 		   crops.
-   525   --  $a Supplemented by an annual
-                      yearbook with title: Outlook and
-                      situation yearbook. Oil crops.
-   740  02  $a Outlook and situation yearbook.
-                 $p Oil crops.

- Session 4

**Notes:**
If a supplement to a serial does not carry numbering other than that of the main serial, it is typically mentioned in a general 525 note on the record for the main title, as shown at the top of this slide.
If a supplement has its own title, this should be mentioned in a 525 note and a 730/740 title added entry be made.
If the supplement has its own numbering system, it may be cataloged separately on its own record and a 772 link made to the parent record.  

## Issuing Body Note (550)

-   Not required for CSR if authority record exists
- 245  00  $a Ecotoxicology and environmental safety.
- 260  --   $a San Diego : $b Academic Press
*550  --   $a Published under the auspices of the *
*                   **International Academy of Science. *[optional]
- 710  2-   $a International Academy of Science.
-   550 required if issuing body changes
- 245  00 $a Cornish studies.
- 260  --  $a Exeter, Devon : $b University of Exeter
-                   Press
- 550  --  $a Vols. for 2006- issued by: Institute of
-                   Cornish Studies.
- 710  2-  $a Institute of Cornish Studies.

- Session 4

**Notes:**
In AACR2 cataloging, a 550 issuing body note is added to justify an added entry for a corporate body not mentioned elsewhere in the body of the description. Such a note is not required under CSR  practice unless the issuing body changes.
CSR: In the first example, the title is published under the auspices of the International Academy of Science. There is a national level name authority record for the corporate body in the 710, and therefore no 550 note is required. (If there were no authority record, the 550 would still be necessary.)
In the second example, a new corporate body began issuing this publication in 2006. In this case, a 550 note to reflect a change in the publication is necessary, as well as an added entry (710) for the new corporate body.

## Sample Record [CSR]

- Type  a    ELvl      Srce         Gpub      Ctrl        Lang eng
- Blvl    s    Form     Conf  ■     Freq  ■    MRec      Ctry   tnu
- S/L    0    Orig ■    EntW        Regl  ■    Alph
- Desc a    SrTp  p   Cont         DtSt c      Dates 19uu,9999
- 245  00   $a Tennessee ancestors.
- 260   --   $a Knoxville, TN : $b East Tennessee Historical
- 		Society
- 310   --   $a Three no. a year
- 500   --   $a Description based on: Vol. 14, no. 3 (Dec. 1998);
- 		title from cover.
- 710  2-   $a East Tennessee Historical Society.

- Session 4

**Notes:**
Our sample record would look like this, now that we’ve added all the other descriptive MARC tags.

## Summary

- Be careful with “editions”
- Always record current frequency, if known
- Record numbering information in 362
- Notes should be useful and not too detailed
- For CSR, always supply:
-  Source of title note, even if title page
- “Description based on” note, even if first issue
- “Latest issue consulted” note

- Session 4

**Notes:**
When a phrase appears with the word “edition”, transcribe it as an edition statement only after determining that the phrase does not constitute the designation.
When known, give the current frequency in all cases, even when the frequency is already contained in the title (LCRI 12.7B1).
Since the serial record represents the entire run of the serial, and the series numbering is likely to change with each issue, normally omit series numbering (AACR2 12.6B1).
Notes should be useful and informative and most are optional.
Some notes are always required for CSR, but not for AACR2.

## Session 4: Exercises

- Session 4

**Notes:**
Complete the workforms used in the exercises for Session 3 by adding the following cataloging data:
1) Publication information;
2) Frequency;
3) Numbering statement, if appropriate;
4) Additional notes thought appropriate (such as “Latest issue consulted”); and
5) Other added entries thought appropriate.

Note: Answers will be in CSR.

## Example 1

- Type  a     ELvl       Srce  d       GPub       Ctrl        Lang  eng
- BLvl   s     Form      Conf  ■      Freq  ■     MRec    Ctry   enk
- S/L     0     Orig  ■   EntW         Regl  ■     Alph
- Desc  a     SrTp  p   Cont          DtSt  u     Dates  1966,uuuu
- 245  00 $a Bells and bellringing.
**260  --  $a Tonbridge, Kent [England] : $b J. Hilton**
**310  --  $a Quarterly**
**362  1- $a Began with Vol. 1, No. 1 (May 1966).**
- 500  --  $a Description based on: Vol. 1, No. 1 (May 1966);
-                   title from cover.
**500  --  $a Latest issue consulted: Vol. 1, No. 1 (May 1966).**

- Session 4

**Notes:**
[Elements added for this exercise in bold]

## Example 2

- Type   a     ELvl       Srce  d     GPub       Ctrl        Lang  eng
- BLvl    s     Form      Conf  ■     Freq ■     MRec    Ctry   ilu
- S/L     0      Orig  ■   EntW        Regl ■     Alph
- Desc   a     SrTp  p   Cont        DtSt  c     Dates 19uu,9999
- 130  0-  $a Newsletter (Illinois State Genealogical Society)
- 245  10 $a Newsletter.
- 246  13 $a ISGS
**260  --  $a Springfield, Ill. : $b Illinois State Genealogical**
**                  ****Society  **
**310  --  $a Bimonthly**
- 500  --  $a Description based on: Vol. 30, no. 1 (Jan./Feb. 2007);
- 	       title from caption.
**500  --  $a Latest issue consulted: Vol. 30, no. 1 **
**	****      ****(Jan./Feb. 2007).**
- 710  2  $a Illinois State Genealogical Society.

- Session 4

**Notes:**
[Elements added for this exercise in bold]

## Example 3

- Type  a     ELvl       Srce  d      GPub      Ctrl        Lang  eng
- BLvl   s     Form      Conf  ■     Freq  ■     MRec    Ctry   ilu
- S/L    0      Orig  ■   EntW        Regl  ■     Alph
- Desc  a     SrTp       Cont         DtSt  **c**     Dates 19uu , **9999**
- 110  2    $a Art Institute of Chicago.
- 245  14  $a The Art Institute of Chicago annual report.
**260  --   $a [Chicago, Ill.] : $b Art Institute of Chicago**
**310  --   $a Annual**
-  -- 	   $a Description based on: 1981/82; title from cover.
**500 --    $a Latest issue consulted: 2007/08**.

- Session 4

**Notes:**
[Elements added for this exercise in bold]

## Example 4

- Type  a     ELvl       Srce  d      GPub      Ctrl         Lang  eng
- BLvl   s     Form      Conf  ■     Freq  ■     MRec     Ctry   cau
- S/L     0     Orig  ■   EntW        Regl  ■     Alph
- Desc  a     SrTp      Cont         DtSt   u     Dates 19uu,uuuu
- 245  00 $a California information almanac.
**260  --  $a Lakewood, Calif. : $b California Almanac Co. **
**310  --  $a Annual**
- 500  --  $a Description based on: 1966 ed.; title from cover.
**500  --  $a Latest issue consulted: 1966. ed.**

- Session 4

**Notes:**
[Elements added for this exercise in bold]