serials Cataloging Workflow

Copy Cataloging of Serials
With the item in hand:

Search Voyager by exact title - without articles, and be careful with space between words. If no matches are found, search by ISSN number or author heading, for example conference names or organizations' names. IF still not found, locate a record in Connexion and import the record. IF no record can be found, place the book on the ‘Not found' shelf for original cataloging.

On the bibliographic record, click on the Systems tab. Remove the checkmark for ‘Suppress from OPAC,' and select ‘Ok to export.' Check the record for accuracy and completeness. Edit the record as necessary.

Replace incorrect records or ‘old' records if necessary. Some records have been enhanced or updated since the Library imported the records. If you found that the records should be improved, search OCLC. If a different OCLC record is used, remove UIU holdings in OCLC for the record not being used.

When the record has either #780 or #785 field, search the Voyager whether the Library has the volume. IF you can locate the volume, follow the instruction in Serials Cataloging Manual .

Note: Be sure to check OCLC record for further title changes as well as in Voyager. You could find more than one #780 or #785 field.

Save the bibliographic record to the Database (click on the ‘sailboat icon' at the top center of the window). An Authority validation window will open. If any of the name headings are ‘ Non-Authorized,' follow instructions for NACO work. Non-Authorized topical subject headings should be corrected by referring to the red LCSH books or the subject authority file in Connexion. Click on the Continue button to save.

Follow the instructions when construct the call number and cutter number. (See Serials Cataloging Manual - Call Number and Cutter number )

* When there is a proceeding or succeeding title is present
* Periodicals
* Added copy

The classification number should not exceed 11 digits (8 digits after the decimal point). The suggested numbers (#050, #090, #082, and #092) are helpful for knowing where to start and where to shorten numbers. If there is no suggested number, use the subject headings to construct one ( WebDewey http://connexion.oclc.org).

For periodicals, add ‘05' or ‘005' as instructed in DDC at the end of the class number.

When the preceding or succeeding title is present and the Library has it, use the same call number and cutter line, and add the number (1, 2, and so on) after the cutter line.

When there are more than one preceding or succeeding title, add letters (a, b, c, and so on) after the number ( See Serials Cataloging Manual ).

Use the Dewey cutter program on your desktop to create a cutter line . If there is an author heading (#110, #111), create a cutter line from it, and add a work mark from the first word of title, omitting articles. If there is no #110 or #111 field, use the first non-article word from the title to create a cutter line, with no work mark.

When the call number ends with ‘05' or ‘005' (periodicals) use first two letters of the main entry (Author heading or title) as cutter. Write them in capital letters.

Check the call number and cutter line in Voyager for uniqueness. IF the call number is a duplicate, add a digit or digits to the cutter number to make it unique. (For periodicals, use three letters instead of two letters of the main entry.)

Write the call number in the book in he upper left corner on the page following the title page. For periodicals, write all the numbers on the cover. If it is the added copy, add ‘cop. - ‘ . In the upper right corner of the page, write the owing library's name in full - not the three-letter library code - if it is a departmental library. If the book is for Bookstacks, do not write the name. Make sure that the book has a blue streamer with the three-letter library code if it is not going to the Bookstacks.

Click on "Get holdings.' If an order MFHD exists for the item being cataloged, and it is the only MFHD, it will be opened. When you import the record from the OCLC, in many cases you might not find a MFHD. Then click ‘New holdings,' and enter all the information into MFHD.

Before entering the information in #852 field, change the ‘type of record' to ‘y: serial item holding' in ‘Leader.' (Click ‘MARC' → click ‘Leader' → click ‘Type of record' → click ‘y: serial item holding')

The MFHD for printed serials need at least 3 lines, for #852, #853, and #863 (see examples in Serials Cataloging Manual - Holdings Record ).

#852: Verify that the first indicator of the #852 field is 1 (for DDC call numbers.) Required subfields are,

* #b library code. (to view a list of the codes, locate the curser in the #852 field and enter ‘Ctrl' and ‘l' at the same time.)
* #k call number prefix , when needed.
* #h classification number (everything before the first letter of the cutter line.)
* #i cutter line, including workmark, and any suffixes with no spaces.
* #t copy number
* #x local information and marking pattern. Depending on the frequency and type of publication, marking pattern could be year (yr.), Volume (v.), Number (no.) or combination of more than two patterns (yr.:.v.), (v.: no.), etc. Years are connected with ‘/'.
* #z used for ‘Note'. It is optional, so use only when it is applicable to the record you are cataloging.

#853: The #853 field is used for indicating a publication/marking pattern. Add all the relevant information, such as year and number (enumeration and chronology), which is not included in #852 subfield #x.

#866: Create the #866 field when it is necessary. Used as a summary statement. A textual description of the holdings of a basic bibliographic unit is added in this field. Every serial which has a standing order needs #866 indicating holdings history.(See more detailed explanation in http://www.loc.gov/marc/holdings/echdhome.html)

#863: Used for the items in serials. Create an item line for each annual. However, if it is a periodical, DO NOT create item line for each item. Just mark the call number, cutter number, and publishing pattern on the cover of each item. The item line will be created after all the issues are bounded together.

* Most simple MFHD of serials is looked like this :
* #825 1 _ #b stx #h 658 #i B265 #x (Marked by yr.)
* #853 2 3 #8 1 #a (yr.)
* #863 4 0 #8 1.5000 #a 20

If the MFHD is suppressed, click on the ‘System' and uncheck ‘Suppress from OPAC.'

Created a label by clicking within the #852 field and typing ‘Ctrl' and ‘F2' together. Add the volume number or year that is applicable to the specific item you have in hand in the first available line of the label template. If there is more than one pattern, such as v. and no., or v. and pt. connect them with colon (:).

When the call number ends with ‘05', or ‘005' don't make labels for each vol. or number. Write down the numbers on the left corner of the cover manually, and put it in a ‘ shipping truck.' We will create a label after periodicals are bound together as one volume.

For electronic resources #852 field and #856 field are created as following:

* #852 8 - #b eresour-nc #h Online resource #t1 #z Accessible anywhere on the UIUC campus or with UIUC NetID
* #856 4 1 #u http://www.library.uiuc.edu/orr/result.php?resid=*34676 #x UIU (*You can get the numbers from OPAC through title searches. The numbers are displayed on top of the e-resource page as ‘Resource ID.')
*

After creating a MFHD for electronic resources be sure to check ORR to see whether it is indeed accessible.

Click on ‘New item.' Scan the barcode of the book. If there is none, affix one to the upper right hand corner of the back. Each issue of the periodicals doesn't need the barcode and item record.

In item record, ‘item type' should be changed into ‘serial 2' for periodicals for Bookstacks and ‘serials 3' for annuals and serials for all other department libraries.

‘Enum' and ‘Chron' are added as represented in #853.

Make sure that your preferences are set up so that item has a status of ‘In process.' This can be verified by clicking on the ‘hierarchy' button, and it is only necessary to check once. If the item is an added copy, be sure to change the copy number at the bottom of the item record. Click on the ‘Save to Database' button.

Search the item cataloged in OPAC, and check whether all the information is correct.

Set the item aside to be placed on the labeling truck, and proceed with the next item. The periodical that goes to Bookstacks should be put in a ‘Direct to Stacks' truck.

MJ 8/2006