Technical Services Department Procedures Manual


Section 3A.3 :
Serials Copy Cataloging Procedures

Make sure that our catalog was checked! We may have the item and not treat it as a serial or periodical.

Serials are easier to search online with an ISSN number.

1. Use an appropriate search to retrieve the serial record to be used for cataloging. See – Searching Guidelines for Serials.

2. Preliminary verification of matching record:

Bib Lvl: s, Title, Publisher, and date of publication, etc.

3. Check for a HELD on the record(s) reviewed. This may mean that you have a duplicate or added volume, etc.

Check for 780 Preceding entry and 785 Succeeding entry fields. Check our catalog and/or OCLC to see if we have these titles.

4. A DLC / CONSER validated record is first choice for cataloging. If there is no DLC record choose the record with the most complete and accurate information. These will usually be records with an ENC LVL of I or blank, and a Desc: a.

5. Instances when you would not copy catalog an item:

    • -Record shows holdings in KGG.
    • -If applicable: No LC call number, or incomplete call number, in the 050 or 090 field. This will apply to serials going in Stacks or Special Collections.
    • -There are no subject headings.
    • -If after a thorough search, all you can find is a UKM, NLC, or an NLM record.
    • -If a 780 or 785 field is present. Needs to be reviewed by the cataloger.

Editing. General editing procedures:

1. A record is edited field by field and screen by screen.
2. Give appropriate instructions for editing, labels, etc.
3. Process as needed, tattle-tape, label, etc.

Fields to verify and edit:

Fixed fields:

BLvl: s - make sure this is s.
Verify the correctness of…
SrTp (serial type)
FREQ (Frequency)
REGL (Regularity)
DtSt (Date Status)

Because serial records are so long the following fields can be deleted from the record, if you are unfamiliar with the relationships between fields on a serial record do not delete these.

012 – LC Terminal Display
016 – NLC Record Control Number
018 – Copyright Article-fee Code
025 – Overseas Acq. Number
032 – Postal Registration Number
035 – System Control Number
037 – Stock Number
All call numbers EXCEPT 050 or 090 if classified serial (if 050 is PAR, LCCOPY, etc. delete it). Delete: 051, 052, 055, 060, 069, 070, 072, 074, 080, 082, 086, 088, 092, 096, 098, 099.
263 – Projected Publication Date
265 – Subscription Address
350 – Subscription Price
355 – Security Classification Code
650 / 651 – if 2nd indicator is not 0. If this leaves no subject headings give to the cataloger.
742 – Hierarchical Place Name
754 – Taxonomic Identification
755 – Physical Characteristics
850 – Holdings
890 – Holdings (Local LC)
9XX - except 936

1. 022 – ISSN

Make sure the ISSN on the item and in the 022 are the same. If you have more than one issue verify that there are no additional ISSN’s. See OCLC’s Bibliographic Formats and Standards for dealing with ISSN’s.

2. 042 – Authentication code. Look for CONSER validated record.

lcd – Conser full authority verification
mcd – Conser minimal level verification – give to cataloger

3. If you are classifying a serial look for:

050 – Use this call number assigned by the Library of Congress. Verify format, especially decimals/periods before the 1st cutter, etc. If the format is incorrect the library will not receive cards.

090 – Use if no 050 is present, and only if it conforms to L.C. Classification format.

3a. If the serial is being treated as a periodical, unclassified see 049 below.

4. 049 – Please use CAPS while coding this field. Example: KGGM.

If the serial is classified record the appropriate location of the item such as KGGM for Stacks or KGGR for Reference, etc.

If the serial is unclassified and being treated as a periodical record the appropriate location, etc. information in Voyager holdings.

5. 100, 110, 111 fields, if present.

    • -Verify name on the item.
    • -Verify date and place of conference against book.
    • -If non DLC / CONSER record, verify in Authority file.

6. 130, 240, 243 – Uniform titles, rarely present on serials.

    • -Attempt to verify against book.
    • -Verify 2nd indicator: 0-9 non-filing characters.
    • -If non-DLC / CONSER record give to cataloger.

7. 245 – Title field.

  • -Verify against the item:

title : sub-titles generally appear as notes on serial records.

  • -Indicators

1st ind. will be either “0″ or “1″.
2nd ind. “0″-”9″ (non-filing characters).

8. 250 – Edition statement. If present try to vrify by comparing with the item. Do not use record if edition is different.

9. 260 – Imprint. Try to verify against the item. Imprints on serial publications can and do vary. You may have to look at more than one issue if possible. If not use standard bibliographic search if there is a doubt. Additional imprint info may be in the note area also.

Serial records may not have a date in the subfield c.

The date on serial records is for the date the publication began and/or ceased.

10. 300 – Physical description.

- $a – the pagination / volume information:

v. if not complete
[no.] v. if known complete, i.e. 5 v.

- $b – Illustrations. “Ill.” is the general term used on serials.

- $c – Size. If not present, measure the item along the spine and give the dimension in centimeters
(cm.). Always round off to the next highest cm. (i.e. 25 1/2 cm. would be recorded as 26 cm.).

If items are different sizes leave blank.

11. 440 – Series title. Check for this title on the piece.

All series must be verified in the online authority file. If the series authority record has a call number give to the cataloger.

If non-DLC / CONSER record give to cataloger.

12. 490 – Series title statement.

-Will have a 1st ind. of either “0″ or “1″. If it is a 1 there should be an 8xx field at the bottom of the record.
The 8xx is the one you search and verify.

-All series must be verified in the online authority file. See no. 11 above.

If non-DLC / CONSER record give to cataloger.

13. 5xx’s – Notes.

    • -Check the accuracy of quoted notes.
    • -Check for typographical errors.
    • -Attempt to verify against item.

14. 6xx’s – Subject entries (600, 610, 630, 650, 651)

    • -Use only those with 2nd indicator values of “0″.
    • -Delete 653 and 690 fields.
    • -Verify all subject headings in the online authority file or LCSH.
    • If non-DLC / CONSER record give to cataloger.

15. 700, 710, 711 — Name & conference added entries.

    • -These entries should appear somewhere else on the record, example, in the 245 or a 500 field. If they do not appear there – give to the cataloger. They may not have the same form as they appear in the upper part of the record.
    • -These entries should be verified in the online authority file.
    • -If non-DLC / CONSER record give to cataloger.

16. 730, 740 – Title added entries.

    • -Verify against the item.
    • -Verify first indicator (0-9 non-filling)

17. 780 – Preceding entry
785 – Succeeding entry

    • -Check to see if we have the preceding or succeeding titles, if we do give to the cataloger. Indicates title changes, etc.

18. 8xx – Series tracing.

    • -Present if 490 1 is on the record.
    • -Should be verified in the online authority file. See no. 11 above.
    • If non-DLC / CONSER record give to cataloger.



If the serial is classified:

1. Stamp title page / edge, etc. with the appropriate library stamp.

2. If book is circulating treat appropriately.

3. If Reference book treat appropriately.


4. Print labels.

If the item is an unclassified periodical: Give to the Periodicals Manager after cataloging to record holdings.

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