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W.E.B.
Du Bois Library Cataloging Manual
GUIDELINES FOR THE CATALOGING
OF CONTINUATIONS
Scope of this documentTop of pageThis document offers guidelines for deciding how to catalog the volumes of a monographic set (called a continuation) and outlines procedures followed in cataloging new continuations and adding volumes to records for continuations already owned by the Library.
CONTENTS
A. General Information
B. Deciding on over-all treatment of new continuations
C. Treatment ... when ... cataloged as a contin/anal or contin/cat. sep.
1. Call number
a. Reasons to class volumes together
b. Reasons to class volumes separately
2. Remainder of catalog record
D. Treatment ... when ... cataloged as a contin/AV
1. Call number
2. Imprint
3. Collation
4. Series statement
5. Contents notes
E. Special considerations
1. ... Holdings information
2. ... Serial information form
3. ... Series authority record (for contin/anal)
4. Tracing of analytical entries for contents notes
5. Binding record.
A. General information
1. New continuations received for cataloging usually fall into one of the three categories:B. Deciding on over-all treatment of new continuationsa. Continuations in the process of being published (to be referred to here as "in progress continuations"); we may or may not have received all of the published volumes when first creating the catalog record;2. Cataloging of new continuations titles may be accomplished by treating the title as a set of volumes and using a single, collective catalog record (referred to in this library as a contin/AV), or, if appropriate, by creating a separate catalog record for each volume in the set. Further, if individual volumes are cataloged separately, each volume may have a distinctive classification number (treatment referred to in this library as contin/cat. sep), or all volumes may have the same basic classification number, to which the specific volume number is added (treatment referred to as contin/anal).b. Continuations which have been completely published, but we have as yet only received part of the set (referred to in this document as "incomplete continuations");
c. Continuations which have been completely published, and we have received all of the volumes (referred to here as "complete continuations").
3. Whenever the Library does not own all of the volumes of a set at the time the set is first cataloged (whether or not all volumes have been published), the possibility exists that the catalog record will have to be updated each time as additional volume is received. Because of the time and expense involved in such updating, an effort should always be made to catalog continuations in a way which minimizes upkeep of the catalog record. The guidelines in this document are intended to help the cataloger create continuation records that will require a minimum of updating.
4. A special problem occurs when cataloging a set in which the volumes are from different editions. These sets need case-by-case decisions on whether one record should be used, with different editions mentioned in formal or informal contents notes, or whether it is best to create two or more separate records for the different editions of the set. If a decision is made to catalog volumes from different editions in a single record, the cataloger should refer to cataloging guidelines in Cataloging Service Bulletin no. 41 (AACR2, 2.2, p. 14-15) and no. 47 (AACR2, 2.7.B.18, p. 33)
If there is a choice between cataloging a title as a contin/anal or a contin/cat. sep and cataloging it as a contin/AV, give preference to cataloging it as a contin/anal or contin/cat. sep. This decision must be made on a case-by-case basis, sometimes in consultation with the department head. Consider the following characteristics of a set as favorable for treatment of the set as a contin/anal or contin/cat. sep, but note that the set need not present all of these characteristics to be considered for cat sep or anal treatment. When in doubt about treatment, consult Head of Cataloging.
1. Each volume has a truly distinctive title (not just non-generic words) that indicates a distinct subject content for the volume. For example, an American history set with volume titles such as "The Colonial Period," "The Revolution," etc. should not have each volume cataloged individually, but a set with volume titles such as "The American Revolution," "Aspects of Life in Colonial America," etc. might be a candidate for cataloging as a contin/anal or contin/cat. sep.C. Treatment of some specific elements of the catalog record when the title will be cataloged as a contin/anal or contin/cat. sep.2. Each volume would receive different subject headings if cataloged individually.
3. Volumes each have different authors or editors.
4. There is indication that future volumes will also have distinctive titles, subject content, authors/editors, etc.
5. Cataloging copy for the individual items is available. (This, however, is not a requirement; if the set seems to warrant treatment as a contin/anal or contin/cat. sep, this should be done).
1. Call numberD. Treatment of some specific elements of the catalog record when the title will be cataloged as a contin/AVIf volumes are to be cataloged individually, a decision must be made whether to class the volumes together (contin/anal) or to give each volume a unique classification number (contin/cat. sep). In making the decision, apply the following guidelines:
a. Reasons to class volumes together1) Subject matter of volumes is so similar that classification numbers for all volumes would fall close together even if volumes were "cat. sep:Return to top of page2) Information on the volume spines, or typography or spines, gives more emphasis to the continuation title, or continuation title is the only title on the spine.
3) There is DLC copy in which LC has treated the volumes of the set as contin/anals and has provided only the class-together number (no alternative call number given).
4) Volumes form a "complete works" for a personal author, especially a literary author, the complete proceedings of conference, etc.
b. Reasons to class volumes separately
1) Subject matter of individual volumes differs significantly.2) Individual volumes titles predominate on spines.
3) LC classes volumes separately.
4) Individual volumes are by different authors.
2. Remainder of catalog record
Follow general guidelines and practices for cataloging single-volume monographs when doing descriptive and subject cataloging of cat cep or analyzed volumes.
1. Call numberE. Special Considerationsa. When writing a call number which includes volume numbers, use for designating the volumes the terminology found in the piece itself. Volume designations in holdings information should follow guidelines found in the document Recording of Copy and Volume Information.b. Contin/AV's that are not part of an analyzed monographic series (this is the most common case). For most contin/AV's, the call number is for the continuation itself. The call number in the bibliographic record does not include any volume numbers; the volume number is included in the VOLUME field in the item record and on the spine label of each volume; this volume number should be included when the call number is written on the routing slip.
c. Contin/AV's which are part of an analyzed classed together monographic series (ser/anal)
1) Cases in which all the volumes of the continuation carry the same number within the series:Return to top of pageThe call number for a continuation of this type is made up of the over-all call number shared by all volumes in the continuation. The continuation volume numbers do not appear in the call number on the catalog card, but they do appear on the spine labels of the volumes and should be included when the call number is written on the routing slip (the continuation volume number follows the complete call number, including the series number, which appears on the catalog card).
2) Cases in which the individual volumes of the continuation carry different numbers within the series:
a) If the continuation is in-progress or incomplete, or if the individual continuation volumes carry non-consecutive numbers within the series, the call number in the bibliographic record is made up of the over-all call number for the series plus the series number of the first known volume, followed by a comma and, on the next line, the word "etc." The call number on the spine label of each of the continuation volumes is made up of the over-all number for the series plus the volume number the particular volume has within the series (not the continuation). The continuation numbering is recorder in the holdings statement in the checkin record and recorded on cat. copy and circled in red.b) If the continuation is complete, and the volumes carry consecutive numbers within the series, the call number in the bibliographic record is made up of the over-all call number for the series, followed by the series numbers of the first and last volumes of the continuation, separated by a hyphen. The call number on the spine label of each of the volumes and in each item record is made up of the over-all call number for the series plus the volume number the number has within the series (not the continuation).
2. Imprint
a. In-progress continuationsReturn to top of pageLeave imprint date open. Use as the first date the date of the earliest volume known.
b. Incomplete continuations
Complete the imprint dates if there is firm evidence from the cataloging copy or from the volumes in hand to establish the opening and closing dates. Otherwise, leave the date open, supplying the opening date from the earliest volume known. On MARC copy leave in dates in angle brackets.
c. Complete continuations
Complete the imprint dates according to information from the volumes in hand.
3. Collation
a. In-progress continuationsReturn to top of pageLeave the number of volumes open. On MARC copy leave in info found in angle brackets or correct as necessary.
b. Incomplete continuations
Close the statement of the number of volumes if there is evidence to establish the extent of the work.
c. Complete continuations
Complete the collation according to information from the volumes in hand.
4. Series statement
a. In-progress continuationsReturn to top of pageCorrect the series statement as necessary. If each volume will have its own series number, include in the series statement known numbers. On MARC copy leave in info found in angle brackets.
b. Incomplete continuations
Complete the series statement if all volumes carry the same series number or if the copy or the volumes in hand give the numbers of all the volumes in the series; otherwise, include in the series statement known numbers or on MARC copy numbers in angle brackets.
c. Complete continuations
Complete the series statement using information in the volumes.
d. For all the above: if there is more than one number in a controlled series statement make a separate 830 series tracing for each number that we own. (E.g., 213-215--Trace 213, 214, 215.) For original record construct series according to AACR2 and give an extra copy to the Added Volumes Coordinator who will add the extra tracings later to the Innopac record only.
5. Contents notes
a. In-progress continuationsReturn to top of page1) When to use a contents noteb. Incomplete continuationsIf a contents note is made for a continuation still in the process of being published, it will have to be updated each time a new volume is received. Therefore, the following factors should be considered before deciding to use a contents note in the bibliographic record:
a) Distinctiveness of volume titles. Contents notes should not generally be made for smaller sets whose volumes titles merely show the alphabetical contents of the volumes (such as encyclopedias and many other reference sets) or chronology (except as noted in (c) below.)2) Completeness of contents notesb) Importance to the user in locating a specific segment of the set. Contents notes may be especially useful to library users looking for such items as: major individual works found in sets of an author's complete works; particular centuries or other major time periods covered by comprehensive historical treaties; the volumes for individual states, cities, etc. included in national or state census publications.
c) Type of material contained in different volumes. It is sometimes important to indicate in a contents note that illustrative materials, such as maps or portraits, are in a particular volume or volumes of a set.
d) Cataloger-supplied enumeration or titles. If volume numbering or title information has been supplied by the cataloger, a contents note should always be made.
e) Complicated or irregular volume designation. Contents notes should be considered in cases where volume numbering or designations are usual or consist of many levels. This is a matter of cataloger's judgment.
For newly cataloged contin. A/Vs, leave full contents notes as listed in DLC/DLC copy. The linked item records present will indicate which volumes the Library holds. For OCLC contributed copy or original records, includes in contents information about the volumes owned by the Library, about volumes published for which we have authoritative information, and about any other unpublished volumes which have, according to cataloger's judgment, information that will most likely be correct when the volume is published. In the case of original records, take a conservative approach to including information about unpublished volumes.
1) If a complete contents note is shown on cataloging copy, and no corrections to the contents note are needed, leave the complete note as shown on the copy.c. Complete continuations2) If the contents note on the copy is incomplete or incorrect, and the criteria outlined in D.5.a., above, suggest that a contents note should not be used, delete the entire contents not from the copy. Otherwise, change or correct the contents note, as required.
3) If there is no contents note on the copy, or if you are creating a record new to OCLC, and it has been decided that a contents note should be made, include in the contents note only information about those volumes owned by the library or about those already published, for which we have authoritative information.
1) If a correct contents note appears on the OCLC cataloging copy, keep it un the copy whether or not the criteria outlined in D.5.a., above, suggest that a contents note should be made.2) If a contents not needing correction appears on the cataloging copy, keep and correct it only if it is appropriate under the guidelines in D.5.a.
3) If no contents note is in the copy, or if creating a record new to the database, use a contents note only if necessary according to the guidelines in D.5.a.
1. On print-out copy, write the holdings information in red at the bottom of the copy, and circle it. On a cataloging worksheet, write the holdings information in the space provided on the worksheet.A. General Information2. For new continuations or changes in cataloging treatment, fill out the Serial Information Form and return it Serials Section.
3. If creating a Contin Anal, enter series authority record into Innopac following Series Authority Workflow.
4. Tracing of analytical entries for contents notes
In our online system contents notes are indexed in the keyword index. Because it may also be desirable to provide access to some contents notes through the title index, tracings for individual titles or author/titles within contents notes will be made under the following guidelines:
a. Only contents notes with truly distinctive titles will be considered. Considerations should be given to the importance to the user of locating a specific segment of the set. Generally this would include: major individual works found in sets of an author's complete works; major individual works, with or without authors, within an anthology; and major individual works, with or without authors, within important comprehensive treatises.Return to top of pageb. Depending on the size of the set and/or number of volumes the Library has received, consideration should also be given to the possibility of recataloging individual volumes as contin. anals. or contin. cat. seps. instead of tracing analytics. Treatment will be decided on a case by case basis by Added Volumes Supervisor in consultation with the Head of Cataloging as necessary.
c. Any decision on score contin A/Vs will be referred to the Music Cataloger.
d. Individual analytical tracings can be done as author/title added entries, title added entries, or uniform titles, as appropriate. Generally, individual works found in sets of an author's complete works and major individual works within anthologies or comprehensive treatises should be investigated and treated as uniform titles. Cataloger's judgment should be used in determining which way to trace individual analytics.
e. No attempt will be made to retrospectively seek out and make analytical tracings for all contin A/Vs. Analytical tracings will be made on a case by case basis as deemed appropriate or necessary by the Added Volumes Coordinator. It s expected that such decisions will be made as a result of request made by Acquisitions and Public Services staff, or when discovered by the Added Volumes Coordinator.
5. Binding record.
If contin is to be bound make a print-out of the Innopac checkin record. Add a note to the print-out indicating type of binding, cover and lettering color choices, spine title, and special instructions. Give print-out to Head of Serials Section so that binding info. can be added to the checkin record.
B. Deciding on over-all treatment of new continuations
C. Treatment ... when ... cataloged as a contin/anal or contin/cat. sep.
D. Treatment ... when ... cataloged as a contin/AV
E. Special considerations
Cataloging Manual Contents Page
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2000 University of Massachusetts, Amherst
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