(Working Draft, updated 08/25/2017)

Serials Title Changes

Cataloging

Processing new title

Bibliographic record

NOTE: Catalog according to the standards listed below!

NOTE: If no record for the new title can be found in Connexion, give materials to Cataloger to create an original record.

Fastcat standards for serials

RDA records will always have an 040 $e rda

First check the title.

These are many of the core fields that will likely be seen in serials records. Please ensure all information has been accurately transcribed from the title page, title page verso, colophon, cover, etc.

  1. 022 ISSN (not present for all serials)
  2. 050/090 XX1234 $b .X23 (if no call number, still export record, then give title to cataloger)
  3. 245 Title : $b subtitle / $c statement of responsibility (serials may not have statement of responsibility, or author)
  4. 246 Parallel title or variant title, generally seen in foreign language titles (You may see multiple 246 fields)
  5. 264 Place of publication : $b Publisher, $c Date of publication
  6. 300 volumes : $b illustrations (this field may not be present) ; $c size in cm
  7. 310 Frequency note
  8. 362 Statement of first issue or last issue or ceased
  9. 588 Source of title note (You may see multiple 588 fields)
  10. 650 just check for subject headings here

You will generally see one or more of these linking fields in serials records

  • 780: field used in the bib record of the NEW TITLE to link to the name of the previous title.
    • Example: 780 00 Blue book building and construction (Connecticut, Western Massachusetts ed.) ǂw (OCoLC)43452693.
  • 785: field used in the bib record of the OLD TITLE to link to the name of the succeeding title.
    • Example: 785 00 The who's who in building & construction (Connecticut & Western MA.) ǂw (OCoLC)987576564.

Seen in all RDA records (with 040 $e rda)

  • 336 text $b txt $2 rdacontent
  • 337 unmediated $b n $2 rdamedia
  • 338 volume $b nc $2 rdacarrier

Then catalog the new title

  • Add field 910 Initial and date in this format: ABC 06/20/2017
  • Add field 928 AUTHORITY
  • Update holdings (Action –> Holdings –> Update holdings). You will now see that it says Held by AUM at the top of the screen.
  • Export record to overlay using the Export button (square icon with an E and arrow)
  • Search for the new record in the Aleph Cataloging Module, by copying the number that shows in the pop-up box: FCL01.######### (Just copy everything after the “.”)
    • Put the bib record of the new title on one side of a split screen, and the bib record of the old title on the other side.
  • Use the Tree Editor tab (three small squares) on top cataloging bar, and move the Order record from the old title to the new one. You may have to remove the order number from Subscription in the old title record.
    • Transfer any items from the old title as necessary, and add any new items that are needed.
      • Fill in the required information under General Information (1):
        • Sublibrary (UMDUB, UMSCI, etc.)
        • Collection (UPER for Main periodicals, UPERC for unbound Science and Reading Room periodicals, UGEN for serials)
        • Material Type (ISSUE for pers or ISSBD for sers)
        • Item Status (12 for periodical-unbound, or 01 for regular)
    • Add item(s).

Closing old title

  1. UPER HOL record. Update 866 field to remove “-” at end of holdings and add two slashes at end of holdings statement, if we hold the last issue of title. Add a 590 and insert: “Title changed, [mo-dy-yr],[initials].
  2. Check the item list of the old title, and make sure that any received unbound or bound items which belong to the new title, and need to be transferred, are unlinked from the HOL record(s) of the old title, and that the Order # is removed from 3. General Information (2). Delete any unnecessary items.
  3. Periodicals with unbound issues.
    • For Main periodicals (except for Reading Room titles): Collapse received unbound issues belonging to the old title into one item for the bound volume that will result, and enter an Item Process Status of BH (In Process (pre-bindery)). Make sure Item Status is 11 (Periodical-Bound) and Material Type is ISSBD (Journal Bound). Update the 866 in the HOL record to include unbound issues of old title going for binding.
    • For Science periodicals and Reading Room titles. Unlink the UPERC HOL record from the items for unbound issues, and from the current Subscription. Delete the UPERC HOL record. Collapse unbound issues belonging to the old title into one item for the bound volume that will result, enter an Item Process Status of BH (In Process (pre-bindery)), and link item to the UPER HOL record. Update the 866 in the UPER HOL record to include unbound issues of old title going for binding.
    • In the Internal Note field of the last item of old title, enter “Title changed, [mo-dy-yr], [initials].
    • Subscription List: Under 2. Subscription Info. (1), enter today’s date in the To Date field. Under 3. Subscription Info. (2), enter: “Title changed to [Aleph Bib. no.], [mo-dy-yr], [initials] in the Checkin Note field. (If note is too long, delete unnecessary information/instructions for the old title, which we are no longer receiving. WARNING: In some cases, some of this information may have to be transferred into Subscription List for new title; cut & paste as necessary before deletion.)

Periodicals: Subscription record

  1. In the Serials Module, go to [L] Subscription List. Hit Add.
  2. Enter necessary values in Subscription Info.(1), including Sublibrary and Collection, Item Status 12, From Date and Vendor code (from Order Record), To Date from Order Record if closed; if open, enter 12/31/2099. Enter Order number in appropriate box.
  3. Subscription Info. (2). Note field. In most cases, take this information from Subscription Info. of old title. Enter Claim Dates and Discard/Binding figure. Make sure Print Label box is checked. In Note field, enter binding information per the following example: BIND MARK: vol, yr. Class A$0075$gold. Add TITLE CHANGE.
  4. Subscription Info. (2). Checkin Note field. Enter “Send to stacks/Science/Reading Room” as appropriate. Also add instructions for the Periodicals Receiver regarding irregularity of the pattern, etc.

Serials: Subscription record

  1. In the Serials Module, go to [L] Subscription List. Hit Add.
  2. Enter necessary values in Subscription Info.(1), including Sublibrary and Collection, Item Status 01, From Date and Vendor code (from Order Record), To Date from Order Record if closed; if open, enter 12/31/2099. Enter Order number in appropriate box.
  3. Subscription Info. (2). Note field. Make sure “No” is checked under Send Claims and leave values at 0.
  4. Subscription Info. (2). Checkin Note field. Enter “Ser Add. *See Notes* and designations such as LATEST YEAR IN REF., etc. Transfer special instructions from Subscription Info. of old title as appropriate, or add new instructions if necessary.

Periodicals: HOL record

  1. Make a HOL record with Collection UPER. This will be for the future addition of bound volumes, and for unbound issues of Main periodicals. Link any transferred items of bound volumes (and items of unbound issues for Main periodicals) to this HOL record. Add subfield m, “Per” to the call number in the 852. Add an 866 field, and enter the first volume of the new title in the holdings statement. For Main periodicals, add a pattern, and “Open All” to generate expected issues for the first year.
  2. For Science periodicals and Current News. & Mags. titles: Make a HOL record with Collection UPERC. This will be for the unbound issues. Make sure this HOL record is linked to the Subscription in the Serials Module. Add subfield m, “Per” to the call number in the 852. Add a pattern, and “Open All” to generate expected issues for the first year.

Serials: HOL record

  1. Make a HOL record with Collection UGEN. Make sure this HOL record is linked to the Subscription in the Serials Module. Link any items transferred from the old title to this HOL record. Create new items for all issues in hand belonging to the new title, affix a barcode to the pieces and wand it into the items. These items should have Material Type ISSBD (bound journal), Item Status 01 (regular), and Item Process Status PC (In process—Cataloging). Enter an 866 field indicating our holdings for the new title. The transferred Order Record for serials should be Type O (Standing Order) with a budget of SERIALS, as serials are not received through a Subscription pattern; inform Judy if different.
  2. Delete dummy item with “Title Change in Process” in the OPAC Note.
  3. Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling.
Reference titles require Collection URF in the HOL record. SEE NOTE(1)

Periodicals: Unbound issues

  1. For any issues that need to be bound, create an item for the bound volume that will result, and link it to the UPER HOL record. (In the case of Science/Current News.& Mags. titles, if any issues of the new title need to be bound, create a UPER HOL record in addition to the UPERC HOL record.) Adjust the 866 accordingly in the UPER HOL record, add a To Bind slip with “HOK” noted on it, and give to bindery person.
  2. Main library: For any issues which will remain unbound, place them in a Princeton File (box) and give them to the Periodicals Receiver(s) to check them in, along with a slip requesting a label and title for the box, on which the Aleph Bib. number is included.
  3. Science: Band unbound issues together and staple a Serials Information Form inside the front cover, including the Aleph Bib. number, and give them to the Periodicals Receiver to send to ISEL.
  4. Current News&Mags: Make sure notes in the Subscription and HOL records RE Current News.&Mags. designation are transferred to new title. Band unbound issues together with a Serial Information Form indicating the Current News.&Mags. location, and give to Receiver.
  5. Delete dummy item with “Title Change in Process” in the Internal Note.

Final Procedures

  1. Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling.
  2. Local Holdings Records in OCLC. Update the LHR for the old title and create a new LHR for the new title.

NOTE (1): For serials, Latest vol./year in Ref. titles will require a URF HOL record in addition to the UGEN HOL record, and for periodicals, Latest vol./year in Ref. titles will require a URF HOL record in place of the UPERC record when the unbound issues are to be held by Reference instead of Current Periodicals.

Primary contact: Diana Pacunas.

serials_title_changes.txt · Last modified: 2017/08/25 14:29 by annk
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