Serials Workflow: Title Changes

Revised July 2020


  1. Begin by searching for the old title (go into Aleph and grab the OCLC number to search by).
  2. Look at the 785 field. The OCLC number in this field is the record for the title change.
  3. Overlay the record in Aleph so that Aleph has these new fields with the title change fields (780/785).
  4. Search for the new title by using the OCLC number found in the 785 field of the old title.
  5. Update holdings by clicking Actions –> Holdings –> Update Holdings.
  6. Add initials into 910 field. Export the new title into Aleph.
  7. If no record for the new title can be found in Connexion, give to a librarian to create an original record.

Core fields

Please ensure all information has been accurately transcribed from the title page, title page verso, colophon, cover, etc.

  • 022 ISSN (not present for all serials)
  • 050/090 XX1234 $b .X23 (if no call number, export record and give title to cataloger)
  • 245 Title : $b subtitle / $c statement of responsibility ($c may not be present)
  • 246 Parallel title or variant title (multiple 246 fields possible)
  • 264 Place of publication : $b Publisher, $c Date of publication
  • 300 volumes ; $c size in cm
  • 310 Frequency note
  • 362 Statement of first issue or last issue or ceased
  • 588 Source of title note (multiple 588 fields possible)
  • 650 check that there is at least one subject heading

Linking fields

  • 780: used in the bib record of the NEW TITLE to link to the record of the preceding title.

Example: 780 00 Blue book building and construction (Connecticut, Western Massachusetts ed.) ǂw (OCoLC)43452693.

  • 785: used in the bib record of the OLD TITLE to link to the record of the succeeding title.

Example: 785 00 The who's who in building & construction (Connecticut & Western MA.) ǂw (OCoLC)987576564.

RDA fields

Please export RDA records, as FOLIO requires RDA carrier fields. Look in the 040 field and find $e rda before exporting. These fields are required in each print serial record:

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

Finishing the record

When you are done reviewing the record:

  1. Add field 928 AUTHORITY
  2. Add field 910 with initials and date (Ex: AMK 07/15/2020)
  3. Update holdings (Action –> Holdings –> Update holdings). This action adds “Held by AUM” to the top of the screen.
  4. Export record using the Export button (square icon with an E and arrow)

In Aleph Cataloging

Close old title

  1. Update 866 field in holdings record for the old title.
  2. Delete the 853X field if there is one.
  3. In (M) item list, remove the Order number from (3.) General Information (2).
  4. Delete the order number in Subscription List.
  5. In the Subscription List: Under 2. Subscription Info. (1), enter today's date in the To Date field.

Finish new title

  1. Barcode item and create a new item record for the issue in hand.
  2. Add Sublibrary and Collection in the same way as the old title.
  3. Add enum and chron and input this information into Item Description field.
  4. Input Order Number into Item List on the General Information (2) tab.
  5. Create a holdings record and link any items to this record as necessary.
  6. If it is a periodical, add an 852 field with subfield m Per.
  7. Add an 866 field with indicators 41, and enter the first volume(s) of the new title in the holdings statement.
  8. Save.

Move order record

  1. Search for the new bib record in Cataloging, by copying the number that displays on the export pop-up box in OCLC: FCL01.######### (Copy everything after the “.”)
  2. Select the split screen view in Aleph. The changed title record should appear in one of the two windows.
  3. Click on the blank window in the split screen view and open the bib record for the old title record.
  4. Use the Tree Editor tab (three small squares) on top cataloging bar to drag and drop the Order record from the old title to the new title.

Contact: Ann KardosContact: Diana Pacunas

serials_workflow_title_changes.txt · Last modified: 2020/09/24 16:26 by annk Creative Commons License Valid CSS Driven by DokuWiki do yourself a favour and use a real browser - get firefox!! Recent changes RSS feed Valid XHTML 1.0