Periodical/Serial Cataloging

Definition of the Term "serial": The Anglo American Cataloging Rules define a serial as a "continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion.” Examples of serials include print and electronic journals, magazines, continuing directories, annual reports, newspapers, and monographic series."

A periodical such as a newspaper or magazine has a distinctive title and is issued more frequently than once a year and at regular intervals with each issue containing articles by several contributors.
Non-periodical serials are publications that are issued in successive parts once a year or less frequently. Yearbooks, annuals or monographic series are examples of non-periodical serials.

Serial vs. Monograph: There is a clear distinction made between serials and monographs. A monograph represents a complete bibliographic unit; it may be issued in successive parts at regular or irregular intervals, but it is not intended to continue indefinitely. A serial publication will be continued indefinitely.

Cataloging Individual Issues of Periodicals

There are times when better access can be given to the contents of a periodical by cataloging individual issues as a monographs instead of, or, as well as a serial. Kids Discover is an example that can be found in Minerva. While cataloging individual issues of a periodical is a perfectly acceptable procedure, certain rules need to be followed.

The title for the individual issue is entered in the 245 field instead of the periodical title. If there is an author add a 100 1 field.
Do not add the |h[periodical] gmd to the title.
The 300 field should reflect the physical description for the individual issue being cataloged.
Add the information about the periodical publication in a 440 field.
Create a template for issues of periodicals frequently cataloged in this manner.

Cataloging Non-periodical Serials

It is acceptable to have both a serial and monograph record for the same title in the data base. Individual issues may be cataloged as monographs if a library has only one issue or part and does not expect to add more. However, if the item is received regularly using a serial record may be the best option. Many libraries create a checkin record indicating the library’s holdings for the title being cataloged but do not use a checkin card.

Sources of Information

The description of a serial should be based on the first issue or part, or, lacking this on the earliest available issue or part. Information should be taken from the following sources:

Title and statement of responsibility: First or earliest issue or part
Edition: First or earliest issue or part
Numbering: First and/or last issues or parts for each system or sequence
Publication, distribution, etc.
- Place and publisher, distributor, etc.: First or earliest issue or part
- Place and manufacturer: First or earliest issue or part
- Dates: First and/or last issues or parts
Physical description: All issues or parts
Series: All issues or parts
Notes: All issues or parts and any other source
Standard number and terms of availability: All issues or parts and any other source.

Identifying a Good Serial Record

Frequently more than one bib record for a title is available. When trying to determine which record is best consider the following:

Preferably the record should be LC or OCLC derived.
It should have an ISSN (International Standard Serial Number).
It should be accurate and follow current cataloging practice.
If OCLC derived, the OCLC number should be entered in a 001 field.

Adding a Remote (Z39.50) Serial Record to Minerva

Search Remote (Z39.50) for a good record and either overlay an existing record or save the remote record to the local data base. Be sure to make the following changes in all imported records.

Delete the zzzzzz in the Location area of the field at the top of the record and your library's 3 letter location code.
Change MAT TYP “a” to “b” if the item is a periodical. If a non-periodical serial is in print format the MAT TYP is “a.” For non-book serials select the appropriate MAT TYP.
Be sure to change the IMPUT LIB and INITIALS to your library’s code or a hyphen. Reminder: Libraries imputing hyphens in these areas should add a 929 field containing the library's 3 letter.
Delete ALL 09x and 9xx fields that are included in the new record.
Correct fields with MARC tags, indicators or subfield codes in red.
Finally, if an incomplete exiting Minerva record is being overlaid add the locations of all libraries on the old record to the new record and transfer all item, order and/or checkin records. If you are not comfortable doing this, send an email to Bonnie (bhcollins@gwi.net) alerting of the problem it.

Using a Serial Bib Record Without the Checkin Function

The checkin function is optional although it is easy to use and available at no extra charge. Many libraries prefer to use this function of periodicals and not non-periodical materials. It is wise, however, to add a checkin record indicating the library’s holdings even if the library is not going to create a checkin card. This may be done in Millennium Cataloging using the following guidelines.

In Millennium Catalog search for the item to be cataloged.
Go to the Summary screen of the record selected.
Under the word Summary click the drop down arrow by the word View and select Checkin.
Click on Attach a New Checkin.
Select the correct template. An Edit Data box will display. Add the correct 3 letter library code in the Location area. Continue by clicking on Next. Insert information as needed in each window that opens. To by-pass a window click Next once more. Enter vendor information here and/or click next. When the Library has window opens type the library’s holdings here or the words “Ask Librarian.” Do not include “Library has:” as that will automatically display.
Click next until the Create Card window appears. Select Cancel at the bottom of the screen if the item is not going to be checked in.
Save; a record number will appear on the tab previously labeled New Checkin. To add any additional information click on this tab.

Original Cataloging

A good existing serial record can be used as a base for a new record if no match is found for a resource in the data base. To do this go to the word Edit at the top of the bib record screen of Minerva record and select Copy Record. A new record with New Bibliographic at the top will open. All the 3 letter location codes in Location must be deleted using this record. Add your library’s code; remove all fields not applicable to the item in hand. IMPORTANT: Fields that must be removed from existing records are: 001, 003, 005, 035, and 040; delete, change or add 010 and 022 fields. Correct the MARC Leader and 008 fields. Make all other necessary changes. Save and add checkin and item records.

If a new record is created from a Remote (Z39.50) record make any necessary changes and save. If the library routinely does original cataloging for serials, a template may created from either a Remote or a Minerva record by selecting Edit at the top of a good serial bib record and then Save as Template.

MARC Fields in a Serials Bib Record

Following is a discussion of MARC fields found in serial records. Some fields are unique to serials or contain information only specific to serials. The Minerva Cataloging Manual has more in depth coverage of general cataloging rules and MARC fields.

Fixed Field at the Top of the Record

Be sure to change MAT TYPE to "b" if item is a periodical. If the item is published annually or less frequently, set MAR TYPE to "a" or the correct non-book code.

Add the appropriate CAT DATE when creating a new record.
Select the SKIP that corresponds with the first word in the title proper.
Add the correct IMPUT LIBR and INITIALS for your library if importing or creating a new record.
Enter the place of publication in COUNTRY.

MARC Leader and 006 – 008 Fields

Changes in the MARC Leader should be made and saved before the 008 field is expanded. The MARC Leader and 008 are opened by keying Ctrl + R or by placing the cursor in the field; clicking the right side of the mouse and selecting Expand field from the dropdown menu. Choices for an area in these fixed fields will display if the cursor is placed in the field and the left side of the mouse is double clicked.

MARC Leader

The MARC Leader should contain the following:

REC STAT: n (new) or c (corrected)
REC TYPE: a for language material or the appropriate non-book code
BIB LEVL: s for serial
ENC LEVL: blank for full cataloging level
CAT FORM: a for AACR2 level cataloging

006 Field

Only the 008 field is used for printed serials but a 006 field can provide information about the serial like nature of a resource that is non-book, e.g. a serial that is a DVD. The 008 field would be coded for the DVD and the 006 would be used to code the serial information. The 006 is an optional fixed field.

007 Field

There are two situations in which a 007 field may be used in records for printed serials. Both are optional.

If there is accompanying material in another format such as a CD-ROM a 007 field may be added to express the physical characteristics of the accompanying material.
When using the record for the print version of a serial to express the availability of an online version a 007 field may be given to express the physical characteristics of the online version.

Note: Serials on microform that are language-based are treated in the same way as printed serials, i.e., type of record code "a," bibliographic level code "s" and the 008 field for serials. A 007 field is mandatory in microform records.

008 Field

To insert a 008 field in a record place the cursor behind the MARC Leader and key enter. Leave the question mark that automatically displays and tab; key 008. With the cursor in the 008 field right click and select Expand field. The choices in the field should be appropriate for serials. Edit as needed and save the changes. The following options will appear in a Minerva 008 the field is expanded.

DATE ENT;- Add the information when creating an original record. Enter the year, month and day, e.g. 051108. Accept the date as it is in an imported or existing record.
Pub Stat - Left click for options: c: currently published; d: ceased publication.
Date one - 1st date in the 362 field
Date two - 9999 or the last date in the 362 if no longer published or the date of the last issue if no longer published.
Country - Should match the information in the fixed field at the top of the record.
Freq - Select a term from the drop down that matches the 310 field.
Regular - Left click for options: r: regular; n: normalized irregular; u: unknown; x: completely irregular.
Ser Type - Left click for options: p: periodical; n: newspaper or blank.
FormOrig - This is blank unless the item is microform, large type or braille; select from drop down menu.
Formitem - This is blank unless the item is microform which has a special code; select from drop down menu.
NatCntWk - Used to describe the general nature of an item such a bibliography; select from the drop down menu.
Content1 - Usually this is blank but choices are offered that describe the serial in hand.
Content2 - Usually this is but choices are offered that describe the serial in hand.
Content3 - Usually this is but choices are offered that describe the serial in hand.
Govt Pub - Left click for options: blank: not a government publication; f: federal; s: state, etc.
Conf Pub - Left click for options: 0: not a conference publication; 1: conference publication.
Undefine - Always blank.
OrigAlph - Left click for options: a: basic roman.
EntryCnv - Left click for options: 0: successive entry if the correct choice.
Language - Left click for options: eng.
Modified - This is always blank.
Cat Srce - This should always be d: other.

010 – 082 Fields

Most 010 – 082 fields in a good record should be retained with the exception of the 035 which should be deleted if it contains the same OCLC same number as the 001 field. Some field tags are no longer used and will appear in red. These fields may be deleted but leaving them will not affect the record in anyway. 012 is an example of a discontinued MARC tag. Correct or delete any subfield codes that appear in red. 010 (LCCN) and/or the 022 (ISSN) fields should be added to original cataloging records if they are available. Go to MARC 21 Concise Format for more information on these fields.

022 Field

If a serial has changes that require a new record but the ISSN is the same as on previous issues enter the ISSN in the 022 field but precede it by a |y to indicate that it is incorrect.

037 Field vs. 265 Field

The 037 is the correct MARC field tag to use for the source of acquisition. It contains a stock number, a source, terms of availability and form of issue. The full or abbreviated name and address may be added to this field following a |b. The 265 field is no longer used for this purpose and should be deleted for all records.

037 |bArthritis Foundation, 1314 Spring St., NW, Atlanta, GA 30309

130 Field

The 130 field is used to enter a uniform title. It may be used to bring together various forms of the “same” title, but is not used to link serials with changed titles.

130 0 Kennebec journal (Augusta, Me. : 1975)

210 (abbreviation of key title) and 222 (unique key title)Fields

Both the 210 and 222 fields are assigned by the ISSN agency (some abbreviations come from other sources). Their function is not to unite serials which have changed titles, but to give alternate access points. Keep these fields in Remote Z39.50 records. Do not add a 210 field to serial bib records.

The 222 field contains the title indexed under Journal title. If there is no 222 field on a record the title will not be included in the search results when searching by Journal title. Because of this factor the field should be added to serial bib records in Minerva. There is no final punctuation following this field.

220 0 Kennebec journal|b(Augusta, Me. : 1975)

245 Field

It is a Minerva practice to add the general material designator |h[periodical] after the title proper of magazines and |h[newspapers] after the title of daily or weekly newspapers. The gmd does not include any preceding punctuation or space and comes before any |b or |c areas in the 245 field.

245 00 Maine times|h[periodical].
245 00 Kennebec journal|h[newspaper].
245 00 Generations|h[periodical] :|bthe journal of the Western Gerontological Society.

246 Field

The 246 field is frequently used in serial records and provides additional access points for parts of the title, caption title, cover title, etc. There is no final punctuation following this field; the gmd is not included.

245 00 Martha Stewart living|h[periocial].
246 30 Living

260 Field

It is appropriate to add only the place of publication and the name of the publisher to the 260 field for a serial. If a date is added for a resource still being published it is followed by a hyphen. A final date is only added when the serial is not longer published.

260 Trumbull, Conn. :|bMiller Sports Group LLC,
260 New York :|bTime, Inc. Magazine Co.,|c1990-

300 Field

The 300 field is present in most serial records. Instead of numbers of pages, etc., usually just a lower case "v" is input. If a title is no longer published the total number of volumes is added if it is known.

300 v. :bill (chiefly col.) ;|c28 cm.

310, 321, 361 Fields

These fields are used only for the physical description of serials. The current publication frequency in entered in 310.

310 Bimonthly,|b1948-

The former publication frequency of a resource is entered in a 321 field.

321 Quarterly,|b1922-47

362 0 is used for dates of publication and/or sequential description. When a title is no longer published information about the final issue is added here.

362 0 v. 1- Oct. 1922-
362 0 v. 1-v. 56, Oct. 1922-Oct 1978. (Note: This is an entry for a title no longer published.)

5XX Fields

There are a number of note fields that are useful for serial cataloging. For more information see MARC 21 Concise and the Minerva Cataloging Manual.

510 Field

The 510 field is used for citation or reference notes. The indicators vary.

510 1 Business periodicals index|x0007-6961.

515 Field

This field contains notes about numbering peculiarities.

515 Numbering begins each year with v. 1.

525 Field

The 525 field is used for supplement information about unnumbered supplements and/or special issues.

525 Advertising supplement issued in September.

530 Field

Information concerning a different physical format in which the described item is available is entered in a 530 note.

530 Also available on microfilm.

580 Field

A description of the complex relationship between the resource described in the bib record and other items is entered in a 580 field if the information cannot be generated from data in the linking entry fields 760 – 787 fields.

580 - Issued also in a French translation.
580 - Merged with: Index chemicus (Philadelphia, Pa. : 1977), to form: Current abstracts of chemistry and index chemicus (Philadelphia, Pa : 1978).
785 17 |tCurrent abstracts of chemistry and index chemicus (Philadelphia, Pa : 1978)\x0161-
455X|w(DLC)83642299

780 and 785 Fields

Title changes are entered in the 780 and 785 fields. A previous title for a serial is entered in a 780 field.

245 04 The good apple newspaper|h[newspaper].
780 00 |tNew Good Apple newspaper|x0884-688x|w(OCoLC)36729515.

The succeeding title of a serial is added to the record for preceding title in a 785 field.

785 10 |tMaine times|d(Bangor, 2003)|x0025-0783.

856 Field

The 856 field is the link from the serial record to a web site. The main part of this field is the URL.

856 41 |zClick here to connect to magazine's webesite|uhttp://www.marthastewart.com

If the web site link is only useful for patrons of a particular library, add the address in an 856 field in the item record. For example, a hospital library would enter the information in an item record when they own a journal that is linked to a medical web site which requires a password to access. The doctors at the hospital may that password but patrons in other libraries probably would not.

Criteria for Creating a New Serial Record

Serials seem to change constantly. There are certain criteria that determine if it is necessary to create a new record. Only major changes require a new record.

Main Entry (MARC 110)

Make a new entry for a serial when any of the following conditions arises, even if the title proper remains the same:

If the heading for a corporate body under which a serial is entered changes
If the main entry for a serial is under a personal or corporate heading and the person or body named in that heading is no longer responsible for the serial
If the main entry for a serial is under a uniform title with a corporate heading as a qualifier and the corporate heading changes or the body named in that heading is no longer responsible for the serial.

Title (MARC 245)

Major changes requiring a new record

In general, for all bibliographic resources except integrating resources, consider as a major change in a title proper the addition to, deletion, change, or reordering of any of the first five words (the first six words if the title begins with an article) unless the change belongs to one or more of the categories listed under minor changes.
Consider also as a major change the addition, deletion, or change of any word after the first five words (the first six words if the title begins with an article) that changes the meaning of the title or indicates a different subject matter.
Also consider as a major change in title proper a change in a corporate name given anywhere in the title.

Minor Changes That Do Not Require a New Record

In general, consider the following to be minor changes in a title proper:

A difference in the representation of a word or words anywhere in the title (e.g., one spelling vs. another; abbreviated word or sign or symbol vs. spelled-out form; arabic numeral(s) vs. roman numeral(s); numbers or dates vs. spelled-out form; hyphenated words vs. unhyphenated words; one-word compounds vs. two-word compounds, whether hyphenated or not; an acronym or initialism vs. full form; or a change in grammatical form (e.g., singular vs. plural))
The addition, deletion, or change of articles, prepositions, or conjunctions anywhere in the title
A difference involving the name of the same corporate body and elements of its hierarchy or their grammatical connection anywhere in the title (e.g., the addition, deletion, or rearrangement of the name of the same corporate body or the substitution of a variant form)
The addition, deletion, or change of punctuation, including initialisms and letters with separating punctuation vs. those without separating punctuation, anywhere in the title

A different order of titles when the title is given in more than one language in the chief source of information, provided that the title chosen as title proper still appears as a parallel title
The addition, deletion, or change of words anywhere in the title that link the title to the numbering
Two or more titles proper used on different issues of a serial according to a regular pattern
The addition to, deletion from, or change in the order of words in a list anywhere in the title, provided that there is no significant change in the subject matter
The addition or deletion anywhere in the title of words that indicate the type of resource such as "magazine," "journal," or"newsletter" or their equivalent in other languages.

In case of doubt, consider the change to be a minor change. As appropriate add a note indicating minor changes.

Edition Statement (MARC 250)

Create a new record if differences the edition statement indicates a change in subject matter or a change in physical medium.

Publication, Distribution Area (MARC 260)

Changes in the place, publisher, or date of publication

With the exception of the final date of publication, significant changes appearing on later issues are recorded in notes (MARC 500), when considered desirable. Do not clutter the record with minor changes, particularly those that involve commercial publishers. An example of such a note would be:

500 Published: New York, N.Y., July 1989-

The country of publication code in a 008 field reflects the latest place of publication. Change the code when the change in place is significant enough to be mentioned in the record. In the example above, the country code would be changed to "nyu."

Publishing Statement

Noting changes in the commercial publisher is also optional. Do not record such changes when they are frequent. If considered useful, the general note "imprint varies" may be given rather than explicitly listing each change. If changes in an issuing body will require the addition of corporate body added entries, be sure to add a note and the appropriate 700 field.

Date

If a serial is no longer published, the date of the last issue should be added to the 260 field.

Changes in Physical Format (MARC 300)

Create a new record if the physical medium in the specific material designation in the physical description area (MARC 300) changes. Such a change could be from paper to microfiche, from paper to online, etc.

245 00 New Zealand national bibliography. (Issued only in paper copy through Nov. 1983)
130 0 New Zealand national bibliography (Microfiche)
245 00 New Zealand national bibliography. (Issued Dec. 1983- only in microfiche; not a microfiche edition of paper copy issues)

Resources Used in Preparing Serials Cataloging for Minerva Users

Printed Materials

Anglo-American Cataloging Rules. 2nd ed., 2002 revision, 2004 update. Chicago: American Library Association, 2004.
Fritz, Deborah A. Cataloging With AACR2 and MARC 21: For Books, Electronic Resources, Sound Recordings, Videorecordings, and Serials. 2nd Looseleaf ed. Chicago: American Library Association, 2004.
Task Force on an Appendix of Major and Minor Changes. Committee on Cataloging: Description and Access Cataloging and Classification Section. Differences between, Changes within: Guidelines on When to Create a New R
Taylor, Arlene G. Wynar’s introduction to Cataloging and Classification. 9th revised ed. Englewood, CO: Libraries Unlimited, Inc., 2004.

Internet Resources

Cataloguer’s Tool Box.Memorial University of Newfoundland. Available at http://staff.library.mun.ca/staff/toolbox/.
Marc 21 Concise Format for Bibliographic Data. Washington, D.C.: Library of Congress, last update 7/22/2005. Available at: http://www.loc.gov/marc/bibliographic/ecbdhome.html and from Minerva Home Page.

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