SERIES HEADINGS ON PRELIMINARY AND TRACKING RECORDS
Use this document only for basic instructions on inputting series
information on preliminary and tracking records. It may be
necessary to consult additonal CPM,
NACO or LC documentation when fully cataloging an item or if a serial
record is found in CLIO or OCLC/RLIN.
- Searching series in CLIO is a two-step process. In order to search series, use a
Title Statement< search, which searches only the 245 field. Type
the series statement in the "Search for" box, and click on the Do Search
button. If an exact match is found, disregard any monographic title(s) and examine
the holdings to determine treatment. Use the following criteria to determine whether
the item in hand can be added to the serial record:
Serial must not have the locations HSL, BAR, DSC, EAX, or any of their
Record must be in Serials format.
Record must have cataloged location with call number.
Location must match. If location of the item in hand does not match
the location on the serial record, consult a supervisor.
T2 does not indicate that item is a special issue requiring monographic
MFHD does not have notation codes in |x of 852 field indicating that
the title is analyzed, i.e. a:all, a:par, a:bw, a, ct, p, ass, sub, sub:ua,
sub:a. If any of these codes is present, route item to MPS to be cataloged
MFHD has subfield x in the 852 field with text "For
later volumes search individual titles" followed by a code sep
and item in hand has a volume number lower then the last volume added to MFHD.
If all conditions above are met, route item to SAS to be added. In case
of doubt, consult a supervisor.
Go to Serial Record Example
If the series is separately classed (e.g. |x sep in the 852 field) proceed to
point III below to find the authorized form of the series.
Go to Series Decision Record Example
- If item in hand can not be added to the serial or the search results in no hits,
research the series using Title Headings Search (Staff), select "series
title" from the Heading Types Filter, and determine form of series heading to
- If "Authorized" appears in the left column, the series statement in the dialog
box is the authorized form. Click on the Authority button and select the
authority record from the dialog box (even if there is only one line). Examine the authority record, if the series is
traced code as 490/830 pair even if the series form is identical in both fields, if the series is not traced code as
490 0. Input volume numbering from piece in hand in
Go to Series Authority Record Example
- If "Reference" appears in the left column, the series appears in the
dialog box as reference, not authorized form. Click on Authority and a new
"Reference information" dialog box will open, showing the authorized form. Click on
Retrieve to get the "Select one or more authority records" dialog box, and
then click on OK to display the authority record, and copy and paste the 130 form
- If there is no entry on the far left column, i.e. there is no authority
record, copy form of series from existing bibliographic record(s) in the
order specified below. Copy form from 830 or 4XX field into a 490 0 field, and
if necessary input volume numbering from the piece in hand into subfield
If multiple records are found, prefer the form found in the following order:
- CLIO standard bibliographic record (See CPM-010)
- CLIO preliminary bibliographic record (See CPM-168)
- CLIO tracking bibliographic record (See CPM-162)
- If no exact match for the series is found in CLIO, copy series from
book in hand into a 490 0 field, recording the volume number in subfield v.
- If series is new to CLIO, i.e. there is no authority or
bibliographic record in CLIO:
- Acquisitions staff transcribe series as it appears in book.
- Cataloging staff search OCLC authority file and if there is an authority record
for the heading, copy and paste the form found either into 490/830 pair or 490 0 field depending on the tracing.
If an authority record is not found, transcribe the series as it appears in book into 490 0.
- If item has more than one series, follow steps above for each series.
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Last updated: 06/12/09 ink