Cataloging Practices Manual [CPM-644]


Special Materials & Procedures


    Note 1: Only cataloging staff or supervisors who make changes to analyzed serials records should use this procedure. Other staff consult supervisor.

    Note 2: If the analyzed serial has subseries (i. e. the holdings record has a code "ass") consult supervisor before proceding with cut off.

    Many series that are cataloged under the serial title and are shelved together as a serial also have monographic titles. If the monographic titles within such a serial also get individual catalog records, the serial is said to be analyzed. Since the 1980s, BCD staff have "cut off "analyzed serials for location GLX if the Series Authority Record indicates that the series is separately classed. Initially a serial was cut off to follow LC's practice; later it was expanded to include series treatment followed by PCC libraries as well in order to follow the national level series treatment policy to separately classify monographic series. Whenever a selector for a department library other than GLX requested to cut off an analyzed serial, BCD staff would cut it off if appropriate

    When a serial is cut off, the volumes that are already cataloged together in the same call number and all associated catalog records are left in that call number. (The call number on the analytic record ends with the volume number of the serial that appears on the monograph.) After the decision to "cut off" the serial is made, newly received volumes with a number equal to or lower than the last volume number on the holdings continue to be added to the serial and are analyzed. But, newly received volumes with a higher number than the last volume in the serial holdings are NOT added to the serial holdings. Instead, they are assigned a separate call number according to the subject of the monograph. A series of codes are added to the serial holdings to indicate that newly received volumes are to be separately cataloged.

    EXAMPLE 1: Holdings of a serial that is analyzed

    852 01 $b manc $h BR60 $i .S68 $x a:all $z For circ info, search author or title of individual volumes $x ct
    866 41 $8 0 $a no.1-5, no. 10-24, no. 46-57

    Note:The OPAC message in 852 $z for analyzed serials began to appear in CLIO after records migrated from NOTIS CLIO to Voyager CLIO. Before migration the OPAC message was not visible on staff side.

    EXAMPLE 2: Holdings of a serial that was cut off in NOTIS and which migrated to Voyager

    852 01 $b glx $h BL41 $i .R45 $x a:all $z For circ info, search author or title of individual volumes. $x ct $z For later volumes search individual titles. $x sep
    866 41 $8 0 $a 1-24

    EXAMPLE 3: Holdings of a serial that was cut off in Voyager

    852 01 $b glx $h BS410 $i .N61 $x a:all $z For circ info, search author or title of individual volumes. $z For volumes after v. 107 search individual titles.$x sep
    866 41 $8 0 $a v.54-107


    Follow this procedure when an analyzed serial for GLX has recent gaps indicating that some volumes may have been inadvertently separately cataloged before a serial cut off decision has been made. If necessary, retrieve any incorrectly processed volumes and either add to the serial and analyze or catalog separately depending on the volume that is used to cut off the serial.

    For EAX analyzed serials and sets, EAX staff should follow East Asian Library Technical Services document no. TS-128 as to local classification practice and, when an analyzed serial or set is determined to be cut off, follow procedures prescribed in TS-128 and steps 5-8 below.

    For locations other than GLX and EAX, if a bibliographic problem raised by an analyzed serial would be best handled by cutting it off, consult with a selector or supervisor before cutting off the analyzed serial or set.

    1. Search for the authority record in CLIO (or in OCLC if the authority record is not in CLIO) and check 646 field:

    2. If 646 = s it means the series is separately cataloged. Proceed with cut off in step 5 below.

    3. If 646 = c $5 DLC it means LC catalogs the series together - add new volume to holdings and continue to analyze the serial. If 646 = c by a library other than DLC, consult supervisor.

    4. If 646 = c$5 DLC but is followed by code s assigned by another library, the series should be classed separately. Proceed with cut off in step 5 below.

    5. Cut-off steps:

      - Edit the 852 field as follows:

      - Retain notation code a:all in 852 $x and the text "For circ info, search author or tile of individual volumes" in 852 $z (The code and the corresponding text is still correct for the serial volumes and the analytics records that stay in the serial call number)

      - Delete $x ct (if present)

      - Add at end of 852 field $z For volumes after v. [fill in with vol. no. of last volume in 866 field] search individual titles. (See Ex. 3 above)

      - Add 852 $x sep as last element

    6. Search serial title in OPAC to make sure the holdings and the desired OPAC messages display correctly.

    7. Cut-offs that migrated from NOTIS should be left as is unless some other editing of the record is necessary. If editing is necessary, adjust the 852 as described in point 5 above.

    8. For more complex situations that may require notes on the cut off serial record or on multi-volume works within a serial that was cut off, consult supervisor.

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    Last updated: 04/30/04 ink