Updating Looseleafs Checklist
(DRAFT)

For: Policy and Documentation Group
By: Steven Arakawa
Date: (18-Feb-2003 creation date/ Wednesday, 19-Feb-2003 10:15 AM revision date)

CONTENTS:

KEY DEFINITIONS.

NEW TITLES. 1. PreCataloging Decisions. LCRI 1.0 -- 2. Change in type of issuance (no policy yet) 3. Key elements of Chapter 12. -- 4. Changes to transcription of title proper -- 5. Other title -- 6. Statement of responsibility -- 7. Edition statement -- 8. Frequency (310) -- 9. Field 362 (Do not use) -- 10. Publisher name -- 11. Dates (260) -- 12. Description based on (500) ; dates -- 13. 260/008 relation -- 14. Physical description (300) -- 15. Series -- 16. Frequency again (310) -- 17. Linking notes -- 18. Linking note MARC21 tags -- 19. Linking entry complexity note (580) -- 20. 580/7XX relationship -- 21. 7XX 2nd indicator -- 22. 7XX form of entry . Special rules for legal headings and translations -- 23. 7XX linking subfields -- 24. Form of entry/7XX linking subfields table -- 25. Linking notes conventions --26. Earlier/Later examples -- 27. 580 example -- 28. ISBN (020) -- 29. Key title (222) -- 30. MARC21 Leader -- 31. MARC21 008/006 -- 32. When to make a new record

UPDATING. 33. Basic principles -- 34. Identifying iteration (Description based on) -- 35. Change in title proper -- 36. Change in parallel title -- 37. Change in other title -- 38. Change in statement of responsibility -- 39. Change in edition area -- 40. Change in publication area -- 41. Change in physical description -- 42. Change in series area -- 43. Change in frequency of update -- 44. Change in other titles on the resource -- 45. Subject headings -- 46. Closing the record: 260 -- 47. Closing the record: 300 -- 48. Copy cataloging checklist (later/earlier iteration in hand)

LOOSE-LEAF SERVICES. 50. General -- 51. Pamphlets/paperbacks -- 52. Bulletins, newsletters, etc. -- 53. Transfer volumes.

RELATED DOCUMENTS


KEY DEFINITIONS:

CONTINUING RESOURCE: "A bibliographic resource that is issued over time with no predetermined conclusion. Continuing resources include serials and ongoing integrating resources." (AACR2 2002) Rules for Continuing Resources are in AACR2 Chapter 12.

INTEGRATING RESOURCE: "A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. Integrating resources can be finite or continuing. Examples of integrating resources include updating loose-leafs and updating Web sites." (AACR2 2002) Rules for IRs are in AACR2 Chapter 12. Continuing Resources.

ITERATION: "An instance of an integrating resource, either as first published or after it has been updated." (AACR2 2002)

LOOSE-LEAF SERVICE. "A loose-leaf service is a publication issued in several component parts, often in a combination of updating loose-leaf and bound volumes containing both primary and secondary source material. Sometimes a loose-leaf service is called a reporter." (LCRI 12.0)

TRANSFER VOLUME. "A transfer volume is a bibliographic unit containing material of a permanent nature originally issued as a section or binder of a loose-leaf service. The material is transferred from the loose-leaf mode by one of the following methods: the material is reissued by the publisher in bound form and sent to the subscriber as part of a subscription or made available for separate purchase; the material is transferred from the original loose-leaf mode to permanent binders (sometimes supplied by the publisher) or bound separately by the subscriber." (LCRI 12.0)

UPDATING LOOSELEAF. "An integrating resource that consists of one or more base volumes updated by separate pages that are inserted, removed, and/or substituted." (AACR2 2002) Example: the hardcopy version of the Library of Congress Rule Interpretations.


NEW TITLES:

1. Pre-Cataloging Decision. Refer to LCRI 1.0.

  • What aspect is being cataloged? (whole? part?) (see esp. LOOSE-LEAF SERVICES)
  • What type of issuance? If it's looseleaf:
    • Catalog as monograph if complete as issued or complete in a finite number of parts
    • Catalog as serial if issues remain discrete even if to be housed in a binder, or, binders issued successively even though contents issued in an integrating fashion
    • Catalog as IR (updating looseleaf) if binders in which pages are added, removed, or replaced until the next edition of resource is published or until complete

  • Republication of an IR: catalog as monograph or IR depending on type of issuance
2. Change in type of issuance. No LC policy yet.

3. Key elements of Chapter 12: Scope (12.0A); basis for description (12.0B1), chief source of information (12.0B2), prescribed sources (12.0B3)

AREA BASIS FOR DESCRIPTION
Title & statement of resp. Current iteration
Edition Current iteration
Place and publisher Current iteration
Dates First and/or last iteration
Physical description Current iteration
Series Current iteration
Notes All iterations (& any other source)
Standard numbers All iterations (& any other source)

4. Changes to transcription of title proper with the 2002 amendments:

  • Introductory words (1.1B1)
  • Typographic error (12.1B1)
  • Full form vs. acronym/initialism (12.1B2)

EXAMPLES:

245 0 0 $a Current guidelines in home health care ...
246 1 _ $i Title appears on item as: $a AMA presents current guidelines in home health care

245 0 0 $a Social security compensation forms ...
246 1 _ $i Title on 2002 t.p.: $a Social securrity compensation forms

245 0 0 $a Reading exercises and diagrams : $b READ ...
246 3 0 $a READ

5. AACR 12.1E1b. Transcribe other title information if considered to be important. Serial catalogers tend to drop the other title unless it falls into certain categories (includes name of issuing body; is the acronym of the title proper). Catalogers of updating loose-leafs will generally not follow the restrictive serial cataloging practice and should include the other title unless it consists solely of words indicating currency of contents.

6. AACR 12.1F3. "Record statements relating to persons who are editors ... if considered to be important." Serial cataloging generally does not transcribe editors in the statement of responsibility but catalogers of updating loose-leafs will ordinarily transcribe. As with monograph cataloging, technical editors within the publishing company are not generally transcribed.

7. AACR2 12.2B1b: Edition statement is transcribed "if considered to be important."

8. AACR 12.2B2. "Give statements indicating regular revision or frequent updating ... as frequency in the note area."

310 _ _ $a Including quarterly updates

9. MARC21 field 362. Do not enter numbering in this area for updating loose-leafs even if there is a numbering system. Use 362 only for notes about dates when no explicit statement is available. See #11.

10. AACR2 1.4D4. Publisher's name. Remember: publisher name is no longer shortened in 260 if the name appears in 245.

11. AACR2 1.4F8 / 260 $c. Give the dates of the first and last iterations. (not the same as the earliest/latest dates available/in hand!)

  • If the first/last iteration is not in hand, but there is an EXPLICIT statement about the first/last iteration on the iteration in hand, the date is recorded in square brackets in 260 $c

    e.g., Introduction: "Began publication in in 2000."


    260 _ _ $a ____ $b ____ $c [2000]-

  • If there is no explicit statement, record nothing in 260 $c (not even a temporary date in <angle brackets> as is done with multiparts)
  • If there is non-explicit information available about the first/last iteration, record in 362 1. Don't spend time researching:


    362 1 _ $a Began in 2000?

    362 1 _ $a Began publication in 1998 or 1999.

    362 1 _ $a Completed publication in 2001?

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12. AACR 12.7B3 "If the description is not based on the first ... iteration, make a note."

500 _ _ $a Description based on: release no. 2, published 2001.

500 _ _ $a Description based on: update no. 5, copyright 2002.

a. Base volume (t.p. has 2001):

260 _ _ $a ___ : $b ___ , $c 2001-

b. Base volume with t.p. c2001 date with separate packets of updates #1-#2 carrying 2002 dates.

260 _ _ $a ___ : $b ___ , $c c2001-
500 _ _ $a Description based on: update #2, published 2002.

c. Base volume with t.p. 2000 date with separate packets of updates #1-#5 already interfiled; footer on #5 has c2000; preface says resource "first published in 1999":

260 _ _ $a ___ : $b ___ , $c [1999]-
500 _ _ $a Description based on: update #5, copyrighted 2000.

13. MARC21 008 Date Type and Date 1 in relation to 260:

Type of date: use "m"

Date 1: Use earliest date in these fields in the order following:

  • 260 $c
  • 362 1
  • "Description based on" note

14. AACR2 12.5B1. Physical description area. "For updating loose-leafs, add the qualifier (loose-leaf)." Recording only the specific material designation without the number of units represents a change in practice for updating loose-leafs.

  • Use "v. (loose-leaf)" in 300 $a until the resource is complete
  • Record transfer volumes (LCRI 12.5B1) as:
    v. (loose-leaf), v. (transfer)

15. AACR2 1.6. Series. Keep in mind that the 2002 amendments applying to title transcription (see 5. above) apply to the series statement transcription as well. Also NEW: new numbering sequence no longer requires a new series; supply [new ser.] or equivalent.

16. LCRI 12.7B1. LC/PCC practice: "Make a note on the known frequency of a serial or of the updates to an integrating resource even if the frequency is apparent from the rest of the description.

"Integrating resources. Include the word "updated" or "updates" with the frequency word to clarify that the resource itself does not have that frequency (e.g., "Updated quarterly," "Monthly updates")."

310 _ _ $a Updated monthly

CAUTION: "Frequently updated" is not considered to be a "known frequency."

006 Code the frequency in this field.

17. AACR2 12.7B8. NEW: "Make notes on the bibliographic history and on important relationships between resources being described AND immediately preceding, immediately succeeding, or simultaneously issued resources." (Earlier practice would be to record a note only for the resource in hand.)

NOTE that updating loose-leafs use 780/785 linking notes for earlier/later editions; monographs do not. Updating loose-leafs were treated as monographs until recently, so this is NEW. See example at #26 below.

List of relationships:

  • Continuation
  • Merger
  • Split
  • Absorption
  • Translation
  • Simultaneous edition
  • Supplement

18. MARC21 Relationship tags. These tags have been used up till now only for serials. They are now used instead of the 500 note for updating loose-leafs in these situations:

780/785 Preceding/Succeeding:
  • Continuation
  • Merger
  • Split
  • Absorption
765/767 Translation of/Translated as
770/772 Supplement/Parent record
775 Other edition available
787 Nonspecific relationship

Note: no end punctuation in 7XX unless the field ends with an abbreviation, etc.

19. MARC21 580 (Linking entry complexity note):

  • When note cannot be generated from the linking fields
  • When a linking field isn't present

Common situations: cataloger knows another language edition exists but doesn't know the exact title; 7xx can't be used.

580 _ _ $a Translated from the Russian.

580 may have to be used in situations where the webpac cannot generate understandable labels from the 7xx indicators (x merges with y to form z).

20. MARC21 580 in relation to 7xx indicators.

  • Indicator "0" = Display note from field
  • Indicator "1" = Do not display note from field

  • If 580 field is not in the record, indicator is "0"
  • If 580 field is in the record, indicator is "1"

21. 7XX 2nd indicator generates a display constant. Examples:

780 x0 = CONTINUES

780 x4 = MERGER OF

785 x0 = CONTINUED BY

785 x4 = MERGED WITH ... TO FORM ...

765 x_ = TRANSLATION OF

22. In 7XX, use the main entry used in the catalog.

Per LCRI 12.7B8, special rules are used for legal works and translations; other title information and statement of responsibility are omitted.

* Main entry name heading/uniform title/title proper:

Related record has:

110 2 _ $a Norges teknisk-naturvitenskapelige forskningsr_ad.
240 1 0 $a _Arsberetning. $l English
245 1 0 $a Annual report.

Linking record:

780 0 0 $a Norges teknisk-naturvitenskapelige forskningsr_ad. $s _Arsberetning. English. $t Annual report.

*Main entry uniform title/title proper:

Related record has:

130 _ 0 $a Hong qi. $l English.
245 1 0 $a China report. $p Red flag.

Linking record:

780 0 0 $t Hong qi. English. China report. Red flag.

23. Linking fields: subfields. 780/785, 765/767, 770/772, 775:

$a = Main entry heading
$s = Uniform title
$t = Title
$b = Edition
$x = ISSN
$z = ISBN
$w - Record control number (LCCN)

24. Form of linking entry:

Title proper and, if needed, edition 245
245/250
$t
$t $b
Main entry name heading/title proper, and, if needed, edition

1XX/245
1XX/245/250

$a $t
$a $t $b
Main entry name heading/uniform title 1XX/240 $a $s
Main entry name heading/uniform title/title proper (legal works, translations) 1XX/240/245 $a $s $t
Main entry uniform title 130 $t
Main entry uniform title/title proper (translations and other language editions) 130/245 $t

25. Linking notes conventions:

  • Punctuation: ending periods only in $a and in $s -- in $t if followed by $b.
  • Subfielding: no internal subfielding in $a or $t.

    • $a Surname, Initial (Forename), Date-
    • $a Parent body. Subordinate body. $t Common title. Section title
  • Initial articles: omit all unless filing on any one.

26. In the following example, a record for a new edition is created because it consists of a new base volume called "2nd ed." Database search indicates that the first edition had the same main entry and title proper.




NEW EDITION:

010 _ _ $a 2002046534
020 _ _ $a 0179852641 (loose-leaf)
100 1 _ $a Allan, Wallace, $d 1950-
245 1 0 $a Regulations. $p Loans.
250 _ _ $a 2nd ed.
780 0 0 $a Allan, Wallace, 1950- $t Regulations. Loans. $b 1st ed. $z 0165247719 $w (DLC)###97109851


EARLIER EDITION:

010 _ _ $a 97109851
020 _ _ $a 0165247719 (loose-leaf)
100 1 _ $a Allan, Wallace, $d 1950-
245 1 0 $a Regulations. $p Loans.
250 _ _ $a 1st ed.
780 0 0 $a Allan, Wallace, 1950- $t Regulations. Loans. $b 2nd ed. $z 0165247719 $z 0179852641 $w (DLC)##2002046534

27. EXAMPLE OF 580 used for complex relationship. Note that the 780/785 2nd indicator is 1, since the 780 field is not intended for display. ( In the examples, each "#" represents one blank space.)

NEW TITLE:

010 _ _ $a 2002111111
022 _ _ $a 1234-5678
245 0 0 $a Regulations for commercial and residential property.
580 _ _ $a Merger of: Regulations for commercial property, and: Regulations for residential property
780 1 4 $t Regulations for commercial property $z 1212343456 $w (DLC)###95012012
780 1 4 $t Regulations for residential property $z 0101252252 $w (DLC)###96214789

EARLIER TITLE (1)

010 _ _ $a 95012012
022 _ _ $a 1212343456 (loose-leaf)
245 0 0 $a Regulations for commercial property.
580 _ _ $a Merged with: Regulations for residential property, to form: Regulations for commercial and residential property
785 1 7 $t Regulations for residential property $z 0101252252 $w (DLC)###96214789
785 1 7 $t Regulations for commercial and residential property $x 1234-5678 $w (DLC)##2002111111

EARLIER TITLE (2)

010 _ _ $a 96214789
022 _ _ $a 0101252252 (loose-leaf)
245 0 0 $a Regulations for residential property.
580 _ _ $a Merged with: Regulations for commercial property, to form: Regulations for commercial and residential property
785 1 7 $t Regulations for commercial property $z 1212343456 $w (DLC)###95012012
785 1 7 $t Regulations for commercial and residential property $x 1234-5678 $w (DLC)##2002111111

28. LCRI 12.8B1. If both an ISBN and an ISSN are present, give both. AACR2 rule 12.8E2. Give the qualifier "(loose-leaf)" to the ISBN.

020 _ _ $a 0105281984 (loose-leaf)
022 _ _ $a 0914-1968

29. AACR2 12.8C1. Enter key title in MARC21 field 222. First indicator is blank; the 2nd indicator is a filing indicator.

222 _ 4 $a The taxation guide

30. MARC21 LEADER. We will not use code "i" for integrating resource until the change has been implemented in both OCLC and RLIN (no earlier than mid-2003).

31. MARC21 008/006.

Since 008 is not set up to handle IRs, use for the interim 008 for books and then create a 006. (On Voyager, click on the 006 button, then click on the Serial Control tab, then click on the New button at the bottom of the subwindow).

On 006, code FREQUENCY (006/01), TYPE OF SERIAL (006/04) and TYPE OF ENTRY (006/17). The rest of the 006 values should be ignored.

If 310 is not present, leave the FREQUENCY blank. This should be the default. If 310 is present, then use the most appropriate code.

Note that FREQUENCY code "k" (continuously updated) is intended for websites, not updating loose-leafs.

TYPE OF SERIAL is always "l" (L) (=Updating loose-leaf)

TYPE OF ENTRY: Use 2 (MARC table update is in process 2/14/03)

32. When to make a new record.

#1. Different updating loose-leaf.

#2. Merger of existing bibliographic resources (12.7B8b)

#3. Splits into other resources (12.7B8c)

#4 Change in edition statement. (12.1F1 and LCRI 21.3B) Only applied when there is a new base volume (e.g. an in toto replacement edition). NOT used for a gradual replacement edition.

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UPDATING:

33. Updating a preexisting record. Basic principles:

A. Re-do the description to match the current iteration

B. Give earlier information in a note:

  • Give note for earlier title (247)
  • Give note for other data elements if considered to be important

C. Give access points for earlier information if appropriate.

D. Consider if main entry needs to be revised.

  • If yes, generally move 1XX to 7XX.

34. AACR2 12.7A2. Identify iteration if note does not apply to all iterations. Per LCRI:

  • Give exact information if readily available.
  • Otherwise, use information in "Description based on" note of record before it was revised; give information in angle brackets.

35. AACR2 12.1B8b. Change title area to reflect current iteration. Give earlier title proper in a note. LC practice is to make only a "500 Title varies slightly." note if the change is at the end of a long title and access is not affected. Otherwise, use field 247 field for each earlier title proper per LCRI 12.7B4.2.

  • Indicators: 10
  • Earlier title proper = subfields $a, $n, $p
  • Identification of earlier iteration = subfield $f
  • ISSN or earlier title proper = $x

Use the 547 field only if more explanation is needed than is given in field 247.

EXAMPLE.

RECORD PRIOR TO UPDATE:

022 _ _ $a 2232-4543
245 0 0 $a Dental hygienists : $b current guidelines.
500 _ _ $a Description based on: release 2, published 2000.

RECORD AFTER UPDATE:

022 _ _ $a 2343-7896
245 0 0 $a Dental hygienists' guidelines
247 1 0 $a Dental hygienists $f <release 2, published 2000> $x 2232-4543
500 _ _ $a Description based on: release 7, published 2002.

RELATED DATABASE MAINTENANCE:

  • If the title proper being moved to the 247 field was in a 580/7XX linking field in another record, update the link in that other record
  • If the title proper being moved to the 247 field was in a 6XX/7XX in another record, update the field in that other record

36. AACR2 12.1D3b. ANY change in parallel title. Update to reflect current iteration. Make a 246 $i $a note if considered to be important. In $i, identify the iteration. There's an example in LCRI 12.7B5.2 for an electronic resource, but application is analogous.

37. AACR2 12.1E2b. ANY change in other title. If the other title changes frequently, 12.1E1b allows the option of omitting it. However, this is probably more likely to happen with electronic IRs. If the decision is to transcribe the other title, the current iteration must be reflected. Give earlier information in a note if considered to be important (12.7B6.2b; LCRI 12.7B6.2). Use the 246 field $i and $a; identify the current iteration in $i.

38. AACR 12.1F5b. ANY change in statement of responsibility. Record must reflect current iteration. Per 12.1F3b, if editors change often, option to decide that they aren't important and not record at all. If statement of responsibility changes, this may affect the main entry. A general note may be used if the changes have been numerous, i.e.

500 _ _ $a Editor varies.

Use 500 also if specific editors are named, but use 550 for issuing bodies:

550 _ 4 $a Issued by Institute QRS, < -update 1999-4 >; by Association LMN, <update 2000-6>

39.AACR2 12.2F1b. Changes in edition area. Assumption is that a new record is not required. In that case, 250 must be updated to reflect the current iteration. If the edition information changes often, there is an option not to record it at all (12.2B1b). In that case, per 12.7B9.2b, a general note may be made to indicate that the edition statement changes often.

LCRI 12.7B9.2b. For a gradual replacement edition (i.e. no new base volume), give a note about the new edition statement:

250 _ _ $a 2nd ed.
500 _ _ $a Updated to 2nd ed., June 2001.

40. AACR2 12.4C2b, 12.4D2b, 12.4G2b. ANY change in the publication area. Record must reflect the current iteration; give a note if the earlier information is important. Per 12.7B11.2b, general note may be given if the changes are too numerous. Don't forget to update 008 if necessary.

41. LCRI 12.5B1. " If the updating loose-leaf includes transfer volumes, describe the extent in terms of "loose-leaf" and "transfer."

AACR2 12.5C2. ANY change in physical description area. Record must reflect the current iteration. Give a note (including a general note) about difference if important (12.7B12.2b). Update the 008 if necessary. Per LCRI 12.5D2, if dimensions change, change the area to match the current iteration (and give a note if considered to be important).

Prior to the implementation of the amendements in Dec. 2002, LC practice was to include the number of volumes for loose-leafs that were still in progress; this is no longer done, but LC/PCC practice is not to update the records.

 

300 _ _ $a v. (loose-leaf), v. (transfer)

42. AACR2 12.6B2b, 12.7B14.2b. Change the series area to reflect the current iteration If an earlier series no longer appears on the current iteration, LC practice is to record the earlier series in a 500 note and trace it in 8xx if the earlier series had been traced. (LCRI 21.30L: "Series not present on the latest iteration will be given in the note area instead of in the series area — cf. rule 12.6B2 and 12.7B14.2b.")

RECORD PRIOR TO UPDATE:

260 _ _ $a Denver : $b Smith Pub. Co.
440 _ 0 $a Research in library acquisitions
500 _ _ $a Description based on: update 2, published in 1991.

RECORD AFTER UPDATE:

260 _ _ $a Denver : $b Smith Pub. Co.
490 1 _ $a Library acquisitions
500 _ _ $a Series title <1991>: Research in library acquisitions.
500 _ _ $a Description based on: update 9, published in 2000.
830 _ 0 $a Research in library acquisitions.
830 _ 0 $a Library acquisitions (Denver, Colo.)

43. AACR2 12.7B1. If frequency of updates changes:

  • Change the existing 310 field to 321 (former frequency).
  • Add a new 310 field to reflect the current iteration.
  • Update Frequency in 006 to match the current frequency in 310.

Give the identification of the iteration in subfield $b:

006 Frequency = m

310 _ _ $a $a Updated monthly, $b <release 2002-1>

321 _ _ $a $a Updated monthly, $b <release 2002-1>

44. AACR2 12.7B4.1. Changes in other titles on the resource. If title other than title proper changes on a later iteration and that change is important, give a note. Use subfields $a and $i; include the identification of the iteration in $i. Examples from LCRI for 12.7B4.1.

RECORD PRIOR TO UPDATE:

245 0 0 $a Scholarship opportunities for future math teachers.
246 1 5 $a Math education scholarships
500 _ _ $a Description based on: release 5, published 1999.

RECORD AFTER UPDATE:

245 0 0 $a Future math teachers' scholarship opportunities.
246 1 _ $i Added title page title <release 5, published 1999>: $a Math education scholarships
247 1 0 $a Scholarship opportunities for future math teachers $f <release 5, published 1999>
500 _ _ $a Description based on: release 9, published 2001.

LCRI 12.7B4.2. "When the title proper has changed, move the ISSN for the earlier title proper from the 022 field to the 247 field for that earlier title proper. ... Give a separate "Title history" note (field 547) in addition to the 247 field(s) only if the situation requires more explanation than can be given in the 247 field(s). Do not give a 547 field just because there are multiple 247 fields."

RECORD PRIOR TO UPDATE:

022 1 _ $a 9999-9999
245 0 0 $a Mutual funds registry.
500 _ _ $a Description based on: update 2, published 2000.

RECORD AFTER UPDATE:

245 0 0 $a Registry of mutual funds.
247 1 0 $a Mutual funds registry, $f <update 2, published 2000> $x 9999-9999
500 _ _ $a Description based on: update 5, published 2001.

45. Subject headings. If changes in later iteration have so changed the overall content of the resource that the subject headings in the record are no longer the most appropriate headings; if so, update subject headings, but do not reclassify.

46. If the updating loose-leaf is finite and the last iteration is in hand. Update the description if there have been any changes; don't forget to update 008 date 2.

Ending date (1.4F8):

  • Give date on chief source of last iteration in 260 $c if last iteration is available for cataloging
  • If last iteration is not available but there is explicit information about last iteration, follow option and supply date in 260 $c
  • If last iteration is not available and there is only general information about last iteration, give information in 362 1 note
  • Otherwise, leave ending date blank in 260 $c and don’t give a 362 1 note

Note that, “For an updating loose-leaf, supply the date [when the date of the last update is later than the date on the chief source of the last iteration] of the last update if considered important." This situation occurs when the last replacement iteration does not include a replacement chief source.

260 _ 4 $a ___ $b ____ $c 1996-2001 [updated 2002]

47. Extent of item. Precede the specific material designation in 300 $a by the number of parts (rule 12.5B2). Current practice is to record number of parts only when the set is complete. (Cf. #41 above).

300 _ _ $a 3 v. (loose-leaf)

300 _ _ $a 2 v. (loose-leaf), 4 v. (transfer)

LCRI 12.5B2. Updating loose-leafs. "If the updating loose-leaf consisted of both numbered and unnumbered volumes, record in the extent statement the total number of volumes. If it is important to indicate the presence of unnumbered volumes, make a note (see rule 12.7B12). Prior to Dec. 1, 2002, only the numbered volumes were recorded in the extent statement."

48. Copy cataloging checklist.

If the iteration in hand is later:

  • Update the description and add access points to reflect Yale iteration as needed
  • Accept the 260 $c in copy cataloging record
  • Add notes and access points if different information on other library’s earlier iteration is important
  • Add or update the “Description based on” note to reflect Yale iteration
  • Update 008 and update/add Serial 006 as needed

If the iteration in hand is earlier:

  • Do not change the description to reflect the Yale iteration
  • Accept the 260 $c in copy cataloging record
  • Add notes and access points if different information on Yale's earlier iteration is important
  • Do not change the “Description based on” note to reflect the Yale iteration
  • Do not change the 008/006 to reflect Yale’s iteration; add Serial 006 if lacking

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LOOSE-LEAF SERVICES

<Would some of these notes be more appropriate in 590?>

50. LC practice re Loose-leaf services (LCRI 12.0): "Generally, create only one bibliographic record for the service as a whole; consider the service as a whole to be an integrating resource. In a note, list the component parts in enough detail to identify them. Give any volume designation that is found on a part. Optionally, include numeric or chronological designations of newsletters, bulletins, etc., within the service."

500 _ _ $a The reporter contains binders: Current developments; Monographs; State solid waste--Land use; Federal laws; Federal regulations; State water laws; State air laws; Mining; Decisions (later published in bound volumes as Environment reporter. Cases).

500 _ _ $a The service is divided into five parts: Treatise / by Jacob Mertens, Jr., and others (v., loose-leaf); Code, current volume (loose-leaf) and bound volumes, 1954-1958-; Code commentary (v., loose-leaf); Regulations, current volume (loose-leaf) and bound volumes, 1954-1960- ; Rulings, current volume (loose-leaf) and bound volumes, 1954-1957-

"If a component is lacking, give such information in a note.

500 _ _ $a Library of Congress lacks section: Mining. $5 DLC

"If, by exception, separate records are being created for the component parts, identify each part as an updating loose-leaf, multipart item, etc., and catalog it accordingly. In a note, indicate the relationship to the parent loose-leaf service and give a related work added entry for the loose-leaf service."

51. Pamphlets/paperbacks. "Current information of temporary or permanent value may be published also in pamphlet or paperback form and be distributed to subscribers of a loose-leaf service as part of the subscription. Such publications are keyed to a section or a service or to several services. In addition to individual, distinctive titles, they carry also the title of the service and the numbering of a section of the service (usually a supplementary bulletin, to which is added a further distinguishing characteristic such as the words "Extra," "Section 2," etc. (e.g., "Bulletin 35, Extra" or "Report bulletin 24, Volume LIII (Section 2)").

"LC practice: Although these publications are often indexed in the service, they are unsuitable for filing into the service. If such a publication is considered of permanent value, create a separate record. Because a pamphlet or paperback may be distributed to more than one service, do not include a note in the bibliographic record indicating a relationship to the loose-leaf service and do not give an added entry for the service.

"At first, these publications may appear to be volumes in a monographic series because there is a comprehensive title (the title of the loose-leaf service), a type of numbering, and a volume title. To avoid confusion, create a series-like phrase series authority record; use the titles of the service and of the section of the service in the heading and give instructions for handling the materials in a note.

130 _ 0 $a Tax ideas. $p Bulletin
667 _ _ $a A separately numbered section of the loose-leaf service "Tax ideas." Bulletins issued in loose-leaf format are filed as a section of the parent loose-leaf. Catalog separately any material published in pamphlet or paperback form that carries the additional designation "Section 2;" do not indicate a relationship to the parent loose-leaf and do not give an added entry for the parent loose-leaf..

52. "Sections with independent numeric or chronological designations: bulletins, newsletters, etc.

"Latest developments in a particular field are often reported and analyzed in special sections of a loose-leaf. These sections are typically called Bulletin, Newsletter, Report bulletin, Report, etc., and are for the most part indexed in the loose-leaf. They carry a numeric or chronological designation of their own. Information of permanent value from these sections is often later included in the main text and old issues can be periodically discarded or transferred.

"LC practice: Do not create a separate record for such a section. Instead, on the bibliographic record for the updating loose-leaf, give a note explaining the inclusion of any separately numbered and separately titled section. Give an appropriate added entry for the section.

500 _ _ $a Includes separately numbered section: Report bulletin.

500 _ _ $a Includes separately numbered bulletin: Criminal law advocacy reporter.

53. Transfer volumes.

"LC practice: Generally, do not create a separate bibliographic record for the transfer material. Instead, on the bibliographic record for the updating loose-leaf, give a note explaining the inclusion of transfer material of permanent value. If the transfer section has a title of its own or acquires a title of its own in its transferred/bound stage, cite the title in the note and give an added entry."

500 _ _ $a Material of permanent value is removed periodically and bound in separate volume..

500 _ _ $a Material of permanent value is transferred from time to time to storage binders.

500 _ _ $a Prebound, separately numbered volumes with title Administrative law decisions, containing reports of decisions of the Administrative Appeals Tribunal, periodically replace the reports and decisions in the section entitled Administrative law decisions.

"If a separate bibliographic record is created for the transfer material, include a note explaining the relationship to the updating loose-leaf."

245 0 0 $a Environment reporter. $p Cases.
500 _ _ $a These volumes replace the opinions published in loose-leaf format in the "Decisions" binder of Environment reporter.


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RELATED DOCUMENTS:

This document is based on AACR2 2002 Revision: Impact on Updating Loose-leafs, a PowerPoint slide show by Judy Kuhagen, Library of Congress, with additional material from the Library of Congress Rule Interpretations (2002 Update #3).

The slide show is at this writing available on the Bibco website (http://www.loc.gov/catdir/pcc/bibco.html) at:

http://www.loc.gov/catdir/pcc/ir/updatingll_02_files/frame.htm

It is also available at the CPSO website on the 2002 AACR2 training materials page (http://lcweb.loc.gov/catdir/cpso/train.html) at:

http://www.loc.gov/catdir/pcc/ir/updatingll_02_files/v3_document.htm

 

 

 

 

 

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