CONSER Standard Copy Cataloging Checklist

CONSER Standard records will begin to appear in OCLC (and LCDB) beginning in summer 2007. Although the encoding level will be blank (full), have a Cataloging Source c and include a 042 field, the new standard records will have substantially less information than the old "full" CONSER records. Cataloging supplied by non-CONSER libraries, like Yale, may also be following the new standard. These records will have Cataloging Source d and no 042 field, but the Encoding Level will be blank (i.e. full).

As a general rule, the records following the old CONSER standard should not be edited to follow the new standard, and records that follow the new standard should not be edited to match the old standard.

Locally, if the item is in hand, some exceptions will be made to the general "hands off" policy for records that follow the new standard. The exceptions will be noted in this checklist. If a change is made, add $d [your unit's CtY code]. New serial records created in Orbis will follow the same standard used by CONSER, with the same local exceptions.

Searching. Note that the new records may not have uniform titles and the descriptive data will be reduced. Especially in situations where an ISSN has not been assigned, you will need to verify the description carefully to make sure that your record actually matches the item in hand. As you do so, keep in mind that you may have to make some upgrades to the record based on the checklist, so pay close attention particularly to these areas.

CONSER vs. non-CONSER. CONSER records will have a 042 field for the authentication code (lc, lcd, nlc). CONSER records with 042 msc are minimal level and should be routed to your unit's original cataloging serial specialist. CONSER records with 042 lccopycat have had all headings checked against the national authority file and may be used, but the description may not follow CONSER standard. Recataloging the description to follow current CONSER standards (except for specific local guidelines) should not be done.

Leader. If the record has an Encoding Level 7 or below, skip the checklist and route to your unit's serial specialist for upgrading.

Fixed Fields. Accept "as is." (Many fields will now be "no attempt to code;" leave them as is)

Variable Fields.

1xx/7xx Serial records with 042 lc, lccopycat, lcd, or nlc should have had all headings authenticated against the national file; it is not necessary to check these headings in the NAF* if there is no match when performing verification unless you notice an obvious typo.

*The National Authority File can be: LCDB, WorldCat Authority File, or LC NAF depending on your workflow.

REMINDER: a record with 042 msc means the headings have not all been authenticated against the national file, and there is a good chance one or more headings have not been established. In the serial workflow, these records should be referred to a NACO cataloger because in our new policy, we want all new serials to have headings backed up by authority records. As a by-product, the record can then be upgraded to full level. Note that another characteristic of 042 msc records is that they may lack subjects; the cataloger doing the upgrading should keep this in mind.

NON-CONSER records. If a serial title is cataloged for the first time and there is no 042 or the 042 has codes other than those listed in the previous paragraph, verify that all 1xx and 7xx headings have been established. If there is no match generated by Orbis verification, check the NAF. If a heading has not been established, route to your unit's NACO cataloger or to your supervisor. The heading must be established in the national authority file.

NAME VARIATIONS. If a name is traced on the record, but the form of the name used on the serial differs from the traced form, check the authority record. If the authority record does not account for the variant form in 410, route to a cataloger in your unit with NACO authorization. If the variant form is permitted as a reference, it must be added to the national authority record.

Note that most 1xx/7xx fields in serial records will be for corporate names.

245 $c Title Statement of Responsibility

If a corporate name is transcribed in the statement of responsibility (245 $c), and the record is not CONSER full level (see above), verify that the name traced in 710 has an authority record. If there is no record in Orbis, check the NAF. If no authority record is found, route to a cataloger in your unit with NACO authorization.

• CONSER records cataloged at minimal level will record the corporate name in 245 $c or 550 if the heading has not been established
• CONSER records cataloged at full level will not record the corporate name in 245 $c or 550; as noted above, all headings on a CONSER record cataloged at full level are expected to have authority records
• How non-CONSER records will record the corporate name is unpredictable

300 Physical Description

If there is no 300 field, create one. If the field is incomplete, complete the field. EXAMPLE:

300 $a v. ; $c 29 cm.

310/321 Current/Former Frequency

YUL: For new copy cataloging, if the frequency is known and there is no 310, enter a 310. Former frequency (321) is not required.

Maintenance: continue the practice of recording the current frequency in 310 and the former frequency in 321.

For ongoing serials, if the frequency changes, continue the practice of recording the current frequency in 310 and the former frequency in 321.

[At SML, acquisitions staff normally update the record when there is a frequency change.]

Whenever an update of this kind takes place, you must also add or update this note: 500 __ $a Latest issue consulted <enum/chron designation>. Do not make the note if there is no change in frequency and later issues are in hand. ANSI/NISO punctuation isn't used in the description, but the chronological designation should be recorded in parentheses. Use of standard abbreviations is optional; you can transcribe the captions and months as they appear on the item. (SML Acquisitions has chosen to use the standard abbreviations in the notes.)

EXAMPLE:
500 __ $a Latest issue consulted: v. 2, no. 1 (Jan. 2008).
500 __ $a Latest issue consulted: neue Folge, Band 1, Lieferung 4, published 2007.

Note that in the second example, "published 2007" is used in the absence of an explicit chronological designation.

(Note that this rule pre-dates the new CONSER standard; SML Acquisitions staff should add the note as well.)

362 1 Dates of Publication/Designation (unformatted)

Some new records may use non-standard abbreviations or no abbreviations. This is acceptable. Leave as is.

However, note that standard abbreviations continue to be used in MFHD volume holdings.

If you need to check for numbering changes, note that changes are now acceptable in either 362 or 515.

4xx Series

Transcription of series at 4xx level is not required and may not appear on CONSER records and other records that follow the standard. However, the series in established form should have been traced in 8xx.

• If the series is traced and the record is CONSER full-level (830 but no 490 1), note that the record should not be updated to add 490 1
• If the series is traced (440 or 830) and the record is not CONSER, verify that a series authority record exists
• If the series has not been traced (490 0), search for a series authority record (this might be the case with CONSER records created by LC, although another CONSER library would normally update and trace the series)
  • if a series authority record is found, trace as 8xx (use 490 1/8xx)
  • if a series authority is not found, route to a cataloger in your unit with NACO authorization. Although a national level authority record may not be required, the cataloger should verify or supply the appropriate heading in all cases.

506 Restrictions on Access Note

Yale Policy. For subscription journals that are remote electronic resources, this note is always added:

506

‡a Access restricted by licensing agreement.

The note is not made for non-subscription remote electronic resources.

590 Local note

Yale Policy. For subscription journals that are remote electronic resources, this note is always added:

590

‡a Access is available to the Yale community.

The note is not made for non-subscription remote electronic resources.

710 see 1xx/7xx paragraph at the beginning of the variable fields section.

8xx Series Tracing

See 4xx above. The current CONSER standard does not require a 4xx field to justify the 8xx field.

Heading conflicts. If any heading conflicts with the form used on a national level authority record, it should be changed to match the heading used on the NAR.

Title Changes. For title changes, verify that there is a 780 for the previous record and/or a 785 for the later record, as appropriate. If there is not, consult with a serial cataloging specialist. Since uniform titles are no longer required, the 78x fields may refer to more than one serial resource.

Subjects. If the record lacks subjects, refer to a cataloger authorized to assign subjects. (In most cases, a record without subjects should have an Encoding Level of 7 or below and the record should be upgraded by the unit's serial specialist. See Leader section above.)

856. In general, delete all 856 fields from cataloging copy records for printed resources (and other tangible resources). Retain the 856 for remote electronic resources, but test the URL via the OPAC. Supervisor should check with Catalog Management if the URL does not work.

Otherwise, make no other changes to the description or to the access points.

RELATED DOCUMENTS

CONSER Standard: What's New

CONSER Standard Record: Maintenance Guidelines for Acquisitions/Serials Support

Cornell AACR/ISO abbreviations:

http://lts.library.cornell.edu/lts/pp/spp/captabbr.cfm

Memo on Records with 042 lccopycat

Task Force For Serial Access Level Records: Final Report

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