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Cataloging e-Serials Checklist

To: Cataloging Staff
From: Steven Arakawa
Date: (Nov. 3 2008 issue date/ 07/15/2011 9:01 AM revision date)

Bibliographic Decisions -- Uniform Title -- Title Proper -- Variant Titles -- 260 Publication, Distribution, etc. -- 300 -- 4xx/8xx Series -- Source of Title Note -- Other Notes -- Title Changes -- Fixed Fields -- MFHD & RELATED DOCUMENTS

Note: although the term e-serial can apply to both the remote online format and the tangible CD-ROM format, in this document, for lack of a commonly accepted brief term, e-serial refers specifically to the remote online format.

Bibliographic Decisions

1. Determine whether to catalog the resource as a separate bibliographic record or as an analytic added entry on the bibliographic record for a portal website. In general, if the request is to catalog the portal website or cataloging for a portal website already exists, an analytic added entry is made and a separate bibliographic record is not created. Refer to General Website Policies & Procedures. 4. Granularity.

2. If the decision is to catalog as a separate bibliographic record, determine whether to catalog as an e-serial or an integrating resource. Refer to General Website Policies & Procedures. 2. Serial or Integrating Resource or Monograph?

3. If the decision is to catalog as a serial, catalog as a reproduction if the issues are in PDF format or the equivalent and reproduce the pagination of the print version. Otherwise, catalog as an electronic edition, per General Website Policies & Procedures. 3. Catalog as reproduction or as an electronic edition? For more detail, refer to the CONSER Cataloging Manual, 31.1.3. If the website presents the serial in both html and PDF, catalog the serial as an electronic edition. When in doubt, catalog as an electronic edition.

4. Cataloging standards. Apply the CONSER standard guidelines to serials (and to IRs where applicable), with the YUL general modifications for serials and the special YUL applications for e-serials. The checklist is on the site Cataloging at Yale/Special Formats in the Serials and Series section with the title CONSER Standard: What's New.

Here are some particular things to look out for when cataloging remote e-serials.

Uniform Title

If there is a record for the print version with a uniform title, adding "Online" as a qualifier or to the qualifier of the e-serial's uniform title is not necessary, since the 130 does not need to differentiate the print from the online version.

Title Proper

Per AACR2 1.1B1, words that serve as introductions are not transcribed as part of the title proper. Introductory terms are often used on the home pages of websites, but keep in mind that the source of the title proper is the earliest issue of the serial/IR, not the home page of the website.

The CONSER rule (pre-dating the new CONSER standard) applies if the title appears as both an initialism/acronym and in spelled out form on the source selected for the title: the spelled out form is used as the title proper, even if the initialism/acronym form is given prominence on the website.

Variant Titles

With the new CONSER standard, the initialism/acronym is no longer recorded in 245 $b, only in 246 13.

Variant titles no longer need a justifying note.

Add any variant forms that appear in the online version; for example, if the home page title varies from the first issue/earliest issue title. CONSER:"Generally consider recording as variant titles only titles appearing in readily accessible sources (for example, those that can be accessed within one or two pages from the earliest issue's title page or title screen or by clicking on a prominently displayed icon or menu choice on a home page or main menu page." You are not expected to check subsequent issues for further variations.

Be sure to use the new CONSER Standard indicator fields: 246 11 for parallel titles; 246 13 for other variant titles such as acronyms; 246 1 $i $t for minor title changes.

260 Publication, Distribution, etc.

$a Place of publication: only the first place is recorded.

The online version may not have an explicit place of publication. CONSER guidelines: "if a place of publication is readily available (for example, found by scrolling within a few pages of the home page or first issue page), record that place in field 260 $a. Otherwise, supply a probable place of publication (e.g. [United States?] or [S.l.] in field 260 $a. Code the fixed field country code accordingly." If you need to supply a probable place of publication, use the printed source copy's place: 260 $a [<place>?].

$c Opening and closing dates are not included

300 Physical Description

A 300 field is not made for e-serials. If the serial is being treated as a reproduction and is based on a derive of the print record, delete the 300 field.

4xx/8xx Series

Note that per LCRI 25.5B "General" item 6, a new uniform (series) title is not made for a republication in electronic form.

Make a 490 1 even if the form matches the 830.

Source of Title Note

The source of title for serials is the chief source of the earliest issue that can be accessed on the website, and not the home page of the serial as a whole. Often the chief source for the earliest issue will be the table of contents page of the earliest issue. However, note that if the decision is to catalog the resource as an integrating resource, the source of title is the latest issue.

The source for variant forms of titles can be anywhere on the website, so if the home page title varies from the earliest issue title, access should be provided through 246. The source for the 246, as indicated above, is not required. For earlier titles, see Title Changes section below.

Other Notes

506 Restrictions on Access Note [Subscription Series Only!]

The accompanying paperwork should indicate whether or not the online serial is a subscription. For subscriptions, the following 506 note is required:

506     ‡a Access restricted by licensing agreement.

530 Other Formats

If the serial is available on the website as both html and PDF, catalog the serial as an electronic edition. Make a note about the other format.

530     ‡a Also available in PDF format on the same website.

538 System Details Note

Per the new standard, the note Available on the World Wide Web is no longer made. The note is still used if special equipment is needed to run some applications, but this should be rare for online serials that were born as print. If you run into such a situation, consult with a catalog librarian. (A web browser is not special equipment, but a media player would be.)

547 See Title Changes

590 Local note

For subscription e-journals (see 506 above), add also:

590     ‡a Access is available to the Yale community.

 

Title Changes

In many cases, vendors use the opportunity of digitizing the serial back issues to eliminate title changes. If a serial in printed form changes from Title A to Title B, when the serial is digitized, the vendor may change the title on the Title A backfile issues to Title B, so all issues of the serial in electronic form will have Title B.

CONSER policy (derived from LCRI 12.7B42 ) is to use a 247 field for the earlier print title if the e-serial uses the current title on the back issues that had the earlier title in the print version. The description otherwise follows successive entry cataloging--cataloging is still based on the earliest available issue. The CONSER Editing Guide provides an example of the use of 247 in this situation. The 547 note should be made. [Note: the CONSER example has since been updated]

"An example of using 247 and 547 fields for an electronic journal which has not retained its original title:

Original CONSER example:

245 0 0 ‡a Asian age online ‡h [electronic resource].
247 1 1 ‡a Asian age ‡f <29 Jan. 2002- >
547     ‡a All issues originally published with the title: Asian age have been reformatted with the new title: Asian age online.

Current version:

245 0 0 ‡a Asian age ‡h [electronic resource].
246 1 3 ‡a Asianage
247 1 1 ‡a Asian age online ‡f <Mar. 5, 2001>
547     ‡a Issues originally published with the title: Asian Age. Issues have been reformatted with the title: Asian age online <Mar. 5, 2001>, and later reformmated back to the original title: Asian age <Mar. 14, 2003>.

The CONSER Cataloging Manual guideline (31.18) is to use successive entry for e-serials when the e-serial reproduces the enumerative sequence of the print version AND the earlier titles are retained on the digital issues. Sometimes the backfile issues cannot be accessed directly on a serial website. Although our general policy is not create a record if the resource cannot be accessed directly, we will make an exception in this case. The 856 fields of both the earlier and later title can point to the same website in this situation. Modify the linking note if the website does not make it clear that it provides access to the earlier title. The assumption is that the website is for the serial only and is not a portal website to a heterogenous collection of works. If the latter applies, refer to 1. at the beginning of this document.

FIXED FIELDS

008

Same as print, except Form of Item must be coded o.

007/006 (added by the cataloger)

The 007/006 fixed field strings will not be on the source record (unless the source record is for microform)

To create the 007 field:

  1. Click the 007 tab to open the 007 window
  2. When the 007 window opens, click the Computer File tab, then click the New button. (FYI, you have now enabled Byte 1) The Computer File value options will now fill the window.
  3. Under the new CONSER standard, only the first value (Byte 2, Specific Material Designation) is required. Select Remote from the menu.
  4. Enter No Attempt to Code for all other values, with the exception of the obsolete Original vs Reproduction Aspect, which should be left as is. Note that the No Attempt to Code character appears as a pipe upon entry but reformats as a square with arrow.
  5. Click the Apply button.
  6. You can use Macro Express to open 007, select Computer File, select Remote, and enter No Attempt to Code for the appropriate fields with one key-stroke sequence.

007 Computer File window

To create the 006 field <note: CONSER may eliminate the 006 requirement; this is still under discussion>:

  1. Click the 006 tab to open the 006 window
  2. When the 006 window opens, click the Computer File tab, then click the New button. (FYI, you have now enabled Byte 1) The Computer File value options will now fill the window.
  3. Under the new CONSER standard, only Byte 1 is required. Enter No Attempt to Code for all 006 values. Note that the No Attempt to Code character appears as a pipe upon entry but reformats as a square with arrow.
  4. Click Apply button.
  5. You can use Macro Express to open 006, select Computer File, select Remote, and enter No Attempt to Code for the appropriate fields with one key-stroke sequence.

006 computer file

MFHD

All online resources are entered like this:

mfhd screen shot

No volume holdings are recorded.

RELATED DOCUMENTS

General Website Cataloging Policies & Procedures

CONSER Cataloging Manual (CCM), Module 31 (Available on Cataloger's Desktop)

CONSER Standard: What's New [CONSER Standard in Brief Plus YUL Upgrading Policies]

CONSER Standard Page [Includes the official CONSER Record Documentation &PDFs of the Applicable LCRIs]

 

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