Overview
The procedures described in this document are to be followed by all staff with responsibility for creating records in Orbis for serial analytics.

The procedures in this document are described as follows:

Part 1: General procedures for all serial analytic records

Part 2: Creating a new minimal-level serial analytic record

Part 3: Creating a serial analytic record using "standard" copy from OCLC or RLIN

Part 4: Authority Validation

Part 5: Recording information in the Orbis MFHD

Part 1: General Procedures for all Serial Analytic Bibliographic Records
For general procedures, refer to:

http://www.library.yale.edu/cataloging/documentation/seriescatworkflow.htm#ctseranlyz

If no cataloging copy is found, follow the procedures in Part 2 for creating a new serial analytic record.

Part 2: Creating a New Serial Analytic Record
Code the fixed fields as follows, using the drop-down menus:

Leader:

Type of Record system supplied as a (language material)

Bibliographic level system supplied as m (monograph/item)

Encoding level Assign the value 7 (minimal level)

008:

Publication status Assign the code s

Date 1 (yyyy) (Beginning date of publication) and Date 2 (yyyy) (Ending date of publication) Record the date(s) of publication. If there is no date of publication on the item use 200u or, for older material, 19uu.

Place of publication Assign the appropriate code from the list of MARC Codes for Countries

Form of item If the work is a reproduction assign the appropriate code

Language Assign the appropriate code from the list of MARC Codes for Languages

 

Examples:

260 ‚c	DATE 1	DATE 2
2002	2002	____
1998-	1998	9999
1996-1997	1996	1997
[199-]	199u	____
[19--]	19uu	____

Create variable fields as follows:

020 (ISBN) Record the ISBN (International Standard Book Number) in field 020 according to the following pattern:

020

‚a ###########

Do not transcribe hyphens. If there is no ISBN present, you must delete the 020 field from the template before Voyager will allow the record to be saved.

100/700, 110/710, or 111 (Main entry: Personal, Corporate or Conference Name)

If the item has three or fewer authors, record the first named author in the appropriate 1xx field. If the item has no author or more than three authors, do not input a 1xx field and use a 7xx field for the first named author. If there is no 1xx and there is an editor, compiler, etc., record the name in field 7xx.

Search for the correct form of the heading (personal, corporate, or conference) in ORBIS and, if necessary, in LCDB. If a personal name or a corporate name is not represented in ORBIS or in LCDB, use the form of the name as found on the item (last name first for personal names unless instructed otherwise). Do not include dates even if such information is readily available on the item in hand.

If a conference name is not represented in ORBIS or in LCDB, do not record it in field 1xx or field 7xx.

Examples:

Woolf, Virginia, ‚d 1882-1941 (form found in ORBIS)

100

1

‚a Woolf, Virginia, ‚d 1882-1941

Jean C. Gray (form on t.p. not found in ORBIS or in LCDB)

100

1

‚a Gray, Jean C.

Yale University. ‚b Library. (form found in ORBIS)

110

2

‚a Yale University. ‚b Library.

Yale University, Dept. of Computer Science (form on t.p.)

110

2

‚a Yale University. ‚b Dept. of Computer Science

Symposium on a Clinical Pharmacy Program. (form found in LCDB)

111

2

‚a Symposium on a Clinical Pharmacy Program.

 

245 ‚a and ‚b (Title and other title information) Record the title in field 245 according to the following pattern:

245

1

0

‚a Title : ‚b other title information.

Transcribe the title as it appears on the title page or container. Do not transcribe initial articles or diacritics. If the book lacks a title page, record the title as it is found on the cover. Capitalize the first letter of the first word and the first letter of proper nouns. Use ‚b for other title information (such as subtitles, parallel titles, etc.) and precede it with a colon (:).

Examples:

Title page: Trace elements in natural waters.

245

1

0

‚a Trace elements in natural waters.

Title page: Absolute summability of Fourier series and orthogonal series, Yasuo Okuyama.

245

1

0

‚a Absolute summability of Fourier series and orthogonal series /‚c Yasuo Okuyama.

246 (Varying form of title) Record a varying form of the title in field 246 according to one of the following patterns as appropriate:

246

3

‚a Alternate form of word, etc. in title in field 245

Create field 246 in the following situations only:

If the title recorded in field 245 ‚a is in English and contains an ampersand (&), create a 246 field with the word "and" in place of the ampersand, using indicators as shown.

Title page: Peace & war: reminiscences of a life on the frontiers of science

245	1	0	‚a Peace & war : ‚b reminiscences of a life on the frontiers of science
246	3		‚a Peace and war

If the title recorded in field 245 ‚a has an obvious typographical error, create a 246 field with the corrected text, using indicators as shown.

Title page: Leve and be well

245	1	0	‚a Leve and be well
246	3		‚a Live and be well

250 (Edition statement) Record edition statements in field 250 according to the following pattern:

250

‚a Edition statement.

Abbreviate the term used for edition; abbreviation does not need to be AACR2 standard. Convert a written-out number to an Arabic ordinal number. Use a period to represent the ordinal number in all non-English-language edition statements. Omit diacritics.

Examples:

Book: Fifth edition

250

‚a 5th ed.

Book: Revised second edition

250

‚a Rev. 2nd. ed.

Book: Zweite Auflage

250

‚a 2. Aufl.

Book: 1 ´edition

250

‚a 1. ed.

Book: 1 opplag

250

‚a 1. op.

260 (Place, publisher and date) Record the place of publication, the name of the publisher, and the date(s) of publication according to the following pattern:

260

‚a Place of publication : ‚b Name of publisher, ‚c date(s) of publication.

If there is more than one place of publication, record the first named only. If there is no place of publication, use [S.l.].

If there is no publisher, omit ‚b (do not use [s.n.]). If there is no publication date, record the latest copyright date preceded by "c."

If there is no date of publication, use [200-] or, for older material, [19--] in ‚c.

If item is a complete multi-part monograph, record the first date and the last date. If item is an incomplete multi-part monograph, record the first date only followed by a hyphen.

Examples:

260			‚a New York : ‚b New-Tech, ‚c 1992.
260			‚a [S.l.] : ‚b T. Front, ‚c 1998.
260			‚a London : ‚b Penguin, ‚c c1997.
260			‚a New York : ‚b Neal-Schuman, ‚c 1995-1997.

300 ‚a (Extent of item) Record the extent of item in pages or in volumes in field 300 according to the following pattern:

300

‚a Number of pages or volumes.

For single volume works, input the last numbered page. For complete multi-volume sets, input the total number of volumes. For incomplete multi-volume sets, use "v." For complicated pagination or unnumbered pages, use 1 v.

Examples:

300			‚a 329 p.
300			‚a 4 v.
300			‚a v.
300			‚a 1 v.

440 (Series statement)

Search for the series title in ORBIS and, if necessary, in LCDB. If the series is not represented by an authority record, but the series has been used in a bibliographic record, use the name exactly as found in the bibliographic record. Omit initial articles. Record volume numbering from piece in hand in ‚v. Follow the pattern established for the caption.

Pattern:

440

0

‚a Series statement ; ‚v volume number

Examples:

440		0	‚a Lecture notes in mathematics (Springer-Verlag) ; ‚v 1067
440		0	‚a Lecture notes in computer science ; ‚v 593
440		0	‚a Spatantike Zentralbauten in Rom und Latium ; ‚v Bd. 2

440 (ISSN) Record the ISSN (International Standard Serial Number) as it appears on the item including the hyphen.

440			‚a Series title, ‚x 1234-5678 ;‚v 1
440			‚a Romanica Gothoburgensia ‚x 0080-3863 ;‚v 12, 16

Proceed to Part 4: Authority Validation.

Part 3: Creating an Orbis Record Using "Standard" Copy from OCLC or RLIN
If a matching record is found in OCLC or RLIN and it meets the criteria below, it is considered "standard" copy and can be used as is as a preliminary record. Do not edit any fixed fields; edit variable fields only when it is necessary in the authority validation process to correct headings to their authorized forms.

• An OCLC record is considered standard only if the Encoding level (Elvl) is blank, 1, I, L, 4 or 8.

• An RLIN record is considered standard only if it has a CC value that is 9660 or begins with 91 or 94.

Proceed to Part 4: Authority Validation.

Part 4: Authority Validation
After completing the record, attempt to save the record by clicking on the sailboat icon labelled "Save to DB." The authority validation window will appear. Validate all of the headings which appear on the record (name and series) according to established policy.

Authority control workflow for C&T staff

Part 5: Recording Information in the Orbis MFHD