Each serial transferred to the Library Shelving Facility must have a bibliographic record that complies with current Yale cataloging standards and policies for the Library’s online catalog. In addition, the existence, status, and location of each item must be accurately reflected in the copy holdings, MARC holdings, and item records. 

I. Bibliographic Record

A. Full Bibliographic Record (encoding level "blank", 1,4)

• Complete bibliographic description
• Complete and verified bibliographic access points
• Subject access points, as appropriate

• Required Fixed Fields:


E/LEV use Value 7
PLACE 
LANG
DCF
D/CODE
DT 1
DT 2 
FREQ
S/T (serial type)
 

• Required variable fields:


010 LCCN when present
020 ISSN when present
1xx as necessary
245 |a Exact transcription of title proper
247 Former title or title variation as necessary (only for latest-entry record)
260 |a and |b First named place of publication, first named publisher, date of publication; for missing elements of Field 260, supply, as appropriate: S.l. or N.p. (lacking place of pub.), s.n. or n.p. (lacking name of publisher).
260 |c "If neither the first and last issue is in hand, do not give a date of publication" (CONSER Cataloging manual, Module 10.4.2b).

ex 1: [S.l. : |b s.n.,
ex 2: Boston, MA : |b The Society, 
362 or a 500 (Description based on…)
4xx
7xx linking fields as necessary
830 as necessary

• The following fields on Copy Holdings record must be coded correctly:

• "UM" Notes in Copy Holdings for Material Transferred to LSF:

• Item records must have the appropriate information in the "enum/chron" field. The information in the "enum/chron" and "midspine" fields in the item record must be in agreement with the information shown in the MARC holdings record. 

• The code in the Status field of an item record must be "A." If a "W" is present in the Status field, the item cannot be transferred. Furthermore, make sure the item has been removed from the MARC holdings record. 

• The MARC holdings record may include one or more of the following designations: volumes, parts, dates in accordance with Yale implementation of the ANSI (American National Standards Institute) Z39.44-1986, American National Standard for Information Sciences - Serials Holdings Statements, Level 4. 

• Use of the Subfield $z of the 866 field

Serial files can be split only after consultation with the Chief Catalog Librarian. On those occasions when a file is split, the current standards and practices that have been established for the Recon project will be followed. 

• Each segment (part) of the split file will have its own copy holdings statement with the appropriate location code. 
• Each must have a MARC holdings record with the correct volume information. Item records for all holdings recorded in the MARC holdings record must be linked to the corresponding copy holdings statement. 

Each analytic item record must be linked to its own full bibliographic record with the correct copy holdings information required for the LSF location. Classed together series cannot be split without consulting the Chief Catalog Librarian. Analyzed series, full and provisional, will have the appropriate treatment code in the copy level "NOTES" field of the "serial cover record" (sometimes referred to as "serial record" or "series record" henceforth referred to as "serial cover record"):

"anal" – Used for fully analyzed series. 
"cs" – Analyzed and "classed separately".
"pa" "Partially analyzed". Equivalent to "anal (mono only)". 

Fully analyzed series (classed together) 

· Each item must be linked to its individual analytical title.
· No items should be linked to the serial cover record
· Each title must have correctly formatted tracings: 4xx and/or 830 fields. Correct tracings will insure that each title is correctly listed under the serial cover record in the index display. 

Partially analyzed series 

· All items should be linked to the serial cover record. This practice will eliminate the problem of having some items linked to individual analytical records and other items linked to the serial record. 
· Analyzed titles must have correctly formatted tracings: 4xx and/or 830 fields. Correct tracings will insure that each title is correctly listed under the serial cover record. 

III. Title Changes

In general, serial title changes are handled through appropriate successive-entry cataloging. Each title change should be represented by its own bibliographic record and appropriate 78X linking fields should be present in all related bibliographic records. A successive-entry record must be created or updated for any title change that is not represented by an appropriate bibliographic record but only reflected by a note in the Copy Holdings and/or MHLD records in ORBIS. In the case of a latest-entry record, all title changes appearing on the items in hand, or reflected in Yale holdings, must be verified and recorded in corresponding 247 fields.

Notes regarding serial title changes should be deleted from the following fields: 

• "um" notes in the Copy Holdings statement. 
• subfields "|z" of the 866 fields in the MARC holdings record. 

For older bound volumes containing issues from previous and following titles:

• A bibliographic record should be present for each title.
• "Bound with" notes should be removed from |z in the MARC holdings record and relocated to a 590 field in both of the related bibliographic records. This practice is in agreement with that of the recon project. 

Example 1:

LTYL MORE                                            FLD6102
                                                 ORBIS CATALOGING          SVR8 

YL FMT S RT a BL s T/C DT07/21/97 R/DT 08/20/99 STAT nn E/L DCF a D/S D
SRC d PLACE ctu LANG ent MOD OA REPRO D/CODE d DT/1 1987 DT/2 1994 CONT  S/T   FREQ w REG n MED   GOVT   ISDS   CONF 0 SLE 0
 040:  : |a CtY |c CtY
 130:0 : |a Bulletin (Yale University. Council of Engineering)
 245:10: |a Bulletin / |c Yale University, Council of Engineering.
 260:  : |a New Haven, CT : |b The Council, |c 1987-1994.
 300/1:  : |a v. ; |c 28 cm.
 310:  : |a Weekly (during the academic year)
 362/1:0 : |a No. 1 (Nov. 2, 1987)-no. 280 (Dec. 5, 1994).
 590/1:  : |a ENGN: Nos. 1 (Nov. 2, 1987)-no. 203 (Dec. 21, 1992) are bound with Newsletter (Yale University. Council of Engineering).
 500/2:  : |a Title from caption.
 610/1:20: |a Yale University. |b Council of Engineering |v Periodicals.
 650/2: 0: |a Engineering |z Connecticut |z New Haven |x Study and teaching (
Higher) |v Periodicals.
 650/3: 0: |a Engineering |x Study and teaching (Graduate) |z Connecticut |z
New Haven |v Periodicals.
 730/1:0 : |a Newsletter (Yale University. Council of Engineering)
 
 

Example 2:

LTYL MORE                                             FGE6087
                                                 ORBIS CATALOGING          SVR8

YL FMT S RT a BL s T/C DT 05/30/91 R/DT 12/07/92 STAT fc E/L DCF a D/S D
 SRC d PLACE enk LANG eng MOD   OA a REPRO   D/CODE c DT/1 1988 DT/2 9999
 CONT      S/T p FREQ t REG r MED   GOVT   ISDS   CONF 0 SLE 0
 010:  : |a    88656261
 022/1:  : |a 0028-5048
 035/1:  : |a (OCoLC)ocm18445070
 040:  : |a ViU |c ViU |d DLC |d N |d MH |d FU |d DLC |d NST
 042:  : |a lc
 043:  : |a e-uk---
 050/1:00: |a L16 |b .N47
 245:00: |a New era in education.
 260:00: |a London : |b World Education Fellowship, |c c1988-
 265:  : |a New era in education, Distribution Secretary, 5 Walls Rd.,
Bembridge, Isle of Wight, PO35 5RA, UK
 300/1:  : |a v. : |b ill. ; |c 30 cm.
 310:  : |a Three times a year
 350:  : |a £10
 362/1:0 : |a Vol. 69, no. 1 (June 1988)-
 500/1:  : |a Title from cover.
 550/2:0 : |a Journal of the World Education Fellowship.
 590/3:  : |a MUDD: v.69(1988) bound with v.68(1987) under the earlier title
 650/1: 0: |a Education |x Periodicals.
 650/2: 0: |a Education |z Great Britain |x Periodicals.
 650/3: 0: |a International education |x Periodicals.
 710/1:20: |a World Education Fellowship.
 780/1:00: |t New era (Mayfield, East Sussex, England) |x 0028-5048 |w (DLC)
85643652 |w (OCoLC) 2407644
 927:  : |a 9301
 928:  : |a AC031397
 
 

Example 3:

LTYL MORE                                            ADE5058
                                                 ORBIS CATALOGING          SVR8

 YL FMT S RT a BL s T/C   DT 07/08/89 R/DT none     STAT mc E/L   DCF a D/S D
 SRC d PLACE gw  LANG ger MOD   OA b REPRO   D/CODE c DT/1 1984 DT/2 9999
 CONT      S/T p FREQ u REG u MED   GOVT   ISDS   CONF 0 SLE 0
 010:  : |a sn 87018438
 035/1:  : |a (CStRLIN)CTYG88-S360
 040:  : |a MH |c MH |d MH
 042:  : |a lcd
 090/1:  : |a HM5 |b .S6953 2- (LC)
 245:00: |a Soziologische Revue. |p Sonderheft.
 260:00: |a M unchen : |b R. Oldenbourg, |c [1984]-
 300/1:  : |a v. ; |c 24 cm.
 362/1:0 : |a 1 (1984)-
590/1:  : |a SML :  Vol.1, 1984, is bound with Soziologische Revue, v.7,
1984.
 500/2:  : |a Each issue has also a distinctive title.
 650/1: 0: |a Sociology |x Periodicals.
 928:  : |a AC031297
 940/1:  : |a sml
 950:  : |l G01L |a HM5 |b S6953;2-;;(LC) |n um=(1) HM5 S695 7