Cataloging Periodicals

1. Verify that the item in hand matches the record in LANCE
   • Match ISSN
   • Check that the date on the item is later than the date in DT/1
   • Check that the record is still open (D/CODE c)
   
   
2. Complete copy cataloging on the serial record.
   • Leave 210's and 220's: some earlier serial records will lack these tags, because at one time we stripped these from serial records. We no longer do this.
   • Add 229's according to the following rules:
     • If the record has 130, copy 130 as 229
     • Copy 245 as 229; if 130 and 245 match, then copy the title only once.
     • If the record has 246 1, copy each 246 1 as 229
     • Second indicator is for skip characters. Use "0" and omit initial articles from the title.
     • Use field group code "u"
     Note that many records will have multiple 229's.
   • Add 590 |zTRUMAN: with binding note, e.g.:
     • 590^^TRUMAN: BD1YR
     • 590^^TRUMAN: BD/VC
     • 590^^TRUMAN: E-journal only, no longer publ'd. in print.
   • For electronic journals added to a print record, add a 530 note indicating coverage of the electronic version, e.g.:
     • 530^^Also available online, v.1 (1999)-
     • 530^^Available only in electronic version, v.22 (2002)-
   
   
3. Make rolodex card for title
   • Use 245
   • Follow AACR2 capitalization rules
   • Watch format
     • Prestige Elite wheel
     • 3 spaces down
     • 6 spaces right
     • Align barcode with title
   • Sample
   
   
4. Attach item records
   • Current item record
     • Status: o
     • Itype: 3
     • Location: tppci
     • Agency: 60
     • 099 PER TITLE IN CAPS
     • BARCODE from rolodex card
   • Dummy bound item record [Note: the dummy bound item record is suppressed until the first bound volume is received from the bindery, at which point Icode2 will be changed to "-"]
     • Icode2: n
     • Status: o
     • Itype: 2
     • Location: tppii
     • Agency: 60
     • Use 050, if available
   
   
5. Attach checkin record
   • RLOC s
   • Location tppii
   • Add binding note: (z tag) INT. NOTE
     • BD/VC: "Bind when volume complete" : use for serials whose volumes span calendar years.
     • BD1YR: "Bind every year" : use for serials whose volumes run Jan.-Dec. or otherwise follow calendar year.
   If the periodical is currently available only online, but we retain holdings in print, then attach a new checkin record.
   • RLOC s
   • Location tpeei
   • Put open holdings statement in 856
   • 856 subfield z: World Wide Web
6. Update holdings on OCLC
   • Find record in Connexion Web
   • Choose: View: Display Local Holdings
   • From "Local Holdings Type" choose: All Holdings, then click "Display Local Holdings"
   • Select a holdings record to copy
   • From the local holdings record screen, choose: "Derive New Record"
   • Edit the local holdings record.
   • Leader: Encoding Level 3
   • 008: Receipt or acquisition: 4
   • 008: General retention policy: 8
   • 008: Lending policy: b
   • 008: Reproduction policy: a
   • 853: appropriate format, e.g., "$8 1 $a v $i (year) $w m"
     • indicators 33
     • $8: Field link
     • $a: Enumeration caption
     • $i: Chronology caption
     • $w: Frequency
   • 863: basic bibliographic unit. Enter appropriate holdings.

     Note: in |v, record the volume in hand, even if it is a mid-volume issue. Connie will try to complete the volume. If you have a number very late in the volume, e.g. #11 of a volume containing 12 numbers, ask Connie whether she can/will complete the volume. If not, record the following volume in |v.

   • Reformat and update (u )
   
   
7. Add new title to Excel spreadsheet

   Note: only add new, current titles to the Excel spreadsheet. New, non-current titles (e.g. a donated periodical with a run from several years ago) should not be counted on the spreadsheet.

   • Open uls.xls
   • Record: Title, Holdings, ISSN, OCLC (x to show that holdings have been declared)
   • Sample
   
   
8. Fill in change sheet
   • Fill in "Per" + periodical call#
     • Use pencil
     • Use spaces in place of periods
   • Leave change sheet in item
   
   
9. Count for new title/subscription
   • Make hashmarks in hardcopy spreadsheet
   • Subscriptions and titles will usually be 1 to 1, but you may occasionally have multiple subscriptions on a single title. Thus, at the end of the year, the count of subscriptions will usually be higher than the count of titles.