FIU Libraries Cataloging

Analyzed vs. Non-Analyzed Series or Sets

Cataloging Non-Analyzed Series or Sets

If a series or set is going to be cataloged as a serial or as a set--in other words, not analyzed--there will be no series authority record in ALEPH. Furthermore, we will not create a local author/title authority record for the 1XX/240.

Because of time constraints, we will in general prefer to catalog most sets unanalyzed. This is true of music in particular. However, if a given set already has had 5 titles cataloged as analyzed, we will continue to analyze the set.

If there is any question about whether to analyze or not, please check with the department head. In making her decision, the department head will consider primarily the adequacy of access if the series or set is not analyzed. The time-savings for cataloging is also a factor as is the fact that the less we deviate from LC practice, the easier it will be for us to maintain our records in the future.

NOTE: If there is a conflict between our policy for records in FI and the practices followed by NetLibrary in VR, add this note to the series authority record: 690 This series in only applicable for the NetLibrary electronic books in the VR partition; University Park and BBC have cataloged this title as a multivolume. {or, as a serial, as the case may be} [your initials] [date]

Cataloging Analyzed Series or Sets, Classed Together

1. Authority Record:

   Check the ALEPH Authority Record for the series/set, if not found check OCLC Authority, to determine the following:

   1. The correct class together number, and its location (050 or 090 field).

   2. The series treatment:
      1. all volumes analyzed, series traced, classed together:

         644: : | a f
         645: : | a t
         646: : | a c
         

      2. some volumes analyzed, series traced, classed together:

         644: : | a p
         645: : | a t
         646: : | a c
         

      3. series is a subseries which is classed with the main series:

         644: : | a f
         645: : | a t
         646: : | a m
         

      If there is no series authority record in ALEPH or OCLC, refer the book and all print-outs to the following resource persons:

      • Mirtha - if monographic set
      • John - if serial
      • Bob - if special material
      • Nancy- if North Miami

   3. Set or Serial Record:
      1. Display the copy HOL record for the serial or set record.

         Make sure the record has been cataloged (852 first indicator 0). If still in the in-process status you must catalog this record. When cataloging the set, include, as part of the call number, the publication year of the first published volume

         NOTE: If there is no serial/set record give to the appropriate resource person

      2. Edit HOL record to show volume number being cataloged.

         Add the volume number of the volume in hand to the list of holdings.
         If there is no 866 field you must add one.

         For serials refer to: http://staffweb.library.northwestern.edu/serials/holdings/index.html

      3. Contents :If volume is part of a set, add the volume title to the contents note (505) in the bibliographic record.

   4. Analytic record:
      1. Retrieve the bibliographic analytic record for the title in hand, via a title search.

      2. Edit the record as necessary and do authority checking

         Be sure the series is traced in the form indicated on the Authority authority record.

         1. If the title in the series consists of a single volume, enter a series added entry that contains the number of the volume within the series.

            Example:

            440 0 Series name ; |v v.9

         2. If the title in the series consists of multiple volumes, enter a 490 1 series statement listing all the volumes of the set within the series; then enter individual 830 series added entry fields for each run of volumes of the set within the series.

            Example:

            490 1 Series name ; |v 12-13,35

            830 0 Series name ; |v 12-13
            830 0 Series name ; |v 35.

      3. Display the HOL screen.
         1. Check that the call number agrees with the Authority Record.

            If 050/090 differs, correct call number in copy holdings statement. Add volume numbering unless title consists of multiple volumes (see 4 b)

         2. Write the call number from the HOL record in book

         3. The HOL must reflect the volume numbering of the set as well as the volume numbering of the series.

            Example:

            866: : v.1-3 (shelved as v. 35-37)

         4. Create item record(s) for each physical volume.
            1. If title in the series consists of a single volume, enter the volume numbering for the series as part of the call number, and leave the ENUM Level.1 (A)(Vol) field in the item record blank.

               Example:

               8520 |h QK439.K4 |i S43 v.9

               ENUM Level.1 (A)(Vol) (blank)

            2. If title in the series consists of multiple volumes, omit the volume numbering for the series from the call number, and enter each, instead, in the ENUM Level.1 (A)(Vol) and Description fields of each item record.

               Example:

               8520 |h QK439.K4 |i S43

               ENUM Level.1 (A)(Vol): 35 - Description: v.35
               ENUM Level.1 (A)(Vol): 36 - Description: v.36
               ENUM Level.1 (A)(Vol): 37 - Description: v.37

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   This page is maintained by:
   Maria V. Bello
   bellom@fiu.edu