Monographic Series Treatment & Decisions

Owned by Melanie Shaw
Last updated: Nov 08, 2021
3 min read

Monographic Series Treatment

forwarded by Mavis Molto: 8/24/01; reviewed 6/27/06;

M. Molto revised 2016: 5/26, 5/27, 5/31, 6/9, 6/10

Posted without edits 10/24/2021

See also: Monographic Series - Workflow and Coding Guide

Determining how to catalog and classify series - individually or as a set, with same or unique call numbers

  1. Background

    • Shelf ready and firm orders – most series come this way: with individual catalog records, and unique call numbers.

    • Publisher’s series – many of these volumes are not numbered and thus not treated as series.

    • Some series are received by subscription from Serials and usually arrive with clear instructions for cataloging.

  2. General guidelines - new series or inconsistently cataloged series

    1. Decide how to catalog

      1. If no individual titles – catalog as a serial

      2. If individual titles

        1. If enumeration consists of just one number - catalog as monographs

        2. If enumeration consists of volume and issue numbers - catalog as cited in online databases

          1. If citations are by series title, and volume and issue number only – catalog as a serial – allowing patrons to search by series title and numbering

          2. If citations are by individual title – catalog as monographs - allowing patrons to search by individual titles

        3. For further guidance, check OCLC cataloging (see if most cataloged as monographs or most as a serial)

      3. If both print and ongoing electronic access at USU (e.g., via JSTOR or Project Muse) with keyword searching – catalog either as monographs or as a serial

    2. Decide how to classify

      1. If similar content (e.g., in single LC class) - classify together

      2. If varying content (e.g., in several LC classes) - classify individually

    3. Decide where to shelve

      1. If cataloged as a serial

        1. If annual, proceedings, etc. - shelve in BARN 1 (or stacks)

        2. If more frequently received - shelve in BARN 2

      2. If cataloged as monographs – shelve in the stacks

    4. Create a series pointer record (if needed), with a 852z holdings note (explaining current vs past practice)

  3. Existing series – general rules

    1. Search for a series pointer record – (title or keyword search)

      1. If a pointer record is found

        1. See 852z holdings note for instructions (catalog individually/as set, classify same/different)

        2. Update the holdings record in the pointer record

      2. If no pointer record is found

        1. If previous cataloging has been consistent (e.g., all cataloged individually, with same call no.) - do as previously done

        2. If previous cataloging has been inconsistent – see the general guidelines above.

  4. Existing series – re-cataloging – [this section may need updating]

    1. As time and resources allow, Cataloging and Serials staff will evaluate series with individual titles that are currently shelved in open stacks as books to determine if they should be moved to the journals area.

    2. Factors that will be considered include, but are not limited to the following:

      1. How the series is cited in indexes and abstracts.

      2. Potential confusion to patron

      3. Amount of work involved in making the change.

      4. Cataloging workload.

      5. Frequency (more than once a year)

      6. Does it look like a journal (e.g., journal is in the title) or have journal-like volume and issue numbers.

    3. Past binding treatment (items which under the new guidelines would be cataloged separately, but historically the library has treated them as a series and bound them together). Options might include:

      1. Begin individual cataloging from a set date. Put note in series record indicating that after a certain date issues have been cataloged separately and should be searched under individual title.

      2. Begin individual cataloging from a set date and retrospectively catalog the old issues. Circulate by using the top item to represent unit.

      3. Leave as a series but move to the journal collection.