Monographic Series - Workflow and Coding Guide

MONOGRAPHIC SERIES CODING

^{Mavis Molto – 8/27/13 rev 11/6-14/13, 5/25/16, 6/1/16; Revised beginning 12/21/2022}

Monographic General Workflow

Follow one of the three options (but if Serials left instructions on a note, choose that one):

DETAILED WORKFLOW FOR MONOGRAPHIC SERIES

For cataloging monographic series, Serials staff will often provide a sticky note with “Cat Sep”/Catalog Separately/Individually and call number treatment, but these can get lost; and if the item was acquired thru another unit; the cataloger will need to figure it out.

1-If Serials staff has a note attached

• Follow it, find the serial “pointer” record, double-check the Holdings Record instructions, (and ask Serials, if there are discrepancies).

• A Serial pointer record may or may not have items attached

• Go to Summary; c (Holdings); then Record, and check 852 field for:

  • Decision to catalog separately recorded in field 852 |z Holdings note; as well the |h call number

  • If there is no |z Holdings note, it should be treated as a regular Serial:

    • Just add the item to the Serial record and update Holdings Record, following the usual Serials Cataloging workflow here: Serials - Overview & index

2-If there is no note from Serials staff, search in Sierra for a serial or “pointer” record or for individual records for each volume title:

• Searches for serial (or pointer) records or separately cataloged items in Sierra can include:

  • Title (t) of series (works best with distinctive titles):

    • contributions from the united states national herbarium

  • Author (a) usually the Corporate author or Agency (works best for non-voluminous corporates)

    • great lakes fishery commission

    • but more tricky for: united states

  • Keywords (w) drawn from Series title, the Corporate author or Agency that is issuing the series (very useful for generic/common titles, such as “Bulletin”, “Publication“, “Report”, “Annual”, Special report, etc.):

  • special publication great lakes fishery

  • technical report british columbia

  • bulletin texas agricultural experiment station

  • memoir geological society america

• If you find a serial/pointer record: go to view Summary; c (Holdings); then Record; finally check 852 field. (It may or may not have items attached.)

  • But, it should have a Holdings Record, with:

  • Decision to catalog separately recorded in field 852 |z Holdings note; and |h call number

• If there is no |z Holdings note in the serial holdings record, treatment is as a regular Serial:

  • Add the item to the Serial record and update the Holdings Record, following the usual Serials Cataloging workflow: Serials - Overview & index and Holdings Procedures.

EXAMPLES of 852 fields:

3-If there is no Pointer/Serial record, look for individual bib records for individual volume titles in Sierra:

• Take a look at enough monograph titles to check if there is a trend on assigning call numbers:

• Open

  

   

  Open

  

   

   

• You may want to cerate a pointer record: see Monographic Series - Workflow and Coding Guide | MONOGRAPHIC SERIES SERIAL or POINTER RECORD tables: below.

4-If there are no records showing either serial or individual treatments of the series in Sierra:

1. If there are distinctive individual titles for each volume, we prefer to cataloging individually on monographic records.

   1. In general, we prefer to catalog monographic series under the individual title.

   2. We also prefer to classify each volume separately

      1. HOWEVER:

   3. If we have been instructed to keep the items together, use the series call number

2. Search for the series/individual titles on OCLC Connexion for further clues:

   1. If no separately cataloged records exist in OCLC Connexion, we may decide to treat it as a serial, even if there are individual titles; unless we have been specifically requested to create individual title records for the series.

   2. Also, if most individually cataloged records in OCLC Connexion are cataloged separately with the series call number, or cataloged separately and classed individually, we tend to follow OCLC practice - unless we have been specifically requested to do something else.

3. For more examples & for difficult decisions, go to: Monographic Series Treatment & Decisions

4. Depending on the acquisition process, we can also ask subject librarians, serials, acquisitions librarians/staff, etc.

5. Once a decision is made to catalog individually, it is best to import in a Serial Record for a Pointer record and to record the decisions,

   1. create a holdings record; See the HOLDINGS RECORD table to see the standard |z phrase to record the cataloging decision and |h call number examples

5-Use the CODING GUIDE below, and review serial or regular book cataloging workflows, if needed.

• Remember to add 909 field for CMS statistics

MONOGRAPHIC SERIES - SERIAL or POINTER RECORD tables:

BIB RECORDS table

ITEM RECORDS table

HOLDINGS RECORDS table

MONOGRAPH RECORDS (if series is cataloged individually)

See also regular book cataloging workflows

BIB RECORDS table

ITEM RECORDS table