Notes

Outline

AACR2 2002 Revision: Impact on Updating Loose-Leafs

Scope of Training Session Not:  “how to catalog updating loose-leafs” But rather:  What is different from current cataloging practice?  Where is information located?  Some reminders

Scope of Training Session Why not “how to catalog …?” Because rules for integrating resources in chapter 12 generally based on principles in Adele Hallam’s manual Cataloging Rules for the Description of Looseleaf Publications --- Some changes for more cataloger’s judgment

Contents of Training Session New definitions in AACR2 glossary Type of issuance Organization of chapter 12 Rules for integrating resources Creating the record Updating the record MARC 21 bibliographic format changes Copy cataloging guidelines

“Updating Loose-Leaf” “An integrating resource that consists of one or more base volumes updated by separate pages that are inserted, removed, and/or substituted.”

“Integrating Resource” “A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole.  Integrating resources can be finite or continuing.  Examples of integrating resources include updating loose-leafs and updating Web sites.”

“Iteration” “An instance of an integrating resource, either as first published or after it has been updated.”

Integrating Issuance

Slide 9

LCRI 1.0 Two questions cataloger should answer before beginning to catalog: What aspect of bibliographic resource is being cataloged? What type of issuance does that aspect have?

Resources Issued in Loose-Leaf Format (LCRI 1.0) Base decision on the type of issuance of the primary component If frequency stated, determine if it applies to primary component (likely a serial) or to the updates Caveat:  “loose-leaf format” does not automatically means that resource is an updating loose-leaf

Loose-Leaf Format (LCRI 1.0) Catalog as a serial: Issues remain discrete even if to be housed in a binder Binders issued successively even though contents updated in an integrating fashion

Loose-Leaf Format (LCRI 1.0) Catalog as a monograph: Resource complete as issued or intended to be complete in a finite number of parts Catalog as an integrating resource: Resource consisting of a binder(s) in which pages are added, removed, or replaced until next edition of resource is published [or until complete]

Change in Type of Issuance (LCRI 1.0) Change as result of: Cataloger not having enough information at time of cataloging Publisher later changing type of issuance Most common changes related to updating loose-leafs: Monograph to integrating resource Integrating resource to serial

Type of Issuance Changes? No LC decisions yet – factors involved: CDS distribution of MARC records (can’t just change the “bibl. level” in Leader) ILS restriction on deletion of records Notify CPSO of any situations you have Table of actions will be added to LCRI 1.0

LCRI 12.0 Loose-leaf services:  Moved from Hallam’s manual to LCRI Too detailed for AACR2 No changes in LC practice

Chapter 12 Title:  Continuing Resources Scope (12.0A): Serials Ongoing integrating resources Some finite resources (e.g., finite integrating resources):

Organization of Chapter 12 Scope (12.0A) Basis of description (12.0B1) Chief source of information (12.0B2) Prescribed sources of information (12.0B3)

Organization of Chapter 12 Title … area through Series area: Transcription Change in data elements Note area: When creating record (12.7B__.1) When handling change in a data element (12.7B__.2)

Organization of Chapter 12 Labels in bold/italics if rule doesn’t apply to all resources covered by chapter 12: e.g.,  Serials Integrating resources Printed resources Nonprint resources Updating loose-leaf

Slide 21

Chief Source of Information; Prescribed Sources Chief source of information:  all printed resources (12.0B2a) – no changes Prescribed sources:  all printed resources (12.0B3a) – no changes

Creating a New Record: What’s Different?

Title Proper Introductory words (1.1B1) Typographic error (12.1B1) Full form vs. acronym/initialism (12.1B2)

Title:  Introductory Words Rule 1.1B1 (all resources): Don’t transcribe “… words that serve as an introduction … not intended to be part of the title” Give form with those words in note LCRI:  Use cataloger’s judgment … Look at other sources in the resource … If in doubt, give longer form as title proper … LCRI 21.30J: Give access point for form with introductory words

Slide 26

Title:  Typographic Error Rule 12.1B1: Correct obvious error Give form with error in note If in doubt, transcribe as found Don’t “correct” pun or play on words LCRI 21.30J: Give access point for form with error

Slide 28

Title:  Full Form and Acronym or Initialism Rule 12.1B2: If both full form and acronym/initialism of full form on chief source, transcribe full form LCRI:  don’t change any existing records LCRI 21.30J: Give access point for acronym or initialism

Slide 30

Other Title Information Rule 12.1E1b:  transcribe “if considered to be important” Generally, consider situation of  acronym or initialism of full form to be “important” Don’t transcribe if only currency of content

Statement of Responsibility Rule 12.1F3:  “Record statements relating to persons who are editors … if considered to be important.”

Edition Statement Rule 12.2B1b:  transcribe “if considered to be important” Rule 12.2B2:  “Give statements indicating regular revision or frequent updating … as frequency in the note area.” e.g., “including quarterly updates”

Numbering Area Don’t use this area for updating loose-leafs --- even if the updates have a numbering system (numeric and/or chronological designations)

Publisher’s Name Reminder:  deletion of rule 1.4D4: Rule allowed the shortening of the publisher’s name already present in the Title and statement of responsibility area to forms such as “The Ministry” or “The Office”

Beginning/Ending Dates Rule 1.4F8 expanded to cover integrating resources Give earliest and latest dates in 260 $c when first and last iterations are available Dates are the dates as determined by rules 1.4F1-1.4F7

Beginning/Ending Dates in Note If first/last iteration not available, give information about dates in a note 362 1# $a Began in 2000? 362 1# $a Began publication in 1998 or 1999. 362 1# $a Completed publication in 2001?

1.4F8 Option New option in rule = supply earliest/latest dates even if first/last iteration not available LC/PCC option decision for integrating resources:  supply dates [in 260 #c] only if an explicit statement is available in the resource (LCRI 1.4F8) e.g., in Introduction:  “Began publication in 2000” 260 ## $a ____ $b ____ $c [2000]-

Item Described Rule 12.7B23: “If the description is not based on the first … iteration, make a note.” 500 ## $a Description based on:       release no. 2, published 2001. 500 ## $a Description based on: update     no. 5, copyright 2002.

Examples of 1.4F8 Base volume (t.p. has 2001) 260 ## $a ___ $b ___ $c 2001- Base volume (t.p. has c2001) with separate packets of updates #1-#2 carrying dates of 2002 260 ## $a ___ $b ___ $c c2001- 500 ## $a Description based on:   update #2, published 2002.

Another Example of 1.4F8 Base volume (t.p. has 2000) with quarterly updates #1-#5 already interfiled; footer on #5 has c2000; preface says resource “first published in 1999” 260 ## $a ___ $b ___ $c [1999]- 500 ## $a Description based on:   update #5, copyrighted 2000

Dates in 008 Type of date:  use code “m” Date 1:  use earliest date in these fields in this order: 260 $c 362 1 “Description based on” note

Physical Description Area Extent of item (12.5B1): Only “v. (loose-leaf)” in 300 $a until resource is complete If transfer volumes (LCRI 12.5B1): v. (loose-leaf),  v. (transfer)

Series Area Reminder:  changes for transcription of title proper in slides #24-#30 apply to the transcription of the title proper in this area Introductory words:  for any resource cited in the series area Typographic errors and Full form vs. initialism or acronym:  for a monographic series or integrating resource cited in the series area

Series Area Rule 1.6G1:  supply “[new ser.]” or its equivalent if a new sequence of numbering with same system doesn’t include such wording 4XX  $a ___ ; $v [new ser.], v. 1

Note Area:  Frequency of Updates Rule 12.7B1:  give frequency of updates unless it is apparent from the title and statement of responsibility area or is unknown LCRI: Give frequency even if apparent from rest of the description Include word “updated” or “updates”

Frequency Notes 310 ## $a Updated monthly 310 ## $a Quarterly updates “Frequently updated” is not a known frequency Also code “Frequency” in Serial 006

Bibliographic History and Relationships Rule 12.7B8:     “Make notes on the bibliographic history and on important relationships between the resources being described and immediately preceding, immediately succeeding, or simultaneously issued resources.”

Reciprocal Linking Notes Relationships in LC’s database between: Integrating resource(s) and integrating resource(s) Integrating resource(s) and serial(s) Integrating resource(s) and monograph(s) Reciprocal:  in new record(s) and in existing record(s) Generally no related work added entries (LCRI 21.28B1)

Relationships in 12.7B8 Continuation Merger Split Absorption Translation Simultaneous edition Supplement

Relationships:  MARC 21 780/785 = Preceding/Succeeding Continuation Merger Split Absorption 765/767 = Translation of/Translated as 770/772 = Supplement/Parent record 775 = Other edition available 787 = Nonspecific relationship

Complex Relationships:  MARC 21 580 = Linking entry complexity note: When note cannot be generated from the linking field(s) When a linking field isn’t present

Linking Fields:  1st Indicator Indicator “0” = Display note from field Indicator “1” = Do not display note from field If 580 field not in record, indicator is “0” If 580 field is in record, indicator is “1”

Linking Fields:  2nd Indicator Indicates the display constant for the note or type of relationship (varies from field to field) 780 0 = Continues 4 = Merger of 785 0 = Continued by 4 = Merged with … to form … 765 # = Translation of

Linking Fields:  Citation LCRI 12.7B8: Most situations:  main entry used in catalog Legal works and translations: Main entry name heading/uniform title/title proper Main entry uniform title heading/title proper See LCRI for subfield guidelines Omit:  other title information/statement of responsibility

Linking Fields:  Subfields 780/785, 765/767, 770/772, 775: $a = Main entry heading $s = Uniform title $t = Title $b = Edition $x = ISSN $z = ISBN $w = Record control number [LC: LCCN] Not new $i yet – use 580 note instead!

Form of Linking Entry

Linking Notes:  Conventions Punctuation:  ending periods only in $a and in $s – in $t if followed by $b Subfielding:  no internal subfielding in $a or $t $a Surname, Initial (Forename), Date- $a Parent body. Subordinate body. $t Common title. Section title Initial articles:  omit all unless filing on any one

Linking Notes:  Subfield $w Subfield $w = MARC institution identification code in parentheses + record control number [for LC, that number is LCCN] Post-2000 LCCN format: $w (DLC)##2002123456 Pre-2001 LCCN format: $w (DLC)###98345678

Continuation Relationship  = New Edition New bibliographic record only if bibliographic resource is a new edition per LCRI 21.3B If 100 and 245 are the same in both records, include $b (Edition) after $t (Title) in the linking fields

Continuation:  New Edition 010 ## $a 2002046534 020 ## $a 0179852641 (loose-leaf) 100 10 $a Allan, Wallace, $d 1950- 245 10 $a Regulations. $p Loans. 250 ## $a 2nd ed. 780 00 $a Allan, Wallace, 1950- $t    Regulations. Loans. $b 1st ed.       $z 0165247719 $w (DLC)###97109851

Continuation:  Earlier Edition 010 ## $a   97109851 020 ## $a 0165247719 (loose-leaf) 100 10 $a Allan, Wallace, $d 1950- 245 10 $a Regulations. $p Loans. 250 ## $a 1st ed. 785 00 $a Allan, Wallace, 1950- $t    Regulations. Loans. $b 2nd ed.       $z 0179852641 $w (DLC)##2002046534

Merger: New Resource 010 ## $a 2002111111 022 ## $a 1234-5678 245 00 $a Regulations for commercial and   residential property. 580 ## $a Merger of: Regulations for commercial   property, and: Regulations for   residential property 780 14 $t Regulations for commercial property   $z 1212343456 $w (DLC)###95012012 780 14 $t Regulations for residential property   $z 0101252252 $w (DLC)###96214789

Merger:  One of Completed Resources 010 ## $a 95012012 020 ## $a 1212343456 (loose-leaf) 245 00 $a Regulations for commercial property. 580 ## $a Merged with: Regulations for   residential property, to form: Regulations   for commercial and residential property 785 17 $t Regulations for residential property   $z 0101252252 $w (DLC)###96214789 785 17 $t Regulations for commercial and     residential property $x 1234-5678 $w   (DLC)##2002111111

Merger: Other Completed Resource 010 ## $a 96214789 020 ## $a 0101252252 (loose-leaf) 245 00 $a Regulations for residential property. 580 ## $a Merged with: Regulations for   commercial property, to form: Regulations   for commercial and residential property 785 17 $t Regulations for commercial property $z   1212343456 $w (DLC)###95012012 785 17 $t Regulations for commercial and   residential property $x 1234-5678 $w   (DLC)##2002111111

Standard Number Area Rule 12.8B1:  Give the ISBN or ISSN LCRI:  If both present, give both 020 ## $a 0105281984 (loose-leaf) 022 ## $a 0914-1968 Rule 12.8C1:  Give key title after ISSN Separate field in MARC 21 (2nd indicator is nonfiling indicator)    222 #4 $a The taxation guide Rule 12.8E2: Add qualifier “(loose-leaf)” to ISBN

Other MARC 21 Changes or Changes in LC Practice

Leader:  Bibliographic Level New code “i” (integrating resource) To be implemented by OCLC/RLIN no earlier than mid-2003 Interim: continue to use code “m” (monograph)

008 Serial 008 (probably to be renamed “Continuing resources 008”) To be used for both serials and integrating resources Not yet implemented for integrating resources Interim:  Books 008 --- and Serial 006

Adding the Serial 006 in Voyager With bibliographic record as the active record: Click on “006” button Click on “Serial control” tab so that it moves forward as the active tab Click on “New” button

Selecting the Serial 006

Serial 006:  What to Code

Serial 006:  Integrating Resources New 008/006 codes for these positions: Frequency Type of continuing resource (was Type of serial) Entry convention (was Successive/latest entry) Ignore remainder of 006 !!

Creating an 006 in December If you have to complete a record for an updating loose-leaf after Dec. 1, 2002 and you haven’t received the roll-out package with the new codes for the 008/006: Complete the bibliographic record Add 952 “Add serial 006” (CPSO will add the 006 for you)

Serial 006/1:  Frequency of Updates If 310 field is not present in the bibliographic record, leave 006 “Frequency” as “blank” (the default in Voyager) If 310 field is in the bibliographic record, code for the frequency using the code that is most applicable

Serial 006/1: Frequency Codes a = annual b = bimonthly c = semiweekly d = daily e = biweekly f = semiannual g = biennial h = triennial i = 3 times a week j = 3 times a month k = continuously updated * m = monthly q = quarterly s = semimonthly t = 3 times a year u = unknown w = weekly z = other

Serial 006/04 Type of continuing resource New code “l” for “Updating loose-leaf”

Serial 006/17 Entry convention (was Successive/latest entry) New code “2” for “Integrated entry” --- will be the default code set in Voyager Exception:  if doing input directly to RLG Union Catalog, use fill character until further notice

Changes on Later Iterations? Is new description needed? If “no,” If LC is updating its copy of the resource, update the existing bibliographic record

When to Make a New Record: #1-#3 #1:  Different updating loose-leaf (!) #2:  Merger of existing bibliographic resources     (12.7B8b) #3:  Split of an updating loose-leaf into other     resources (12.7B8c)

When to Make a New Record: #4 #4:  Change in edition statement (12.1F1,     LCRI 21.3B) Only if new base volume(s) [e.g., in toto replacement edition] Not for gradual replacement edition

Updating an Existing Record: What Happens?

Updating:  Basic Principles Re-do the description to match the current iteration Give earlier information in a note: Give note for earlier title Give note for other earlier data elements if important Give access points for earlier information if appropriate Consider if main entry needs to be revised If “yes,” generally move 100/110/111 to 7XX

Identifying Iteration(s) in Notes Rule 12.7A2:  identify iteration(s) if note does not apply to all iterations LCRI: Give exact information if readily available Otherwise, use information in “Description based on” note of record before it was revised; give information in angle brackets

Any (!) Change in Title Proper Rule 12.1B8b: Change Title … area to reflect current iteration Give earlier title proper in a note LC practice:  General note (500 field) possible if only a slight change at end of long title & access isn’t affected 500 ## $a Title varies slightly.

Note for Change in Title Proper LCRI 12.7B4.2: 247 field for each earlier title proper: Indicators:  10 Earlier title proper = subfields $a, $n, $p Identification of earlier iteration = subfield $f ISSN of earlier title proper = subfield $x 547 field only if need more explanation than is given in the 247 field(s)

Example:  Title Proper Change Existing record: 022 ## $a 2232-4543 245 00 $a Dental hygienists : $b current guidelines. 500 ## $a Description based on: release 2, published 2000. Same record updated: 022 ## $a 2343-7896 245 00 $a Dental hygienists’ guidelines. 247 10 $a Dental hygienists $f <release 2, published 2000> $x 2232-4543 500 ## $a Description based on: release 7, published 2002.

Earlier Title Proper in Other Records? Remember to do bibliographic file maintenance for a change in title proper: If the title proper being moved to the 247 field was in a 580/7XX linking field in another record, update the link in that other record If the title proper being moved to the 247 field was in a 6XX/7XX in another record, update the field in that other record

Maintenance for Links 245 00 $a Current regulations for commercial and residential property 247 10 $a Regulations for commercial and residential property $f ________ 580 ## $a Merger of: Regulations for commercial property, and: Regulations for residential property 780 14 $t Regulations for commercial property $z 1212343456 $w (DLC)###95012012 780 14 $t Regulations for residential property $z 0101252252 $w (DLC)###96214789

Any (!) Change in Parallel Title Change Title … area to reflect current iteration (rule 12.1D3b) Give earlier information in a note if important Rule 12.7B5.2b; LCRI 12.7B5.2 (has example) Use 246 field Subfields $i and $a Give identification of iteration in subfield $i

Any (!) Change in Other Title Information Change Title … area to reflect current iteration (rule 12.1E2b) If such information changes often, may decide it isn’t important and not record it at all (cataloger’s judgment in rule 12.1E1b) Give earlier information in a note if important Rule 12.7B6.2b; LCRI 12.7B6.2 Use 246 field Subfields $i and $a Give identification of iteration in subfield $i

Any (!) Change in Statement of Responsibility Change Title … area to reflect current iteration (rule 12.1F5b) If statement is for editors and they change often, may decide information isn’t important and not record it at all (cataloger’s judgment in rule 12.1F3b) Remember:  Consider if main entry needs to be changed

Note for Change in Statement of Responsibility Give earlier information in a note if important (rule 12.7B7.2b) May be general note if changes have been numerous e.g., 500 ## $a Editor varies

Statement of Responsibility Specific Notes:  MARC 21 Use 500 field for persons Use 550 field for issuing bodies (only $a) 500 ## $a Description based on:    update 2002-2. 550 ## $a Issued by Institute QRS,    < -update 1999-4 >; by    Association LMN, <update    2000-6>

Any (!) Change in Edition Area Rule 12.2F1b : If change doesn’t require a new description [i.e., a separate record], change Edition area to reflect current iteration and make a note if change is considered to be important If edition information changes often, may decide information isn’t important and not record it at all (cataloger’s judgment in rule 12.2B1b)

Note for Change in Edition Area Rule 12.7B9.2b: May give a general note if edition statement changes often LCRI 12.7B9.2b: For gradual replacement edition [i.e., no new base volume], give a note about the new edition statement 250 ## $a 2nd ed. 500 ## $a Updated to 2nd ed., June 2001.

Any (!) Change in Publication, Distribution, etc., Area Change the Publication … area to reflect the current iteration and give note if earlier information is important (rules 12.4C2b, 12.4D2b, 12.4G2b) Rule 12.7B11.2b: Give note if important (may give a general note if changes numerous) Update 008 if appropriate

Any (!) Change in Physical Description Area Other physical details Change area to match current iteration (rule 12.5C2) and give note (including general note) about difference if important (rule 12.7B12.2b) Update 008 if appropriate Size: error in rule 12.5D2 corrected in LCRI: If dimensions change, change area to match current iteration and give note about difference if important

Any (!) Change in Series Area Change the series area to reflect the current iteration and give note (including general note) if earlier information is important (rules 12.6B2b and 12.7B14.2b) If earlier series is traced, give series added entry in 8XX field (LCRI 21.30L – includes example)

Change in Frequency of Updates If frequency of updates changes (rule 12.7B1): Change existing 310 field to 321 field (Former frequency) Add new 310 field for current frequency Update “Frequency” in Serial 006 to match current frequency in 310 field

Example:  Change in Frequency Give identification of iteration in subfield $b 310 ## $a Updated monthly, $b    <release 2002-1  > 321 ## $a Quarterly updates, $b    <release 1997-3 > Serial 006 Frequency = m

Any (!) Change in Other Titles on Resource If title other than title proper changes on a later iteration and that change is important, give a note (rule 12.7B4.1) Use 246 field: Subfields $i and $a Include identification of iteration in subfield $i Example in LCRI 12.7B4.1

Change in Scope of the Resource? Consider if changes in later iteration have so changed the overall content of the resource that the subject headings in the record are no longer the most appropriate headings; if so, update subject headings Don’t re-classify!

Integrating Resource is Completed: What Happens?

Fields to Complete/Change Compare last iteration to bibliographic record and update the description if there have been any changes Specific information: Ending date 008 Date 2 Extent of item

Ending Date Rule 1.4F8: Give date on chief source of last iteration in 260 $c if last iteration is available for cataloging If last iteration is not available but there is explicit information about last iteration, follow option and supply date in 260 $c If last iteration is not available and there is only general information about last iteration, give information in 362 1 note Otherwise, leave ending date blank in 260 $c and don’t give a 362 1 note Update 008 Date

1.4F8 for Last Updated Information Additional sentence in rule:  “For an updating loose-leaf, supply the date* of the last update if considered important.” e.g.,  260 ## $a ____ $b ____ $c 1996-2001 [updated 2002] *when the date of the last update is later than the date on the chief source of the last iteration

Extent of Item Precede the specific material designation in 300 $a by the number of parts (rule 12.5B2) 300 ## $a 3 v. (loose-leaf) 300 ## $a 2 v. (loose-leaf), 4 v. (transfer) If both numbered and unnumbered volumes, give total number in 300 $a (LCRI 12.5B2) and give note about unnumbered volumes if important

Using Record  for Copy Cataloging: Guidelines

Comparing Resource to Record for Copy Cataloging Is record for copy cataloging based on  An earlier iteration?  Or on a later iteration? Check for “Description based on” note

LC’s Iteration is Later Update the description and add access points to reflect LC’s iteration as needed Accept the 260 $c in copy cataloging record Add notes and access points if different information on other library’s earlier iteration is important Add or update the “Description based on” note to reflect LC’s iteration Update 008 and update/add Serial 006 as needed

LC’s Iteration is Earlier Do not change the description to reflect LC’s iteration Accept the 260 $c in copy cataloging record Add notes and access points if different information on LC’s earlier iteration is important Do not change the “Description based on” note to reflect LC’s iteration Do not change the 008/006 to reflect LC’s iteration; add Serial 006 if lacking

Updating Loose-Leafs:  Summary Generally, “current practice” (per Hallam manual) with a few changes Most differences:  update existing record New and interim MARC 21 practices

For You to Review Chapter 12:  general & “integrating” rules Handouts: Overview briefing This training session LCRIs: Chapter 12 rules LCRI 1.0 + other LCRIs cited in handouts MARC 21 for fields cited in this session

Questions? Questions now? Questions after today? Check documentation and training materials Discuss with each other Contact CPSO