Serials Cataloging

General Policies | Notes | Access Points | Holdings | Serial Adds

General policies

Serials for the Beinecke Library that receive original cataloging are cataloged according to the latest full national standards for descriptive cataloging. For imprints published through 1800 the national standard is the current draft Descriptive Cataloging of Rare Materials (Serials) known as DCRM(S). For imprints published after 1800 the national standard is the latest revision of Anglo-American Cataloguing Rules, 2nd ed., commonly known as AACR2, as interpreted by the Library of Congress rule interpretations and the two CONSER publications, CONSER Editing Guide (CEG) and CONSER Cataloging Manual (CCM). The latest editions of AACR2, the Library of Congress rule interpretations and the CONSER publications are all available through Cataloger's Desktop. Occasionally the rules in DCRM(S) are followed for post-1800 imprints when a fuller description is needed or this is more efficient according to the cataloger's judgment.

For treatment of certain categories of serials (e.g., almanacs, dimes novels, directories, little magazines, newspapers and periodicals) see Serials: Special Types.

Serials frequently change title, merge with other serials, are absorbed by other serials. Both AACR2 and DCRM(S) call for each title of a serial to be cataloged separately ("successive entry"). Under earler rules, serials were cataloged under the latest title ("latest entry"). In Orbis there are both successive and latest entry records. Having both successive and latest entry records for the same title should be avoided, if possible. Serials will be cataloged according to successive entry rules, when possible. Use a latest entry record if it already exists in Orbis and separating out the various titles is too time consuming or if there is a very good latest entry record and information would be lost if latest entry cataloging is not chosen. The successive entries for each title of a serial usually have the same call number.

Marking serial volumes is more complicated than marking monograph titles. See Muti-Volume Items for marking instructions.

Catalogers need to pay close attention to the accession slips and dealers' slips that accompany the items they catalog, which often have special information for distinguishing issues or editions, pertinent bibliographical citations, and notes, access points, and classing instructions that Beinecke wants in the catalog records. Local notes and special tracings are regularly made for Beinecke materials.

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Important options in applying DCRM(S):

0C. The option to record original punctuation as well as prescribed punctuation is not followed unless copy is being used which follows that option (e.g. copy from the American Antiquarian Society).

1E3. Do not record as statements of responsibility statements relating to persons named as editors of serials. Record editor statement in a note.

4B3. Street addresses and qualifications such as "printer to the King" are generally omitted from publisher statements, but may be included on a case by case basis, for instance when the address aids in identifying or dating the publication or distinguishes known variants. If using DCRM(S) copy which has this information, do not remove it.

4E5. Roman numerals for years in dates are recorded in Arabic form unless erroneous or misprinted or unless copy which gives the Roman numerals is used (e.g. copy from the American Antiquarian Society).

Other DCRM(S) options are chosen on a case by case basis according to the cataloger's judgment.

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Form of notes

Copy specific notes are made to record important information pertaining to individual copies but not to all copies. This information is often noted on the accompanying accessions slip. Information about provenance evidence, imperfections, and bindings (including bound-with information) pertaining to the copy in hand but not to all copies is recorded in copy specific notes.

Restriction on access notes (506) precede copy specific notes (590). All other notes follow. Restriction on access notes (506) and copy specific notes (590) always begin with BEIN [call no.]: Line-breaks in call numbers are indicated by spaces.

If the copy specific information is not extensive, a single 590 note per copy suffices. For clarity's sake, several copy specific notes for the same copy may be made, each beginning with BEIN [call no.]. This is the case with long runs of serials with issues which have come from numerous sources with various provenance. In general note the copy specific information in the order given below.


590     ‡a BEIN Za Zp75 copy 1: Mailing label: Publicity Manager, New Directions: 137:6; 138:1; 139:1,4-6; 140:2-4; 141:3-5; 142:1,4; 143:3; 145:3; 146:4; 148:6; 149:1-2,4-5; 50:1.
590     ‡a BEIN Za Zp75 copy 2: Bookplate: Lynn Riggs: 8:1-6; 9:1-5; 10:1,6; 12:1,3,6; 13:1,3; 14:3-4,6; 15:2,4; 17:6; 18:1-3; 19:2-3; 20:5; 21:3,6; 22:3-5; 23:3,5; 25:6; 32:5.
590     ‡a BEIN Za Zp75 copy 4: Bookplate: Lynn Riggs: 1:2-5; 2:1-2,4-6; 3:1,3; 4:3; 5:6; 10:3-5; 11:1; 16:6.

If there are several copies in the same record, the order of 590 notes generally follows the order of copies on the copy holdings screen. Other notes are given in the order and form specified in AACR2 1.7B or DCRM(S) 7C.

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Order of notes

Restriction on access (506)
Copy Specific Notes
Bibliographical variants (590 in combination with 500)
Imperfections (590)
Copy number of limited edition (590)
Original wrappers, Paperbound, Spiral-bound or Stapled (590) (N.B. read carefully)
Dust jacket (590) (Not Used)
Belly band (590)
Uncut [i.e. untrimmed; not to be confused with unopened] (590)
Provenance (590)
Binding information (590)
Bound-with notes(590)
In case with notes (590)
Manuscript material in printed works (590)
Material shelved separately 590
Accompanying material 590
General Notes
Bibliographical variants (500 sometimes in combination with 590)
Limited edition notes (500 sometimes in combination with 590)
Signatures (500)(Rarely used)
Issued in case (500)
Added engraved title page (500)(Rarely used)
Illustrated title page (500)
Citations of standard bibliographies (510)
Local Processing Notes
Local processing notes (852 ‡x in MFHD)

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Access Points

Name and Title Access Points(1xx, 246, 7xx)
All name and title access points required by the latest national standards (DCRM(S) and AACR2 rev. as interpreted by the Library of Congress) are made. Additional name access points may be made to bring out contributors and contents of the item which are deemed important to the collections being cataloged. Generous title access and access for editors, illustrators, and translators is made.
Library of Congress Subject Headings (6xx)
For items receiving full-level cataloging, subject headings are assigned according to the latest edition of LC Subject Headings and the LC Subject Cataloging Manual.

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Local Tracings

In addition to all applicable standard LC subject headings, local tracings for provenance, chronology, binding and imprint are made when called for by local policies. See also special tracings for Serials.

Form and Genre Headings (655)

Certain form and genre terms are always added when called for by local practice . Other applicable standard form and genre terms may be added on a case by case basis when this does not slow down cataloging productivity and are generally retained if present in copy. See also special tracings for Serials.

Series Added Entries (4xx, 8xx)

Serials in series are rare but when encountered, added entries are made according to latest Yale cataloging policies. Current policy is to follow LC tracing decisions. If the series is traced in the same form as it appears in the item and does not need to be distinguished from other series with the same form, no authority record is necessary.

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Serials routinely have more than one MFHD (e.g., more than one copy of an issue, bound volumes with overlapping issues, etc.). In these cases, a ‡t will be used in the MFHD for each copy. This differs from the policy for monographs where a ‡t is rarely used in the MFHD.

852 8 1 ‡b beinwa ‡t 1 ‡h Zc10 ‡i +R213

852 8 1 ‡b beinwa ‡t 2 ‡h Zc10 ‡i +R213

Give a note in ‡z of the 852 to indicate when one or more copies of the same title are housed or bound together

For serials titles bound with other titles see: serials/multiparts in Bound-With Volumes.

Serial Adds

Beinecke Library subscribes to over 100 current serial publications. These issues are added to the Orbis Database following the instructions for Currently Received Serial Adds. Beinecke also receives many more issues, by gift or purchase, to complete holdings or as additional copies. These issues are added to the Orbis Holding Record following the instructions for Back Issues of Serials. For more information on the serials holding record see Serial Volume Holdings Standards.

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