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Recommendations for Serial Holdings Notes in the UIUC OPAC

compiled by:  Serial MFHD Notes Group of the Cataloging Working Group, May 2007

General Recommendations: 

Recommendations for Specific Events

TITLE LEVEL EVENT

RECOMMENDATIONS

Publication ceased

  • Close MFHD summary statement.
  • Update bib record.
  • No additional MFHD note.

Publication suspended temporarily

  • Close summary statement, which can be reopened as needed if/when publication resumes.
  • Update bib record.
  • No additional MFHD note.

Title change, in entirety
Title split, 2+ new titles
Merge of 2+ existing titles into new title
Absorption of title into existing title

  • Update bib record of original/absorbed title(s).
  • Close MFHD summary statement of original/absorbed title(s).
  • Link from old to new title(s) via call no. in MFHD public note and vice versa:
    CODING & LANGUAGE: 852 ‡z For later volumes. see [call no]
    852 ‡z For earlier volumes. see [call no]
    (NOTE: call nos. are not hyperlinked in OPAC display)

New series, enumeration restarted
Change in publication frequency

  • Update bib record.
  • Establish new pattern in MFHD.
    CODING & LANGUAGE: e.g., 853 23 ‡8 2 ‡a ser.2:v. ‡i (year)
  • Update summary statement.
    CODING & LANGUAGE: e.g., 866 40 ‡8 1 ‡a v.1(1990)-v.10(1999);ser.2:v.1(2000)-
  • No additional MFHD note.

Format change from publisher
(e.g., print ceases)

  • Close MFHD summary statement(s) for discontinued format.
  • Update bib record.
  • Ensure holdings summary of continuing format MFHD is accurate.
  • Because there is no summary statement in MFHDs for online format, a public note is critical to ensure that patron understands online holdings are current and not cancelled with the print.
    CODING & LANGUAGE: 852 ‡z For later content see UIUC online collection.

 

COPY LEVEL EVENT

RECOMMENDATIONS

Subscription cancelled by selector
Gift/Exchange terminated

Copy closed out

  • Close MFHD summary statement as soon as cancellation/termination reported.
    Send closure requests to Serials Maintenance. (Who sends the request?)
  • Unit library may update summary statement to reflect subsequent issues received after the summary is closed; this will not be done by central unit.
  • No additional MFHD public note needed.
  • No referral to other MFHDs on same bib record.
  • Check with acquisitions on need for non-public note of "cancelled" or similar.

Format change (e.g., flipping)

  • Close MFHD summary statement for cancelled format (done by home unit, or request sent to Serials Maintenance by home unit when last print volume bound).
  • Because there is no summary statement in MFHDs for online holdings, a public note is critical to ensure patrons understand online holdings continue and do not end with the end of print.
    Acquisitions will enter the 852 as follows:
    CODING & LANGUAGE: 852 ‡z Print cancelled (year) with last expected volume XX

                                               852 ‡z For later content see UIUC Online collection.

  • This event and recommendation should be reviewed by PIT.

Missing vol/issue mid-run

  • Following current practice, if < 3, list all in 866 ‡z; if > 3, 866‡z reads "Some issues missing."
    CODING & LANGUAGE for < 3: 866 40 ‡8 1 ‡z Lacks v.2:no.1, v.3:no.2
    CODING & LANGUAGE for > 3: 866 40 ‡8 1 ‡z Some issues missing
  • Unit library may add complete list of missing issues to 866‡z if they wish.

Active copy displays below dead copy in OPAC

  • No public MFHD note.
  • No referral to other MFHDs on same bib record.
  • If it becomes possible, recommend PIT consider location display similar to I-Share so that user sees all UIUC locations at bottom of bib record, and will not assume top MFHD is only MFHD.

Vendor stops carrying title (print)

Change in vendor (print)

  • Update acquisitions data, per current practice.
  • No MFHD note needed.

Vendor stops carrying title (online)

Change in vendor

  • Update acquisitions data, per current practice.
  • Link in MFHD 856 will be updated via TDNet feed if vendor changes.

Shelved by title

Shelving practice for unbound issues

  • When it becomes possible to implement global editing in Voyager (and only then), insert public MFHD notes by location for those serials not shelved by call number.
    CODING & LANGUAGE: 852 ‡z Shelved alphabetically by title

Back issues shelved in different location

  • By current practice, MFHD public note indicates locations of current and back issues.
    CODING & LANGUAGE: e.g., 852 ‡z Latest vol. in Reference; Previous vols. in Main Stacks

Back issues not retained

  • By current practice, MFHD public note indicates discarded back issues.
    CODING & LANGUAGE: e.g., 852 ‡z Recent issues available on paper until Microfilm is received.

Bound with

  • By current practice, titles bound together are indicated in MFHD public note.
    CODING & LANGUAGE: e.g., 852 ‡z Vol.20:no.1 bound with earlier title

Location transfer for all or part of copy

  • If not practical to transfer immediately to an existing Voyager location, and if items may be unavailable to the public for some extended period, public note is justifiable and advisable.
    CODING & LANGUAGE: e.g., 852 ‡z Shelved temporarily at ...

Spine marking

  • No public note.
  • Non-public MFHD note needed so cataloging staff will know how to add item records correctly.
    CODING & LANGUAGE: 852 1 ‡x Marked by [no. or v. or year]

No standing order

Standing order

Gifts

  • No public note needed.
  • Non-public note, per current practice, is useful for acquisition staff
    CODING & LANGUAGE: 852 1 ‡x [Gift; No standing order]

Loose leaf updating resource

  • Public note should always indicate last update received, so that user will know whether our version is the current version.
    CODING & LANGUAGE: 852 1 ‡z Kept up-to-date till 2006

Preservation action

  • Determined by the preservation unit.

Cataloging treatment:
Analyzed
partially analyzed

Cat as sep, classed together

Recommendations below are current practice, of which we are recommending a review (see below); Note that various past practices inconsistent with current practice remain visible in the OPAC.  Unit libraries may report problems with analyzed series MFHDs via the serials cataloging maintenance request form: http://www.library.uiuc.edu/mailform/mail.php?emailcode=serial

  • If series level bib record exists, series MFHD public note should indicate treatment. Additional public note should indicate how to retrieve individual monographic records..
    CODING & LANGUAGE: 852 1 ‡z Analyzed.
    852 1 ‡z To find individual volumes of this 'analyzed' series, please use
    guided keyword search by author, title, or series title with
    volume number or search by call number
  • If series level bib record exists and there are multiple treatments (i.e., partially analyzed) over the life of the series or across locations, series MFHD public note should indicate years/vols. of different treatments, and additional public note should indicate how to retrieve individual monographic records. Analyzed volumes should not be listed in the series MFHD.
    CODING & LANGUAGE: e.g., 852 1 ‡z Vols. for 2000-2006 Analyzed
    852 1 ‡z Analyzed volumes of this series do not appear on this list.
    852 1 ‡z To find individual volumes of this 'analyzed' series, please use
    guided keyword search by author, title, or series title with
    volume number or search by call number
  • In monographic record MFHDs, public note should indicate series analytic treatment. No additional public note referring to other series volumes (parallel with current practice of not referring from one monographic edition to another). Linked series entry in bib record will retrieve other volumes.
    CODING & LANGUAGE: 852 1 ‡z Analyzed
  • Related recommendation: A joint PIT/CWG task force is needed to examine analytic treatments and their representations in the OPAC.

 

Recommendations for Retrospective Clean-up

Many clean-up activities are appropriate as student projects.  Some may be done as records are touched for other purposes.  All are intended to bring MFHD data in line with recommendations for current practice (above).

Delete all free text public notes which occur in a copy other than the copy they describe.
Example 1: "Copy 1 has 1950 to date" occurring in the MFHD of copy 2.
Example 2: "Copy 3 withdrawn per XX library" when copy 3 MFHD is suppressed or deleted.

For public MFHD notes stating "ceased"

For public MFHD notes stating "cancelled"

For MFHD public notes containing the phrase "to date"