Cataloging monographic series in Metadata Services

Purpose and scope

This procedure outlines the process for cataloging monographic series in Metadata Services after the migration to Alma.

In general, Metadata Services analyzes and classifies separately all parts of a monographic series and no longer updates bibliographic and holdings records for the series as a whole (i.e., set records).

Contents

Definitions

series

  • A group of separate manifestations related to one another by the fact that each manifestation bears, in addition to its own title proper, a collective title applying to the group as a whole with or without numbering or, a separately numbered sequence of volumes or issues within a series or serial.

analyzed monographic series

  • A series where separate bibliographic records are created for each distinct item in the series. An analyzed monographic series may be classed-together (all items have the same call number with call numbers distinguished by the volume number) or classed separately (each item in the series has a different call number).

comprehensive description

  • A description that describes the manifestation as a whole.
  • Comprehensive description includes a description of a multipart monograph (e.g., three volumes issued as a set) or a description of a serial (e.g., a series described as a set).

analytical description

  • A description that describes a part of a larger manifestation.
  • Analytical description includes a description for a part of a multipart monograph (e.g., a single volume of a three-volume biography) or a description of a part of a serial (e.g., a single volume of a series).

hierarchical description

  • A description that combines a comprehensive description of the whole manifestation with analytical descriptions of one or more of its parts.

Ways to catalog monographic series

Monographic series can be cataloged in one of three ways:

  1. Comprehensive description
    • Series cataloged as a set (as a serial)
  2. Analytical description
    • Each volume cataloged individually with a series statement (MARC 490) and an optional access point for the series title (MARC 80X-83X)
    • UCB classification practice: Classified separately
      • Exception: Legacy records may be classified together when changing from a hierarchical description to an analytical description.
    • Former UCB designations: “cat sep”, “seps”, or separates; call# varies; “sep/ae” (separate with added entry for the series)
  3. Hierarchical description
    • Series cataloged as a serial or multivolume monograph (MVM) cataloged as a set
      AND
      Each volume also cataloged individually with a series statement (MARC 490) and an optional access point for the series/MVM title (MARC 80X-83X)
    • Historical UCB practice: Used for monographic series and large MVM sets
    • UCB classification practice: Classified together with the call number of the serial/MVM and distinguished by volume number
    • Former UCB designations:
      • For treatment: analysis
      • For set: analyzed serial, serial analyzed
      • For volumes: analytics, anal. or anals.
      • Some analytics are themselves sets: serial anal., MVM anal., MVM analyzed anal.

Historical UCB practice

Of the three cataloging treatments for monographic series, analytical description (“sep/ae”) and hierarchical description (“analysis”) have been used most frequently at UCB.

Series cataloged using analytical or hierarchical descriptions may both be described as “analyzed monographic series”, but historically at UCB, terms like “analysis”, “analyzed”, and “analytic” have only referred to series and volumes cataloged using hierarchical descriptions.

Current UCB practice

With the migration to Alma, Metadata Services catalogs monographic series using analytical descriptions, regardless of previous treatment. This means that series previously cataloged using hierarchical descriptions will now be cataloged using analytical descriptions and the serial record for the series will no longer be updated to reflect newly cataloged volumes.

The Collection Services Division's goal is to reduce multiple descriptions to the extent possible in favor of cataloging series volumes as separates. This has many advantages:

  • Continues to allow discovery of the volumes in the series via series title searches
  • Simplifies receiving work for acquisitions staff
  • Reduces the amount of work cataloging staff must perform (catalog resource once vs. twice)
  • Reduces the time a resource spends in Acquisitions and Metadata Services
  • Allows expanded use of vendor shelf-ready services

Ordering and receiving

Monographic series may be ordered and received as firm orders, standing orders, or on approval plans.

Firm orders

Monographic series on firm orders have the following characteristics:

  • Received in monographic receiving
  • Have brief bibliographic, holdings, and item records in Alma for the part
  • A POL for the part is attached to the bibliographic record for the part
  • Placed into the Acquisitions Technical Services work order with a status of Copy Cataloging before being sent to Metadata Services for cataloging

Standing orders

Monographic series on standing orders have the following characteristics:

  • Received in serials receiving
  • The location and POL of the series is written on the title page verso of each volume
  • “sep/ae” or “anal” may also be written on the title page verso of each volume
  • Have a bibliographic record in Alma for the set (serial or MVM), which may be brief and/or suppressed
  • There are no bibliographic, holdings, or item records in Alma for the part
  • Not placed into the Acquisitions Technical Services work order before being sent to Metadata Services for cataloging

Approval plans

Monographic series on approval plans have the following characteristics:

  • Received in monographic receiving
  • Have full bibliographic, holdings, and item records in Alma for the part
  • A POL for the part is attached to the bibliographic record for the part
  • Received as shelf-ready and are not sent to Metadata Services for cataloging

Cataloging in OCLC Connexion

Analyzed monographic series are cataloged in OCLC Connexion similar to other resources.

When a publication is in an analyzed monographic series, prepare a separate bibliographic record for that publication or part, regardless of whether it is numbered or not.

ELEMENT LABEL AND NOTES

022

 

International Standard Serial Number

Do not record the ISSN of series in MARC 022.

The ISSN of series may be recorded in MARC 490 subfield $x.

050

 

Library of Congress Call Number

Assign an LC call number appropriate for the part.

245

 

Title Statement

Independent Title

When a publication in an analyzed monographic series has a title that is not dependent on the common title, apply the following guidelines for the bibliographic record:

  1. Transcribe the title of the part as the MARC 245.
  2. See MARC 490 below for guidelines on recording the common title as a series statement.

Example
245 10 $a Racism, capitalism, and the COVID-19 pandemic …
490 0# $a Thinking freedom

Title Lacking or Dependent Title

When a publication in an analyzed monographic series lacks a title other than that of the common title or has a title that is dependent on the common title, apply the following guidelines for the bibliographic record:

  1. Transcribe the title proper of the monographic series as the MARC 245 subfield $a.
  2. Transcribe any numbering as MARC 245 subfield $n enumeration.
  3. Transcribe the title of the part as a MARC 245 subfield $p section title.
  4. Do not record a series statement.

Example
245 00 $a Studies in gypsy lore. $n Volume 25.
No 490
830 #0 $a Studies in gypsy lore ; $v v. 25.

246

 

Varying Form of Title

Record a variant title of the part if considered important for identification or access.

For a dependent title in MARC 245 subfield $p, record the title of the part as a variant title when it is judged intelligible enough to be a likely candidate for access.

490

 

Series Statement

Indicators
1st indicator
Series tracing policy
0 - Series not traced
1 - Series traced		 2nd indicator
Undefined
Common subfields
$a - Series statement
$x - International Standard Serial Number		 $v - Volume/sequential designation

Record a series statement if not recorded as in MARC 245.

Record the following elements that are applicable and readily ascertainable:

  • Title proper of series
  • ISSN of series
  • Numbering within series
  • Title proper of subseries
  • ISSN of subseries
  • Numbering within subseries

Transcribe the sub-elements of a series statement as they appear on the source of information.

Examples
490 0# $a Radical politics and education
 
490 1# $a Islam in Africa, $x 1570-3754 ; $v volume 23
830 #0 $a Islam in Africa ; $v v. 23.

80X-83X

 

Series Access Point

As of June 1, 2006, UCB follows Library of Congress guidelines with regard to series practice.

New Series

UCB no longer establishes or maintains series authority records for new or changed series titles. Do not record a series access point.

Existing Series

UCB continues to follow the ongoing tracing practice as indicated in previously established series authority records found in the LC/NACO Authority File.

Record a series authorized access point for the part if MARC 645 subfield $a is coded “t” in the series authority record.

For numbered series, record a number of the part by following the pattern in MARC 642 $a of the series authority record or in cataloged bibliographic records in the Alma IZ. Abbreviate terms used as part of the numbering as instructed in RDA Appendix B (RDA B.5.5).

Optionally, record the ISSN of the series if available.

830

 

Series Access Point - Uniform Title

Indicators
1st indicator
Undefined		 2nd indicator
Nonfiling characters
0 - No nonfiling characters
Common subfields
$a - Uniform title
$v - Volume/sequential designation		 $x - International Standard Serial Number

Examples
490 1# $a Études urbaines, $x 1110-2497 ; $v 11
830 #0 $a Etudes urbaines (Cairo, Egypt) ; $v t. 11.
 
490 1# $a Student mathematical library, $x 1520-9121 ; $v volume 98
830 #0 $a Student mathematical library ; $v v. 98. $x 1520-9121

Holdings records in Alma

  1. If necessary, create a holdings record.
  2. Ensure the 852 field is coded as follows:
ELEMENT LABEL AND NOTES

852 $b

 

Sublocation or collection

Enter an appropriate Library Code.

For example:

  • For Doe Library, enter: MAIN

852 $c

 

Shelving location

Enter an appropriate Location Code.

For example:

  • For Main (Gardner) Stacks, enter: ma

852 $h

852 $i

Classification part

Item part

Update from bibliographic record.

  1. Select Record Actions > Update from Bibliographic.

Item records in Alma

  1. If necessary, create an item record for each part cataloged on the bibliographic record.
  2. Ensure the following fields are coded as indicated:
ELEMENT Value
Barcode

If necessary, attach a barcode. For additional information, see Barcode placement in Collection Services.

Scan in the barcode.
Copy ID Enter as appropriate (e.g., 1 for the first copy, 2 for the second copy, etc.).
Material type Select Book
Item policy Select Monograph - regular loan
PO Line

Accept POLs in the record if provided.

If blank, enter the POL written on the title page verso.

If you receive an error message, report the barcode and POL using the Monographic Series Problem Report Form.

If blank and there is no POL written on the title page, report the barcode using the Monographic Series Problem Report Form.

Note: Problems reported using the Monographic Series Problem Report Form will be resolved by acquisitions staff as time permits. Catalogers should finish processing the items as usual; the items do not need to be held in the department until the problem is resolved.
Receiving date Enter today’s date.
Description Enter only if more than one part is cataloged on the bibliographic record.
Process type Select Acquisition technical services
At

Verify that the appropriate acquisitions department is selected.

  • For MAIN items, it should be MAIN Acquisitions Department.
  • For Subject Specialty Libraries (SSLs), it should correspond with the library (e.g., BIOS Acquisitions Department, ENVI Acquisitions Department, etc.).
Permanent location Accept the permanent location or update as appropriate.
  1. For each item flagged “Analyze” or with “anal” written on the title page verso, report the barcode using the Cataloged Analyzed Monographic Series Report Form.

Legacy records

In Millennium, when a serial record was created for the series and monograph records were created for the volumes in the series (i.e. an analytic), the item record for the volume was linked to both bibliographic records.

During the migration to Alma, when an item record was linked to more than one bibliographic record, a host bibliographic record was created and 774 fields were created for each related bibliographic record (e.g., one for the serial record for the series and one for the monograph record for the volume).

Example
Host bibliographic record (MMS ID: 991084766009706532)
LDR  00096nam a2200049 i 4500
035  ## $a bw90020161-01ucs_ber
245  00 $a Host bibliographic record for boundwith item barcode C105734060 and others
774  1# $t Dumbarton Oaks studies. $w 991000577379706532 $9 ExL
774  1# $t The nature of the Bibliotheca of Photius / by Warren T. Treadgold $w 991018674559706532 $9 ExL

Serial record for the series (excerpt) (MMS ID: 991000577379706532)
LDR  01077cas a2200277I 4500
090  ## $a DF503 $b .D8
245  00 $a Dumbarton Oaks studies.
260  ## $a Washington [etc.] : $b Dumbarton 0aks Center for Byzantine Studies; $a Locus Valley, N.Y. : $b distributed by J. J. Augustin, Publisher [etc.], $c 1950-
590  ## $a MAIN; DF503.D8: Vol.1-8, if acquired by the Library, are cataloged individually
910  ## $a Has related records (UCB)

Monograph record for the volume (excerpt) (MMS ID: 991018674559706532)
LDR  03870cam a2200769 a 4500
050  00 $a PA5330.B5 $b T7
090  ## $a DF503 $b .D8 v.18
100  1# $a Treadgold, Warren T.
245  14 $a The nature of the Bibliotheca of Photius / $c by Warren T. Treadgold.
260  ## $a Washington, D.C. : $b Dumbarton Oaks Center for Byzantine Studies, Trustees for Harvard University ; $a Locust Valley, N.Y. : $b Distributed by J.J. Augustin, $c 1980.
490  1# $a Dumbarton Oaks studies ; $v 18
830  #0 $a Dumbarton Oaks studies ; $v 18.
910  ## $a Has related records (UCB)

If the host bibliographic record only contains MARC 774 fields with the title of the series and the title of the part, the item may be relinked to the bibliographic record for the part and the host bibliographic record deleted as part of a future cleanup project. Items would retain their original call number and would not be reclassified and relabeled to align with current practice.

Do not do any cleanup of legacy records at this time.

 

By abaron on 03-14-2025

Tags

Cataloging, Metadata Services (MdS), Procedure