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The February update to the Toolkit has come out since the update message sent February 5 about series-related changes. There are a few new  LC/PCC policy statement changes that weren’t mentioned in the previous message as well as a number of series-related changes in DCM Z1 that we’d like to bring to your attention (the Z1 changes are from last Fall to the present).

Thanks,
Bob Maxwell
George Prager
Co-chairs, PCC Standing Committee on Training

LC/PCC Policy Statements

2.3.1.7 TITLES OF PARTS, SECTIONS, AND SUPPLEMENTS (Dec. 2015)
Added reference for making optional series access points for monographic series/multiparts lacking analyzable titles

Monographic Series/Multipart Monograph: Title Lacking or Dependent Title
LC practice/PCC practice: When a publication in an analyzed-in-full monographic series or a part of a classified-separately multipart monograph lacks a title other than that of the comprehensive title or has a title that is dependent on the comprehensive title, prepare a separate bibliographic record for that publication or part, regardless of whether it is numbered or not. Do not apply 2.3.2.10[http://access.rdatoolkit.org/images/rdalink.png]<http://access.rdatoolkit.org/document.php?id=rdachp2&target=rda2-3621#rda2-3621> to devise a title proper. Apply the following guidelines for the bibliographic record.
1. Transcribe the title proper of the monographic series or multipart monograph as the MARC 245 subfield $a[http://access.rdatoolkit.org/images/externallink.png]<https://desktop.loc.gov/saved/Mabibl_245__a>.
2. Transcribe any numbering as MARC 245 subfield $n[http://access.rdatoolkit.org/images/externallink.png]<https://desktop.loc.gov/saved/Mabibl_245__n> enumeration.
3. Transcribe a dependent title as a MARC 245 subfield $p[http://access.rdatoolkit.org/images/externallink.png]<https://desktop.loc.gov/saved/Mabibl_245__p> section title.
4. Do not record a series statement.
PCC practice:  If considered important for identification or access, provide an appropriate series authorized access point for the part to ensure that a search for a component part of the series retrieves this part (see Policy Statement for 6.27[http://access.rdatoolkit.org/images/lcpslink.png]<http://access.rdatoolkit.org/document.php?id=lcpschp6&target=lcps6-770#lcps6-770>).
 EXAMPLE
A monographic series volume
245<https://desktop.loc.gov/saved/Mabibl_245> 00

$a Studies in gypsy lore. $n Volume 25.

no 490<https://desktop.loc.gov/saved/Mabibl_490>



830<https://desktop.loc.gov/saved/Mabibl_830> 0

$a Studies in gypsy lore ; $v v. 25.

Shows optional series access point
A multipart monograph volume
245<https://desktop.loc.gov/saved/Mabibl_245> 00

$a Encyclopedia of electrochemistry. $n Volume 11, $p Index

Earlier volumes had titles sufficient to identify the resource, e.g., title of volume 1: Thermodynamics and electrified interfaces


2.12. SERIES STATEMENT (Dec. 2015)
Simplified policy for supplements and special numbers to serials

Supplements and Special Numbers to Serials
LC practice/PCC practice: Supplements. Treat a supplement or a special number to a serial as a series.
EXAMPLE
in source


Supplement to Word



monograph number 3

490<https://desktop.loc.gov/saved/Mabibl_490> 1#

$a Supplement to Word ; $v monograph number 3

in source


Journal of Ultrastructure Research



Supplement 7

490<https://desktop.loc.gov/saved/Mabibl_490> 1#

$a Journal of ultrastructure research. $p Supplement ; $v 7

in source


Special number of Malaysian journal of tropical geography

490<https://desktop.loc.gov/saved/Mabibl_490> 1#

$a Special number of Malaysian journal of tropical geography

in source


Supplemento all'Annuario statistico italiano

490<https://desktop.loc.gov/saved/Mabibl_490> 1#

$a Supplemento all'Annuario statistico italiano

in source


Allegato al n.7/85 di Musica jazz

490<https://desktop.loc.gov/saved/Mabibl_490> 1#

$a Allegato al n.7/85 di Musica jazz


6.3.1.3. RECORDING FORM OF WORK (Dec. 2015)
Synchronized practice for recording form of work to DCM Z1 380 Text. Note: this PS was also in the February 5 update message. The second sentence of the instruction was expanded with a few more controlled vocabulary examples and the third sentence (“Additional forms …”) was added.

PCC practice for series: Catalogers may record form of work in work-level series authority records using MARC field 380[http://access.rdatoolkit.org/images/externallink.png]<http://desktop.loc.gov/saved/Maauth_380>. Prefer using terms from a controlled vocabulary such as LCSH, LCGFT, or MeSH. Additional forms may also be recorded as appropriate (e.g., Novels).
 EXAMPLE
 380 ##

$a Series (Publications) $2 lcsh

 380 ##

$a Monographic series $2 lcsh

 380 ##

$a Multipart monograph


 For series-like phrases, use:
 EXAMPLE
 380 ##

$a Series-like phrase



DCM Z1

Note: a number of series-related sections were updated merely to change AACR2 language to RDA language (and references). These are not noted below.

Introduction: Series Authority Records (Introd. p.4-5) .   Language updated; New text added about not mixing FRBR levels. [Note: included below is the entire text of this section, not just the updates]

LC series practice:  As of June 1, 2006, LC does not create or update SARs.

PCC series practice:  Transcription of the series statement is mandatory if applicable.  Searching for series authority records, tracing the series, and the creation and maintenance of series authority records are optional.

Creation of series authority records is optional for PCC libraries, but any series that is traced in a PCC bibliographic record (8XX field<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=mabibl800DASH840SPACESeriesSPACEAddedSPACEEntriesDASHGeneralSPACEInformation&hash=800DASH840SPACESeriesSPACEAddedSPACEEntriesDASHGeneralSPACEInformation&fq=coreresources%7Ctrue>) must be supported by a series authority record.  For record-keeping purposes, it is recommended that series authority records be created whenever a PCC library decides to class together an analyzed numbered series or multipart monograph, whether or not the series is traced in bibliographic records.

A series-like phrase record also can be made to record information of general interest or application, e.g., the 1XX<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth1XX&hash=1XX&fq=coreresources%7Ctrue> in the record is an imprint rather than a title.

A series authority record has the following basic contents: 1) type of series code<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth008SLASH12&hash=008SLASH12&fq=coreresources%7Ctrue> (i.e., monographic series, analyzable multipart item, a serial other than a monographic series, series-like phrase), 2) form of authorized access point, 3) series treatment (classification<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth646&hash=646&fq=coreresources%7Ctrue>, analysis<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth644&hash=644&fq=coreresources%7Ctrue>, and tracing<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth645&hash=645&fq=coreresources%7Ctrue>), 4) series numbering<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth642&hash=642&fq=coreresources%7Ctrue>, 5) an LC call number<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth050&hash=050&fq=coreresources%7Ctrue>, if classified as a collection, 6) place of publication and publisher/issuing body<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth643&hash=643&fq=coreresources%7Ctrue>, 7) the source(s)<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth670&hash=670&fq=coreresources%7Ctrue> on which the form of series authorized access point is based, 8) cross references leading to the authorized access point from variant forms<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth400&hash=400&fq=coreresources%7Ctrue> and from/to related authorized access points.  Additional information may be recorded in fixed fields<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth008&hash=008&fq=coreresources%7Ctrue> and in note<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue> areas of the authority record.  Control data and content designation are also included for proper identification and manipulation of data.

Until 1983, series authority records created at LC, for the most part, reflected solely LC holdings and practices.  However, now the authority file is a national authority file, and LC catalogers do not consult, create or update SARs.  SARs in the national authority file now serve primarily to accommodate the holdings and practices of other institutions.

Series treatment information reflects institution-specific decisions.  Therefore, the fields containing series treatment information require the identification of institution(s) following that practice.  Also, series treatment decisions in an institution can change; so, certain series treatment fields provide the means for indicating variations in practice within an institution.

In August, 2008, the PCC Steering Committee approved a recommendation to allow the creation of post-cataloging series authority records.  The intent is to allow libraries to do series authority control after cataloging without the piece in hand when authority control was not done at the time of cataloging.  When a title is first cataloged, the series statement in the bibliographic record is formulated while examining the piece.  Post-cataloging authority records are created based on that series statement by catalogers who are fully trained and authorized to contribute series authorities.  The authority file must be consulted at that time to prevent conflicts, add qualifiers, etc.  It is recognized that SARs created post-cataloging may lack some references, so they are to be coded as preliminary records<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=dcmz1dcmUNDERSCOREz1UNDERSCORE403&hash=dcmUNDERSCOREz1UNDERSCORE403&fq=coreresources%7Ctrue>.  They must also have a nonpublic general note<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=dcmz1667&hash=667&fq=coreresources%7Ctrue> indicating their origins.  The authorized form is then added as a series tracing to the bibliographic record.

Series authority records may be for works or expressions.  Catalogers should do their best not to mix FRBR entities on the same series authority record.  Elements that are specifically expression-related should not be added into work authority records and work-related elements should not be added into expression authority records.  For example, since form of work (380 field) is a work element, it should not be added to a series authority records that represents an expression of a work (e.g., an English translation).

Use judgment in deciding whether to also record any attribute used as a qualifier in an authorized access point as a separate element (using MARC 21 046 and 3XX fields) and whether to record additional identifying elements (those not needed for differentiation) as separate elements.
When recording attributes as separate elements, prefer to use terms from controlled vocabularies.

Introduction: Should an SAR be made? (Introd. p. 7-8). Language updated.


Series authority records should not be made for the following categories:

(1) a republication that does not include the original series statement (see "Republications" section of 64X Series Treatment -- General Information);

(2) generally, a periodical (includes several separate articles by several contributors, frequency of publication more often than annual, and usually has both numeric and chronological designations) even if the issue in hand consists of a single contribution (e.g., a festschrift, proceedings of a conference) or may have a special title giving the overall theme of the issue. A SAR should however be created in cases where a PCC monographic record is being created for a single issue of the periodical, and an authorized access point for the series is needed;

(3) a hardcover (sometimes even softcover) edition of a selected issue of a periodical;

Several publishers (e.g., Haworth Press, Pergamon Press) publish separate editions, with special titles, of selected issues of their periodicals.  These editions are published in addition to the unbound issues received by subscribers.

Do not consider such a separate edition to be an integral part of the periodical; do not prepare an SAR.  Make a separate bibliographic record for it.  Add a note explaining its relationship to the periodical, e.g., "Published also as v. 15, no. 2 of the Journal of children in contemporary society."  Optionally, give a related work authorized access point for the periodical on the bibliographic record (cf. RDA 25.1.1.3).

It is not always clear, especially at CIP galley stage, whether the item in hand is an integral part of the periodical or a separate edition.  Some publishers make clear statements, e.g., saying the title "has also been published as [title of journal], v. _____, no. ____."  Others make ambiguous or misleading statements, e.g., saying that the edition is "Published as a special issue of the journal _____________, v. _____, no. _____ and supplied to subscribers as part of their normal subscription."  The latter statement seems to indicate that the volume in hand is the only one issued and constitutes an integral part of the periodical.  If the information given in the item is ambiguous, check the issue of the periodical or contact the publisher.
Introduction: How many SARs should be made? Sections 1-7 (Introd. p. 8-11) has updated references to RDA and LC-PCC PS; #3 updated about vols. in a series published separately in the same language by different publishers.


Because the entities represented by series authority records offer limitless possibilities for variation and change, it is sometimes difficult to determine how many authority records should exist.

(1)          How many authority records are made if the title or the series-like phrase changes?



Is the change in the series-like phrase or in the title proper of the monographic series/other serial  a major change or a minor change?  (Consult RDA 2.3.2.13 and associated LC-PCC PS.)  If it is a major change, make a new SAR. If it is a minor change, give a 670 citation and a 4XX reference for the different form.



Is a separate SAR made when the title of a multipart item changes?  No; give the other title proper as a 4XX reference.



(2)          How many authority records are made if the volumes of a monographic series are in different languages?  Consult LC-PCC PS 6.27 and LC-PCC PS 24.6, Section I, One or Several Series Access Point, Language editions.



(3)          How many authority records are made if the same volumes in a series are published separately in the same language by publishers in different countries (e.g., a publisher in the U.S. and a publisher in England)?  Create one SAR if the volumes in the series are published separately in the same language by multiple publishers in different countries, but constitute the same expression of the work, and there is a consistent correspondence in the numbering of parts.



(4)          How many authority records are made if the volumes of a monographic series switch from having numbers to lacking numbers and vice versa?  Consult LC-PCC PS 6.27 and LC-PCC PS 24.6, Section I, One or Several Series Access Point, Changes in numbering.



(5)          How many authority records are made for main series and subseries?  Consult LC-PCC PS 6.1.3.2, LC-PCC PS 6.27, and LC-PCC PS 24.6, Section H, Main Series and Subseries.



(6)          Has there been a change in responsibility (i.e., different person/body, body's name changes, uniform title changes)?  Consult RDA 6.1.3 and associated LC-PCC PSs at 6.1.3.1 and 6.1.3.2.



(7)          When reestablishing a series, is the apparent difference between the "earlier" form of title and the current title due to different transcription practices?  If so, make only one SAR.  Optionally, give the "earlier" form as a 4XX/667 old catalog heading (see 4XX See From Tracings).

Possibilities include the following:

(a) A change in the ALA/LC policy for romanization or word division results in a different title.

130 #0 $a Makedonik— vivlioth—çk—

430 #0 $w nna $a Makedonik— vivlioth—k—

(b) The title is in a language containing a symbol or numeral that under earlier rules was replaced by the corresponding word or words.

130 #0 $a Soldatenschicksale des 20. Jahrhunderts als Geschichtsquellen

430 #0 $w nna $a Soldatenschicksale des zwanzigsten Jahrhunderts als Geschichtsquellen

(c) The title of the series was transcribed in truncated form under previous rules.

130 #0 $a Occasional papers of the California Academy of Sciences

410 2# $w $nnaa $a California Academy of Sciences, San Francisco. $t Occasional papers

(d) The series title consists solely of the name of a corporate body and the same form of the same series was under earlier rules considered to lack a title.

130 #0 $a Centre de recherches d'histoire ancienne (Series)

410 2# $w nnaa $a Centre de recherches d'histoire ancienne. $t Publication

(pre-AACR 2 form of heading:  Centre de recherches d'histoire ancienne.  [Publication])

(e) Evidence indicates that a word such as Bibliotheca, Collection, Edice was always present as the first word of the title but was not considered to constitute a part of the title proper.

(8)          How many series-like phrase SARs are made for the same phrase used by different bodies? There should be only one SAR.

No Existing SAR for Series-Like Phrase

If the authorized or variant access point for an undifferentiated phrase record would conflict with the access point for another entity, add the qualifier "(Series-like phrase)".

If the authorized or variant access point for an undifferentitated phrase record would consist of a combination of letters that is the same as an acronym/initialism or name of a corporate body, add the qualifier "(Series-like phrase)."

In non-conflict situations, variant access points may optionally be qualified by "(Series-like phrase)" or another qualifier if considered helpful for identifying the series-like phrase.

Give the 643 field as "Various places : various publishers."  Do not give a 667 for publisher variations.
Include the following 667 field: "Undifferentiated phrase record:  Covers all instances when this character

Existing SAR for Series-Like Phrase

If a SAR already exists, use it as an undifferentiated phrase record; delete from the existing authorized access point any qualifier.  If the resulting phrase conflicts with the authorized access point for another entity, add the qualifier "(Series like-phrase)."

If more than one SAR is found to exist for a series-like phrase, consolidate the authority records.  If the resulting phrase already conflicts with the authorized access point for another entity, add the qualifier "(Series-like phrase)."

64X Series Treatment- General Information. Updated.  PCC participants may now add AAPs for any series, regardless of when the SAR was created, even if the LC decision given in the SAR was not to trace [only the section of 64X dealing with this is reproduced below]


Existing SARs and non-LC analytic records

SARs with an LC decision not to analyze and, therefore, not to trace represent only LC's pre-June 1, 2006 local decision.  Such an LC decision does not prohibit another library from analyzing and tracing.  It is not necessary to modify such SARs to add PCC tracing policy if it is not present.  Analytic records (either full or core) may be coded as PCC records if the series are traced.



SARs created before Sept. 1, 1989, with an LC decision to analyze in full but not to trace may also be modified by PCC participants to include PCC tracing policy.



SARs created between September 1989 and mid-November 1998 (when "DPCC" code began to be added to new SARs) may be modified to add PCC tracing policy.  Add a new 645 field with the value "t." Do not change the original 645 field.

643 Series Place and Publisher/Issuing Body. Updated.  When more than 2 changes in publisher, cataloger may either give all the changes in separate 643 fields or use only one 643 field belonging to the volume cited in the first 670 field and give a 667 note.


LC series practice:  As of June 1, 2006, LC does not create or update SARs.



PCC series practice:  Transcription of the series statement is mandatory if applicable.  Searching for series authority records, tracing the series, and the creation and maintenance of series authority records are optional.



Give the information in the 643 field as found in subfields $a and $b of the 260/264 field of the bibliographic record for the analytic (or, in situations when there will not be an analytic, the way it would be found if an analytic existed).  If you are using "cut and paste" or an automated authority generation program, it isn't necessary in the 643 field to delete an address or brackets included from the 260/264 field.  However, do not use the form from 260 $b if AACR2 1.4D4 was applied to shorten the name given in 260 $b.



Generally, ignore changes of place if there is no change in publisher.



When recording the place of origin of the work, use field 370.



If the difference in publishers represents alternate rather than successive publishers, give each publisher in its own 643, using "some issues" in subfield $d in each 643 field.



If there are more than two changes of publisher, either give all of the changes in separate 643 fields or use only one 643 field belonging to the volume cited in the first 670 field and give a 667 note.  (See DCM Z1 667 section "SARs.")



Generally, use "some issues" when a subfield $d is needed for unnumbered series or multipart items unless a span of dates is readily available.



Give "643 $a Various places $b various publishers" as the 643 field for an undifferentiated phrase record. (See DCM Z1 Introduction for more information about these records.)



When reestablishing a series, generally ignore changes in place or publisher occurring previous to AACR2.  If there is information (e.g., from analytic records or from item in hand) that the place and/or publisher for some or all of the analytics is different from that of item being cited in the 670 field, record in the 643 field only the place and the publisher of that item.  Record the designation of that item in the subfield $d of the 643.



When creating an SAR for a republication only, indicate the type of republication in subfield $d.  Use "photo-offset reprint" for a photoreproduction; for other republications use an appropriate term, e.g., "microfilm," "large-print edition."  Do not include a 643 field for the producer of the republication if the SAR covers both the original and one or more republications.  Do not add additional 643 fields for other types of republications cataloged later.  (See DCM Z1 64X section "Republications" for more information.)

667 Nonpublic General Note. Sections on (3) Notes on the publisher/issuing body” made more flexible; (5) on series-like phrases. Addition of 2nd 667 note “Give as a quoted note” is no longer mandatory, but cataloger’s judgment. [Only these sections are reproduced below]

(3)  Notes on the publisher/issuing body:
When there are more than two changes of publisher or when there have been more than two different consecutive bodies both issuing and publishing the publication, give all of the changes in separate 643 fields or use only one 643 field<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth643&hash=643&fq=coreresources%7Ctrue> and give an explanation in a 667 field<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>.  The explanation should be as specific as is appropriate for the situation.
667<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>    $a Imprint varies
667<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>    $a Publisher varies
667<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>    $a Published by various offices of the Division of Education
667<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>    $a Issued by various agencies of the West German government, e.g., Presse- und Informationsamt, Bundesministerium der Justiz, Bundesministerium für Forschung und Technologie

(5)  Notes on the handling of series-like phrase:
667<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>    $a Do not give as a quoted note.
667<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>    $a Give as a quoted note.
667<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>    $a Give as a quoted note if [name of publisher] is not present in the publication, distribution, etc. area of the bibliographic record.
[for phrase that combines name of publisher and a generic term]
667<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>    $a Is an imprint, not a series. Record in publication, distribution, etc. area of the bibliographic record.
[for imprint that could be construed to be title, e.g., Metropolitan Books]
667<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>    $a Give as a quoted note, including the number, e.g., AAI no. 85-41.
667<http://desktop.loc.gov/search?view=document&doc_action=setdoc&doc_keytype=foliodestination&doc_key=maauth667&hash=667&fq=coreresources%7Ctrue>    $a Give as other title information in the title and statement of responsibility area of the bibliographic record.