Standard Cataloging Procedures - Cataloging Serials, Series, Multi-Part Works & Applying Analytics

Standard Cataloging Procedures - Cataloging Serials, Series, Multi-Part Works & Applying Analytics

Standard Cataloging Procedures

The Standard Cataloging Procedures (SCP) articles and video tutorials (below) are meant to be a guide for cataloging practices in the Montana Shared Catalog library consortium. For more explanation of the topics covered herein, please refer to the Help menu in WorkFlows (F1), or contact the MSC staff or your cataloging mentor.

The SCP was last revised by the MSC Content Management Committee (CMC) in September 2018.

7. Cataloging serials, series, multi-part works & applying analytics

Determining whether your item is a serial, series or multi-part work can be difficult. Definitions are fluid and rely on cataloger’s judgment. Call number analytics are used when an item is a part of what is described in the bibliographic record to which it is attached. This is referred to as “analyzing”, thus the term analytics. Call number analytics tell the system and users which specific part(s) of a series you own. 

Call number analytics are entered in the subfield |Z of the call number. The use of a separate subfield for this information enables Workflows to accurately sort items and allows staff and patrons to place holds on individual items. Workflows will recognize specific characters in call numbers to automatically insert a subfield |Z. For example, |Z will automatically insert if one adds V. space to a call number. Workflows requires a space be entered after the alpha character in order to do a proper sort. If an analytic does not include a system recognized character, you will need to manually input the subfield |Z code. For example, when adding a year to an item on a serial record, manually key in |Z2011 rather than simply entering 2011.

Spacing, punctuation, and abbreviations matter when using subfield |Z. Inconsistency negatively affects everyone in the catalog. Correctly formatted subfield |Z allows readable displays and accurate sorting.

Incorrectly formatted |Z causes patron confusion and makes it exceedingly difficult for patrons and librarians to choose and place holds on the exact item they want.

Serials, series and multi-part works will not always require call number analytics, and sometimes call number analytics will need to be used for other types of titles. You must pay particular attention when cataloging AV titles like DVD series and manga titles. When cataloging items that use analytics, check to see what other libraries have done and use the same format unless it does not follow the rules outlined here. If the format does not match MSC standards, please contact MSC staff so they may correct the analytics. 

Before reading the other sub-sections in section 7, please use the flow chart in 7.0.1 to determine which sort of item you have. Once you know what you have, use the corresponding sub-sections to determine how to select the appropriate bib record and how to assign call number analytics if necessary. Special considerations for AV items are covered in section 7.6

Remember to keep the needs of the user in mind.
7.0.1 Whether to Assign Call Number Analytics flow chart

7.1 Serials

Serial records describe an entire run of a publication over time, but libraries create separate item records for each volume, or a part of the bib record. For example, Frommer’s Guide to Alaska, which comes out annually, attached to a serial record, would use call number analytics to tell patrons which specific year your library owns.

7.1.1 Entering Individual Issues of Periodicals into the MSC

Use this process if your library does not use the Serial Control Module

To enter an individual periodical, search for a serial record in the Montana Shared Catalog. If a record does not exist, a record must be imported from OCLC using SmartPort (see section 3.3). The process is the same as it is for importing other records. 

An easy method to search for serial records in the MSC (at least the first time):
  1. Select Periodical Title for the Index search.
  2. Set the Library default to MSLA-MAIN, FCL-MAIN or BOZEMAN (these libraries have established serial records for many of the most common serials). IF you do not find a serial control record at one of these libraries, search ALL libraries before importing a new record.
  3. There may still be several titles to select from the list. View the holdings to see if multiple holdings have been added by other libraries. This should be the current serial record.
  4. Go to Modify record > Add call number 
  5. Create a call number using the methods listed below. In general, the call number will have two parts: for part 1, you may wish to call it Magazine, Mag, or nothing at all; for part 2, add the date using the rules listed below. Do not add extra spaces or punctuation in the call number. 
  6. IMPORTANT: use the class scheme of Dewey unless your library uses another class scheme. 
  7. REMINDER: you must still search ALL libraries before importing a new serial record.
Advantages for using this method
  1. All holdings will be on one record instead of many.
  2. Holdings records will be in order first by year, then alphabetical by month (FEB will file before JAN, JAN before NOV), and one year can be seen at a glance.
  3. This keeps bibliographic records to a minimum.
  4. No clean-up is needed for entries in the future.
  5. Discarding of issues will be simpler and complete.
  6. After adding a holding, you will be able to search for the serial record under your own library designation.
Call number date rules for periodicals and annuals
You must manually add |Z in front of any date below. The character before the “Z” is called a “pipe.” It can be inserted by holding down Shift and the key above ENTER.
  1. Annual publications on a serial record should contain the year in subfield |Z. These include travel guides like Frommer’s and Fodor’s, as well as almanacs and record books. The format should be: CALLNUM|ZYEAR. Enter four digits to signify the year. Do not use Roman numerals.
                  EXAMPLE: 915.1 FODORS|Z2012
  1. If a span of years is indicated, enter one four-digit year separated by a slash, then input the ending year using only two digits.

                  EXAMPLE: |Z2011/12
  1. Abbreviate months and seasons (with the exception of FALL, do not use AUT) to their first three letters; capitalize.
                  EXAMPLES:
                  JAN, FEB, MAR, APR, MAY, JUN, JUL, AUG, SEP, OCT, NOV, DEC
                  WIN, SPR, SUM, FALL
                  |Z2011 MAR
                  |Z2012 DEC 25
                  |Z2000 SUM
                  |Z2011 JAN/APR
                  |Z2010/2011 DEC/JAN 28/4
  1. Enter a slash between dates for multiple issues combined into one issue.
                  EXAMPLE: |Z2011 Oct 17/24
  1. Enter a slash to separate combined months or seasons.
                  EXAMPLES:
                  |Z2009 JUN/JUL
                  |Z1998 FALL/WIN
  1. Enter month or season analytics in one of the following formats:
                  SEP 2011        enter as    |Z2011 SEP
                  SEP, 2011        enter as    |Z2011 SEP
                  FALL 2011        enter as    |Z2011 FALL
                  FALL, 2011      enter as    |Z2011 FALL
                  SEP/OCT 2011            enter as    |Z2011 SEP/OCT
                  SEP/OCT, 2011            enter as    |Z2011 SEP/OCT
  1. Serial records that have multiple volumes per year, such as the Montana Code Annotated, should be entered as: CALLNUM|Z2011 V. 1.
                  EXAMPLE: 342.786 MONTANA|Z2013 V. 5

7.1.2 Using the Serials Module

SirsiDynix Symphony Workflows does include a Serials Module, which allows libraries to create periodical predictions and manage higher volumes of periodicals within the system. If your library manages a lot of periodicals and you are interested in using this module, Contact MSC staff to arrange for special training.

7.2 Multi-part works

Multi-part works are those titles that have been published in separate volumes, usually all at one time. Publication year may be part of the base call number for multi-volume works, such as encyclopedias, and should not be included in subfield |Z. Contact your mentor for guidance in identifying if this is the case. 
            EXAMPLE: 030 WORLD 2012|ZV. 14

7.3 Initial/terminal date work

Initial/terminal date works are those collections or multi-part works that are not true continuing resources (serials) but are issued over more than one year. In the MSC this designation is used primarily for manga titles but also for other titles, which appear to be the same as serials but often have a shorter date range of publication in that they are not intended to be issued indefinitely.

Initial/terminal date works can be identified by the “m” in the 6th position of the fixed field. They also need to have the initial date of publication for the first volume in the Date1 field and the terminal date of the last volume in the Date2 field. If the work is still being published it is permissible to have “9999” as the terminal date but this date must be updated once publication of the series has ceased.

All volumes of the titles should be on the same bib and analytics should be applied, as follows:

            EXAMPLES:
            Title:         Chibi Vampire
            Dat_Tp m
            Date1 2003
            Date2 2010
            Call No: KAGESAKI|ZV. 14

            Title:         Fruits Basket
            Dat_Tp m
            Date1 1998
            Date2 2006
            Call No: TAKAYA|ZV. 22

These fixed field elements appear in the leader, or 008 field, as pictured below. The top image is the collapsed view and bottom is the expanded view. It is easier to edit the Date2 field if you are viewing the fixed fields in the expanded view.
Fixed field elements in the 008 field and then in the leader of the record

7.4 Local usage analytics

In many cases analytics need to be applied for specific purposes in your library even though your item is not a serial, series or multi-part work. This is most likely to happen if you have several items that need to be searchable all together but individually placed on hold. 
            EXAMPLE:
            Title:      Life jacket
            Call No: YELLOW/BLUE ADULT|ZLARGE
            Call No: RED/YELLOW INFANT|ZSMALL

By entering the call numbers in this way it is possible for staff or patrons to place a hold on just one of the call numbers on the title. This method is also useful for certain types of AV materials (see section 7.6).

7.5 Series

The MSC does not recommend applying analytics for series in the same way that it does for serials or multi-part works. Instead, linking books within a series can be handled by using the series statement 490 and the 800/830 tags (see section 6.4). These titles should be on their own bib records and call number analytics should not be applied; however the series information can still be included in the call number. To aid patrons in finding the next book in the series, consider assigning call numbers as outlined below.

7.5.1 Monographic series

Monographic series are those series where there is no series title featured on the title page or the individual item’s title is clearly of greater importance than the series title, but the item is still obviously part of a larger series. Examples of monographic series include the Harry Potter and Stephanie Plum novels. These items belong on their own bib records and analytics should not be applied. Series information can be included in the call number as shown in the example.
            EXAMPLE:
            Title: Harry Potter and the Prisoner of Azkaban
            Call No: J ROWLING #3

7.5.2 True series

True series are items where the series title and individual titles are both featured on the title page and it may be hard to determine whether the individual title or series titles is preferred. These titles may or may not have a series number officially assigned. With true series it is important that staff and patrons can easily search by both the series title and the book’s individual title. The preferred way to handle these items in the MSC is to have each of the individual titles on its own record and to not apply call number analytics. Series information can be included in the record as shown in the example.
            EXAMPLE:
            Title: Amulet. Book 6. Escape from Lucien
            245 Amulet. |n Book six, |p Escape from Lucien
            246 Escape from Lucien
            490 Amulet ; |v book six
            Call No: J KIBUSHI #6

7.6 Special consideration for AV series titles 

Because MSC libraries handle and circulate AV items differently each MSC library can decide how to handle assigning call numbers. Some examples are discussed below. 

Books on CD/Cassette 

In most instances, audiobooks on CD are circulated as one item, even if there are 30 or more CDs in the case. There are those rare instances where a book on CD may have too many CDs to fit in one case. If your library has to split audiobooks into volumes because of case size limitations, use the rules for Local Usage Analytics or Multi-part works (see sections 7.4 and 7.2).

Music CDs

Occasionally, music CD compilations are issued in multiple volumes. For these items use the rules for Multi-part works (see section 7.2).

TV Series on DVD/VHS

Though most TV series are released over multiple seasons they are generally cataloged by season and not by the whole title (e.g. X-Files. The complete fourth season.). For this reason, TV series are not cataloged like serials but instead should be dealt with in one of two ways based on circulation: 
1. If your library circulates all discs for an entire season together, do not apply analytics and assign call numbers as traditional monographs, or indicate the season number in the same manner as a True Series (see section 7.5.2). 
                  EXAMPLE: Call No:    DVD XFILES #4
2. If your library circulates each disc of a season separately, apply analytics as Local Usage Analytics (see section 7.4), where each case is assigned a volume number. This will allow patrons to place holds on individual discs in the season, saving staff time and avoiding copy-level holds.
                  EXAMPLE: Call No.:    DVD XFILES|ZV. 2. 

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