CATALOGING PROCEDURES FOR LATER EDITIONS OF MONOGRAPH TITLES
Revised April 18, 2006
The purpose of this document is to alert catalogers to some cataloging requirements for later editions, to point out some serials control issues associated with some monographs, and to provide procedures for notifying the serials department.
Many monographs in the Law Library are supplemented. The format for the supplementation varies and may include pocket parts, occasional or regularly issued pamphlets, replacement volumes, or in the case of loose-leaf titles, replacement pages. Serials control records are created for any type of supplement that is received, and the control remains active until the title is replaced by a later edition or otherwise closed.
Check for Serials Control record(s) for earlier editions, using the Display Serial Control button. Examine all records, and print out any that say they are ACTIVE.
Note that the record needs to be closed, and put in the Serials Librarian's box.
Closing the Monograph record
When cataloging a new edition of a title, it is important to examine the catalog record for the previous edition. The previous edition's record may have open dates in fixed and imprint fields, and it may have a supplement field in the Marc Holdings that requires editing. If the previous record was a loose-leaf or has open dates, please print and give to Catalog Librarian to close.
Monograph records that are updated with pocket parts or pocket supplements do not reflect the last supplement in the Marc Holdings field. This information should be given in the 525 supplement note.
Example for monograph with pocket parts:
525 Kept up to date by pocket parts through 1997.|5CSt-Law
If the only change needed is in the Marc Holdings field, complete the 867 field by providing the final date of the supplements.
Example for a monograph with cumulative supplements; 2001 is online
866 31 |81|a1 v.
867 31 |86|aLibrary keeps latest year only.
Change to:
866 41 |81|a1 v.
867 41 |86|a2001 (change Enc_lvl indicator to 4)
Example for a monograph for which we keep all supplements, volumes for 1997-2001 are online:
866 31 |81|a1 v.
867 31 |86|a1997-
Change to:
866 41 |81|a1 v.
867 41 |86|a1997-2001 (Change Enc_lvl to 4)
Classification issues
Be sure to check the catalog for earlier editions which the library may own. If the earlier editions have been classified in LC classification, use the earlier number whenever possible. If the number is no longer valid, pull and reclass the earlier editions to reflect current classification. The nature of the automated reclassification project caused some titles to be split into different areas. Whenever possible, we will try to keep the editions together.
If the earlier editions have not been reclassified, add the new classification number to the 050 fields of all old edition records. Provide a printout with the old classification number and give to the cataloging specialist in charge of pulling and relabeling this material.