Guidelines for Series Checking Procedures
for DLC Cataloguing

The following guidelines cover the streamlined series checking and authority work procedures for DLC cataloguing.  DLC cataloguing, as defined here, includes:  full-level and core-level AACR2 DLC; full-level pre-AACR2 DLC; LC Copycat; and DLC/CIP bib records.

As with DLC cataloguing in general, accept the call number, whether the series is classed separately (CNV) or together (all in one call number).

For additional information about editing fields in DLC records, see also "DLC Editing Guidelines."

A.    General procedures   

(Please note:  For personal author series -- e.g., The complete works of Mark Twain -- first check "Personal author series" below.)

1. Check the series statement (4xx field) of the bib record against the information in the piece.  Check the following subfields when they are present:
   • ‡a (main series title; subseries title in 490 field)
   • ‡n (subseries number or alphabetic designation in 440 field)
   • ‡p (subseries title in 440 field)
   • ‡v (series number -- but the exact form of the caption or designation is not important)

   You do not need to check the ‡x ISSN subfield.

2. If there is a discrepancy in the 4XX transcription, go on to "Discrepancies in the 4XX field" (in part B) to resolve the problem.

3. Check any 8xx series tracing field for obviously typographical errors or errors in tagging, indicator, or subfield coding.  Correct these straightforward problems.

4. If there are no discrepancies in the 4XX transcription, do not examine the authority record to see whether the form is correct.  You may accept the form of series tracing in a 440 or 8xx field.

5. On all DLC copy with a series statement tagged 490 0_:
   • Change the field tag to 490 1_

   • Copy the entire field.

   • Paste as an 830 field -- 830 _0 -- in the appropriate tag position at or near the end of the bib record.

   • Delete any initial article; capitalize first word if not already capitalized.

   E.g.

   DLC record:    490 0_   Series on contemporary educational issues

   Change to:      490 1_     Series on contemporary educational issues

   Copy field; paste as:      830 _0    Series on contemporary educational issues

   E.g.

   DLC record:    490 0_   The University of Illinois at Chicago series on children and youth

   Change to:       490 1_    The University of Illinois at Chicago series on children and youth

   Copy field; paste as:      830 _0    University of Illinois at Chicago series on children and youth

   E.g.

   DLC record:    490 0_   El siglo de la revolución

   Change to:      490 1_     El siglo de la revolución

   Copy field; paste as:      830 _0    Siglo de la revolución

6. If a series appears in your piece that is not in the bib record:  Go on to "Missing 4xx field" in part B.

B.   Special situations and problems

• Personal author series

  The title of a broader collection of works, all by the same person, of which your title forms a part.

  E.g.      The complete works of Mark Twain

  E.g.      The Minnesinger trilogy / Alfred Bearworthy

  If a piece includes a personal author series, whether traced or untraced:  Check the Voyager bibliographic file to verify whether we in fact treat that item as part of an analyzed series -- using multiple bibliographic records -- or as a volume of a monographic set -- using a single, multi-volume bibliographic record.  (See also "Notes on Series Treatment in Cataloguing:  Definitions.")  Be sure to check the title in the piece as well as any variant 8xx ‡t subfield.

  • If you find a bib record for a monographic set or if you have any questions about the appropriate treatment, consult with Bruce or your trainer.

  • If you do not find a bib record for a monographic set, and the DLC copy treats the broader title as an analyzed series, follow the general procedures in part A.

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• Discrepancies in the 4xx field

  If you find any discrepancies between the series information in the piece and the 4xx series statement in the bib record (exclusive of the caption):

  [needs revisions, still to be discussed!]

  1. Edit the 4xx field to match the information in the piece.

  2. Check the Voyager authority file, searching both the edited and unedited forms of the 4xx field, for the series.  If you find an authorised traced form of the series, make sure that the 4xx or an 8xx field, as applicable, matches the 1xx field of the authority record.

  3. If you do not find the series in the Voyager authority file:  Check the LC/NACO authority file in OCLC, searching both the edited and unedited forms of the 4xx field, for the series.  If you find an authorised traced form of the series, make sure that the bib record 4xx or an 8xx field, as applicable, matches the 1xx field of the authority record.

     I.e.

     edited 4xx = 1xx:	tag:  440
     edited 4xx not = 1xx:	tag:  490 1
     	add 8xx to = 1xx if necessary

     (See also "Notes on Series Treatment in Cataloguing:  MARC tagging in the bib record:   Indexing and form.")

  4. If you do not find the series in the Voyager authority file or the LC/NACO authority file, or if there is still any problem, consult with Bruce or your trainer.

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• Missing 4xx field

  If you find a series in the piece that is not included in a 4xx series statement in the bib record:

  1. Check the Voyager authority file for the series.  If you find a record for the series:
     • Add a 490 field based on the series statement in the piece.  Depending on the tracing practice in the authority record, tag as:
       • 490 1 (traced -- authority record 645 code t)
         or
       • 490 0 (untraced -- authority record 645 code n).

       Do not include any parenthetical qualifier in a 490 field.

     • If the series is traced, also add an 8xx field with the traced form, corresponding to the 1xx field of the authority record.

     (See also "Notes on Series Treatment in Cataloguing:  MARC tagging in the bib record:   Indexing and form.")

  2. If you do not find the series in the Voyager authority file:  Check the LC/NACO authority file in OCLC for the series.  If you find a record for the series:
     • Add a 4xx field based on the series statement in the piece.  Depending on the tracing practice indicated in the authority record, tag as:
       • 490 1 (traced -- authority record 645 code t)
         or
       • 490 0 (untraced -- authority record 645 code n).

       Do not include any parenthetical qualifier in a 490 field.

     • If the series is traced, also add an 8xx field with the traced form, corresponding to the 1xx field of the authority record.

     (See also "Notes on Series Treatment in Cataloguing:  MARC tagging in the bib record:   Indexing and form.")

  3. If you do not find the series in the Voyager authority file or the LC/NACO authority file, or if there is any problem, consult with Bruce or your trainer.

HTML document last reviewed:  14 July 2010