Guidelines for Series Checking and Verification Procedures for Non-DLC Copy Cataloguing

The following guidelines cover the streamlined series authority work procedures for copy cataloguing other than DLC cataloguing.  These procedures apply to member-input LC, (D)LC-other, and OCLC-member copy (including UKM).

If the series does not yet appear in your bib record:  See below, section B.6, "No series statement in your record."

B.    Special situations and problems:

If you suspect a problem -- or if you need to add the series statement to your bib record -- you should search further, in the Voyager and OCLC bib files as indicated below.  In Voyager, use, as appropriate, the "Staff Title Headings Search" and/or "Staff Name/Title Headings Search."  In some cases (for example, checking numbering patterns or searching for a possible multivolume monograph or serial), it may also be helpful to use the "Title<" search.

Watch for conflicts in both catalogued and uncatalogued records.

Consult with your trainer or Jeannette if you have any questions or if you think that a 1xx series heading form needs to be changed.

Examples of potential problems:

1. Personal author series:

   If a work includes a personal author series, whether indexed or unindexed (e.g., Works of Mark Twain):  Search the Voyager bib 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, multivolume bibliographic record.  Be sure to search all variants of the title in the piece as well as any variant 8xx $t subfield.  If you find a bibliographic record for a monographic set, consult with Olga or your trainer.

2. Serial records:

   If, in searching the Voyager bib file, you find a serial record for the title you are searching, consult with Olga or your trainer before proceeding further.

   If you have not found a series in either of the authority files, you may encounter one or more of the following types of problems:

3. Conflicting forms of series title in your piece:

   If you find more than one form of series title in your piece:  Search the Voyager bib file for possible conflicts before accepting the form in your bib record.

4. Possible conflict between presence and absence of qualifier or between different qualifiers:

   If your series may or may not be qualified, or if it could be qualified in more than one way (e.g., by place or by publisher):  Search the Voyager bib file for possible conflicts before accepting the form in your bib record.

5. Bib record with new series classed together (all in one call number):

   If the library inputting the bib record has treated the series as a classed-together (all-in-one-call-number) series:  Search the Voyager bib file under both title and call number for possible conflicts before deciding whether to accept the call number in your bib record.

6. No series statement in your record:

   If you need to add a series statement (or quoted note) to your record, you need to do full AACR2 authority work.  Search both the Voyager bib file and the OCLC bib file, noting variant forms.  Consult with Rebecca or Jeannette if you have any questions about the form of series to establish.

C.    Authority records:

General policy:

Series authority records need to be downloaded into Voyager or edited in Voyager only to provide useful cross-references or call numbers or to clarify problems that have been resolved.  Downloading other series authority records into Voyager is optional.

General procedures:

If you:

• Find any variant form that would file significantly differently in Voyager from the series heading and is not covered by a cross-reference

  or

• Do extra research to resolve a problem and want to keep a record of your findings to clarify the problem in future

  or

• Need to verify volume caption information for a classed-together (all-in-one-call-number) series because it is missing from a Voyager or LC/NACO authority record

  or

• Set up a new classed-together (all-in-one-call-number) series

  or

• Decide after doing research that a statement should be presented as a 500 quoted note or that, for other reasons, it should not be treated as a series:

1. If a Voyager authority record exists for the series:  Search the LC/NACO file for any updated information.
   • If no changes have been made in the LC/NACO record:

     Edit the Voyager authority record.  Add, in the appropriate fields:

     • Call number  (050, with 2nd indicator 4)
     • Call number caption  (050, at end).
     • Cross-reference(s)  (4xx)
     • Problem-solving information  (generally 667, 670, or 690)

     Be sure to add "$5 HT" to the end of each added or edited field.  When only part of a field has been edited locally, specify the edited portion in a 690 note.

     Please note:  If you think that the 1xx field should be changed, consult with Rebecca or Jeannette.

   • If any changes have been made in the LC/NACO record:
     • If there is no local information in the Voyager authority record (i.e., no 040 $d LRU and no fields that include $5 HT):

       Replace the authority record in Voyager.

       If any additional information needs to be added:  Follow the editing instructions above.

       For further information on replacing authority records, see "Authority Record Importing from OCLC:  Voyager replace (overlay)."

     • If there is local information in the Voyager authority record (as indicated by 040 $d LRU and/or fields that include $5 HT):  Print out both the LC/NACO version and the Voyager version of the authority record; take them to Jeannette.

2. If only an LC/NACO authority record exists for the series:
   • Download (import) the authority record into Voyager.

   • If any additional information needs to be added:  Follow the editing instructions above.

   For further information on downloading authority records, see "Authority Record Importing from OCLC."

3. If no online authority record exists for the series or series-like phrase:
   • Create a series authority record in Voyager using the authority-record creation macro.

   • Edit this record as necessary.  The subfield "$5 HT" is needed only at the end of any 050 4 call number field.

   For further information on creating authority records, see "Authority Record Creation in Voyager."

19 February 1993;  Rev. 22 July 1997, 8 April 2003, 25 April 2007

HTML document last reviewed:  15 January 2008