2.3.1 Series Authority Training for Copy Catalogers

Bibliographic Records

Series Authority Records

644 Series analysis practice (i.e., how many bibliographic records)

645 Series tracing (indexing) practice

646 Series classification practice (The code specifies whether the volumes in the series are classified as a collection, with the main series, or separately)

643 Series place and publisher/issuing body

The 643 and the 264 of the bibliographic record should match with only minor variations

642 Series numbering

The form in subfield |v of the 8XX field in the bibliographic record and the pattern in the 642 field of the authority record should match exactly. Conversely, the form in the 490 field should record exactly what the item in hand says.

667 notes give more instructions or alternative practice. For example:

667 This title is checked in on a serial record, then titles are sent to cataloging where they should be treated as regular traced, analyzed, classed together series. These do not need to be sent to the serials cataloger.

667 Give as a quoted note if Penguin Books does not appear in the publication, etc. area.

Example #1

Book title page says: Lecture notes in computer science; 150

Series Authority Record

Questions

Is the form in the book and the 130 in the series authority record the same? Is the form in the book and the numbering example listed the same?

Yes

How many records?

f = one for each book in the series; this book should have its own record

Is the access point traced (indexed)?

Yes – then this series statement is transcribed in 490 1_

What is the call number?

The 646 field that is coded with ǂ5 UPB (meaning BYU’s practice) has “c” – this book should use the call number that is listed in the 050

So the bibliographic record would read:

490 1_ Lecture notes in computer science ;|v150

830 _0 Lecture notes in computer science ;|v150.

The call number would be: QA76|b.L42x no.150

Example #2

Book title page reads: Century psychology series; published in New York by Appleton-Century-Crofts

Series Authority Record

Questions

Are the series statement in the book and the 130 in the series authority record the same?

Yes

Are the book and the numbering example listed the same?

No numbering

How many records?

f = one for each, this book should have its own record

Is the access point traced (indexed)?

Yes – then this series statement is transcribed in 490 1_

What is the call number?

s – this series is not classified together; this book should use the 050 on the bibliographic record

So the bibliographic record would read:

490 1_ Century psychology series

830 _0 Century psychology series.

The call number would be: whatever appeared on the bibliographic record

Example #3

Back cover of book reads: A Henry Holt mystery.

Series Authority Record

Questions

Are the series statement in the book and the 130 in the series authority record the same?

Yes.

Note that the series authority record will not include an initial article.

Are the book and the numbering example listed the same?

No numbering

How many records?

f = one for each, this book should have its own record

Is the access point traced (indexed)?

No.

This series statement is transcribed in 490 0_, but there will be no 8XX field.

What is the call number?

s – this series is not classified together. This book should use the 050 on the bibliographic record

The bibliographic record would read:

490:0_ A Henry Holt mystery

Reminders

• Check all series access points, no matter what the tag, in all bibliographic records in WorkFlows and OCLC if necessary. Even if it doesn’t say UNAUTHORIZED every series access point should be checked for accuracy and the series record should be checked for a call number.
• Make sure that there is a series authority record for any series in any bibliographic record and the publisher in the book and on the authority record match.
• SmartPort any records that are not in WorkFlows. Make sure the treatment listed in the authority record is the treatment you apply to your bibliographic record.
• Make sure the tagging is correct.
• Make sure the indicators are correct.
• Make sure the numbering is correct and the |v in the bibliographic record 8XX field matches the pattern in the authority record 642. The pattern in the bibliographic 490 field should be transcribed exactly as it appears in the item.
• Make sure the punctuation is correct.
• Make sure the UNAUTHORIZED disappears if possible.

FAQ

Which call number should I use?

If the record has a c and an 050 call number, use that call number! The series authority record overrides call numbers listed on the bibliographic record.

Which fields in the bibliographic record should I use?

If the series is traced, use 490 1_ and 8XX. If it is untraced, use 490 0_ (with no 8XX).

What forms on the series authority record should I use?

Only authorized forms (meaning those that appear in the 1XX of series authority records) should be used in 8XX fields.

When should I send it on?

• If the series record says it is nnc – then the book is a serial and should be sent directly to the serial cataloger.
• If the special instructions in the 667 tell you to send it on to someone else.
• When you cannot find a series heading in WorkFlows or OCLC that matches the authorized form of the heading.
• When the 643 in an authority record and the 264 of a bibliographic record do not match.
• When you have any questions or are uncertain.

Searching the OCLC Authority File

1. Log on to OCLC as usual
2. Click the Authorities menu, click Browse. then click LC Names and Subjects.
3. Enter the text you want to search for in the Browse for field.
4. Select Titles from the drop-down list.
5. Click OK.
6. Scroll up and down the list as necessary. Use the Page Up and Page Down keys on your keyboard to access previous and next screens.