LC Series Decision: One Year Later

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LC Series Decision One Year Later

• Windy Lundy
• Colorado Association of Libraries
• Technical Services and Automation Division
• Spring Workshop
• May 24, 2007

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Topics

• LCs decision
• Official responses
• Effects on libraries cataloging
• Libraries options and factors affecting them
• CU Boulders decisions and examples
• A few observations

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LCs Series Decision April 20, 2006Implemented
June 1, 2006

• www.loc.gov/catdir/cpso/series.html
• Cease tracing series and creating/updating series
  authority records
• Create separate records for resources in series
  and assign classed separately call numbers

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What this means

• LC will
• Transcribe series as 4900
• Not create/update series authorities
• Not update series data in their bib records
• No longer classify volumes together for analyzed
  sets or analyzed serial titles
• Create separate records and classify separately
  according to subject of the work
• Create separate bib for each volume of a
  multipart monograph with an analyzable title

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• LC will
• Transcribe comprehensive title in 245 a, volume
  number and dependent title in 245 n and p
• Catalog on a collected set record a multipart
  monograph with numbered volumes but no analyzable
  titles
• Delete duplicate SARs upon request
• Answer questions and train for series NACO
• Write LCRIs governing SARs and tracing practices
• Pass through series treatment on bibs used from
  other sources

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Program for Cooperative Cataloging response
June 9, 2006

• http//www.loc.gov/catdir/pcc/seriesPCC.html
• Respects right of LC to adopt its own local
  policy
• Encourages its participants to continue to create
  SARs
• BIBCO records must trace series according to the
  treatment decisions in the SAR
• Cataloging BIBCO library must create SAR
• PCC series FAQ www.loc.gov/catdir/pcc/bibco/serie
  sfaq.html

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OCLCs responseUpdated June 21, 2006

• www.oclc.org/news/announcements/announcement191.ht
  m
• OCLC record with series traced will retain series
  treatment when DLC record replaces it
• Plans to allow full authorization to enhance
  record by adding, changing, or deleting fields
  440, 490, and 8XX
• Independent in series NACO, OCLC catalogers in
  the CIP Upgrade Unit at Blackwells in NJ will
  create SARs and upgrade DLC records with traced
  series

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Effects on all libraries

• OCLC records may or may not have traced series
• Volumes cataloged and classed separately may not
  sit even close to the volumes already on the
  shelves
• Multiple records, for set and for analytics, may
  be available
• Will need to review and revise Cataloging
  policies and procedures and train staff

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Effects on all libraries

• Lines may become blurred between monographic and
  serial treatment
• May need to revise Acquisitions processes
• May need to train Acquisitions staff to recognize
  candidates for the new treatments
• May affect approval, firm order, and standing
  order processes

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Some options for monographic series

• Continue to trace as before
• Change all 4900s to 440 in local system
• Accept existing series treatment on bibs
• If create SARs, nationally or locally
• Continue as in the past or
• Create for numbered series
• Ignore series-like phrases
• Ignore unnumbered generic-term series
• Create only if cross-references needed

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Some options for classed together/classed
separately issues

• Continue current practice
• Existing classed together/analyzed make the
  change with LC
• Existing classed together/not analyzed class
  separately with LC and others
• For new titles, follow LC for sets and classed
  separate volumes
• Original cataloging, treat as LC would treat

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Factors affecting libraries options

• Do you verify and control series headings at the
  time of cataloging?
• Do you outsource authority control?
• Do you create your own SARs, either as NACO
  participant or locally?
• Are traced series important to your constituents?
• Does your online catalog index all series,
  including 4900s?
• Do you outsource some of your cataloging?

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Other resources for discussion

• Autocat http//listserv.syr.edu/archives/autocat
  .html
• OCLC-Cat http//listserv.oclc.org/archives/oclc-
  cat.html
• Libraries policies on their Web pages
• Plans for ALCTS Web pages on series

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CU Boulders practice

• Trace series according to SARs
• Create and revise SARs
• Change policy regarding set or classed together
  analyzed treatment
• Effects of PromptCat and shelf ready
• Controlling series post-cataloging
• Separate record treatment

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• Preference
• ANALYTIC over Set records
• MONOGRAPHIC over Serial records
• CLASSED SEPARATE over Classed together
• Guidelines
• Set is new to our catalog
• New volume in established set

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Set is new to catalog

• If new set is complete
• If both set and analytic records are available,
  choose the one that provides best access
• If new set incomplete
• Follow LC, if DLC record is available
• Otherwise, use analytic if available
• If needs original cataloging, create separate
  analytic records

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New volume of established set

• Maintain as set
• DLC treats as set
• Set of many volumes is nearing completion
• Set has multiple hierarchies of subsets
• Change to analyzed treatment
• DLC analyzes
• Title is conference proceedings
• Analytic records are batchloaded

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Documenting changes

• Add 599 field in set bib record
• If change from classed tog./not analyzed to
  classed sep./ analyzed
• 599 To see additional individual titles in
  this set and their circulation status, search by
  distinctive title or set title.
• If change from classed tog./analyzed to classed
  sep./analyzed
• 599 To see individual titles in this set and
  their circulation status, search by distinctive
  title or set title.

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Documenting changes

• In SAR for classed together series
• Add 099 9 Class Sep after March 31,
  2007
• Change 646 c 5 CoU d Items cataloged
  before April 1, 2007
• Add 646 s 5 CoU d Items cataloged
  after
• March 31, 2007

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DLC SET RECORD USED
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COMPREHENSIVE TITLE with volumes and dependent
titles
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OCLC MEMBER SET RECORD AVAILABLE
23
DLC ANALYTIC USED
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ANALYTIC WITH COMPREHENSIVE TITLE AND NUMBER
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EXISTING UNANALYZED SET RECORD
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ANALYTIC FOR NEW VOLUME
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Determining factors

• Acquisitions and cataloging staff have been
  vigilant
• PromptCat and shelf-ready processes are driving
  our decisions
• Treatment of volumes received on standing orders
  has not changed classed together, analyzed

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Observations over the past year

• Publishers practices are changing
• The impact of records with 4900 has not been as
  great as anticipated
• The source of SARs is changing as expected
• The sets/analytics issue has been more demanding
  of analysis and hard decisions