Scope: AACR2 defines a serial as "a continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion." For more explanation, see CONSER Cataloging manual, Module 2.
Contact: Sarah Ross
Unit: Cataloging
Date last updated: 09/07/07
Date of next review: September 2008
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- Criteria for determining whether a publication is a serial
- Special cases
- Procedures (LTS Olin)
A. Criteria for determining whether a publication is a serial
- It has a designation--numbering and/or date--that will distinguish it from any other issue (usually in a prominent position but can also be in the preface or other internal location). This is crucial--there is no way a publication can be treated as a serial if it does not have an individual designation.
- If its designation is only a date, it has an indication (such as the word "annual") that it will continue to be published.
- There is catalog copy for it as a serial. (However, CONSER policy is that institutions may set individual policy concerning serial vs. monograph treatment).
- It seems to be related to (i.e., is a title change from) an already-cataloged serial.
B. Special cases
1. Conferences
- CONSER/LC guidelines treat conferences as monographs unless there have been several with the same name and title. Cornell practice is to look for evidence that the conference is ongoing, such as the word "annual" and has a generic title such as "Proceedings ...", and if such evidence exists, catalog the conference as a serial. Information can be gathered from the chief source or from the preliminary pages.
- Even if there have been several conferences with the same conference name, we will not recatalog them as a serial unless the title proper is stable as well. With the broadening of the AACR2 definition of minor title changes, it has recently been easier to consider titles stable.
- By longstanding custom, and at the request of the science libraries, certain major scientific conferences, which could be considered serials, are cataloged as monographs. Consult with the supervisor of the Serials Management Unit or the science cataloger on a case-by-case basis regarding any changes in their treatment.
2. Series vs. serial treatment
- If Cornell has established a title as a series, we will not recatalog it as a serial simply because another institution has cataloged it as a serial. However, if the series title is distinctive and all volumes are on the same subject and held by the same library, we will consult with the selector and consider recataloging it as a serial.
- Some exceptions to this policy are recorded on the authority records for conferences.
- Cornell no longer partially analyzes serials. There are no exceptions to this policy.
- If a selector has ordered a single issue of a serial because it deals with a special topic, that issue may be cataloged as a monograph in order to provide subject analysis. In some cases, the "serial" title may be treated as a series in a 4xx field; in other cases, it may be more convenient to give the serial information in a quoted note and provide access to the serial in a 730 field. There is room for judgment in this decision. If the serial title is very general in nature (e.g. a travel magazine) and the article the selector is targeting is only a portion of the issue, it may be better to use the serial record, make a note on the serial bib record about the article of interest, in order to provide keyword accessibility, and forego subject analysis. Be pragamatic.
- Offprints and reprints of individual articles from a serial, or an article torn out of a serial, are considered duplicates if CUL already has the issue of the serial in question. Such articles should be returned to the selector. In rare cases, a selector may insist on keeping the individual article. The article is then cataloged as a monograph (usually "caption title" or "cover title") and the offprint/reprint information is given in a quoted note (e.g. "Reprinted from The library quarterly, vol. XXXV, no. 4, October 1965"). It is not usually necessary to create a 730 field for the serial title.
C. Procedures (for LTS Olin)
1. Acquisitions Services
- Publications that are acquired as monographs, but identified on receipt as serials, should be forwarded to the Ordering Unit for serial consideration.
These include:
- New titles which are obviously serials, yet lack a Cornell serials record in Voyager
- Titles about which there are questions or ambiguities as to their seriality
- New receipts which have existing serials check-in records should be checked in as per normal receiving procedures.
- Serials searchers will make a serials decision record for items previously entered as monographs. The book records will be deleted or marked for deletion. The items will then be placed on the review shelves for selector decision.
2. Catalogers
- When catalogers identify items as serials, they cannot just change the format on Voyager and catalog them as serials. Because of continual receipt implications, titles to be cataloged or recataloged as serials must be returned to the Ordering Unit for preliminary serials treatment.
- Place the issues along with all documentation on the shelf labeled "Problems" on the Serials Receiving Unit shelves. Include a problem flyer with your name to facilitate feedback. The phrase "To be cataloged by [your name]" may be added.
