Procedures for Analytics

General Information

Books in series for which we have standing orders (both monographic series with a finite number of volumes, and ongoing serials), analytics are cataloged exactly like any other book except for the treatment of the series statement, and, for classed-together series, the call number. Because extensive authority work has been done, we need to maintain the consistency absolutely. If the series is not already in Tripod, we need to be sure we are using the "official" form, as found in the LC Name Authority File.

Cataloging Procedures

1. Receive book from Serials Librarian with copy of check-in record showing call number (if classed together), location, form of series tracing and other remarks (plates, cards and pockets, etc.)

2. For books classified separately:

   1. These books are assigned unique call numbers based on their subject matter. They are brought together only by series tracing.
       
   2. The 4xx field in the bibliographic record reflects the series statement (taken from the chief source of information for series--see AACR2) exactly as it appears on the book. If the Tripod series tracing varies in any way (including v. or no.), then an 8xx field is used to trace the series.
       
3. For books classified together:
    
   1. The series statement is treated as above (2b).
       
   2. The call number for these books is all the same. It is important to maintain the consistency of this number. Use the number as it appears on the check-in record and add the enumeration exactly as it appears in the Tripod shelflist for previous volumes in the same series.
       

Multi-volume titles analyzed as part of multi-volume series

This is often confusing because there are two different systems of enumeration occurring simultaneously. It is important to distinguish between the series enumeration and the title enumeration. If a book is being classified-together with a series call number, then that enumeration is reflected in the call number. There should be nothing in the volume field. For classified-separately volumes, you would treat the book just as you would treat any multi-volume work (with the series information being of secondary importance). When creating items for these, remember that you are entering information for that specific title, not for the series. The information in each volume field of the item record should reflect what part of that title the copy or volume represents. You are providing information about that specific title; the series tracing will give the user information about the series itself.

Cross-linking policies

For certain analyzed serials, we cross-link the items between the serial record and the monographic analytic records. These situations include:

1. Serials where only some of the volumes have monographic titles. All volumes will be linked to the serial record, with those volumes having monographic titles cross-linked.
    
2. Analytic serials where many volumes have already been linked to the serial record, and it was decided to begin analyzing recently. Some day we hope to go back and analyze the previous volumes, but in the mean time, we'll just link all volumes to the serial record, and cross-link to the analytical records.
3. If you are not sure whether a series should be analyzed or not, consult the Catalog Librarian.

New series

When a new series is received, the bibliographer decides if he/she wants it classified separately or together. The Catalog Librarian determines the correct call number and form of series tracing.

Unnumbered series

If a series is not enumerated by the publisher, it is highly advisable to classify it separately. However, in the past, there have been instances in which unenumerated series have been classed together. In this case, the volumes are numbered in the order they are received (unless there is some obvious and logical alternative order). We try to avoid doing this!

Locally created series authority records

These are created by the Catalog Librarian, under the following guidelines:

1. If a series has been traced consistently for five to ten volumes or more, we have left it as is, and continued using the same form.
    
2. If a series was not completely consistent, but had been traced in predominantly one way, we established predominant form as correct and continued using it.
    
3. For series with no predominant form, and for new series, we chose series tracing according to the following guidelines:
    
   1. LC use in bibliographic record(s) if available.
       
   2. Form appearing in serials record (master record for series).
       
   3. Form as it appeared on book, qualified if necessary to avoid conflict (for titles) or Author. Title. form if applicable.