1. For ISSN, Frequency, and Citation Fields
Simple Serial Updates
For ISSN, Frequency, and Citation Fields

2. Objectives
Learn when & how to enter ISSN if field 022 is not in the serial bibliographic record
Learn when & how to update frequency in serial bibliographic records
Learn about 510 fields that may be deleted (& 510 fields that should be retained)
The scope of the serial editing training today is restricted to ISSN, frequency, and citation fields (510s). On the next slide I’ll list the many items that are out of scope.
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3. Out of Scope for Editing (notify supervisor)
Variant titles (including title changes not requiring a new record)
Title changes requiring a new record
Closing a record that has ceased
Accompanying material notes
Availability in other formats notes
Additional access points and other notes
Serials records are updated for a variety of reasons. The items listed here are not within your authorization, but may require editing of the serial bibliographic record or even a new record by someone who does. Be on the lookout for potential updates of this kind when you examine the issue received, and report them to your supervisor. In case you’re wondering, we would not generally update a record from preAACR2 form to AACR2 form. Additional access points and other notes sometimes have to be made because of changes that occur to the serial. We’ll list some typical changes on the next slide.
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4. Other Changes That May Require Editing (Notify Your Supervisor)
Change in numbering
Change in place of publication
Change in publisher
Change in issuing body
Change in edition statement
New index
Some of these changes may be too minor to warrant even a note, others will require a note, others still may require a separate bibliographic record.
Now let’s move on to what you can change.
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5. ISSN: International Standard Serial Number
ISSN consists of 4 digits each, separated by a hyphen:
ISSN for the serial is entered in field 022: 022 ## $a
022 should be entered in numerical order (by MARC tag)
Only one 022 field per record
ISSN may be printed anywhere on the the issue
You’ve probably all seen enough serials to be familiar enough with ISSNs, but here’s the basic information for the record. Note that the indicators for 022 are blank. In the presentation, I’ll represent blank indicators with the hash mark. One thing to watch out for: you are only supposed to have one 022 field per record, but Voyager will allow you to enter more than one. Be sure you’ve checked the record carefully to make sure a 022 field has not already been entered. Although the 022 field ought to be entered in numerical order, sometimes it isn’t.
<PULL UP AN EXAMPLE FROM ORBIS AND SHOW POSITION OF 022 IN (CORRECT) MARC 21 NUMERICAL ORDER>
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6. Basic ISSN Procedures Verify that there is no 022 on the bib. record
CAUTION! ISSN could be for the series (490/440)
Search the ISSN in Orbis to make sure it hasn’t been assigned to another title
If the number has not been used, insert a 022 field and enter the ISSN
If the number has already been used, consult with your supervisor
<demonstrate an ISSN search>
There are some situations where the same ISSN can be entered in different records, and other situations where the ISSN should NOT be entered in different records, so if you do retrieve a different record, your supervisor needs to take a look at it.
We’ll talk a bit more about the series in the next slide.
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7. ISSN for the Series (4xx)
Be sure your ISSN has not been entered in the 490 or 440 $x subfield instead of field 022
If the ISSN on your item is in 4xx $x, do not insert a 022 in the serial record
If there is a 4xx without an ISSN, consult with your supervisor
<Display a record with a 490 or 440 $x>
The ISSN may be for the series rather than the serial represented by your issue, so if there is a 4xx, check to make sure the ISSN is not there. If there is a series on the record without an ISSN, your supervisor needs to determine whether the ISSN applies to the serial or the series of which the serial is a part.
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8. Inserting a New Field
Click on the gray bar or anywhere within the field immediately before or after where the 022 field is to be inserted
Pressing F3 will add a blank field above
Pressing F4 will add a blank field below
The cursor will be in the first cell of the blank field
Type 022 in the first cell (the tag)
Tab 3 x to place the cursor after $a
Type the ISSN in the form [4 digits]-[4 digits]
<Each trainee should do this on an individual training record> Remind that indicators in 022 are blank.
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9. 040 and Saving to Database
Add $d CtY to the end of 040 unless $d CtY or $d YUS is already at the end.
Do not modify 008 ISSN Centre.
Click on the Sailboat icon.
When the Authority Validation window appears, click on Continue.
Small window with the message The Record Was Successfully Updated will appear.
Click OK. Both windows will disappear and the record will have been saved to the database.
Whenever a bibliographic record is modified, add $d CtY to the 040 field to indicate that it was last updated by Yale. However, you should not have multiple $dCtYs at the end of the 040. YUS is the equivalent to CtY in OCLC.
<compare 040 with CtY in the middle of the 040 string with $dCtY at the end>
There is a fixed field for the ISSN which you can see if you click on the 008 button. You should not change the data in the 008 ISSN Centre field even if you insert a 022 field. <show>
<Walk trainees thru Saving>
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10. Frequency: Where & When
“The frequency is taken from the information found in the piece or supplied by the publisher or from evidence of issues already published. If there is no stated frequency, give the probable frequency when there is sufficient evidence to indicate the publication pattern. Do not use a question mark.”—CONSER Cataloging Manual
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11. Frequency: Basic Procedures
Current frequency is entered in 310
Former frequency is entered in 321
If serial record lacks a 310, add it even if there is no frequency change
If frequency changes, account for the change by updating 310/321
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12. Adding a 310
Old cataloging rules left out 310 under certain conditions.
If a serial record lacks a 310 field, update it.
Insert the 310 field in numerical order by field tag.
Use the same frequency term selected in 008 Frequency.
If 008 Frequency is blank, use Irregular
Follow the same editing procedures used for 022.
Walk through
Current cataloging standards (CONSER Standard Record; implemented 2007) do not require a frequency code in 008, but under current cataloging standards, a 310 field is required. Under most circumstances, 310 only needs to be added for older records, and the 008 for Frequency was required in pre-2007 cataloging.
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13. 310 Standards & Examples
Capitalize the first letter of the frequency term
No period at the end of 310
Examples: 310 ## $a Quarterly 310 ## $a Annual 310 ## $a Irregular 310 ## $a Bimonthly 310 ## $a Semiannual 310 ## $a Three times a year
The complete list of authorized frequency term is on the next slide.
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14. Frequency Terms
Annual Biennial (every two years) Bimonthly (every two months) Biweekly (every two weeks) Daily Irregular Monthly Quarterly
Semiannual (twice a year) Semimonthly (twice a month) Semiweekly (twice a week) Three times a week Three times a month Three times a year Triennial (every three years) Weekly
When you create 310s, don’t enter the data in parentheses; it’s just for your information.
If the 008 is coded BLANK, use Irregular. If the 008 is coded z, consult with your supervisor. If none of the terms apply, consult with your supervisor. (Supervisor should refer to the CONSER Cataloging Manual & CONSER Editing Guide Frequency (008) and Regularity (008))
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15. Qualifiers
You are expected to qualify the frequency term if there is a stated irregularity in the publication pattern. Enter the qualification in parentheses ## $a Monthly (except July-Aug.) 310 ## $a Biweekly (Apr.-Sept.) 310 ## $a Biweekly (during the school year) 310 ## $a Monthly (bimonthly June-Sept.)
Although you can generally derive the appropriate term from 008, the fixed field will not provide information about any patterns of irregularity. You need to be on the lookout for these on the item. When in doubt, check with your supervisor, especially with foreign language items. If there is no pattern to the irregularity, the irregularity is not accounted for in the note (i.e., just use “Irregular”)
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16. Frequency Changes: Preliminaries
If the frequency change affects the title, consult with your supervisor: Yale quarterly becomes: Yale annual
If the frequency change affects the numbering, the numbering usually isn’t updated
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17. 310/321 Current frequency is entered in 310
Former frequency is entered in 321
Fields are entered in numerical order of tag
Order of multiple 321s: earliest to latest
Use ,$b in 310/321 to indicate coverage dates; use AACR2 abbreviations for names of months
Update 008 Frequency to | No Attempt to Code
040 … $d CtY
Show an example from Orbis.
Reminder: $b is not used in 310 when there is no 321 field
Frequency is no longer required in 008; to avoid updating 008 Frequency as the frequency changes, local policy is to change the 008 to No Attempt to Code.
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18. 310/321 Examples (1)
Frequency changes from quarterly to monthly: 310 ## $a Monthly, $b Oct ## $a Quarterly, $b winter 1985-summer 2004
Note that only the chronological data is entered in $b. Don’t enter numerical data.
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19. 310/321 Examples (2)
If the beginning date is not known, give the earliest known date in <angle brackets> ## $a Monthly, $b Oct ## $a Quarterly, $b <spring 2004>-summer 2004
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20. 310/321 Examples (3)
If the beginning date is not known, and no earliest known date is available: ## $a Monthly, $b Oct ## $a Quarterly, $b -summer 2004
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21. 310/321 Examples (4)
321s should be recorded earliest to latest: ## $a Semiannual, $b ## $a Semiannual, $b ## $a Monthly, $b Jan Dec ## $a Quarterly, $b winter 2002-fall 2003
Prior to 2007 the rule was to record frequency changes for up to 3 321s. Since 2007 there is no limit.
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22. 310/321 Examples (5)
Formerly, after 3 frequency changes the 321s were collapsed into a single Frequency varies note: ## $a Annual, $b ## $a Frequency varies, $b
From 2007, there is no limit on the number of 321s
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23. 310/321 Examples (6)
When editing records updated prior to 2007, retain the collapsed frequency note but record later frequency changes in subsequent 321s: ## $a Semiannual, $b ## $a Frequency varies, $b ## $a Annual, $b
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24. Designation ($b) (1)
When $b is used, enter the same level of detail found on the item; if the publisher supplies day/month/season, include it before the year; if the publisher only gives the year, enter only the year. Don’t use numbering unless there is no chronological designation ## $a Semiannual, $b ## $a Quarterly, $b ## $a Monthly, $b Jan. 12, 1960-Dec. 25, 1969
There are no guidelines for the level of detail to enter in $b. As a rule of thumb…
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25. Designation ($b) (2)
If months are used in $b, use AACR2 abbreviations; capitalize according to AACR2: 321 ## $a Bimonthly, $b magg ## $a Monthly, $b genn febbr. 1934
No real guidelines, other than the general rule to use AACR2 abbreviations in notes. The reality is that use of more detailed designation than year when cataloging foreign language periodicals appears to be extremely rare.
AACR2 abbreviations are no longer required—the cataloger can simply transcribe as found on the source item—but since we do want the standard capitalization to be used, the adder will have to look up the term anyway.
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26. Designation ($b) (3)
If seasons are used, follow publisher usage. Generally don’t capitalize seasons unless the language requires it 310 ## $a Annual, $b ## $a Quarterly, $b printemps 1994-automne 1999
Even use of seasons is very rare in the cataloging of foreign language periodicals. AACR2 Abbreviations
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27. AACR2 Abbreviations
Link to AACR2 abbreviations for name of months from Cataloging at Yale: Tools and Resources:
Or link directly:
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28. 510 Citation/references notes may be deleted from cataloged records
Only 510s with first indicator 0, 1, or 2 should be removed
510s with indicator 3 or 4 are used for rare serials and should NOT be removed
510s are citation notes for indexes to periodicals and were added to records in the mid80’s. In 2002 national policy change was to remove these fields. Most of these fields were removed from OCLC records, but you’ll still see them on some of our Orbis records. Since the citations are often obsolete and therefore misleading, it is preferable to delete them. However, be careful not to delete 510s with indicators 3 or 4. These notes are for rare serials and are still valid; they should be retained.
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29. 510 Examples
DELETE: 510 1# $a Business periodicals index $x # $a Chemical abstracts $x # $a Biography index $x
KEEP: # $a Sabin $c 62661
0=Coverage unknown 1=Coverage incomplete 2=Coverage selective
3=Location in source not given 4=Location in source given (i.e., in $c)
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30. Deleting a Field
Click on the gray bar to the left of each field to be deleted
Verify that correct fields have been selected
Press Delete key (or click Edit MenuDelete)
Dialog window displays: “Are you sure you want to delete the selected entries”
Click “Yes”
Click on Sailboat on Toolbar to save to database
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31. Exercises Log on to Torbis using your user name & password
To retrieve the exercises, select the Staff Subject Heading search
Enter in Search for: serial exercise x (x=the letter at the top of your exercise sheet)
Your search should retrieve 10 exercises
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