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Cataloging the Updating LOOSE-LEAF

Cataloging the Updating LOOSE-LEAF. The Original Integrating Resource Prepared by Rhonda K. Lawrence Head of Cataloging Hugh & Hazel Darling Law Library UCLA School of Law Los Angeles, California

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Cataloging the Updating LOOSE-LEAF

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  1. Cataloging the UpdatingLOOSE-LEAF The Original Integrating Resource Prepared by Rhonda K. Lawrence Head of Cataloging Hugh & Hazel Darling Law Library UCLA School of Law Los Angeles, California An official ALCTS program, presented jointly by ALCTS/SS/CSSC (Committee to Study Serials Cataloging) and ALCTS/CCS/CC:DA (Cataloging Committee: Description and Access) 2002 ALA Annual Conference Monday, June 17, 2002 1:30-5:30 p.m. Georgia World Congress Center, Room A411 Atlanta, Georgia 1

  2. Acknowledgements Many thanks to Steven Miller, and the other members of the PCCSCT Task Group on Integrating Resources Training, for allowing use of their slides as templates for this presentation. • Steven Miller, Chair/course developer, University of Wisconsin-Milwaukee • Jean Hirons, Ex-officio, Library of Congress • Judith Kuhagen, Ex-officio, Library of Congress • Louise Rees, University of Pennsylvania • Ann Sitkin, Harvard Law School Library • Paul J. Weiss, University of California, San Diego With additional input from Adam Schiff, University of Washington 2

  3. Overview • Definitions • AACR2 Highlights • MARC Coding • Examples • Review 3

  4. Definitions • Bibliographic Resource • Continuing Resource • Integrating Resource • Iteration • Updating Loose-leaf 4

  5. Bibliographic Resources in AACR2 Finite Resources Continuing Resources Chapter 12 Monographs Chapters 2-11 Serials Integrating Resources Updates remain discrete Updates do not remain discrete Multi-parts

  6. Bibliographic Resource • An expression or manifestation of a work or an item that forms the basis for bibliographic description • May be tangible or intangible 6

  7. Continuing Resource Continuing Resource • Issued over time with no predetermined conclusion • Includes serials and ongoing integrating resources 7

  8. Integrating Resource (1) • A bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. • Integrating resources can be either finite or continuing. • Examples include updating loose-leafs and updating Web sites. 8

  9. Integrating Resource(2) Iteration • An instance of an integrating resource, either as first published or after it has been updated. 9

  10. The Original INTEGRATING RESOURCE the Updating Loose-leaf 10

  11. The Updating Loose-leaf • A bibliographic resource that consists of a base volume(s) updated by separate pages, which are inserted, removed, and/or substituted. • A type of publication consisting of unbound pages housed in a ring or rod binder, a format which easily permits the addition, substitution or removal of pages. 11

  12. Continuing and Finite IRs Continuing integrating resource • Issued over time in a series of iterations with no predetermined conclusion. • Most integrating resources are continuing. Finite integrating resource • Issued over time with a predetermined conclusion; intended to be completed in a finite number of iterations. 12

  13. AACR2 2002 Highlights Introduction to Integrating Resources 13

  14. The Traditional Approach to Identifying a New Edition PER LCRI 1.0, consider that a new edition is involved whenever 1) there is an explicit indication of changes (including corrections) of content; or, 2) anything in the following areas or elements of areas differs from one bibliographic record to another: • title and statement of responsibility area • edition area • the extent statement of the physical description area • and series area 14

  15. The Very Traditional Integrating Resource With integrating resources, anything in the following areas or elements of areas may differ from one iteration to another: • title and statement of responsibility area • edition area • the extent statement of the physical description area • and series area 15

  16. Identifying an Updating Loose-leaf • Begin with a different set of assumptions • Examine the evidence • Prefatory material • Release dates on pages • Filing instructions • Publisher’s invoices • OCLC records • Learn the new rules about integrating resources and …. 16

  17. Don’t be afraid to make an error … learn to recatalog! 17

  18. “Integrated Entry” Cataloging(1) • Existing bibliographic record changed to describe current iteration of the resource • Most areas of description based on latest iteration • Data elements of previous iterations entered in notes if required or considered important 18

  19. “Integrated Entry” Cataloging(2) • New bibliographic record created only for certain changes in edition, mergers, splits, or when there is a new work (Changes in physical format still under consideration) • Bibliographic records for integrating resources will be actively updated and require ongoing maintenance 19

  20. AACR2 Chapter 12 • Former title: “Serials” • New title: “Continuing Resources ” • Will cover both serials and integrating resources. 20

  21. Basis of Description (1) Areas based on current iteration 1. Title and statement of responsibility 2. Edition 4. Publication, distribution, etc. [Except Dates] 5. Physical description 6. Series 21

  22. Basis of Description (2) Area based on first and/or last iterations 4F. Dates of publication, distribution, etc. Areas based on all iterations and any other source 7. Note 8. Standard number and terms of availability 22

  23. Changing the Description(1) • General Principle • Change description to reflect current iteration • Give earlier information in a note • For title proper: “in general” • For other elements: “if considered important” • Identify iteration to which note applies 23

  24. Changing the Description(2) • Exceptions • NEW LCRI 21.3B for integrating resources • Create new bibliographic record for certain changes to edition area, mergers, splits, etc. • e.g., in toto replacement of base volume of a loose-leaf • Give range of dimensions of loose-leaf • If dimensions change in subsequent iterations 24

  25. Chief Source of Information Printed Resource Title page or t.p. substitute 25

  26. Change in Title Proper • Change 245 $a/n/p to reflect current iteration • Give the earlier title in a note • NEW Use MARC 247 and/or 547 fields • (To be covered in section on notes) • LCRI: Identify which iteration prior to the current had this form of the title proper 26

  27. Title Proper example • 245 10 Collier compensation, employment, and appointment of trustees and professionals in bankruptcy cases / $c Stanley B. Bernstein ; Lawrence P. King, editor-in-chief. • 247 10 Collier bankruptcy compensation guide $f <1988-Nov. 1997> • 500 Description based on: t.p., release no. 9, Nov. 1997. 27

  28. Change in Edition Information • Certain changes require a new record • LCRI 12.2F1: New record if edition statement changes and: • Per LCRI 21.3B for updating loose-leafs: • if there is a new base volume (i.e., an in toto replacement edition), but not if a gradual replacement edition with no new base volume. • When a new record is not required • Change 250 to reflect current iteration and make note if change is considered important 28

  29. Change in Edition example (1) • 245 10 Tax-advantaged securities : $b ILPs, pass- throughs, and other vehicles / $c by Robert J. Haft and Peter M. Fass. • 246 1 Investment limited partnerships • 250 4th ed. • 260 [St. Paul, Minn.] : $b West Group, $c 1981- • 500 Original edition statement: 3rd ed.; updated to 4th ed., 1987. • 500 Description based on: t.p., v. 4F-4G, release #58, 9/98. 29

  30. Numbering • 362 0 formatted designation not used for integrating resources • NEW362 1 unformatted note used for beginning/ending publication dates when first/last iterations are not available 30

  31. Numbering example • 245 00 Pennsylvania benchbook for criminal proceedings • 250 3rd ed. • 260 New York : $b LEXIS Pub. • 362 1 Began in 1999. • 500 Description based on: t.p., vol. 1, Release 2, July 2000. 31

  32. Change in Publication • Transcribe the place and publisher from the first or earliest iteration available • If the place and/or publisher changes, change the 260 $a/b subfields • Make a 500 note for the earlier place or publisher and give dates if known 32

  33. Change in Publication (2) • Transcribe the name of the publisher first or earliest iteration available • If the publisher changes on a later iteration, record the latest publisher in the 260 $b subfield • Make a 500 note for the earlier publisher, and give dates if known 33

  34. Publication example (1) • BLvl: m Form: Conf: 0 Biog: MRec: Ctry: ilu • 245 10 Law of independent power : $b development, cogeneration, utility regulation • 260 Deerfield, IL : $b Clark Boardman Callaghan, $c c1989- • 500 Published: New York, N.Y. : Clark Boardman, 1989-1990. • 500 Description based on: t.p., release no. 6, Sept. 1995. 34

  35. Publication example (2) • 245 10 Subdivision law and growth management / $c James A. Kushner. • 260 St. Paul, MN : $b West Group, $c c1991- • 500 Published: New York, N.Y. : C. Boardman Callaghan, 1991-1997. • 500 Description based on: t.p., v. 1, release #15, 5/99. 35

  36. Date of Publication, etc.(1) • If cataloging from first or last iteration • Record beginning date or ending date in 260 $c • Beginning date followed by a hyphen • Ending date preceded by a hyphen • Supply an approximate date in brackets if necessary 36

  37. Date of Publication, etc.(2) • If both first and last iterations are available: • Record both dates in 260 $c, separated by a hyphen. • For updating loose-leaf, supply date of last update if considered important 37

  38. Date of Publication, etc.(3) • If neither first nor last iteration is available: • Give information about beginning and/or ending date in a note • 362 1 Began in 2000. • Date (in 260 $c) if it can be readily ascertained. Optionally, supply beginning/ending. • LC will not apply this option. • Do not give beginning or ending date. • Omit 260 $c and preceding comma. 38

  39. Date Examples (1) • Resource ongoing, first iteration available 260 … , $c 1994- • Resource ongoing, first iteration available, date approximate: 260 … , $c [1998?]- • Resource ongoing, first iteration not available: 260 … $b … 39

  40. Date Examples (2) • Resource completed, last iteration available, first iteration was not available: 260 … , $c –2001. • Resource completed, all iterations issued in the same year: 260 … , $c 2002. • Updating loose-leaf completed, date of last update available and considered important: 260 … , $c 1974-2001 [last updated 2002] 40

  41. Physical Description (1) Extent of item for loose-leafs • Add the qualifier “(loose-leaf)”. • NEW For ongoing loose-leaf: • No number of volumes given 300 $a v. (loose-leaf) • For completed loose-leaf: • Number of volumes added 300 $a 3 v. (loose-leaf) 41

  42. Physical Description (2) • NEW Per LCRI 12.5B1 • For an ongoing loose-leaf with transfer volumes • No number of volumes given 300 $a v. (loose-leaf), v. (transfer) • For a completed loose-leaf with transfer volumes: • Number of volumes added 300 $a 2 v. (loose-leaf), 4 (transfer) 42

  43. Physical Description (3) • NEW Per LCRI 12.5B2 • For completed loose-leafs • If updating loose-leaf consisted of both numbered and unnumbered volumes, record total number of volumes • If important to indicate the presence of unnumbered volumes, make a note 43

  44. Physical Description (4) • 245 00 European Union law reporter : $b an explanatory commentary on the principal aspects of EU law and policy. • 260 Bicester, Oxfordshire : $b CCH Editions, $c c1962- • 300 v. (loose-leaf) ; $c 25 cm. • 500 Includes unnumbered volume: European Union law update. • 740 02 European Union law update. 44

  45. Physical Description (5) Change in dimensions • Change 300 $c to reflect current iteration • Record range of dimensions if applicable 300 $a v. (loose-leaf) ; $c 24-26 cm. 45

  46. Change in Series Statement • Per LCRI 21.30L • Additions, deletions, and other changes • Change 4XX and or 8XX to reflect current iteration • Make 500 note if change is considered important • Retain former series entries in 8XX if traced in local library, based on 500 note. 46

  47. Series Statement example • 245 10 Subdivision law and growth management. • 260 St. Paul, MN : $b West Group, $c c1991- • 500 Published: New York, N.Y. : C. Boardman Callaghan, 1991-1997. • 500 Series title, 1991-<1997?>: The Clark Boardman Callaghan zoning and land use law library. • 500 Description based on: t.p., v. 1, release #15, 5/99. • 830 0 Zoning and land use law library. 47

  48. Notes • For integrating resources • Include notes for changes to all areas of description as prescribed in Chapter 12 or as considered important • If a note does not apply to all iterations of an integrating resource, add appropriate numbering or publication dates 48

  49. MARC Tagging of Notes (1) • Most notes tagged in MARC 5XX range • NEWSome AACR2 notes for integrating resources will be tagged in MARC serial fields 247 for former title 310 for frequency of updates 362 1 for publication date information when not from first/last iteration • CAUTION Continue to code notes in 5XX range until utilities implement 49

  50. Identification of Iterations in Notes • Give exact date of change of data element if known • If exact date is not known: • NEW LC/PCC practice • Give information enclosed in angle brackets to locate in time the presence of the earlier data element • Use information already in the record • For non electronic IRs: use information from a “Description based on” note • Do not try to determine exactly when the data element changed. 50

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