ANALYTICS (MONOGRAPHIC & SERIAL)

Table of Contents

1. Introduction
   • In-analytics cataloging policy
2. ANALYTICS FOR PRINT AND OTHER TANGIBLE FORMATS
   • Treatment decisions and cataloging policy
3. ANALYZED MONOGRAPHIC SETS: FULLY ANALYZED
4. ANALYZED MONOGRAPHIC SETS: PARTIALLY ANALYZED
5. ANALYZED SERIAL TITLES: FULLY ANALYZED (classed together) 
6. ANALYZED SERIAL TITLES: PARTIALLY ANALYZED (classed together) 
7. ANALYZED SERIAL TITLES (classed separately) (revision in process)
8. TEXTBOOKS AND REFERENCE TITLES 
9. SERIAL TITLES WITH SPLIT ANALYTIC TREATMENT
10. DUMMY SERIAL RECORDS (revision in process)
11. ONLINE ANALYTICS
    • Treatment decisions and cataloging policy
    • Some general principles
12. ONLINE ANALYTICS (SERIALS)
13. ANALYSIS FOR CDL RESOURCES 
14. ONLINE ANALYTICS (DATABASES)
15. RECATALOGING AND BATCH PROCESSES 

Introduction

This document provides guidelines for how to track titles and code records for UCSD monographic sets and serials and their analytics.  Analytics include fully and partially analyzed monographic sets and serials, in all formats.  The scope and cataloging policy for each type of analytic is also outlined in this document. 

Treatment decisions and cataloging policy

Selectors may make cataloging requests for full or partial analytics.  Analytic treatment decisions for serials apply to the entire serial from that point forward, as long as issues remain analyzable.  If earlier titles are analyzable, retrospective analytic treatment must be requested and specified by the selector.  Catalogers may also suggest treatment decisions based on cataloger’s judgment and relevant cataloging policies and practices.  Catalogers should attempt to standardize analytic treatment across locations and physical formats whenever possible.  Reasons for a split analytic decision should be documented to avoid further review and confusion.  When a resource with a split treatment decision is encountered during the course of normal operations, the split treatment decision should be reviewed.

Online analytics, which may or may not have print counterparts, present additional challenges and are addressed in depth below.

Once a treatment decision is in place, it cannot be changed without a new selector request (e.g., recataloging from mono to serial or vice versa, analyzed to unanalyzed, etc.).  Changing treatment decisions requires retrospective cleanup and physical processing that might not be practical.  All new selector requests will be evaluated for cataloging feasibility and workload consideration.

Since UCSD policy is to trace series, it is recommended to establish a series authority record in LCAF for the serial title.  Local treatment decisions for analytics are recorded in the serial bibliographic record and serial holdings record.

In-analytics cataloging policy

“In-analytics” are bibliographic records that describe part of an issue or a volume, such as a journal article or a book chapter.  With the exception of Special Collections, UCSD does not provide records for in-analytics for the general collection.  Special Collections can catalog in-analytics as appropriate.  See: SC&A In Analytics policy

Only selectors may request analytic cataloging for serials in print and other tangible formats.  The policy above applies. 

An established treatment decision for a print serial does not dictate the cataloging treatment for the same serial in other formats (e.g., online) or which issues will get analyzed.  Treatment decisions are made on a case-by-case basis since retention decisions may differ from format to format.  Additionally, each format is cataloged on a separate record and must be monitored separately.

Scope: Multivolume monographic sets where every volume has a distinctive title.

1. Authority Record
   Use cataloger’s judgement to determine whether it will be necessary or useful to establish a series authority record in the LCAF for the analyzed set. 
   
   
2. Set Bibliographic Record
   Following standard UCSD policies and procedures, catalog the monographic set.  Make sure the following notes are in the bibliographic record:

3. Set Holdings Record
Create a holdings record for the monographic set and include the following:

007
008
852 0_ $b [location] $c [sublocation] $h [class number] $i [cutter] $z Volumes cataloged separately. Search "[set title]" to find individual volumes.
931 __ $a Fully analyzed.  
930 __ $a active or inactive (this field is added by the serials cataloger but maintained by CARS) $b fa (fully analyzed)

4. Set Item record 
Do not add.  The monographic set holdings record will have no linked item records which will force Primo to display the item as "May be available".  The 852 $z note in the set holdings record will prompt users to search for the analytic titles available.  

5. Analytic records

• Catalog each individual title.
• Add holdings record and assign the set call number and enumeration.  If a multi-part work, see special situations below.
• Add item record. For volume enumeration, see: Recording Volume Information in Alma Item and Holdings Records.  Add the barcode under Barcode.  

Special situations for the call number and enumeration: If the analytic record is for a multi-part work (e.g., a three-volume set contained within the larger set, serial within a series, etc.), then first determine if all the parts have the same top-level enumeration.

1. If yes, then record the top-level enumeration as part of the permanent call number in the holdings record and then put the lower-level enumeration in the item record description field. Do not repeat the top-level enumeration in the item record description field.
   Example: Holdings record: 852 0_ $$b ANNEX $$c jrnl $$h AS142 $$i .A4 v.490
   1^st item record description field: no.1
   2^nd item record description field: no.2
   Exception: If the top-level enumeration is “series”, do not record it as part of the call number and follow the instructions in #2 instead.
   
   
2. If no, then just record the base call number in the permanent call number without any volume information. Put the enumeration for the analyzed volume in the Item Description field. Do not use the Item Call Number field at all.  
   Example: Holdings record: 852 0_ $$b ANNEX $$c bks $$h DS501 $$i .A87 
   1^st item record description field: v.58
   2^nd item record description field: v.64
   3^rd item record description field: v.66
   Note: Use the numbering from the main set in the description field, not the numbering from the subordinate set.

Music exception: If a volume consists of or includes musical performance parts, set the status code to “-“ (dash, available) even if other volumes of the main set are designated library use only. Also, if your volume is an exact second copy of a volume in the set, make the status of your volume “available.” (pending)

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Scope: Multivolume monographic set, some volumes have distinctive titles.

1. Authority Record 
   Use cataloger’s judgement to determine whether it will be necessary or useful to establish a series authority record in the LCAF for the analyzed set. 
   
   
2. Set Bibliographic Record
   Following standard UCSD policies and procedures, catalog the monographic set.  Make sure the following notes are in the bibliographic record:

3. Set Holdings Record
Create a holdings record ifor the monographic set and include the following:

008
852 0_ $b [location] $c [sublocation] $h [class number] $i [cutter] $z Some volumes cataloged separately. Search "[set title]" to find individual volumes.
930 __ $a active or inactive (this field is added by the serials cataloger but maintained by CARS) $b pa (partially analyzed)
931 __ $a Partially analyzed. 

4. Set item records 
Create item records for unanalyzed volumes and link them to the monographic set holdings record.  Record the volume enumeration for the unanalyzed volume in the item record description field.  Add the barcode under Barcode. 

5. Analytic Records for volumes with distinctive titles

• Catalog volumes with distinctive titles.
• Add holdings record and assign the set call number and enumeration.  If a multi-part work, see special situations above.
• Add item record.  For volume enumeration, see: Recording Volume Information in Alma Item and Holdings Records.  Add the barcode under Barcode. 

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Scope: Serials for which all issues have distinctive titles and for which the treatment decision is to analyze and class the issues together.

1. Authority Record 
   Establish a series authority record in the LCAF if helpful.
   
   
2. Serial bibliographic Record
   Catalog the serial title.  Make sure the following notes are in the bibliographic record:

2. Serial Holdings Record
Create a holdings record and include the following:

007
008
852 0_ $b [location] $c [sublocation] $h [class number] $i [cutter] $z Volumes cataloged separately. Search "[journal title]"* to find individual volumes.
866 41 $8 0 $8 (Holdings summary)
930 __ $a active or inactive (this field is added by the serials cataloger but maintained by CARS) $b fa (fully analyzed) 
931 __ $a Fully analyzed.  

*Optional: To create hyperlinked text and a title search, use: <a href="URL">journal title</a> 

Example: <a href="https://search-library.ucsd.edu/discovery/search?query=title%2Cexact%2CFAO%20fisheries%20and%20aquaculture%20report%20%2CAND&vid=01UCS_SDI%3AUCSD&mode=advanced&offset=0">FAO fisheries and aquaculture report</a> 

3. Serial Item Records

4. Analytic Records (Individual issues--fully analyzed)

• Catalog each individual title. Enhance the 8XX $x field in the OCLC record if ISSN for serial is available. Alma uses the 8XX ISSNs to build record relations between the serial and analytic. Be aware that 8XX ISSNs may disappear from the OCLC record due to institution-specific cataloging practices but we should still make a good faith effort to include them whenever possible.  We will not perform maintenance for these if they are deleted from the OCLC record.
• Add holdings record and assign the serial call number and enumeration.  If a multi-part work (e.g., serial within a serial) see special situations above.
• Add item record.  For volume enumeration, see: Recording Volume Information in Alma Item and Holdings Records.  Add the barcode under Barcode. 

5. Analytic Records (Boundwiths--fully analyzed)

For SC&A “boundwiths” see SC&A "Bound With" and "Housed With" Records for additional instructions.

Legacy analytic boundwiths (pre-SILS) may have a suppressed dummy bib record with title “Multiple titles in a single volume” linking them together.  For prospective partial analytic boundwiths, do the following:

1. Catalog the first issue with a distinctive title in the bound volume.
   1. Bib record:
      • Enhance the 8XX $x field in the OCLC record if ISSN for serial is available.
      • Add 910 field “Has related records (UCSD)”.
   2. Add holdings record and assign the serial call number and enumeration. If a multi-part work (e.g., serial within a serial) see special situations above.
   3. Add item record. For volume enumeration, see: Recording Volume Information in Alma Item and Holdings Records. Add the barcode under Barcode.
      
2. Catalog subsequent analyzable title(s) in the bound volume.
   1. Bib record:
      • Enhance the 8XX $x field in the OCLC record if ISSN for serial is available.
      • Add 910 field “Has related records (UCSD)”.
      • Add 773 field for the first title in the bound volume. Supply $t title, $w OCLC number, $9 unrelated, and $9 local.  Do not include leading zeros in $w for OCLC numbers.  If leading zeros exist in the Alma record being linked to, delete those leading zeros.
   2. Do not add a holdings or item record.

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Scope: Serials for which some issues have distinctive titles (e.g., special issues, supplements, theme issues, etc.) and for which the treatment decision is to analyze only issues with distinctive titles.  All issues (analyzed and unanalyzed) are tracked on the serial holdings record.  Do not consider a serial to be partially analyzed if only one or two issues were analyzed (i.e., one-time request, not ongoing).  Add a note instead.

1. Authority Record (optional)
   Establish a series authority record in the LCAF if helpful.
   
   
2. Serial Bibliographic Record

Catalog the serial title.  Make sure the following notes are in the bibliographic record:

2. Serial Holdings Record
Create a holdings record and include the following:

007
008
852 0_ $b [location] $c [sublocation] $h [class number] $i [cutter] $z Some volumes cataloged separately. Search "[journal title]" to find individual volumes.
866 41 $8 0 $8 (Holdings summary)
931 __ $a Partially analyzed. (include additional notes if needed: Analyze only issues with distinctive titles or Analyze only issues with distinctive titles as requested by selector, etc.)
930 __ $a active or inactive (this field is added by the serials cataloger but maintained by CARS) $b pa (partially analyzed)

3. Serial Item Records
Add item records for SC&A* and/or unanalyzed issues only.  If issues with distinctive titles are bound with unanalyzed issues, do not link the item record for the boundwith volume to the serial record, instead link it to the record for the first issue with a distinctive title in the volume (see boundwith instructions below). Record the volume enumeration for the analytic in the Description field under General in the item record using the standard English captions of ser., v., no., pt.  Do not change captions midstream even if the publication does since we want items to sort in proper order.  Add the barcode under Barcode. 

4. Analytic Records (Individual issues--partially analyzed)

• Catalog issues with distinctive titles. Enhance the 8XX $x field in the OCLC record if ISSN for serial is available.
• Add holdings record and assign the serial call number and enumeration. If a multi-part work (e.g., serial within a serial) see special situations above.
• Add item record. For volume enumeration, see: Recording Volume Information in Alma Item and Holdings Records.  Add the barcode under Barcode. 
• Note: If you find a volume without a distinctive title, bounce it to a serials cataloger.

5. Analytic Records (Boundwiths--partially analyzed)

For SC&A “boundwiths” see SC&A "Bound With" and "Housed With" Records for additional instructions.

Legacy analytic boundwiths (pre-SILS) may have a suppressed dummy bib record with title “Multiple titles in a single volume” linking them together.  For prospective partial analytic boundwiths, do the following:

1. Catalog the first issue with a distinctive title in the bound volume. The bound volume may also contain unanalyzed issues.
   1. Bib record:
      • Enhance the 8XX $x field in the OCLC record if ISSN for serial is available.
      • Add 910 field “Has related records (UCSD)”.
   2. Add holdings record and assign the serial call number and enumeration. If a multi-part work (e.g., serial within a serial) see special situations above.
   3. Add item record. For volume enumeration, see: Recording Volume Information in Alma Item and Holdings Records. Add the barcode under Barcode.
2. Catalog subsequent analyzable title(s) in the bound volume.
   1. Bib record:
      • Enhance the 8XX $x field in the OCLC record if ISSN for serial is available.
      • Add 910 field “Has related records (UCSD)”.
      • Add 773 field for the first title in the bound volume. Supply $t title, $w OCLC number, $9 unrelated, and $9 local.  Do not include leading zeros in $w for OCLC numbers.  If leading zeros exist in the Alma record being linked to, delete those leading zeros.
   2. Do not add a holdings or item record.

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Scope: Serials for which some or all issues have distinctive titles and for which the treatment decision is to catalog as monographs, classed separately.

Policy: Do not catalog the serial.  If a serial record is needed by CARS for linking orders and PO lines, it will be suppressed with the call number in the holdings record indicated as “CLASSED SEPARATELY” and maintained by CARS.  MS does not add or maintain suppressed serial records (e.g., title changes, publisher changes, etc.).  See: Dummy serial records.  

TBD: Where to record the treatment decision?

Exceptions:

• Shared print series require serial records which must display to the public.
• A selector may request cataloging for the online version as a serial. By their nature, online analytics behave inherently as resources classed separately.  However, it may be helpful to add a general note in the portfolio for the serial to indicate this, especially for partially analyzed serials (e.g., “Not analyzed.  Catalog issues as monographs.  Serial has been cataloged by request per [selector] …”)

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Scope: Textbooks and reference books (e.g., Chicago manual of style) may be treated as monographs, even if they don't have distinctive titles, because the individual editions are important to the end user.  Do not recatalog these as serials except by request.  

UCSD may not have standing orders for textbooks because the classes that use them are not offered every year.  They are usually requested by professors.  Textbooks may also get put on reserve.  When they are taken off reserve, they may go back to the schools (e.g., Rady) where they are available to students.  The older editions may come back to the library as gifts and get added to the general collection.  Typically, they may still have their barcodes from their stint at Reserves.  Older editions that have circulated less than x times may be withdrawn at the selector's discretion.

To reduce confusion about which textbooks are treated as serials or monographs, add a note to the holdings record: 931 TREAT AS MONOGRAPH.  Treatment decisions may differ by physical format (see Serial titles with split analytic treatment for examples of 931 notes for split treatment).

Scope: Analyzed serials for which there is more than one analytic treatment (e.g., branches have different analytic treatment, later serial issues no longer have distinctive titles, selected analytic treatment for special issues, supplements, theme issues, online is analyzed but print counterpart is unanalyzed, etc.).  

 1. Serial Bibliographic record
Catalog the serial title.  Add the following notes:

500      Individual issues have distinctive titles.
            or
500      Some issues have distinctive titles.

2. Serial Holdings record
Create a holdings record and add 931 notes as needed to document split treatment.

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Scope: This section provides guidelines on when and how to create dummy serial records.  In 2005, the UCSD Libraries started offering Roger as UC e-Links menu option. In practice this means that a user looking at a citation in an A&I database would be presented the option to search Roger for the monograph, serial, or integrating resource given in the citation.  In the vast majority of cases, this works very well; however, for series that are cataloged and classed separately as monographs, the user gets a no hits result even though we own the item. Most A&I databases link on the ISSN (which monographs lack) and the SFX software behind UC e-Links processes an ISSN to be searched in Roger.  To resolve this problem, catalogers may create dummy serial records for serials affected by the SFX linking parameters, as requested by selectors.

1. Serial Bibliographic Record
   Catalog the serial title.  The BRANCH code should be “ucsdl” which displays as “UCSD Libraries.”  Make sure one of the following notes is in the bibliographic record:

2. Serial Holdings Record
Create a holdings record that includes the following: 007, 008, 852, 866, and 931.

Do not add a call number.  In 852 $h, input "CLASSED SEPARATELY".

3. Serial Item Record--N/A

4. Analytic Records
Catalog each title and link corresponding holdings/item records. (Note: If you find a volume without a distinctive title, bounce it to a serials cataloger)

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Treatment decisions and cataloging policy for online analytics

Analytic treatment decisions for online resources are not as straightforward as their tangible counterparts.  Analytics for online resources are additionally challenging due to variances in coverage, licensing, presentation across providers, availability of title-level linking, and existing local treatment decisions.  Therefore, cataloging feasibility for online analytics must be considered on a case-by-case basis.

Some general guidelines for making treatment decisions for online analytics

(See also: Introduction)

• The coverage for an online serial may not be comprehensive and access may not be perpetual. Consult with a selector to determine whether online analytics are still desired for the work. 
• The presentation or content of the online series may be different or incomplete from the print version. If distinctive titles are not apparent on the website (issues should be checked to the PDF level if possible), do not analyze.  Do not consult the print volume.  Distinctive titles may appear online at a later date but retrospective cataloging is not required.  Retrospective cataloging may be requested by a selector and completed as time permits.
• Do not analyze serial titles from an online aggregator for which the content is selected full text and/or resolves only to the article level unless specifically requested by a selector.
• Do not analyze monographic titles from an online aggregator for which the content is incomplete.

Considerations for online analytics with counterparts in other formats:

• The coverage for an online serial may not be as comprehensive as other formats and access may not be perpetual. Consult with a selector to determine whether analytics are still desired for the work.  This may be important with regards to weeding of other formats in the collection.
• If an online resource has a tangible counterpart (usually print), the treatment decision may mirror that of the print version (e.g., partial, full, or monograph). The print version, however, does not dictate the treatment for the online version or which online issues will get analyzed. 
• Ignore treatment decisions for shared print analytics.
• When a new online resource is licensed/cataloged, and there is an existing print analytic treatment decision, check with a selector to determine whether analytics are still needed for the work.
• If an analyzed print serial has been withdrawn from the collection, the former treatment decision does not automatically extend to the online version. Selectors must submit a new request for analytic treatment of the online version.

Once a treatment decision is in place, it cannot be changed without a new selector request (e.g., recataloging from mono to serial or vice versa, analyzed to unanalyzed, etc.).  All new selector requests will be evaluated for feasibility and workload consideration. Online analytics are tracked, periodically and prospectively, online.

Some general principles

1. Use CZ portfolios whenever possible.   
   • If a CZ portfolio is not available, create a local portfolio.  Add it to an existing collection if available, or create a local collection.
   • URL: Linking to the journal title is acceptable but prefer direct issue linking whenever possible.
2. Title hooks for online analytics: Add title hooks to the e-resources tracking page.  For more information about how to set up title hooks for analytics, see: Guidelines for setting up 973 $a for electronic resources.

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Scope: This section provides guidelines on how to set up local collections and document analytic treatment decisions for UCSD selected open access and locally licensed online serials. 

1. Authority Record: Use cataloger’s judgement to determine whether it will be necessary or useful to establish a series authority record in the LCAF for the serial.

2. Serial Bibliographic Record

Catalog the serial title.  Add one of the following 500 fields to the OCLC master record:

Add the following notes to the IZ bibliographic record:

3. Electronic portfolio for the serial

In the electronic portfolio for the serial, add a general note under the Notes tab indicating: "fully analyzed" or "partially analyzed".

4. Electronic Collection Record for the analytics

Create a local collection record for the UCSD analytic.  The local collection record is standalone and will not be attached to any bib.  Since the collection interface is not easily populated, include the platform/provider in the name of the collection (e.g., [serial title] + via [platform/provider]) when setting up the collection name.  Add the note “(UCSD analytic)" following the collection name to indicate it is a UCSD licensed resource.  Add the Public note: Restricted to UCSD IP addresses.  Do not contribute the collection to the CZ.

 Analytic Bibliographic Records

1. Add a 973 title hook to each individual analytic record.  Consult the 930/973 guidelines to set up a new title hook for the online analytic.
   
   973 0_ Project MUSE online journals (UCSD). Eighteenth century life online monographs.
   973 0_ Open access resource; selected by the UC San Diego Library. Canadian Online Art Book Project online monographs
   
   
2. Create a local portfolio for the title and add it to the local electronic collection. 
3. Enhance the 8XX $x field in the OCLC record if e-ISSN for serial is available.

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As of Feb. 3, 2020, per Unit Heads, UCSD will continue to collect requests for CDL analytics but cataloging will be deferred until post-SILS migration.

Scope: If a title being considered for analysis is a CDL selected resource, refer the title to SCP.  SCP will consider analyzing a serial or database only per a selector’s or JSC’s request.

If a selector requests analytic treatment for a CDL licensed resource, SCP will examine publishing patterns to determine average number of titles per year published, and if:

1. Fewer than or equal to 50 titles per year, may proceed with analytic cataloging
2. More than 50 titles per year, will submit request to JSC for review, approval, and cataloging priority setting
3. If SCP and/or JSC determines that the title will not be analyzed, it will be referred back to the appropriate MS staff for local analytic treatment

If the analytic cataloging request is referred back to UCSD for local analytic treatment and the resource is determined to be analyzable:

1. UCSD will proceed with analytic cataloging if there are fewer than 50 titles per year.
2. If there are more than 50 titles per year, MS will submit the request to the Collections Coordinators Group for cataloging priority setting.

These titles are tracked as regular online analytics.  Catalogers will verify the status of the licensed journal when new content is added.  SCP will not notify UCSD if a title has been cancelled. 

1. Bibliographic Record -- N/A

2. Electronic Collection Record for the analytics

Create a local collection record for the UCSD analyzed CDL resource.  The local collection record is standalone and will not be attached to any bib.  Since the collection interface is not easily populated, include the platform/provider in the name of the collection (e.g., [serial title] + via [platform/provider]) when setting up the collection.  Add the note “(UCSD analytic licensed by CDL)” following the collection name to indicate it is a CDL licensed resource.

Analyzed serial collection:

Analyzed database collection:

Record the treatment decision in the General Notes area of the local collection record. 

Add the Public note: Restricted to UCSD IP addresses to the collection record.  Even though these are CDL licensed resources, these analytics are maintained by UCSD catalogers.

Add local portfolios to the collection.  Do not contribute the collection to the CZ.  

3. Analytic Bibliographic Records

1. Add a 973 title hook to each individual analytic record. Consult the 930/973 guidelines to set up a new title hook for the online analytic.
   
   973 0_ Project MUSE online journals (UCSD). Eighteenth century life online monographs.
   
   
2. Create a local portfolio for the title and add it to the local electronic collection.  
3. Enhance the 8XX $x field in the OCLC record if e-ISSN for serial is available.

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Scope: This section provides guidelines on how to set up analytics for online databases. Title-level cataloging for individual items within a database (either open access or UCSD licensed) must be requested through the Request to catalog an Internet Resource request form. MS staff will evaluate these requests to determine cataloging feasibility which is contingent upon URL persistence and title-level linking capability.  In general we will accept these requests if 50 or fewer titles are published in a year.  If there are more than that, or if there are other extenuating circumstances, we will route this request to the Collection Strategies Group (CSG) for prioritization.  See also: Analysis for CDL licensed resources.

The exception is Alexander Street, for which we have a blanket cataloging policy for analysis per the CSG. 

1. Database Bibliographic Record
   Catalog the integrating resource.  
   
   
2. Database Electronic collection record
   Link to a CZ electronic collection record whenever possible.  If a CZ record is not available, create a local electronic collection record.  Do not contribute local electronic collection records to the CZ.  In the electronic collection record, record the treatment decision in a note under the General Notes tab indicating: "fully analyzed" or "partially analyzed" (Analyze only selected sections or Analyze only selected sections as requested by selector).

   

 3. Analytic Bibliographic records

• Catalog the individual components as requested by the selector. 
• Link to a CZ electronic collection record or portfolio whenever possible. 
• If a CZ collection or portfolio is not available, create a local electronic collection record and/or local portfolios to add to it. 
• Do not contribute local electronic collection records or portfolios to the CZ. 
• Add 973 title hooks to the individual component records as appropriate.  Consult the eresources tracking page for an appropriate title hook to use.  Consult the 930/973 guidelines to establish new title hooks as needed.

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Scope: This section provides guidelines on when to, and when not to, recatalog monographs as serials. 

Print resources

Generally speaking, MS proactively recatalogs monographs as serials when the issues lack distinctive titles.  This policy applies to print serials only.  Exception: Do not recatalog textbooks, reference books, conference proceedings, or shelf-ready books lacking distinctive titles as serials except by request.

When print monographs in the general collection are recataloged as serials, MS or CARS staff are responsible for identifying and routing later receipts through the appropriate cataloging channels. 

Online resources

As more and more ebook collections are processed in batch, records for individual serial issues (with or without distinctive titles) may show up in Alma.  This may create a confusing display of identical, duplicative, redundant, or incomplete holdings for a serial.  To facilitate maintenance and maximize batch cataloging efforts, MS will not recatalog any “duplicative” monographic records loaded as part of a batch process from monograph to serial.  The “duplicative” monographic records will remain in Alma as is.  Refer to the serial portfolio or analytic collection record to determine whether an ebook is cataloged as a monograph or analytic.  If there is no serial record, analytic collection record, and/or if the 973 title hook in the ebook record is not an analytic 973, assume that it is treated as a monograph.

Do not recatalog series of online monographs lacking distinctive titles, even if they were not part of a batch process. 

Unanalyzed serials with batch processed monographic records

Scope: Batch processed monographic records representing serial issues (with or without distinctive titles) for unanalyzed serials.

Unanalyzed serials are identifiable by its lack of series authority and serial records.  If there is a serial record, and it is not a print record or a dummy serial record, do not add any notes to the portfolio.  It is possible for different treatments to co-exist for the same series.  Sometimes a selector may request cataloging for the online serial, independent of the batch processed monographic records.  The online serial and batch processed monographs may or may not be from the same provider.

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Prepared by: Marílú Vallejo, Margaret Christean, Becky Culbertson, February 6, 2004
Approved by: Roger Metadata Policy Group
Date revised: March 6, 2023