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ANALYTICS (MONOGRAPHIC & SERIAL) 


Table of Contents
  1. Introduction
  2. ANALYTICS FOR PRINT AND OTHER TANGIBLE FORMATS
  3. ANALYZED MONOGRAPHIC SETS: FULLY ANALYZED
  4. ANALYZED MONOGRAPHIC SETS: PARTIALLY ANALYZED
  5. ANALYZED SERIAL TITLES: FULLY ANALYZED (classed together)
  6. ANALYZED SERIAL TITLES: FULLY ANALYZED (classed separately)
  7. ANALYZED SERIAL TITLES: PARTIALLY ANALYZED (classed together)
  8. ANALYZED SERIAL TITLES: PARTIALLY ANALYZED (classed separately)
  9. TEXTBOOKS AND REFERENCE TITLES
  10. SERIAL TITLES WITH SPLIT ANALYTIC TREATMENT
  11. DUMMY SERIAL RECORDS
  12. ONLINE ANALYTICS
  13. ONLINE ANALYTICS (SERIALS)
  14. ANALYSIS FOR CDL RESOURCES
  15. ONLINE ANALYTICS (DATABASES)
  16. 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. 

For information on coding local authority records, see: Guidelines for local coding of authority records.

ANALYTICS FOR PRINT AND OTHER TANGIBLE FORMATS


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 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.

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.

Linking analytic item records: With the exception of partial analytics, do not link analytic item records back to the monographic set or serial record.

 

ANALYZED MONOGRAPHIC SETS: FULLY ANALYZED

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

  1. Authority Record
    Create in Millennium or export from LCAF an authority record for the analyzed set. Add the local 64X fields below if they are lacking (e.g., creating new record) or if the local treatment differs from the one in the LCAF record. The authority record includes the following information:

050 _9

<Call no.> v.

example:
050 _9 QH345|b.S644 v.|5CUS

add volume designation without a volume number;
add |5 CUS when adding or editing call no. field in a LCAF record

644 _9

f|5CUS

analyzed in full

645 _9

t|5CUS

traced as series added entry

646 _9

c|5CUS

classed together (volumes are classified as a collection)

910

<cataloger's initials>

2. Set Bibliographic Record
Following standard UCSD policies and procedures, catalog the monographic set.  Make sure the following note is in the bibliographic record:

500

Individual volumes have distinctive titles.

590 

FOR INDIVIDUAL VOLUMES, SEARCH THE CATALOG UNDER TITLE OR UNDER CALL NO: [base call number]

3. Set Item Record
Create a base item record for the monographic set record. 

ICTRL CD
(fixed field)

(do not suppress)

I TYPE
(fixed field)

0 (for monographs; use other corresponding item types if the material is not textual)

STATUS(fixed field)

- (see Music exception below)

CALL NO.
(internal tag c)

050_4 (add call number for the set)

MESSAGE
(internal tag m)

DO NOT USE THIS RECORD FOR CHARGE OUT; USE INDIVIDUAL VOLUME RECORD.

4. Analytic item records
Catalog each individual title and attach corresponding item record.

Record the volume enumeration for the analytic in the item record as part of the call number field:

Do not link analytic item record(s) to the monographic set record.

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.”

Return to contents

ANALYZED MONOGRAPHIC SETS: PARTIALLY ANALYZED

 

 

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

  1. Authority Record Create in Millennium or export from LCAF an authority record for the analyzed set.  The authority record includes the following information:

050 _9

<Call no.> v.

example:
050 _9 QH345|b.S644 v.|5CUS

add volume designation to call no. field;
add |5 CUS when adding or editing call no. field in an LCAF record

644 _9

f|danalyzable parts|5CUS
or
p|5CUS

Analyze all parts with distinctive titles
or
Only selective parts are analyzed (i.e., analyzed on a case-by-case basis)

645 _9

t|5CUS

traced as series added entry

646 _9

c|5CUS

classed together (volumes are classified as a collection)

690

Analyze volumes with distinctive titles
or 
Analyze only volumes with distinctive titles as requested by selector

910

<cataloger's initials>

2. Set Bibliographic Record
Following standard UCSD policies and procedures, catalog the monographic set. Make sure the following note is in the bibliographic record:

500      Some volumes have distinctive titles.

590      FOR INDIVIDUAL VOLUMES, SEARCH THE CATALOG UNDER TITLE
            OR UNDER CALL NO: [base call number]

3. Item records for volumes with distinctive titles
Catalog volumes with distinctive titles and attach corresponding item records.
Record the volume enumeration for the analytic in the item record as part of the call number:  

Link analytic item record(s) to the monographic set record (go to “Edit” and choose “Link to additional bib record”). 

4.Item records for volumes without distinctive titles
Attach item records for the unanalyzed volumes to the monographic set record.

Record the volume enumeration for the unanalyzed volumes in the item record in a “v” tag field:

 Return to Contents

ANALYZED SERIAL TITLES: FULLY ANALYZED (classed together)

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:
    Create an authority record in Millennium or export an authority record from LCAF for the serial title. The record needs to include a call number field, and the numeric or chronological designation that will be used in the item record.  Add the local 64X fields below only if they are lacking (e.g., creating new record) or if the local treatment differs from the one in the LCAF record.

050 _9

<Call no.> v.

examples:
050 _9 LB2300|b.N4 v. |5CUS
050 _9 HB1|b.W634 v.<year>, no. |5CUS

add numeric or chronological designation field;
add |5 CUS when adding or editing call no. field in a LCAF record

644 _9

f|5CUS

analyzed in full

645 _9

t|5CUS

traced as series added entry

646 _9

c|5CUS

classed together (volumes are classified as a collection)

690

Treat as analyzed serial

910

<cataloger's initials>

2. Bibliographic Record
Catalog the serial title.  Make sure the following note is in the bibliographic record:

500

Individual issues have distinctive titles.

590

FOR INDIVIDUAL VOLUMES, SEARCH THE CATALOG UNDER TITLE OR UNDER CALL NO: [base call number]

3. Checkin Record
Create a checkin record and include the following information:

CAT TRMNT
(fixed field)

f

"full" analytics

Checkin staff create a brief bib and item record for the individual title; Circulation staff check this field at time of checkout, if coded "f", they search for the individual bib and item record for volume in hand. If lacking, they create an on-the-fly item record.

CHECK NOTE
(variable field)

ANALYZED

CHECKMSG
(variable field)

ANALYZED

Add for active serials to notify serials checkin-staff

4. Serial Item Record
The base item record serves as a template for Circulation staff to create on-the-fly item records for individual volumes that have not yet been fully cataloged.  When creating a base item record, include the following information:

ICTRL CD
(fixed field)

n

I TYPE
(fixed field)

4 (refers to loan check-out rule)

MESSAGE
(internal tag m)

DO NOT USE THIS RECORD FOR CHARGE OUT; USE INDIVIDUAL VOLUME RECORD.

5. Analytic Item Records (Analytics Bound Separately--fully analyzed)
Catalog each title and attach corresponding item record.  (Note: If you find a volume without a distinctive title, bounce it to a serials cataloger)

Record the volume enumeration for the analytic in the item record as part of the call number field:

Do not link analytic item record(s) to the serial record.

6. Analytic Item Records (Analytics Bound Together--fully analyzed)
If a bound volume contains two or more distinctive titles, all the analytics in a bound volume are linked to one item record, which has the call number for the bound volume. (Note: If you find a volume without a distinctive title, bounce it to a serials cataloger)

a)      Catalog all items in the bound volume (create bibliographic records only).

b)      Attach an item record to the first analyzed title and use call number for the bound volume.

c)      Link item record to the monograph record(s) for subsequent titles in the bound volume (go to “Edit,” choose “Link to additional bib record”).

d)     Record the volume enumeration for the analytic in the item record as part of the call number field:

Example #1:
(vols. 94, 95, & 96 are bound together)

Bib record (v. 94):   050 _4 TA612|b.H42 v.94
Bib record (v. 95):   050 _4 TA612|b.H42 v.95
Bib record (v. 96):   050 _4 TA612|b.H42 v.96
Item record for bound volume is attached to bib record for v.94:
 050 _4 TA612|b.H42 v.94-96

Example #2:
(vols. 94, 96, 98 are bound together)

Bib record (v. 94):   050 _4 TA612|b.H42 v.94
Bib record (v. 96):   050 _4 TA612|b.H42 v.96
Bib record (v. 98):   050 _4 TA612|b.H42 v.98
Item record for bound volume attached to bib record for v. 94 and linked to records for v. 96 and v. 98:   
 050 _4 TA612|b.H42 v.94,96,98

e)      Do not link analytic item record(s) to the serial record.


Return to Contents

ANALYZED SERIAL TITLES: FULLY ANALYZED (classed separately)

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

  1. Authority Record
    The authority record serves as a place to record the treatment decision.  Create an authority record in Millennium or export an authority record from LCAF for the serial/series.

644 _9

f|5CUS

analyzed in full

645 _9

t|5CUS or n|5CUS

traced as series added entry (established heading) or not traced (heading not established)

646 _9

s|5CUS

classed separately

690

Treat as monograph

910

<cataloger's initials>

2. Bibliographic record
Do not catalog the serial title unless a selector requests cataloging for the online version as a serial.  See Dummy serial records for titles that need to be linked through SFX.

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ANALYZED SERIAL TITLES: PARTIALLY ANALYZED (classed together)

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 record.  Link analytic item records back to the serial 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
    Create in Millennium or export from LCAF an authority record for the serial title.  Add the following fields to the authority record:

050 _9

<Call no.> v.

example:
050 _9 QH345|b.S644 v. |5CUS

add volume designation without a volume number;
add |5 CUS when adding or editing call no. field in a LCAF record

644 _9

f|danalyzable parts|5CUS
or
p|CUS

Analyze all parts with distinctive titles
or
Only selective parts are analyzed (i.e., analyzed on a case-by-case basis)

645 _9

t|5CUS

traced as series added entry

646 _9

c|5CUS

classed together (volumes are classified as a collection)

690

Treat as analyzed serial

690

Analyze only issues with distinctive titles
or 
Analyze only issues with distinctive titles as requested by selector

910

<cataloger's initials>

2. Bibliographic Record
Catalog the serial title. Make sure the following note is in the bibliographic record:

500

Some issues have distinctive titles.

590

FOR INDIVIDUAL VOLUMES, SEARCH THE CATALOG UNDER TITLE OR UNDER CALL NO: [base call number]

3. Checkin Record
Create a checkin record and include the following information:

CAT TRMNT
(fixed field)

p
("partial" analytics)

Checkin staff create a brief bib and item record for volumes with distinctive titles; Circulation staff check this field at time of checkout, if coded "p" they search for the individual bib and item record for volume in hand. If lacking, they create an on-the-fly item record.

CHECK NOTE
(variable field)

Analyze only issues with distinctive titles
or 
Analyze only issues with distinctive titles as requested by selector

CHECKMSG
(variable field)

Analyze only issues with distinctive titles
or 
Analyze only issues with distinctive titles as requested by selector

Add for active serials to alert serials check-in staff.

4. Serial Item Record
Create a base item record and include the following information. 

ICTRL CD
(fixed field)

n

I TYPE
(fixed field)

4

MESSAGE
(internal tag m)

DO NOT USE THIS RECORD FOR CHARGE OUT; USE INDIVIDUAL VOLUME RECORD.

If you need to create an item record for an unanalyzed issue, attach it to the serial record and record the enumeration for the unanalyzed issue in a “v” tag field:

5. Analytic Item Records (Analytics Bound Separately--partially analyzed)
Catalog each title and attach corresponding item record. (Note: If you find a volume without a distinctive title, bounce it to a serials cataloger)

Record the volume enumeration for the analytic in the item record as part of the call number field:

Link analytic item record(s) to the serial record (go to “Edit” and choose “Link to additional bib record”). 

6. Analytic Item Records (Analytics Bound Together--partially analyzed)
If a bound volume contains two or more distinctive titles, all the analytics in a bound volume are linked to one item record, which has the call number for the bound volume. (Note: If you find an issue without a distinctive title, bounce it to a serials cataloger)

a)      Catalog items with distinctive titles in bound volume.

b)      Attach an item record for the bound volume to the first analyzed title.

c)      Link item record for the bound volume to the monographic record(s) for all subsequent analyzed titles in the bound volume and to the serial record to account for any unanalyzed volumes (go to “Edit,” choose “Link to additional bib record”). Volume enumeration is part of the call number and is taken from the piece in hand.

Example #1:
(vols. 94, 95, & 96 are bound together, vols. 94 & 96 have distinctive titles)

Bib record (v. 94):   050 _4 TA612|b.H42 v.94
Bib record (v. 96):   050 _4 TA612|b.H42 v.96
Item record for bound volume is attached to bib record for v.94:
 050 _4 TA612|b.H42 v.94-96

Example #2:
(vols. 94, 96, 98 are bound together, vols. 96 & 98 have distinctive titles)

Bib record (v. 96):   050 _4 TA612|b.H42 v.96
Bib record (v. 98):   050 _4 TA612|b.H42 v.98
Item record for bound volume is attached to bib record for v.96:    050 _4 TA612|b.H42 v.94,96,98


Return to Contents

ANALYZED SERIAL TITLES: PARTIALLY ANALYZED (classed separately)

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

  1. Authority Record
    Create an authority record in Millennium or export an authority record from LCAF for the serial/series. Add the local 64X fields below only if they are lacking (e.g., creating new record) or if the local treatment differs from the one in the LCAF record.  This is where we record the treatment decision.

644 _9

f|danalyzable parts|5CUS
or
p|5CUS

Analyze all parts with distinctive titles
or
Only selective parts are analyzed (i.e., analyzed on a case-by-case basis)

645 _9

t or n|5CUS

traced as series added entry (established heading) or not traced (heading not established)

646 _9

s|5CUS

classed separately

690

Treat as monograph

690 

Analyze only issues with distinctive titles
or 
Analyze only selective issues with distinctive titles

910

<cataloger's initials>

2. Bibliographic Record
Catalog the serial title.  Make sure the following note is in the bibliographic record:

500

Some issues have distinctive titles.

3. Checkin Record
Create a checkin record and include the following information:

CAT TRMNT
(fixed field)

p (partial analytics)

Checkin staff create a brief bib and item record for volumes with distinctive titles; Circulation staff check this field at time of checkout, if coded "p", they search for the individual bib and item record for volume in hand. If lacking, they create an on-the-fly item record.

CHECK NOTE
(variable field)

Issues with distinctive titles are cataloged as monographs

CHECKMSG
(variable field)

Issues with distinctive titles are cataloged as monographs

IDENTITY NOTE
(variable field)

Volumes in this series can be found by searching for the specific title of the individual volume.  If you lack the title of the individual volume but have the volume number, do a search on the title above, “[title entry],” and page through to find your volume number.  For additional assistance, ask a reference librarian

4. Serial Item Records
The base item record serves as a template for Circulation staff to create on-the-fly item records for individual issues that have not yet been fully cataloged.  When creating a base item record, include the following information:

ICTRL CD
(fixed field)

n

I TYPE
(fixed field)

4

MESSAGE
(internal tag m)

DO NOT USE THIS RECORD FOR CHARGE OUT; USE INDIVIDUAL VOLUME RECORD.

If you need to create an item record for an unanalyzed issue, attach it to the serial record and record the enumeration for the unanalyzed issue in a “v” tag field:

5. Analytic Item Records (Analytics Bound Separately--partially analyzed)
Catalog each title and attach corresponding item record. (Note: If you find a volume without a distinctive title, bounce it to a serials cataloger)

Record the volume enumeration for the analytic in the item record as part of the call number field:

Do not link analytic item record(s) to the serial record.

6. Analytic Item Records (Analytics Bound Together--partially analyzed)
If a bound volume contains two or more distinctive titles, all the analytics in a bound volume are linked to one item record, which has the call number for the bound volume. (Note: If you find an issue without a distinctive title, bounce it to a serials cataloger)

a)      Catalog items with distinctive titles in bound volume.

b)      Attach an item record for the bound volume to the first analyzed title.

c)      Link item record for the bound volume to the monographic record(s) for all subsequent analyzed titles in the bound volume and to the serial record to account for any unanalyzed volumes (go to “Edit,” choose “Link to additional bib record”). Volume enumeration is part of the call number and is taken from the piece in hand.

d)     Use the call number for the serial.

Example #1:
(vols. 94, 95, & 96 are bound together, vols. 94 & 96 have distinctive titles)

Bib record (v. 94):   050 _4 TA612|b.H42 v.94
Bib record (v. 96):   050 _4 TA612|b.H42 v.96
Item record for bound volume is attached to bib record for v.94:
 050 _4 TA612|b.H42 v.94-96

Example #2:
(vols. 94, 96, 98 are bound together, vols. 96 & 98 have distinctive titles)

Bib record (v. 96):   050 _4 TA612|b.H42 v.96
Bib record (v. 98):   050 _4 TA612|b.H42 v.98
Item record for bound volume is attached to bib record for v.96:    050 _4 TA612|b.H42 v.94,96,98

Return to Contents

TEXTBOOKS AND REFERENCE BOOKS (TREATED AS MONOGRAPHS)

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

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, create a local authority record to record the treatment decision when such a situation is encountered.  Treatment decisions may differ by physical format (see Serial titles with split analytic treatment for examples of 646 and 690 notes for split treatment).

  1. Authority record

    050 _9

    <Call no.> v.

    example:
    050 _9 QH345|b.S644|5CUS

    add call number if classed together

    644 _0

    f|5CUS

    analyzed in full

    645 _9

    n|5CUS

    not traced

    646 _9

    c or s|5CUS

    classed together or classed separately

    690

    Treat as monograph

    910

    <cataloger's initials>

NOTE: SCP catalogs some online textbooks as monographs or serials and they make their treatment decisions based on selector request.  Do not record treatment decisions for SCP cataloging of textbooks.

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SERIAL TITLES WITH SPLIT ANALYTIC 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.).  Add the local 64X fields below only if they are lacking (e.g., creating new record) or if the local treatment differs from the one in the LCAF record.

  1. Authority record

050 _9

<Call no.> v.

example:
050 _9 QH345|b.S644 v. |5CUS

add call number if classed together

644 _9

f|CUS
or
f|danalyzable parts|5CUS
or
p|5CUS

Fully analyzed
or
Analyze all parts with distinctive titles
or
Only selective parts are analyzed (i.e., analyzed on a case-by-case basis)

645 _9

t|5CUS or n|5CUS

traced as series added entry (established heading) or not traced (heading not established)

646 _9

s|5CUS

classed separately

690

(See examples below)

910

<cataloger's initials>

Examples of 64X-690 notes for split analytic treatment:

Split analytic treatment for a title owned by different branches:

646            s|ditems cataloged before February 1, 1992
646            c|ditems cataloged after January 31, 1992
690            Vols 1-50 treated as monograph for Geisel; v.51- treated as analyzed serial for BLB

Split analytic treatment for different formats:

646            s|dOnline version: v. 24-
646            c|dPrint version: v. 1-
690            Online version: Vols. 24- cataloged as monographs; Print version: Vol. 1
                  treated as analyzed serial

2.  Bibliographic record
Catalog the serial title.  Make sure one of the following notes is in the bibliographic record:

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

3. Checkin record
Create checkin records as appropriate.

4. Item records
Add and/or link item records as appropriate.

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DUMMY SERIAL RECORDS

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. Authority Record
    Do not create an authority record.
  2. Bibliographic Record
    Catalog the serial title.  The BRANCH code should be “ucsdl” which displays as “UCSD Libraries.”  If the catalog record lacks a 130 uniform title, add a 130 to provide a hyperlinked title entry in the Roger display.  Also, make sure one of the following notes is in the bibliographic record:

500

Some issues have distinctive titles.

500

Issues have distinctive titles.

3. Checkin Record
Create a standard checkin record that includes the following information:

CAT TRMNT
(fixed field)

f or p

"full" or “partial” analytics

Checkin staff create a brief bib and item record for the individual title; Circulation staff check this field at time of checkout, if coded "f" or “p”, they search for the individual bib and item record for volume in hand. If lacking, they create an on-the-fly item record.

CHECK NOTE
(variable field)

Catalog as monographs

CHECK NOTE
(variable field)

This is a dummy serial record

IDENTITY NOTE
(variable field)

Volumes in this series can be found by searching for the specific title of the individual volume.  If you lack the title of the individual volume but have the volume number, click on the title link above, “[130 title entry],” and page through to find your volume number.  For additional assistance, ask a reference librarian

LOCATION

ucsdl

C ACTIVITY

n

“n” for “not applicable.”

Do not add a call number or LIB HAS (866) field.

4. Serial Item Record

Create a base item record that includes the following information.

ICTRL CD
(fixed field)

n (SUPPRESS)

LOC

ucsdl

I TYPE
(fixed field)

4 (this refers to the loan check-out rule)

MESSAGE
(internal tag m)

DO NOT USE THIS RECORD FOR CHARGE OUT; USE INDIVIDUAL VOLUME RECORD.

Do not add a call number field.

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ONLINE ANALYTICS

Cataloging policy

Selectors may make cataloging requests for full or partial analytics.  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.

In December 2011, Unit Heads established the following cataloging policy for online analytics that have print counterparts and established treatment decisions:

The treatment decisions for online analytics will mirror that of the print version (e.g., partial, full, or monograph).  The print version, however, does not dictate which online issues will get analyzed.  Online analytics are tracked, periodically and prospectively, online.  If distinctive titles are not apparent on the website (issues should be checked to the PDF level if need be), do not catalog the online analytics.  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. 

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.

Some general principles

  1. Linking analytic item records: Item records for online analytics (loc: nnet) do not contain call numbers or circulation information and therefore, do not need to be linked back to the monographic set or serial records.
  2. Title hooks for online analytics: Add title hooks to the e-resources tracking page.  For more information about setting up title hooks, see: Guidelines for setting up 793 $a for electronic resources.
  3. Analytics for online federal documents: Our local cataloging policy is to wait for Marcive to send the individual monograph records to us. 
  4. Issue level linking: Linking to the journal title is acceptable but prefer direct issue linking whenever possible.

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ANALYSIS FOR CDL LICENSED RESOURCES

Scope: If a title being considered for analysis is a CDL selected resource, refer the title to SCP.  SCP will consider analyzing a serial 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. Authority Record

Create in Millennium or export from LCAF an authority record for the serial title.  Add the following fields to the authority record.  Add the local 64X fields below only if they are lacking (e.g., creating new record) or if the local treatment differs from the one in the LCAF record:

050_9

N/A

May already exist if UCSD has print holdings.  Add the serial class or call number, suffixed by "Online".

644 _9

f|5CUS
or

f|danalyzable parts|5CUS
or
p|5CUS

Repeatable field.  Analyzed in full or partially analyzed. Use $d to indicate specific vols., etc. (e.g., split treatment). Add |5 CUS if locally added.

645 _9

t|5CUS or n|5CUS

traced as series added entry

646 _9

c|5CUS or s|5CUS

Repeatable field. Classed together or classed separately. Add $d if needed to indicate specific vols., etc. (e.g., split treatment). Add |5 CUS if locally added.

690

Treat as analyzed serial
or
Analyze only issues with distinctive titles
or 
Analyze only issues with distinctive titles as requested by selector

Add if lacking or inaccurate.

690

Online version: [Package name] is a CDL licensed resource analyzed for UCSD only

910

<cataloger's initials>

  1. Bibliographic Record
    Catalog the serial title. Add the following to the bibliographic record:

500

Individual [or some] issues have distinctive titles.

590

FOR INDIVIDUAL VOLUMES, SEARCH THE CATALOG UNDER TITLE

  1. Checkin Record
    In both the nnet and cdl checkin records, include the following information:

Checkin record fields

Fully analyzed

Partially analyzed

CAT TRMNT
(fixed field)

f   (“full” analytics)

f|danalyzable parts (Analyze all parts with distinctive titles)
or
p  (“partial” analytics. Only selective parts are analyzed)

CHECK NOTE
(variable field)

ANALYZED

Analyze only issues with distinctive titles

CHECK NOTE
(variable field)

[Package name] is a CDL licensed resource.  Titles are analyzed for UCSD only. [cataloger's initials and date]

[Package name] is a CDL licensed resource.  Titles are analyzed for UCSD only. [cataloger's initials and date]

  1. Item Records
    Create nnet item records as appropriate.

  2. Analytic Bibliographic Records

Add following to each record:

  1. Even though these are CDL licensed resources, the 856 $z should indicate: Restricted to UCSD IP addresses because these analytics are maintained by UCSD catalogers.
  2. Add a 793 title hook to each individual analytic record. Consult the 793 guidelines to set up a new title hook for the online analytic.

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ONLINE ANALYTICS (SERIALS)


Scope: This section provides guidelines on how to set up analytics for online serials. 

  1. Authority Record
    If an authority record does not already exist in Millennium, create an authority record or export an authority record from LCAF for the serial title.  The authority record should include the following data (some data may already exist if a treatment decision has already been established for the print counterpart). Add the local 64X fields below only if they are lacking (e.g., creating new record) or if the local treatment differs from the one in the LCAF record.:

050 _9

N/A

May already exist if UCSD has print holdings.  Add the serial class or call number, suffixed by "Online".

644 _9

f|5CUS
or
f|danalyzable parts|5CUS
or
p|5CUS

Repeatable field.  Analyzed in full or partially analyzed. Use $d to indicate specific vols., etc. (e.g., split treatment). Add |5 CUS if locally added. 

645 _9

t|5CUS or n|5CUS

traced as series added entry or not traced

646 _9

c|5CUS or s|5CUS

Repeatable field. Classed together or classed separately. Add $d if needed to indicate specific vols., etc. (e.g., split treatment). Add |5 CUS if locally added.

690

Treat as analyzed serial
or
Analyze only issues with distinctive titles
or 
Analyze only selective issues with distinctive titles as requested by selector.

Add if lacking or inaccurate.

910

<cataloger's initials>

2. Serial Bibliographic Record
Catalog the serial title.  Add the following fields to the bibliographic record:

    1. 500      Individual issues have distinctive titles. (use for fully analyzed)
      or
      500      Some issues have distinctive titles. (use for partially analyzed)
    2. 590      FOR INDIVIDUAL VOLUMES, SEARCH THE CATALOG UNDER TITLE

3. Checkin Record
Create a nnet checkin record and include the following information:

Do not add a call number or LIB HAS (866) field.

4. Item Record
Add a nnet item record for the serial.  Do not add a call number. 

5. Analytic Item records
Do not link analytic nnet item records to the serial record.  Add a call number to nnet item record for the analytic.  If the copy has no call number, create an analytical call number using the serial call number or class number from the serial bibliographic record and add “Online” to the end.

6. Analytic Bibliographic Records
Add a 793 title hook to each individual analytic record.  Consult the 793 guidelines to set up a new title hook for the online analytic.

 e.g., 793 0_ Project MUSE online journals. $p Eighteenth century life online monographs.

 

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ONLINE ANALYTICS (DATABASES)


Scope:
 This section provides guidelines on how to set up analytics for online databases. Generally speaking, requests for 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 Coordinators Group for prioritization. 

The exception is Alexander Street, for which we have a blanket policy for analysis per the Collection Coordinators Group. 

  1. Authority Record
    Do not create an authority record.

  2. Bibliographic Record
    Catalog the integrating resource.  Catalog the individual components as requested by the selector. Add 793 title hooks to the individual component records as appropriate.  Consult the eresources tracking page for an appropriate title hook to use.  Consult the 793 guidelines to establish new title hooks as needed.

  3. Checkin Record
    Create a nnet checkin record for the integrating resource and include the following information:

Checkin record fields

Fully analyzed

Partially analyzed

CAT TRMNT
(fixed field)

f   (“full” analytics)

f|danalyzable parts (Analyze all parts with distinctive titles)
or
p  (“partial” analytics. Only selective parts with distinctive titles are analyzed)

CHECK NOTE
(variable field)

ANALYZED

Analyze only selected sections

CHECK NOTE
(variable field)

(If applicable, indicate whether this is CDL licensed resource)

e.g., This is a CDL licensed resource.  Titles are analyzed for UCSD only. [date]

(If applicable, indicate whether this is CDL licensed resource)

e.g., This is a CDL licensed resource.  Titles are analyzed for UCSD only. [date]

 

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RECATALOGING AND BATCH PROCESSES

Scope: This section provides guidelines on when to recatalog monographs as serials. 

Print resources and Marcive

Generally speaking, MS proactively recatalogs print monographs as serials when the issues lack distinctive titles.  This policy applies to print serials and online serials received through Marcive. 

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. 

When Marcive monographs are recataloged as serials, they are not monitored or tracked so monographic records for issues of the same serial may show up again later.  Catalogers perform retrospective cleanup on Marcive titles only as encountered.

Online resources

As more and more ebook collections are processed in batch, records for individual serial issues (with or without distinctive titles) will show up in Roger.  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 (both CDL and UCSD) from monograph to serial with the exception of Marcive batch loads (see above).  The “duplicative” monographic records will remain in Roger as is.  If these monographic records are encountered or if they are causing confusion, catalogers may document treatment decisions as follows to avoid further review and confusion:


Analyzed serials with batch processed monographic records

Scope: Batch processed monographic records representing serial issues (with distinctive titles) for analyzed serials. 

  1. Authority Record
    Export or create an authority record if one is lacking.  Add the following fields:

690

Online version: Vols. for [package name(s)] treated as monographs…)

Specify packages and split analytic treatment as needed

910

<cataloger’s initials>

 

  1. Serial Bibliographic Record
    Do not add links for the individual issues to the serial record.
  2. Checkin Record
    Add the following CHECK NOTE to all checkin records:

CHECK NOTE
(variable field)

Vols. for [package name(s)] treated as monographs

  1. Serial Item Record
    N/A

Unanalyzed serials with batch processed monographic records

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

  1. Authority Record
    Do not export or create an authority record if one is lacking. If an authority record for the serial exists in Millennium, add the following:

690

NOT ANALYZED. Some online vols. cataloged as monos

910

<cataloger’s initials>

  1. Serial Bibliographic Record
    Do not add links for individual issues to the serial record.
  2. Checkin Record
    Add the following CHECK NOTE to all checkin records:

CHECK NOTE
(variable field)

NOT ANALYZED. Some online vols. cataloged as monos

  1. Serial Item Record
    N/A


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Prepared by: Marílú Vallejo, Margaret Christean, Becky Culbertson, February 6, 2004
Approved by: Roger Metadata Policy Group
Date revised: December 4, 2017