IR/PS Corporate Annual Reports
Prepared by: George Janczyn, May 19, 1989
Revised by: Margaret Christean, Jan. 7, 2003
Approved by: Cataloging Committee, Feb. 10, 2003
Reviewed: Serials Cataloging Fun Group, July 26, 2019
NOTE: We no longer receive new corporate annual reports but still receive 3-5 issues a quarter for existing titles. There have been some title changes but most are continued online only. Corporate annual reports are all classed in HC11 and shelved at the Annex.
Cataloging for the online version needs to be requested by a selector. The online version should be open access (793 Open access resource; selected by the UC San Diego Library). As part of the cataloging process for the online version, the cataloger may redescribe the print version so that it receives full cataloging treatment.
Processing corporate annual reports (this information is historical and has been updated to reflect current housing and shelving situations only)
The following outline discusses treatment of corporate annual reports (shareholders reports or 10-K reports) for IR/PS only. Annual reports for non-commercial organizations, government agencies, etc., are not considered. They will be processed as usual. Bibliographic records are added to our local catalog only. OCLC records will not be created and records will not appear in the Union catalog. Until August 2004, IR/PS corporate annual reports were housed at the IR/PS library (location code “irc). In September 2004, all of the IR/PS corporate annual reports, including current issues, were moved to the Annex (location code “caj”).
A. Hard copy reports
1. Acquisitions tasks
Acquisitions staff at Geisel and/or IR/PS will create a Millennium bibliographic record and order record, and attach a checkin record at time of receipt. The bibliographic record will consist of only two fields, corporate author and title. The title “[Annual report]” will be assigned in all cases, even if the report has a different title. Example of an Millennium bibliographic record created by Serials Acquisitions staff:
AUTHOR Bougainville Copper Limited
TITLE [Annual report]
For purposes of indicating holdings on the checkin record and for labeling, prefer the year alone as the volume designation.
The reports will then be sent to the bibliographer (Harold) or to the review room for his evaluation.
2. Bibliographer tasks
The bibliographer will evaluate new annual reports to decide whether they should be treated according to these procedures or according to normal cataloging procedures.
If the decision is to treat the report according to these procedures, the bibliographer will write “HC11” with a circle around it at the top of the accompanying streamer.
If the decision is to treat a report normally (i.e. full cataloging), the bibliographer will write “Full Cat” with a circle around it at the top of the streamer.
The reports will then be sent to Serials Cataloging.
3. Serial Cataloging tasks
a. Search for correct form of company name. First, search Millennium to see if there are other publications from the same corporation. If name is found in the local bibliographic or authority record, use this form in the 110 field. If not found on Millennium, check OCLC authority file. If found, export authority record to Millennium, and if needed, change the form in the 110 field of the bibliographic record to match authorized form. If the name is not found in the OCLC authority file, use the name found on the report, modified as necessary to appear in AACR2 form.
b. Assign call number
All company annual reports will receive the classification HC11. In addition, two cutters will be assigned. First, a country cutter will be added, based on the Countries and Regions Table from the LC Shelflisting Manual. Second, a main entry cutter will be formulated, based on the standard LC Cutter Table. Check that the number will place the company in correct alphabetical sequence with others from that country. If it doesn’t fit, and most of the time it will not, adjust cutter to make it fit alphabetically.
c. Add two subject headings to the bibliographic record, one for the name of the company and one to represent the country, as shown below:
610 20 [Name of company] |vPeriodicals.
650 0 Corporations |z[Country] |v Periodicals.
d. Final additions to bib record:
Add today’s date to CAT DA field. Add “m” to R CTRL CD. Variant titles may also be added in the 246 field.
e. Add item record. ITYPE=4, LOC=ia, STATUS= - (dash). Add call number to 090 field.
f. Add call number to the checkin record.
g. Send reports to Serials Acquisitions for labeling.