Cue Sheet for Checking Titles

Problem:

Often, volumes carry more than one title; in these instances, the searcher is faced with many questions:

What does each title represent? (Monograph title? Thematic title? Series title? Serial title?)
How does this title fit in the catalog? (Have we already set up a check-in record for the serial aspect? Do we have a series authority record?)
What needs to be done now? (What decisions are needed? Who should make these decisions?)

Below, I have tried to sketch a possible outline of basic situations. However, given the complexities of both publishing and local practice, the outline is not complete. So, please keep in mind that you always have the option of bumping a situation over to the Series/Serials shelf for review.

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General list

On the volume:
- Check: Title page, half-title page (series title page), front cover, spine
- Look for: numbering schemes (v. 1); coverage dates (e.g., 1945-1965); editions (1st ed.)
- Look for: words commonly used on serials: almanac, yearbook, bulletin, advances in..., progress in...
- Beware of: encyclopedias, censuses (acc. to LC, these are monographs)
In the local catalog:
- Check TC file: look for serial-format record. READ THE RECORD to see if
  - the 905 field has "ANLA"=analyze all; "ANLM"=analyze monographs only
  - the 910 field has "RTAN:MRK"="ftc"
  - the 920 field has "See individual records..."="fts"
  - the 945 field has "Send to Gifts; not wanted"=title to be discarded
- Check the Authority File for series authority record: bna...
- Check the MC, IP file:
  - Search fnt ... for serials entered volume by volume on separate records
  - Search fse ... for monographs with series added entries.
In OCLC:
- Check the bib file; Search for serial format record
  - Look for: "042 lcd"=CONSER authorized serial.
  - Look for: "SrTp: m" or note "500 Each vol. has also a distinctive title"=series
- Check the authority file; Search for series authority record: cho af;sca ti ...
- Check the bib file; Search for monographs in the series: fin se ... and se ... and pb ... and ft bks

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Situation 1: Serial v. monograph

Condition: Volume has a single title. Is it a serial or a monograph?

1) On the volume:

Look for a numbering scheme or date scheme on the title page, cover, or spine. Such phrases as "Band 1" or "1995" or "1994-1995" are a clear indication of a potential serial. Caution: The word "edition" is used both on monographs and serials. It may indicate a serial, but be careful!
Look for words that commonly denote an on-going work: Yearbook, Almanac, Bulletin…. Caution: Directory may indicate a serial or a monograph

2) In the local catalog:

Look for a serial-format record ("TC" record in Orion1)
Look for monograph records that have the same title except for the volume numbering or date. Example: Yearbook of ASIS for 1989, Yearbook of ASIS for 1990, etc. This indicates that someone made the wrong decision with previous volumes, and that bad decision has been perpetuated.

3) In OCLC

Look for a serial format record (Type: s). Look for an 042 field with "lc" or "lcd." This is an authorized CONSER serial format record
Then look at fixed field element "SrTp." If "SrTp" is coded "m" this title is probably a series. Also look for a note in the record: 500 Each volume has also a distinctive title.

Conclusion:

If you find a serial-format record ("TC" record in Orion1) in the local catalog, but nothing to show that this volume has been checked in by Serials, send the volume to Serials
If you find a serial-format record in the local catalog, and this volume has been sent from Serials, do NOT assume that the volume in hand is a monograph. Serials often sends volumes with the assumption that we will catch serial titles and return them. OCLC often resolves the question. If you find an authorized CONSER serial format record, and has no indication of a monograph characteristic (no SrTp m; no 500 field note), then return the volume (with printouts for local monographs to be pulled) to Serials.
If you have a potential serial, but find OCLC unauthorized serial format records, or no records, forward the title to the Serial decisions shelf for review.

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Situation 2: Serial v. series

Condition: Volume has two titles, one for the exact volume and one shared by many volumes (a set title or a serial title). Is this shared title a serial, a series, or a book set ("multipart") title?

1) On the volume

Look on the cover and on the first page. If the volume has come through Serials, then it will have the phrase "CSP//TC___" or "NMRK//TC___"
- In the first situation, Serials considers the shared title to be an "fts" series.
- In the second case, Serials considers the shared title to be an "ftc" series. WE ARE REVIEWING ALL "ftc" TITLES. In this case, first check your Excel log, to see if a decision for the series has already been made. See "Analytics" sheet for further instructions

Look at the exact title. Could it also be a serial? Note that Serials passes along to us items that are checked in by series, with the expectation that we will catch the fact that the exact title is also part of a serial!

2) In the local catalog

Look for a serial-format record ("TC" record in Orion1), for both the shared title and (if appropriate) for the exact title.
Look for an authority record
Look for monograph records that have the same title except for the volume numbering or date. Example: Yearbook of ASIS for 1989, Yearbook of ASIS for 1990, etc. This indicates that someone made the wrong decision with previous volumes, and that bad decision has been perpetuated.
If no authority record is found for the series, check the monograph records for series (Orion 1: "fse ___")

3) In OCLC

Look for a serial format record (Type: s) for each serial candidate. Look for an 042 field with "lc" or "lcd." This is an authorized CONSER serial format record
Then look at fixed field element "SrTp." If "SrTp" is coded "m" this title is probably a series. Also look for a note in the record: 500 Each volume has also a distinctive title
Look in the authority file for a series authority record: "cho af;sca ti ___" NOTE: If the Orion record conflicts with the OCLC authority record, refer the problem for review

Procedure:

Research shared title, to determine whether it needs to be forwarded to Serials for check in. If already checked in, are other decisions needed?
Research the exact title, following the instructions given for "Situation 1"

Conclusions:

If the shared title is in good shape (established in the authority file; checked-in on the local serial record if there is one) and the exact title is a monograph, GREAT! Distribute the volume as usual.
If the shared title is not in good shape, refer the problem to the Series problem shelf
If the shared title is in good shape, and the exact title is a serial with a CONSER authorized record, GREAT! Find all records incorrectly cataloged as monographs, and refer the problem to Serials.
If the shared title is in good shape, and the exact title is a serial candidate with no CONSER authorized record, refer the problem to the serial decisions shelf for review.

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Situation 3: CD-ROM and other format materials

Treat these the same as print volumes. If there is a CONSER authorized record for the title cataloged as a serial, please do refer the material to Serials.

7/16/99vb