ANALYTICS

							                                         SERIAL
                                       ANALYTICS

                                            By
                              Roselin Becker and Jeanne Baker
                                         10/15/04



Core competencies for performing the serial analytics procedure:

        Knowledge and experience with the MARC formats for monograph and serial
bibliographic records
        Knowledge and experience with national and UM series authority records and
series decision practice and procedure
        Knowledge and experience with creating/editing summary holdings according to
current NISO and UM standards and coding all fields of the Aleph holdings record using
the MARC format for holdings.


Definitions of terminology* used in this document:

        Analytic: a bibliographic record made for an individual title in a series or in a
monographic set. An analytic is most often a monograph, but may be a serial or an
integrating resource. In practice at UM, an analytic has meant a record that is classed
together; however, the term “analytic” actually does not indicate whether a series is
classed together or classed separately.

        Classed together: all individual titles in a series or monographic set receive the
same base call number; the call number assigned is based on the subject matter of the
series or collective title. For the analytic, the base call number is subdivided by the
enumeration of the individual title in the series or in the monographic set.

        Classed separately: each individual title in a series receives an analytic record
with a call number that is assigned based on the subject of the individual title and not the
subject of the series.

        Series treatment: the decision to analyze, partially analyze, not analyze, class
together, or class separately; it is possible for a series to have different series treatments
over its lifetime.


*More information is available at: http://www.lib.umd.edu/TSD/ACT/serpol.html




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Receipt of Serial Analytics

Most serial analytics come on standing order or blanket order for all titles issued by an
organization. Sometimes a serial analytic will be ordered by monograph purchase order,
or come in on PromptCat, or as a gift. Others might be received as corrections via the
Help Desk. A second copy of a serial analytic requested for the same sublibrary and
location can be used for fill in for another location that is also classed together.
Otherwise, it will be returned to Acquisitions as a duplicate. If the second copy is
requested for another location that currently owns none of the serial, consider cataloging
it separately.


Procedure:

   1. The series title needs to be searched in the global GUI first to determine UM’s
      treatment and call number. If UM’s holding is found on a serial record in Aleph,
      follow the treatment practice, updating the summary if needed.
   2. If the serial title is not in Aleph, check the authorities file on OCLC to find the
      national series treatment (i.e., analyze, partially analyze, not analyzed, class
      together or catalog as separates). If UM decides not to follow national cataloging
      practice, then this decision is recorded in the LCAF or sometimes in the master
      file. Coordinate establishing the series treatment practice with a continuing
      resources cataloger.
   3. If a serial record is found in Aleph without a UM holding, UM will not
      necessarily follow the same series treatment as used by other USMAI campuses.
      If the UM decision is to class together, add a UM holding record to the serial
      record. If an analytic record is found in Aleph, add a holding for UM and add an
      item using the analytic call number format. Overlay with better bibliographic
      records if needed. Remember to add an XPT tag to all bibliographic records so
      that UM holdings will appear in OCLC.
   4. If an Acquisitions-created record is found in Aleph for the serial and/or analytic
      record, add the OCLC number in the 035 field, if needed, so that it can be
      overlaid with the full bib record exported from OCLC.
   5. Suppress the item on the standing order if Acquisitions hasn’t already done so,
      otherwise the item will show up in the OPAC on the serial record. The real bar
      code goes into the item attached to the analytic record.
   6. Sometimes an analytic record will have more than one series title. Each series
      must be checked in Aleph, the LCAF, and master file to see what practice UM has
      followed. An ideal situation is that one series is classed together and all others are
      cataloged separately. If two or more of the series on an analytic record are classed
      together, consult with a faculty cataloger as to how to proceed. If any series
      cannot be found in the LCAF give it to a continuing resources cataloger to
      establish.
   7. An analytic call number will have the series designation and number, be it “no.”
      or “vol.,” as part of the $i in the 852 tag.
   8. UMCP avoids cataloging subserials on serial records when possible. Instead
      these are cataloged using monograph records so that the individual number in the


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    series is retrievable in a series word search. L.C. preferred cataloging practice is
    to catalog as monographs conference proceedings issued in numbered monograph
    series.
9. At UM each classed together, analyzed series entry has a corresponding serial
    record in Aleph. The serial record and holdings are reviewed to verify:
     Has the serial title changed? If so, the serial record for the new title needs to
        be entered into Aleph. If items were received and/or cataloged on the old title,
        the subscription, order, and items must be moved to the new serial title record.
        These must be brought to Margaret Cullings attention since she only will do
        this work. Adjust the call number for the items that belong on the new serial
        record; however, if there are many pieces that would need relabeling, continue
        using the old call number. The old serial record in Aleph will need to be
        corrected/overlaid in order to update the closing information. If the OCLC
        record needs closing information, give it to a CONSER cataloger to replace in
        OCLC.
     Has the serial title ceased publication? Check the serial record on OCLC to
        see if this information is now in the record. If the serial record shows the
        ceased information, overlay it in Aleph. If not, give it to a CONSER cataloger
        to replace in OCLC.
     Update the holdings record as needed, especially the 866 field for summary
        holdings. (Documentation on creating/editing a holdings record is available
        at: http://www.lib.umd.edu/TSD/tsd_serial_summaries.doc). Are the
        enumeration and chronology information current/accurate? Does wording of
        the summary holding note fit the new standards for USMAI institution
        summary holdings guidelines (see examples below).
     Is the serial title partially analyzed? A serial title is partially analyzed if some
        individual volumes are not analyzed and some individual volumes are
        analyzed. Some individual volumes may not have individual titles and may
        not be analyzable, or, analyzing began with a particular volume and earlier
        volumes just have not been analyzed yet even though they could be. Use the
        proper summary note (see the examples below).
     See also the section below on the history of the McK Periodical Stacks flip
        and its effect on McK serial analytics.
     If a revised edition comes out for a serial analytic, the new edition will get the
        same call number as the first edition, but the volume designation will be
        followed by the year of publication of the new edition. It must be determined
        whether this is a new edition of the whole serial title or only a new edition of a
        single analytic. A new edition of the serial title will get a new call number
        only if the title of the serial work has changed.
     Another search is done in the GUI pac for any stragglers that may have been
        cataloged separately. Those that are for the same sublibrary and collection
        must be recataloged. Those that are for another sublibrary and collection can
        stay classed separately but might need a summary in Aleph.
10. Statistics consist of a monograph count for the analytic, possibly a new serial title
    count, plus hash marks for many different maintenance counts. Cataloging time is
    spent mainly on cleanup.




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History of the McKeldin Periodical Flip and Its Effect on McKeldin Serial Analytics

In the past, McKeldin never had a separate location for its periodicals as did most of the
other branches. It was decided to create a separate location for all serials, including
periodicals, in the movable shelves in McKeldin. The people assigned to do the move
were given a print out of all serial titles in McKeldin. They relabeled and physically
moved all volumes of a serial title, including all analyzed serial titles, to the new
PERSTK location. ITD created a program that changed all summary holdings on McK
serial bibliographic records and all MCK SER items to MCK PERSTK. However, most
serial analytics are on monograph records and had “MONO” for a media code. Thus the
serial analytic records in the OPAC retained their original sublibrary and collection code
yet the volumes were in McK PERSTK. Hence, if a patron found the analyzed serial title
from the serial record in the OPAC, the patron would be directed to the correct location.
But if a patron found a serial analytic record, the patron would be directed to McK stacks
or McK folio and find nothing at those locations. This requires cleanup.

Presently, whenever serials staff work on a fully analyzed title, all volumes must be
relabeled and reshelved at the location noted on the analytic records in the OPAC. One
must also change the sublibrary and collection codes on the summary holdings from McK
Periodical stacks to that on the analytic records. Partially analyzed serial titles are more
problematical. The unanalyzed volumes can remain in MCK Periodical stacks but the
analyzed volumes must be relabeled and moved back to the location found on the analytic
records in the OPAC. The original summary holdings will need to be split into two
summary holdings, one to show that unanalyzed volumes are in McK Periodical stacks
and another to show that analyzed volumes are in either McK stacks or in McK folio.



                  Some examples of notes used in summary holdings:


Analyzed serial classed together: shows sublibrary and collection, classed together call
number, and enumeration and chronology:

866 31 $a v.1-
       $z Available vol/issues are described on separate records. Find these in the
CATALOG under the above title or call number, as well as the distinctive titles of
individual vol/issues.


Analyzed serial classed separately: shows sublibrary and collection and no call number
since each title has a different call number, shows enumeration and chronology for those
series that are numbered.

866 31 $z Available vol/issues are described on separate records. Find these in the
CATALOG under the above title, as well as the distinctive titles of individual vol/issues.



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Partially analyzed serial classed together:

Break into two separate locations:

Location: UMCP McKeldin Library Periodical Stacks QP1.C6
          Holdings: v.2-214 (1973-1998)

Location: UMCP McKeldin Library Folio QP1.C6
           Holdings v. 215- (1999- )
Available vol/issues appear on separate records in the CATALOG under the above title
or call number, as well as the titles of individual vol/issues. Some volumes in other
locations.


A serial both unanalyzed classed together and analyzed classed separately:

Location: UMCP McKeldin Library Periodical Stacks QP601.C733
          Holdings v.1-300 (1957-1999)

Location: UMCP McKeldin Library Stacks
           Holdings v.301- (2000- )
Available vol/issues appear on separate records in the CATALOG under the above title
as well as the titles of individual vol/issues. Some volumes in other locations



Serial Analytics That Are Multi-Volume Sets:

Some analytic titles will be multi-volume sets. The series numbering used in the call
number for the volume number may be consecutive or scattered depending on how it is
numbered in the main series.

The following shows the series statement in the bibliographic record that has consecutive
numbering and its item records:

   440 0 Methods in enzymology ; #v 19-22

CPCHM STACK QP601.C733 vol.19-22                         vol.19      On shelf
CPCHM STACK QP601.C733 vol.19-22                         vol.20      On shelf
CPCHM STACK QP601.C733 vol.19-22                         vol.21      On shelf
CPCHM STACK QP601.C733 vol.19-22                         vol.22      On shelf




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The following shows the series scattered numbering as found on the analytic
bibliographic record and its item records:

   490 1 Methods in enzymology ; #v 14, 35, 71, 72

   830 0 Methods in enzymology ; #v 14.
   830 0 Methods in enzymology ; #v 35.
   830 0 Methods in enzymology ; #v 71-72

In this example, the basic call number format will be QP601.C733 vol.14, etc. for each.
It is constructed by using the first number of the main series followed by a common and
“etc.” added to the class number and cutter. In the description field (serial enumeration
“bucket”) the series number for the item is placed:

CPCHM STACK QP601.C733 vol.14 etc.                        vol.14       On shelf
CPCHM STACK QP601.C733 vol.14 etc.                        vol.35       On shelf
CPCHM STACK QP601.C733 vol.14 etc.                        vol.71       On shelf
CPCHM STACK QP601.C733 vol.14 etc.                        vol.72       On shelf



Note: For analytics we use “vol.” instead of “v.” in the call number label. “Vol.” is used
in the call number in the analytic record (which is often Library of Congress cataloging
copy) and is accepted as is so as to not require editing when generating a label. The
briefer abbreviation “v.” is used when adding new serial or monograph set, unanalyzed
volumes. The shorter form allows for more characters in the numbering, if needed, in the
label.



The End Processing Team has been instructed to create a call number label omitting the
“etc.” numbering (e.g. vol. 14, etc.) and consecutive numbering (e.g., vol.19-22) from the
label and replace it with the actual volume number of the individual piece:

For volume 35:

       QP601.C733 vol.35

For volume 20:

       QP601.C733 vol.20


Example of tagging the 852 field for the serial analytic:

852 00 $b CPMCK $c STACK $h PE1 $i .C66 n.s. vol.148
876    $j 01 $p barcode $x MT: BOOK
950    rjb
XPT Y $b UMC




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