E-serial template

E-serial bib template -- Instructions for use

The e-serial shared template in the Alma MDE includes some fields/subfields that are always required and others that are common but should be deleted if not applicable. It is meant as a starting point, not an exhaustive list; other fields/subfields may need to be added. See additional instructions for each field below. For much greater detail and many examples, see the CONSER Editing Guide and the CONSER Cataloging Manual in ClassWeb Plus (under Cataloging Policy Documentation).

FIXED FIELDS

It may be easiest to fill in variable fields first and then enter the matching fixed field codes afterwards.

Leader
The template is pre-filled with values that should be appropriate for most e-serials:

The 008 is used to record the serial characteristics, the 006 to record the online characteristics, and the 007 to record "physical" characteristics. In most cases the 006 and 007 can be left as is.

006     
The template is pre-filled with a few basic values, sufficient in most cases:

007
The template is pre-filled with a few basic values, sufficient in most cases:

008
Though pre-filled with some values, the 008 always needs updating:

Type of date/publication status
    c = currently published
    Change to d if ceased or u if unknown.

Date 1 & Date 2
    Update with beginning and ending years of the serial.
    Base on the 362 chronological designation. The 260/264c publication date is only used if there is no chronological designation.
    If the chronological designation of the first or last issue is a span of years, use the latest one; e.g. for 2017/18, use 2018.
    If uncertain, use "u" for unknown digits; e.g. 199u for sometime between 1990 and 1999.
    Use 9999 for end date of a currently published serial.

Place of publication
    Code for the most recent known place.

Frequency & Regularity
    Code for the most recent known frequency (match the 310 field).
    A completely irregular serial is coded as Frequency # and Regularity x.
    
Type of continuing resource (006/04)
    The most common code for e-serials is p = Periodical, but other codes can be used.
    For newspapers, change to n.
    For annuals and less frequent publications, change to #.
    For monographic series, change to m.

Form of original item
    The prefilled value, # = None of the following, is used if the serial was published first in print.
    For serials published concurrently in print and online, or online only, change to o = Online.
    If unsure whether print and online versions are published concurrently, use o.

Form of item
    o = Online

Nature of entire work & Nature of contents
    Usually not specified.

Government publication
    If no, change to # = Not a government publication.
    If yes, change to the appropriate code for the level of government.

Conference publication
    0 = Not a conference publication
    For conference publications, change to 1.
    
Original alphabet or script of title
    Leave as #.

Entry convention
    0 = Successive entry

Language
    Code for the main language of the serial.
    If the serial includes multiple languages and none is predominant, code for the one that is alphabetically first.

VARIABLE FIELDS

022    $$a $$y
040    $$a NjP $$b eng $$e rda $$c NjP
245 00    $$a 
246 1#    $$a 
264 #1    $$a : $$b, $$c
300    $$a 1 online resource
310    $$a
336    $$a text $$b txt $$2 rdacontent
337    $$a computer $$b c $$2 rdamedia
338    $$a online resource $$b cr $$2 rdacarrier
362 1#    $$a Began with:
588    $$a Description based on:  ; title from  (publisher's website, viewed on ).
588    $$a Latest issue consulted:  (viewed on ).
650 #0    $$a  $$v Periodicals.
710 2#    $$a  , $$e issuing body.
776 08    $$i Print version: $$t $$x

022    $$a $$y
Always include if available; delete if not; delete unused subfields. Do not repeat field, nor subfield a.
Indicators: OK to leave blank.
The 022 field is for the 8-digit International Standard Serial Number (ISSN). When available this is an important identifier for a serial. Serials have separate ISSN assigned for the print and online versions.  If in any doubt about the correct one, consult the ISSN portal -- all records there will specify Medium as print or online.
Use a single 022 field with subfields coded as appropriate:
    subfield a: ISSN of the version being cataloged
        for online serials, the online ISSN 
    subfield y: incorrect ISSN
        for online serials, the print ISSN or any other incorrect ISSN:
            e.g. ISSN for an earlier title that is still appearing on the later title
            e.g. ISSN with an invalid check digit    
    subfield z: canceled ISSN (rare)
The template includes the two most common subfields, a and y.
Note that subfield l is no longer valid after December 2023. It was formerly used for the ISSN-l, a linking ISSN for all versions of a serial, usually matching either the print or online ISSN. If available, the ISSN-l is now entered in field 023, first indicator 0, $$a.

        
040    $$a NjP $$b eng $$e rda $$c NjP
Always include. Do not repeat.
The 040 field gives information about the cataloging record's source. Above form is for an original record created by Princeton following RDA rules.

245 00    $$a  
Always include. Do not repeat. The only subfield that is always present is a; the rest are included as applicable.
Indicators may need adjustment:
    If a title begins with an initial article, adjust the second indicator (e.g. for $$a The ... change to 245 04). 
    In cases where a 110, 111, or 130 is added, change the 245 first indicator to 1.
The 245 field contains the title statement, the main name by which the serial is known. For online serials that have print equivalents, prefer to use the same title as on the print version. For online-only serials with different title variations to choose from, prefer the most prominent title (from the title page, if available) on the earliest available issue. A PDF version of the first issue is a better source than the journal home page, and likelier to match the print record.
    subfield a: title (main part)
    subfield b: other title information
    subfield c: statement of responsibility
    subfield n: part number
    subfield p: part title
Subfields a, n, and p (n and/or p when present) make up the serial's title proper. The title proper is used to determine when a title has changed, and whether a title is unique.

The majority of serials are entered under title as the main access point, but there are exceptions:
    Serials whose chief subject is a corporate body (e.g. annual reports) are entered under a 110 for the body.
    Serials that consist of conference proceedings are entered under a 111 for the conference.
    Serials entered under title whose title proper is not unique are entered under a 130 uniform title with a parenthetical qualifier added. However, do not use a 130 to distinguish an online version from print; this practice is obsolete. If assigning a qualifier, check the NAF for the authorized form of the place or body.
    For serials entered under a 110, both the 110 AND the 245 a, n, p must match exactly to be considered non-unique, and the uniform title is entered in a 240 field. (rare)
    
246 1#    $$a 
Include as needed; delete if not. Repeat as needed.
Indicators may vary.
Use a separate 246 for each title variation that might be useful for searching. Omit initial articles.
    If the title proper includes an ampersand (&), always add a 246 with the spelled-out form -- the word "and" or its equivalent in the language of the title. 
    For titles with a part title in 245 $$p, generally add a 246 for the part title alone.
    For minor title variations that are not considered to be title changes, follow this general format:
        246 1# $$i Some issues have title: $$a
    For a title that is specific to a particular provider's site, follow this general format:
        246 1# $$i Some providers give title as: $$a
    Dates associated with a particular variation may be given in subfield f, if not incorporated into the subfield i note.
Delete this field if there are no title variations to record.

264 #1    $$a : $$b, $$c
Always include. Repeat as needed.
Indicators for any additional 264 fields will differ:
    21 for intermediate publisher, if applicable
    31 for current/later publisher, if different from first
The second indicator may also vary, but 1 is most common.
The 264 field contains publication information.
    subfield a: place of publication
    subfield b: publisher
    subfield c: date
        Dates are only added to the 264c when first/last piece is available, but if basing an online version record on a print one, those dates can be copied.
        When using multiple 264s, specify applicable date ranges using a subfield 3, placed before subfield a. Enclose in angle brackets if exact start/end is unknown.

300    $$a 1 online resource
Always include. Do not repeat.

310    $$a
Always include if available; delete if not. Do not repeat.
In the 310 field, give the latest known frequency of publication. If former frequencies are known, they can be given in 321 fields. Applicable date ranges for each frequency are recorded in subfield b of the 310 and 321, with angle brackets used when exact start/end dates are unknown.
Delete this field if the frequency is completely unknown.

336    $$a text $$b txt $$2 rdacontent
337    $$a computer $$b c $$2 rdamedia
338    $$a online resource $$b cr $$2 rdacarrier
Always include all three. May be repeated, but this is rare.
These 3XX fields are generally identical for all remote-access serials.

362 1#    $$a Began with:
Always include if available; delete if not. Do not repeat.
Use the 362 field to record the numerical and/or chronological designation of the first (and last, if ceased) issue of the serial.
    Record this information as it appears; do not abbreviate or translate.
    For ceased titles, add the ending information in the same 362:
        362 1#    $$a Began with: ...; ceased with: ...
    Dates recorded in this field are chronological designations, not dates of publication.
Delete this field if the beginning and ending date are completely unknown.

588    $$a Description based on:  ; title from  (publisher's website, viewed on ).
588    $$a Latest issue consulted:  (viewed on ).
Always include both (one exception below). Do not repeat.
    "Description based on" refers to the specific issue used as chief source, usually the earliest available.
    "Title from" likewise refers to chief source -- can be title screen (= online title page), journal home page, etc.
    Change "publisher's website" as needed to reflect the site where the serial was found. Can name a specific publisher or aggregator.
    Follow "viewed on" with the date of cataloging.
    If basing the online version record on one for print, omit second 588 and use simply:
        588    $$a Description based on print version record.
    
650 #0    $$a  $$v Periodicals.
Always include if applicable; delete if not. Repeat as needed.
    Change 650 to 651 if subfield a is a place name.
    If the subject is a corporate body, use 610 instead/in addition to 650/651, but keep the $$v form subdivision.
    Change $$v Periodicals to $$v Newspapers if appropriate.
    As a form subdivision, "Periodicals" can apply to annual and less frequent publications.
    Delete $$v Periodicals for monographic serials, which need no form subdivision.    

710 2#    $$a  , $$e issuing body.
Always include if applicable; delete if not. Repeat as needed.
First indicator may vary.
    Change first indicator 2 to 1 if subfield a is a place name.
    Use authorized NAF form if available.
    Some corporate names may include also a subfield b for a subdivision; keep subfield e at the end of the field.

776 08    $$i Print version: $$t $$x
Always include if applicable; delete if not; delete unused subfields. Do not repeat (unless for an additional format).

Instructions for all 76X-78X fields: how to incorporate identifying info. from 1XX and 245 fields of the related record:
    Subfield a:
        Copy 110 or 111, followed by a period. Include content of any subfield b, but delete the subfield code.
    Subfield t:
        Copy 130 if present, OR 245 (not both). Include content of any subfield n and/or p, but delete those subfield codes.
        If related record contains a 240, omit subfield t and instead enter 240 content in a subfield s.
    Subfield x:
        Include ISSN for the related record whenever available.
        Use the ISSN specific to the format of the related record; it may match 022 y but never 022 a.
    Subfield i:
        Precedes other subfields; gives information about the title relationship.
        Not used for 780/785 fields, where relationship information is provided by the indicators.
        When referring to the same title in print format, use indicators 08 and precede other subfields with: $$i Print version:

Example using all (note punctuation):    
    776 08 $$i Print version: $$a Serials Society. E-Serials Division. $$t Annual report. Part 2, Statistics $$x 1234-5678

IMPORTANT: Remember to complete the fixed fields if not done earlier.