CWAN Abbreviations

Please use the most current form of the abbreviations for CWAN volume designation. Music and other volumes that have foreign language piece level designators should conform to the current standard of using the foreign language designator regardless of how earlier volumes were entered into the system. For example, if the item indicates Band on the T.p.; we will use “Band”, not “v.”

CWAN Call numbers

The call number for a CWAN set should be taken from the 090 field on the cover bibliographic record. This established call number will also be present on the MFHD for  the set. The call number in an 050 field may be used if there is no 090 field and  if the call number in the 050 field also appears in the 852 field of the cover MFHD.

CWAN Cover records

Sets that are cataloged with analytics require a “cover” record. The beginning of the record indicates the manner in which the series is traced on the individual titles within the set.

If a 100 field is present on the cover record, then the series is traced as an author tracing. The most common way of entering this onto the individual record is to use a 490 1_ with the series title from the item and an 800 field with the authorized form for the author. The 800 field is composed by combining the 100 ‡a and ‡b with the 245 ‡a.

Example:

490 1_ Shakspere-quarto facsimiles, no.1
800 1_ Shakespeare, William, ‡d 1564-1616. ‡t Selections. ‡f 1880, ‡v no. 1.

If a 110 field is present on the cover record, then the series is traced as a corporate author. The most common way of entering this onto the individual record is to use a 490 1_ with the series title from the item and an 810 field with the authorized form for the corporate author. The 810 field is composed by combining the 110 ‡a and ‡b with the 245 ‡a.

Example:

490 1_ 28th Symposium, The society for Developmental Biology, Boulder, Colo., June 16-18, 1969

810 2_ Society for Developmental Biology. ‡t Symposium. ‡v 28th.

If there is no 1XX field present on the cover record, then the 245 field indicates the form of tracing. The title of the set (or series) is in the 245. The most common way of entering this onto the individual record is to use a 440 _0, 440 _4 or a combination of 490 1_ and 830 fields.

A serial cover record may provide a pattern for the series enumeration in the 362 field. Use this pattern in the series tracing, ‡v.

Once the serials or monograph cataloger has cataloged the cover record, a “dummy” Holding record is to be entered. The call number line (852 ‡h & ‡i) for the cover record should contain the “root” call number from the cover bibliographic record. Enter an 852 ‡z with the note Click on call number above for titles in this series.  There should be no Item record. The serials cataloger will establish these cover bibliographic and holding records.

CWAN, CSTS, and NSM item cataloging

Items coming from Serials for cataloging will be handled differently than items coming from Collection Development. These titles have a link with an existing series or a series created for record-keeping purposes in Serials. The bibliographic records for the item will be suppressed at check-in because each item will be checked and linked in on the “cover” record. These differences on their end will add a few steps to our processing of these items.

For items flagged CWAN, CSTS, or NSM:

• Sort from the truck as usual according to DLC/ Non-DLC with call number, or non-DLC with no call number. (LA III)
• Catalog the item as usual (any cataloger)
• Give the books with printouts to the person you normally give your cataloging with call number changes to.

CWAN material (received from Collection Development)

Some individual titles within a CWAN set arrive through special order in Collection Development rather than through a standing order in the Serials unit. These books will be cataloged as regular books with the exception of being assigned a CWAN call number. Holding and Item records set up by Collection Development Assistants will be in Voyager for these titles. No re-linking is necessary for these titles. Please notify the Serials Librarian when cataloging CWAN titles so that she can update the LDR in OCLC and the Cover Holding record.

CWAN material (received from Collection Development-music)

Music scores occasionally arrive through special order in Collection Development rather than through a standing order in the Serials unit. When these arrive, Resource Management will work with the Collection Development unit to get the correct cover record and individual records selected.

Collection Development will import the cover record and attach the invoice to it.

The Staff Assistant for Resource Management will edit the cover record, import bibliographic records and barcode and set up Holdings and Item records for the individual titles.

If bibliographic records are available for all of the titles received, then the items will be cataloged before being sent to the bindery. All titles should have an imported or brief bibliographic record in Voyager before being bound. If they have not been cataloged before binding, the items should be routed to the Resource Management unit when they return.

The cover record will have no item record. The MFHD should contain the appropriate public note.

Holdings records should follow the pattern of Serial CWANs and should contain as much information as is available (including the call number and an 866 with a range of volumes owned). The location is CRS. Holdings will be set up with the assistance of the serials librarian.

Item records will have the location of CRS and the status of At bindery.

When the records are ready the items should be routed to the Binding Assistant.
   

CWAN Replacement volumes

When we receive replacement volumes for CWAN items:

• Search the individual title in Voyager Cataloging.
• Click New Holdings and save to the database. (Make sure your call number and location are accurate.)
• Write down the new HOLDING record number.
• Scan the barcode in the back of the book and re-link the *item to the HOLDING record you created using the number written down.
• Retrieve the “old” MFHD and suppress it.
• Add an 852 ‡x note: BOOK REPLACED, WITHDRAWN
• Save to the database.
• Write the call number in the back of the book.
• Place the book on the Processor’s truck with the documentation in it.

  *Processing will remain responsible for the information contained in the Item record. We are simply moving the Item to the appropriate bibliographic record. Processing will also be responsible for physically replacing the item on the shelf, withdrawing the old item, and applying “withdrawn status to the item record.

CWAN cover records and Series Authority Validation

The title on cover records for analyzed sets are treated as series entries on the bibliographic records for individual analyzed titles in the set. There may or may not be an LC authority record for the title on the cover record. We will create a local authority record for the title on the cover record if it is not an LC authorized series. This will allow us to enter the 530 fields required for cross-references to previous and later titles in the OPAC.

Add ISSN to Bibliographic Records

We will include the ISSN for serial titles on the bibliographic record for analyzed titles within the serial (cover record) when available.

The number will be entered into series tracing in the the 440 or 490 field of the bibliographic record in a $x preceding the $v.

            Example:  440 _0  NASA Technical memorandum, $x 0499-9320 ; $v 101011.
                            490 1_  NASA TM, $x 0499-9320 ; $v 101011.

If there is no series tracing on the individual piece or the bibliographic record, then we will enter the ISSN into a 500 field note.

            Example:  500     "ISSN 0499-9320."

The ISSN number may be obtained from the piece when cataloging with the material in hand. If the ISSN is not on the piece, it is not necessary to add it to the bibliographic record.

Retrospective projects will involve cataloging titles with no piece in hand. The ISSN for these titles will be added if available on the serial cover record (the 022 field) or the series authority record. We will not check the items for the ISSN for retrospective cataloging projects.