introduction to series, series authority records (SARs) - tiny bit on RDA and FRAD. 490, 440, 490/830 -- by robin fay, georgiawebgurl@gmail.com

1. Series 101
Robin Fay
@georgiawebgurl

2. Series 101
What is a series?
 a group of individual items each bearing its
own separate title with a collective title or
"series" title applied to the group as a whole.
 Series statements in assist library users in
locating items grouped together (often by
author, general subject heading, but
sometimes more random) by the publisher
an/or author.
 Series may be numbered or not
(unnumbered).
 A title can belong to multiple series
(represented by multiple 490 an 830 fields) or
even a sub-series.
 How is this different from a serial?

3. Series 101
Definitions
 Monographic series: A group of separate
items related to one another by the fact that
each item bears in addition to its own title
proper, a collective title applying to the
group as a whole. The individual items may or
may not be numbered.” (AACR2)
 Serial: “A continuing resource issued in a
succession of discrete parts, usually bearing
numbering, that has no predetermined
conclusion. Examples … and monographic
series.” (AACR2)

4. Series 101
More definitions
 Multipart item: A monograph complete, or
intended to be completed, in a finite number
of separate parts. The separate parts may or
may not be numbered.” (AACR2) – this is a
set
 Integrating resource: “A bibliographic
resource that is added to or changed by
means of updates that do not remain discrete
and are integrated into the whole …
Examples … updating loose-leafs and
updating Web sites.” (AACR2)

5. Series 101
And more definitions
 Subseries: “A series within a series (i.e., a
series that always appears in conjunction
with another, usually more
comprehensive, series of which it forms a
section).” (AACR2)
 Series-like phrase: “A character string
(words, letters, combination of letters and
numerals) not considered to be a series.”

6. Series 101
What is a series?
 Analytics are monographs (books) that
are part of a larger title, either a set or a
serial.
 These carry their “parent” (the larger title)
in the series field. Analytics also take the
call numbering of the parent and their
numbering from their position in the series.


7. Series 101
RDA quick review
 How to determine if a record is RDA:
 It has a 040 RDA
 It has 336, 337, 338 fields
 It looks a little different in other ways – p.
spelled out as pages, more information in
the 245, etc.

8. Series 101
Quick MARC review – the 245 statement of
responsibility.
245 10 Calm energy : ‡b how people regulate mood with food and
exercise / ‡c Robert E. Thayer.
MARC Tag
Delimiter
2nd
indicator
1st
indicator
Tags represent textual names
They’re divided by hundreds: e.g.,
100, etc.
Indicators may be blank
(undefined) often represented as #
in documentation
830 0 Cambridge disability, law and policy series.
1st
indicator
2nd
indicator

9. RDA record for a print
book
Note:
•the rda in 040
•No abbreviations
except cm
•You may see copyright
symbols see bib 3996640
•New MARC
fields, 336, 337, 338 – all
RDA records will have
these fields
•You may see 264
instead of 260 fields
•NO GMD (this is a print
book so it would not
have had one but it will
have the new 33x fields)

10. Series 101
Where to find series information on
an item
a) Series title page…
b) Cover or image of cover
c) Caption or image of caption
d) Masthead or image of masthead
e) Colophon or image of colophon
… Our cataloging rules actually tell us where to
look including for nonprint items such as film: the
title page, title sheet, or title card (or image
thereof) as the preferred source of information.

11. Series 101
Title page
verso
Facing title pages
THE CHICAGO HISTORY OF
AMERICAN CIVILIZATION.

12. Series 101Title page
4
Advances in Biochemical
Psychopharmacology
Volume 4
Title page verso

13. Series 10113
Harry Potter is not a series
Sometimes things look
like a series
(especially in works of
fiction) and they are
not. If you’re not
sure, ask.
“Year 3”

14. Series 101
 In a MARC record, the series is represented most
commonly:
 490 1 (as it appears on the piece) + 830 (authorized
“official” name of a series) – 830 does not need
editing unless it does not validate
 440 – action needed: Create a 830 field from the
440. Be aware of leading articles as they will need
to be omitted in the 830. If you have any questions,
always, always check for a SAR. The 440 is an older
way of representing the 490 and 830 as ONE field.
So, a 440 says, what is on the piece is the SAME as
the official series title. We don’t do this anymore.
 490 0 – action needed: search for a Series Authority
Record (SAR) to create a 830
 490/810 – try to find a SAR in GIL or OCLC.

15. Series 101
Where is this information put in a MARC
record? In a 490 field AND a 830. We will
look at the 490 field first.
Indicators
 First - Series tracing policy (do we have a
series authority record?)
 0 - Series not traced (NO!)
 1 - Series traced
 Second - Undefined
 # - Undefined
Subfields
 $a Series statement
 $v Volume number
 $x ISSN number

16. Series 101
Where is this information put in a MARC
record? In a 490 field AND a 830.
490
represents how it appears on the
piece:
Source of information
Publication 3 of
the Hawaii Tourism
Bureau
490 1_ Publication 3 of the Hawaii
Tourism Bureau

17. Series 101
Series title page
Hefte der Leibniz-
Stiftungsprofessur
Band 1
490 1_ Hefte der Leibniz-
Stiftungsprofessur ; ǂv Band 1
In RDA, we are moving towards
“key it as you see it”, so in a series
statement for a RDA record, if the
numbering is abbreviated, the
numbering is abbreviated in the
490
If the numbering is not
abbreviated you will see it as on
the item.
Series 101

18. Series 101
490 1_
Occasional
papers /
Association of
Oregon
Archaeologists
; ǂv no. 1
Occasional papers
Association of Oregon
Archaeologists
no. 1
Series examples

19. Series 101
PCC and LC will record numerals in the form
in which they appear on the source of
information.
Note that numbers expressed as words are
treated differently from numbers
expressed as numerals

20. Series 101
Roman numerals will be recorded as such in
RDA records
Documentatio
Historica
XIV
490 1_ Documentatio historica ;
ǂv XIV

21. Series 101
 However, words will be transcribed
as the actual number.
South Carolina
Coastal History
Four
490 1_ South Carolina Coastal History ;
ǂv 4

22. Series 101
What is the series title?
Theoretical Studies
In Sociology
Publication 22
Iowa Genealogical
Society
P.O. Box
515, Ames, Iowa
Publication
#15
Publication 14 of the New England Tourist Agency

23. Series 101
830s = Series Authority field
8XX Series Added Entry
Fields
The series field is “traced” which means that it indexes in the
catalog, so that we can search and find materials by the
series.

24. Series 101
Where is this information put in a MARC
record? 830s represent the AUTHORIZED
series title, the SAR (Series Authority
Record). What to do if they do not
validate?
830 Indicators
 First – undefined (blank) #
 Second – 0 (no nonfiling
characters)
830 consists of the AUTHORIZED SERIES TITLE + numbering (if
numbered).
Numbering within the series = Subfield v -- Volume
number/sequential designator

25. Series 101
Where does the 830 come
from?
 From the Series Authority Record
How do we find the SAR?
 Search in GIL by Series title OR
 Retrieve authorities (only works if there is a
matching authority record) OR
 Validate an existing bib record OR
 Search in OCLC/Authorities

26. Series 101
This search will find
series authority
records and
bibliographic
records that
contain a series
tagged as
authorized.
Search in GIL

27. Series 101

28. Series 101

29. Series 101
On an existing bib record,
retrieve authorities
 Retrieve the SAR in Voyager:
 Have bibliographic record open
 Click on “Record” *
 Click on “Retrieve authorities” *
 Highlight and click line for the series
* Or, use function key F10

30. Series 101
Need to
convert to
490/830 pair

31. Series 101

32. Series 101

33. Series 101
We’ll talk about
these in a few
minutes

34. Series 101
Searching SARS
 You can also search for authorities in
OCLC, too. GIL only displays series records
that are imported into our authority file.
 For copy cataloging, you have to search
the OCLC authority file.
 Saving a record, will start the validation
process. This is another way to retrieve
SARs> NOT for copy cataloging (or
recataloging!)

35. Series 101
490 / 830 example
020 0911216189
245 _ _ Role of vitamin B6 in neurobiology / ‡c
editors: Manuchair S. Ebadi, Erminio Costa.
260 New York : ‡b Raven Press, ‡c 1972.
300 x, 238 p. : ‡b ill. ; ‡c 25 cm.
4901 Advances in biochemical
psychopharmacology ; ‡v v. 4
504 Includes bibliographical references.
830 0 Advances in biochemical
psychopharmacology ; ‡v v. 4.

36. Series 101
More than one series statement
020 0934718563
245__The graffiti of Tikal / ‡c Helen Trik
and Michael E. Kampen.
260 Philadelphia : ‡b University
Museum, University of
Pennsylvania, ‡c 1983.
300 v, 11 pages, 105 pages of plates (1 folded) :
‡b illustrated. ; ‡c 29 cm.
490 1 Tikal report ; ‡v no. 31
490 1 University Museum monograph ; ‡v 57
504 Includes bibliographical references
(page 6).
830 0 Tikal report ; ‡v no. 31
830 0 University Museum monograph ; ‡v 57.

37. Series 10137
 If the “Retrieve authorities” command (or the F10
key) doesn’t give you access to the SAR for series in
440 or 8XX field, click on the “boat” icon (save the
record)
 That action invokes authority validation and may show
you that the 440/8XX form is a reference rather than a
heading in an SAR

38. Series 101

39. Series 101

40. Series 101

41. Series 101
GIL may have authority record that OCLC
does not – Local SARs

42. Series 101
Searching in OCLC / Authorities
 Login to OCLC
 Click on Authorities
 LC Names and Subjects

43. Series 101
 At the search screen
select Titles (or
choose what is the
best way to find the
series authority record
– you can build
searches too; don’t
forget> AND adds
terms together)

44. Series 101
Enter terms from
the 490. In our
example, our 490
is Political
science classics.
We found
multiple
POTENTIAL series,
but no exact
matches.
However, no. 2 in
our list seems
most likely. We
will take a look at
that one first.

45. Series 101
Doubleclick on the record to open it.
Remember our book and 490 says Political science
classics.

46. Series 101
430 = earlier/old title: matches
what is on our piece
a = means series is
numbered ; b = no
numbering; our 830 will
have no numbering in this
example
traced (will have series statement – 830 – s =
separate not a set

47. Series 101
 Ah-ha! We have found our Series Authority Record (SAR). If
you don’t find a match or are unsure, ask.
 Because our book has Political science classics on it and
the 490 must match what is on the book the 490 1 will be
(change 490 0 > 490 1)

 490 1 ‡a Political science classics

 Now we have to create an 830.
 The 830 is the 130 plus any numbering (we will do that part
last)
 Our SAR says:

 Our 830 will be
 830 _0 ‡a Political science classics series.
 A numbering pattern (how we should do numbering) is
listed in a 642. In our example we will not a number. Our
item is not analyzed or part of a set, either.

48. Series 101
645 = Tracing decision Two possible codes:
 t = traced
 n = not traced
642 field shows the style of numbering to be included in
the added entry (either 440 or 8XX)
a 642 field will be in SAR
Check if same style of numbering is still being used on
current resource
642 = numbering example
(pattern)
644 = Series Analysis (Treatment)
f - Analyzed in full
p - Analyzed in part
n - Not analyzed

49. Series 101
f/t/s (indicates a regular series)
Example:
 Numbered/Unnumbered series: a
 130 _0 Colección Nuevo amanecer
 642 __ 2 (note: there is no. volume or number in this
pattern; other series may use that captioning; follow
what is in the pattern, but use the number on your
piece.)
 644 __ f
 645 __ t
 646 __ s $5 UR
Bib record:
 490 1_ (whatever is on piece)
 830 _0 Colección Nuevo amanecer ; ‡v 2.

50. Series 101
 Numbered/Unnumbered series: a
 090 __ K1 $b .B754p $5UR
 130 _0 Prawo (Wroclaw, Poland : 186)
 642 __ 195
 644 __ f
 645 __ t
 646 __ c $5UR
 490 1_ (whatever is on piece)
 830 _0 Prawo (Wroclaw, Poland : 186); ‡195.
 *Look for an analytic record. In this example the call number
would be the same as the analytic with the number being
195.
n/n/c – indicates a serial or SET – route to Robin for review if no
bibliographic record in OCLC or GIL
Examples of treatment : f/t/c (maybe analytic)

51. Series 101
Based upon the
information given
what fields should
we have?

52. Series 101
Not a series – quoted note
 500 “A Spectrum book; S-AA-51” – t.p.

53. Series 101
terminology
 Series statement
 Caption
 Pattern
 SAR
 Series Authority Statement
 Analyzed

54. Series 101
Things to watch out for with
series
 Search in GIL, too. Analytics are
commonly missed (especially analytic
serials. ) Do not assume that GIL is correct.
 If you find a non LC SAR in OCLC, check
for LC serial record, too.

55. Series 101
You can fix it yourself!
 Simple MARC validation problems
 490 0 with no 830 (SAR found in GIL)
 440 : convert to 490/830 pair.

56. Series 101
Most
often, removing
the offending
delimiters is all that
is needed.

57. Series 101
In this case, you would remove the
delimiter t. But common sense
alerts you not to put in a period.

58. Series 101
Brackets can be
used in 490 to
represent
information supplied
to clarify the
description.

59. Series 101“Mandatory subfield missing”
means you have to supply
something. Do this to the
extent to which you are
comfortable making the
choices. (Use documentation.)
• First delimiter b should be
delimiter t
• Second should be a delimiter
v even though it is not
mentioned in the error report
right now.

60. Series 101
 In a MARC record, the series is represented most
commonly:
 490 1 (as it appears on the piece) + 830 (authorized
“official” name of a series) – 830 does not need
editing unless it does not validate
 440 – action needed: Create a 830 field from the
440. Be aware of leading articles as they will need
to be omitted in the 830. If you have any
questions, always, always check for a SAR. The 440
is an older way of representing the 490 and 830 as
ONE field. So, a 440 says, what is on the piece is the
SAME as the official series title. We don’t do this
anymore.
 490 0 – action needed: search for a Series Authority
Record (SAR) to create a 830
 490/810 – try to find a SAR in GIL or OCLC.