Serials Solutions records loading


  • Serials Solutions maintains an A-Z list of all online journals we subscribe. It also provides bib records which we purchase for those journal title we subscribe (? including everything).


The loading process involves the following Millennium modules and one needs to have III authorization to access them in addition to the Catalog module:

  • Data Exchange – Different loaders
  • Create Lists
  • Delete Records
  • Rapid Update


  • We get a monthly email notice from Serials Solutions that a 3-set files are made available for us to load:
    (1) New; (2) Changed; and (3) Deleted.
  • FTP downloading the files
    • Run a summary report on the Serials Solutions FTP site
    • Getting the files using Millennium Data Exchange

(to be continued)

Posted in ► e-resources | Tagged , , |

MARC record for serials

The Fixed Field values

  • Type — To differentiate specific types of material. Use “a” (language materials)
  • BLvl — Use “s” (Serial)
  • S/L — “Successive” or “later entry”. Default is “0”; if see “1” – do NOT use it.
  • Desc — Cataloging standard. Use “a” (AACR) or “i” (RDA).
  • ELvl
  • Form — Form of item. If not microform or online etc., use blank; Use “o” for online, “a” for microfilm, “b” for microfiche, etc.
  • Orig — Form of the original item. If a serial is published simultaneously in more than one physical form or if it is difficult to determine the original form, determine Orig from the first item received
  • SrTp — “serial type” or type of continuing resource. Use “p” for periodicals
  • Srce
  • Conf — Whether it’s a conference. “0” for non-conference; “1” for conference.
  • EntW — Nature of “entire Work.” Usually left blank for not specified (check for other choices).
  • Cont
  • GPub
  • Freq
  • Regl
  • DtSt
  • Ctrl
  • MRec
  • Alph — Original alphabet or script of title. Use “a” for Basic Roman; “b” Extended Roman; “c” Cyrillic; “d” Japanese, “e” Chinese; “f” Arabic, etc. (check for other choices)
  • Dates
  • Lang
  • Ctry

Variable fields speical for serial

Posted in ► print |

Common differences between monos and serials

/ Composed and edited by MARILYN MILLER and CHRISTINA MOORE

  1. Mono bibs usually reflect either a single piece (or a few interrelated pieces); serial bibs reflect a whole run of pieces published over time.
  2. Serial bib records change as the publication develops over time. Therefore, serial bibs are recataloged more often than monograph bibs.
  3. Because serial records accommodate a wide range of topics and articles, subject headings and call numbers tend to be general. Call numbers and headings for bib records tend to be more focused. While individual serial items can occasionally have distinctive titles, monograph items always have distinctive titles.
  4. While the year of publication is usually added to the call number for monographs, for serials chronological information is only added to call numbers when it serves as part of the unique volume identifier. Generally speaking, no year of publication is added to the call number for individual serial items.
  5. Serial bibs have some different tagging and information fields– for example: 310 (frequency); 321 (former frequency); 362 (information on when the serial began and ceased). Serials have 780 (previous title) and 785 (next title) fields.
  6. Serials have ISSN numbers; monos have ISBN numbers.
  7. Monos often have CIP (Cataloging In Process) data on the back of the title page; serials do not typically have this information.
  8. In most cases, 1xx fields are not present in serial records. An individual author, (or 100 field), will almost never be present. In some cases, there is a corporate author listed in the 110 field or a conference name listed in the 111 field. You might also find a uniform title in a 130 field, particularly in electronic journals. Generally, the title, entered in the 245 (00) field, is the main entry.
  9. Serial 260 fields have a dash after the publishing year, indicating that there are more issues to come in the future. When the serial ceases the ending date is placed after the dash.
  10. Serial 300 fields do not have paging. Instead there is an open v. (for volume). When the serial title ceases the number of volumes is added (if known).
  11. Serial bibs often have “description based on:” notes– (current practice is to put this note in the 588 field). This note identifies the particular issue upon which the record was based at the time of input. Mono bibs rarely have this note.
  12. When cataloging serials, labeling instructions are added to the 910 field in the bib record.
  13. Mono item records are generally added before records are exported into the library catalog (949 fields). Serial item records are usually added to records that already exist in the catalog.
  14. Most soft bound serial issues received in cataloging are not assigned item records or barcodes and are sent directly to the collections rather than to labeling. Multiple issues will eventually be bound together, and the bound item will receive a barcode and item record at that point.
  15. All hard bound issues and annuals received in cataloging are assigned item records and barcodes. These items are sent to labeling from cataloging. Individual issues, received either as orders or gifts, are also processed in this manner. (Note: the cataloger has the option of creating a written label for individual gift issues). Call numbers are written on the back of the title page only when pieces are sent to labeling.
  16. If the serial does not go to labeling than it will require a label printed on the Okidata printer. Many of these labels are printed at the time of check-in. However, when this label is missing, it needs to be printed by the cataloger.
  17. Serials have check-in records and cards. These contain general information which will be helpful when checking in and processing issues.
  18. Serial records contain LibHas (or library has) notes, which are included in the check-in record. These notes are not present if the library only has one isolated issue of a periodical.
Posted in serial cataloging |

RDA Webinars: recordings, PowerPoints and evaluation

Here are recordings of RDA Webinars we have attended and evaluation we are invited to participate.

To watch the recordings, click on the following links.

Note: The links point to the .wmv files. If Windows Media Player on your computer does not play the file and in stead you receive a Codec error, go to the following web page and download the gotowebinar codec file:
The Codec acts as a patch that allows the recording, which is created with a higher version of Media Player, to play in version 7. Note: Don’t run the program from the website, instead, download it to local disc first and then install it manually.

The Powerpoint presentation files are in J:\Departments\TS\CAT\RDA

To participate the evaluation survey, click on the following links.

Posted in news & events | Tagged |

Early Blooming: Amaryllis love the New Library Tech Center

In the snowy season, a snow white Amaryllis starts to bloom much earlier this year (in January) after settled down with us in the new library Tech Center for just about a month and half. So, for the first time, we are watching flamboyant flowers in bloom against a snowy sight through the building’s bright, west side windows. Three more bulbs are also awekening, and hopefully will give flowers in Feburary. The scene is just gorgeous!

About a dozen bulbs of amaryllis are taken care of by Brian Kuru and other Technical Services staff. They live in some very tiny ceremic pots and they usually bloom in May and earlier summer when we were still in the Ackerman location. As the last “rescure” action during the move at the end of last year, Brian and I carefully packed and transported our office plant friends from Ackerman to the new building located on Kinnear. And apparently, they love the new home as we all do!

Posted in news & events | Tagged |

RDA Webinar series

We have registered to attend the ALCTS RDA Webinar Series. The Cataloging RDA test team members are expected to, and everyone at Cataloging is encouraged to come to this Webinar series.

Date Topic Presenters
February 2, 2pm Changes from AACR2 to RDA. Part 1 Adam Schiff
February 9, 2pm Changes from AACR2 to RDA. Part 2 Adam Schiff
February 17, 2pm RDA Ask-the-Experts* Linda Gabel et. al.
March 2, Wed., 2-3 pm RDA and Serials Catalogers Steve Schadle
March 16, Wed., 2-3 pm Linked Library Data Corey Harper
April 6, Wed., 2-3 pm Preparing Copy Catalogers for RDA Irina Kandarasheva and Mark Wilson

*RDA Ask-the-Experts is free Webinar, and has a submit question form

The ALCTS Webinars website

Posted in news & events | Tagged |

Using Picasa to manage regional campus cataloging surrogates

The following are suggested procedures for using Google Picasa to manage OSU regional campus libraries’ cataloging surrogates.

We also welcome you to use any other popular online photo sharing programs (e.g. Flickr)!

I. Open a Picasa account – if you already have an account, skip to step II

  • If you use Gmail, you already have a Google account. Google allows you to use one single account to manage all applications at once.
  • However, you might not want to use your personal Google account for this business. So, we suggest that you (or the person/people in-charge) open a separate account.
  • It’s easy to set up a new Google account. Go to Google Accounts. Click on “Create an account now” and follow the instructions.

II. Share photos of cataloging surrogates with us

Please refer to Picasa’s “Share you albums” page for updated information. The following are just suggested practice based its current setting.

  • If you already have a Google account, you can directly go to Picasa, and login in.
  • Picasa has two basic types of albums, namely, Public and Limited. Contents in the former can be viewed by anyone on the Web; and the latter are restricted to (1) anyone with link, (2) user with Google account (sign-in to view), or (3) only to yourself.
  • We suggest you to use the “Limited, anyone with the link” to share cataloging surrogate with us. This way, the cataloger doesn’t need to have a Google account, nor need to sign-in every time, in order to view the photos.
  • Tip: You can set up different albums (think them as folders), and this feature is good for arranging surrogates in different cataloging projects, for instance.
  • To share photos with us, open the album you want to share, click the button “share” (has a icon of envelops), the Share Album page opens. Enter the email address of the person/people you want to share (*** In this case, a list of emails); you can use the message box for notes or specific instructions.
  • click on Send Email — the person will receive your email invitation and can view the photos you share with us on Picasa!


  • No bulk of email attachment; no pile up of papers of photocopies (and save trees);
  • Manage under your control, and communicate right on spot;
  • Get the job done, and have fun!
Posted in regional campus cataloging |

Saving the multi volumes: Using Google Docs spreadsheets for linking to table of contents on bibliographic record

Need and strategy
The OSU Libraries East Asian collection has many large multi volume sets. These sets are collections of rare books and hard-to-find copies in the history that have great research value. However, it has been long for these sets to be neglected due to lacking of adquate bibliographic records on the library online catalog. Usually only a short bibliographic record exists for a whole set, and there is either no content note, or, the set is too large to have content note created on a single OCLC record. It is very difficult (if not impossible) to know what (sub) titles are included in these sets, and as a result, these multi volumes are seldom circulated.

The OSU library has a circulation policy to move less frequently circulated books to the University Book Depository, where no open stack browsing is available. In other words, these books are packed in air-tight boxes and stacked in a compact shelving area to which only staff can have physical access. This has become the destination of these multi volume sets, as well. Once they are moved to depository, they will probably sit there in darkness for years before anyone can discover the research value they may instead offer.

A decision of moving 40 multi volume sets to Book Depository was made when the OSU Thompson Library renovaction is complete in 2009. Before moving these multi volumes to Book Depository, Professor Li, the Chinese and Korean Collection manager, called Sherab Chen, the Coordinator for Non-Roman Cataloging for possible ways of “saving” the content of these multi volume sets. A project team is formed in Cataloging, consist of three student lanugage specialists led by Sherab to work on this task.

The question is not only how to index the contents of the sets, but also how to, effectively and efficiently, make use of the index in assisting library users to find what’s contained in the sets. Traditionally, on an OCLC WorldCat bibliographic record, a field called 505, will be added, which will in turn displayed as Table of Contents on the record in public view. However, 505 field is inadequate in handling large multi volume sets. [more rationales...] Therefore, ……

Examples of OCLC records bearing table of contents
龍威秘書 Long wei mi shu OCLC#8030612

Procedures and progress

  • Create table of contents on Google Docs, using Spreadsheet.
  • Designate one sheet (or book as called on Excel) to a specific title in the series. We can group several sheets (i.e. contents of titles) into one Spreadsheet file, in order to reduce the number of files we need to create for the whole set. This is especially helpful when the multi volume set is very large.
  • Once we complete the spreadsheet, publish it as a web page. Make sure that “Automatically republish when changes are made” box is checked. [see note]
  • Google Docs will assign a specific url or web page for this spreadsheet file. Post that url to the bibliographic record made for the title, using the 856_40 field (with $z Linking to table of contents and $u …the url).
  • When you have more than one sheet of titles grouped together in one spreadsheet file. Use the general url in the record made for the first title. Then open the published webpage of the Google Spreadsheet file, click on the next tab (on top of the page) to open the sheet bearing the content of another title — if you pay a close attention you will notice that the url in the address box has now changed slightly! Use that url in the bibliographic record made for the next title.

Note. Ideally, Google Docs Spreadsheet should allow publishing each single sheet within one spreadsheet file separately, and assign separate urls for each published sheet. However, we encountered the problem that Google Docs Spreadsheet can not publish sheets within one file separately. In stead, it can only either publish the entire file at once, or, publish one sheet at a time; and if later on, we publish another sheet, the url pointing to the earlier one will stop function. To remedy this problem, we used the strategy as described above.

Project 4. A large collection of Chinese local records in reprint

Description and need
This collection is under one series title: 中國方志叢書 Zhongguo fang zhi cong shu. There are approximately 3,360 volumes (Call number DS780 C52 to C58), divided by regions. The Ohio State University Library has created simple bibliographic records for each regional title, but the records are lack of sub titles, therefore, no one will know what exactly we have in these volumes. We need to enhance the records by either providing content fields (using the 505 field), or, as we did for the above multi volume sets, create other forms of online table of contents, and link them to the OCLC bibliographic record.

Posted in non-roman cat | Tagged , , , |

Snapshots in Cataloging

Last year, in one of the Library Technical Services meetings, the Cataloging Department made a movie presentation called Snapshots in Cataloging, and the movie is now available for watching!

Click on the above links will open the playing window – enjoy!
(Thanks Henry for helping us convert the movie into Flash and loading it up to the drive)

Posted in news & events |

Non-Roman online journals cataloging project

In April 2010, we received from the Chinese Collection manager a list of 75 Chinese electronic/online journals published in Taiwan (1 title in Russian). Some of these journal titles have print copies and we have holdings of them in the library, and some do not have (or stopped) print copies.


  • Investigate these titles to find out which have print copies and which are not.
  • For those that have print copies, and if the library also has holdings, add url of the journal site to the bib record made for the journal’s print copy.
  • For those journals that are only published online, bring in a bib record for the online journal title to OSCAR (copy or orginal cataloging).
  • Post a biblography with urls on the Chinese Collection blog.

Add the 856(41) field to the bib record made for the print copy
圖書資訊學研究 = ǂb Journal of library and information science research

856 41 ǂu
OSCAR display (

Bib record for online serials held at OSUL
National geographic (Online)


130 0_ National geographic (Online)
245 10 National geographic ǂh [electronic resource].
856 40 ǂu

Special treatment in the 856 field

Local holdings seting (Constant Data)

Since these serials are all accessable for free online, there will be no actual “holdings” on OSCAR, and there will be NO item records. Set values on local bib record as follows,

status ($s subfield) is “g”
I TYPE ($t subfield) is “16”
Location ($l subfied) is “wws”

Posted in non-roman cat | Tagged , |