B Rules for cataloguing journals (print and electronic), and serial monographs

A serial is defined as a continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion. Examples of serials include journals (and e-journals), magazines, directories, statistics, annual reports etc. (AACR Appendix D-7)

These can be divided into 3 types for the purposes of inputting on SWIMS

(1) most journals need to appear in journal listings but are not loaned individually, and therefore need only a Journals catalogue record with indication of the range of holdings. This includes e-journals – see B1-B10

(2) those which need to appear in journal listings because you have a “run” of holdings, but some locations also choose to add each issue to the catalogue for loan as books (whether shelved with the bookstock or the journals). These are journals where each issue usually relates to a specific subject, sometimes known as serial monographs (eg Clinics in Laboratory Medicine; Selected Readings in Plastic Surgery; Orthopedic Clinics of North America) – see B1-B10, and B11 (p7)

(3) those which are published serially, but would not generally be included in journal listings, and are often shelved with the book stock (eg directories, statistics, annual reports; BNF; Recent Advances in….) – catalogue according to Section A (Rule for books…)

Journals hidden in WebView

Some journal title records may not appear when searching on WebView, but do on OlibWeb searches. These are journals sent to departments after being checked in by the library (where the location concerned is “live” with serials management on SWIMS). A title record is needed on SWIMS in order to set up check-in details, but no location or holdings information are added. If the title needs to be added to SWIMS (ie there are no other locations) then it should be hidden in WebView and a note added to the title screen “Hidden in WebView” (see FAQ for details). http://www.swimsnetwork.nhs.uk/modules/cataloguing/cataloguing-faqs/ under Title records – searching and retrieval no 7

If subsequently a library adds its holdings to the same title, it needs to turn display in WebView back on (see FAQ) and delete the “Hidden in WebView” note.

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B1-B9 Rules for cataloguing journal holdings

Cataloguers should not amend or add holdings to records resulting from bulk loading of ejournal bundles such as ClinicalKey, Medline Complete etc. Please enter an additional new record for that title as necessary.http://www.swimsnetwork.nhs.uk/ilds/ilds-faqs/#bulkload

B1 Chief sources of informationLast updated: Apr 2014

Chief source of information for a print journal should be the first or earliest issue. Take the information from the title page, analytical title page, cover or colophon. For electronic journals see the publishers website or Journals listed in NCBI databases listing at http://www.ncbi.nlm.nih.gov/nlmcatalog/journals

Specify the source used as the title page substitute in a note. (AACR 12.0.B )

B2 Media type and OLIB LayoutLast updated: Sept 2016

Layout - Use the ***General Journals layout - select under Layouts on right of screen

Use Media Type of Journal Use Media Sub-Type of Electronic Journal where appropriate

B3 TitleLast updated: May 2017

Enter title in Title field in capitals, including leading articles (these will not affect searching or filing), and any subtitle also in upper case separated by a colon and space followed by (ELECTRONIC JOURNAL) where appropriate

eg THE LANCETeg AUTISM: THE INTERNATIONAL JOURNAL OF RESEARCH AND PRACTICEeg AUTISM: THE INTERNATIONAL JOURNAL OF RESEARCH AND PRACTICE (ELECTRONIC JOURNAL)

[NB: where a journal title changes dates may be added in the title field to clarify - by a member of the Journals Group only]

If the title includes reference to an earlier title, or a title that has been incorporated, do not include it in the title statement, but add details of the previous title in the Cross Refs field and use the Notes field to expand this if necessary (e.g. Nursing Times)

If a record for the title in print/electronic format also exists on the catalogue, cross reference the records in the Cross Refs field using a link type of ‘See also print version’ or ‘See also online version’ as appropriate. It is only necessary to do this in one of the title records – it will automatically appear as the reverse link type in the other.

If the title is given in the form of an acronym or initials as well as in full, refer to the Journals Group for the preferred form of the title. Enter the non-preferred form(s) in the Alt Titles field on the Related Items and Control Data sheet in capitals. This will mean that in

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WebView the title can be retrieved by entering either form in both a Titles search and a Journals search. In OLIB Web it is necessary to select a ‘Titles and alternatives titles’ search in order to retrieve the title by the non-preferred form.

Create a separate title record for a supplement if it is sufficiently distinct, eg if it has a distinct ISSN or title, (refer to Journals Group if in doubt).

Where clarification is needed for a separately published section or supplement, give the main title followed by the supplement or section details in lower case, separated by a full stop space. Include any number or part followed by the title of the section or supplement, separated by a comma

eg ARCHIVES OF DISEASE IN CHILDHOOD. Fetal and neonatal edition

eg ARCHIVES OF DISEASE IN CHILDHOOD. Fetal and neonatal edition (ELECTRONIC JOURNAL)

eg ACTA PATHOLOGICA ET MICROBIOLOGICA SCANDINAVICA. Section A, Pathology

Where clarification is needed for titles which are the same, add the publisher or place in sentence case and in round brackets after the title

e.g. SURGERY (Medicine Publishing) (ELECTRONIC JOURNAL)

e.g. THE JOURNAL OF BONE AND JOINT SURGERY (American edition) (ELECTRONIC JOURNAL)

Use the Non-file field to indicate the number of leading characters, including spaces, to be ignored for filing purposes, i.e. 4 for titles beginning “The …”.

B4 Change of titleLast updated: Sept 2016

If a journal changes title, make a new entry under the new title.

Enter the old/new title in the Cross Refs field on the Related Items and Control Data sheet selecting a ‘Link Type’ of ‘Formerly’ or ‘Continued as’ as appropriate. This will mean that the old/new title is clearly and helpfully hyperlinked in both OLIB Web and WebView. It is only necessary to do this in one of the title records – it will automatically appear as the reverse link type in the other. There is no need to add a title note.

Inform SWIMS-SYSTEM list so all locations can amend their holdings.

B5 ISSNLast updated: Jun 2018

Enter if available. Enter the print or electronic ISSN as appropriate. Do not enter both in a single title record.

Enter with a hyphen, e.g. 1234-5678

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If ISSN is shared with another title (eg same ISSN for print and electronic versions) enter both with an explanatory Note to both records (see B8).

If no ISSN is ascertainable, leave blank, but add a title note to the effect of “ISSN not ascertainable”. However if no ISSN is ascertainable and it is a print journal which you are checking in using the serials module, enter a hyphen. This is because claims are not generated in the serials check-in module if this field is blank. In this scenario also add a title note to the effect of “ISSN not ascertainable”.

For electronic journals check the publisher’s website or you may find helpful the NCBI databases at http://www.ncbi.nlm.nih.gov/nlmcatalog/journals

B6 Publication Nov 2011

Enter Publisher details – do not add a Date Enter Place of publication (not for e-journals)

B7 Subject HeadingsLast updated: July 2005

Add appropriate subject headings to allow retrieval in subject searches/ listings.

B8 NotesLast updated: Jun 2018

For electronic journals use the Notes field to record access information (via NICE Journals A-Z Search for core content regional and local):

Those eligible access online via the link below. Log in with NHS OpenAthens before searching

If not accessible via NICE Journals A-Z Search add an appropriate eligibility Note relating to link eg Those eligible access via link below …

Use the Notes area for any bibliographical information or other information you consider important.

Do not note title changes here, instead create a cross reference - see section B4 above

Include a Note of end date if ceased publication. Add a Note if 2 titles share ISSN (eg print and electronic versions).

B9 URL link for e-journalsLast updated: May 2017

For e-journals add a link to the NICE Journals A-Z Search URL via the Attached Objects field on the Related Items and Control Data tab

Type = Word Wide Web pageTitle = Click here – name staff eligible In briefest form (as there may be many)e.g. Click here - AWP / Oxford Health NHS FT staff

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(Version and Status remain blank) © OCLC (UK) Ltd 2017

Locate by = TextualEnsure the Layout (at the top of the screen) is set to Objects Textual Locator LayoutLocator https://journals.nice.org.uk/

(or direct URL if not available via NICE Journals A-Z Search)In Database? = No(Import now? remains blank)

More than one such link can be made if access for one location is not the same as for another

© OCLC (UK) Ltd 2016

Note that there are e-journal records on SWIMS which don’t have an object record. These have holdings for SWIMS Network affiliated libraries only and are included for the purposes of ILDS discovery. They are added by the SWIMS manager and network assistants in the same way as the affiliates’ print holdings. If you wish to add your holdings to such an e-journal record, please also create an appropriate object record for your location. When inputting the object title, there is no need to refer to the affiliated location.

If both electronic and print on the catalogue Make a cross reference (see B3 3rd bullet) between electronic and print

using the ‘Link Type’ of ‘See also print version’ or ‘See also online version’ as appropriate.

B10 HoldingsLast updated: Feb 2016

The Location field will populate automatically overnight, For print and electronic journals in the Journal holdings subfield add:

o Location add library name/codeo Summary - enter date, space, followed by volume, followed by a

dash if a continuing journal. If a closed holding state end details. Only include start part numbers if the run starts or ends mid-volume (no spaces around the hyphen or part no). If two or more distinct runs separate with a semicolon. If a single whole year state the year followed by ‘only’:

eg 2000 15- eg 1987 16-1998 27(3)

eg 1976 1(2)-1983 8; 1985 10-2009 65(3) eg 2000 only

o If online subscription has succeeded print, close the print holding and add text to indicate now online, and add online holdings to electronic version record

eg 2000 15-2007 22 continued as electronic journal

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o If online is free with print either enter holdings on both print and electronic records, or indicate briefly on print record as below

eg 1991 35- (print) 2006 50- (online) - contact staff

© OCLC (UK) Ltd 2011

o Use the following codes after the holdings statement, with one space in between:

(I) for incomplete(L) for last resort(N) for not available for inter-library loaneg 1998 65-2002 69(3) (I)

o Underneath the holdings still in the Holdings Summary field add any extra data or special notes useful to end users such as individual missing issues, supplementary CDs:

eg 2000 15-Lacks 16(4)CDs containing meeting abstracts available from library office, for reference use on library PCsAsk library staff for login details

o The Notes field can be used for information useful to

library staff. The contents of this field do not display in WebView. Note that this field does not display when left blank and the holdings record is out of modify mode.

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Summary for e-journalsFor all e-journal titles:Media sub-type Electronic journalTitle followed by space (ELECTRONIC JOURNAL)URL link to NICE Journals A-Z Search and give Title indicating who is eligible (in briefest form)Note Access routeHoldings statement indicate holdings + special notes

Individual subscription

OCLC (UK) Ltd 2016

Multiple locations

© OCLC (UK) Ltd 2016

Regional / other locations

© OCLC (UK) Ltd 2016

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B11 Rules for cataloguing individual journal issues (serial monographs) [see (2) above]Last updated: Sept 2016

Journal issues should be catalogued individually if the library chooses to enhance the catalogue with details of titles, subjects etc of individual issues. A journals holdings record is also required if you have a “run” of issues.

If the library simply wishes to occasionally loan an odd issue on SWIMS, use temporary loan – see SWIMS website:http://www.swimsnetwork.nhs.uk/modules/circulation/issue

To create a record for an individual journal issue:

Use the book template ***SWNHS General (see Section A) Use Media type Book and Media sub-type Serial Monograph If the issue has an ISBN as well as ISSN put in the ISBN. Do not put

in the ISSN (this can be added in the Notes field if wish) Put in the title and sub title of the issue and include a statement of

responsibility as per Section A3.2 Add a classmark Make entries for authors/editors in normal way. Add imprint details in usual way Add physical details in usual way. If adding page numbers as part of

a run use format with ‘p’ preceding e.g. p615-670 No full stop after p and no space before numbers (AACR 2.5B6).

Series – search and insert or, if creating a new series - enter title of the journal as series name

eg Clinics in laboratory medicine- change series Media type to ‘Journal’- add publisher

add year month (if given) in the Volume/Number field using AACR abbreviations (B.9), comma space before vol. & part no eg.2005 Mar, 25(1); 2004 Aug, 10(1 pt 1) – (no full stops after month or part )

Put in appropriate subject headings; include Periodicals [Publication Type]

Put in location code Add copy entering barcode if required, loan category and status and

using ‘Shelves’ facility to indicate location in library if not shelved at classmark

(see example next page)

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© OCLC (UK) Ltd 2016

Screenshots reproduced with the permission of OCLC (UK) Ltd.

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