Module 21.3. Closing records for serials that have ceased

When a serial has ceased publication the old record is "closed-off," i.e., certain elements are completed to show that the serial record is "dead." The extent to which each element is completed depends on the issues that are in hand and the information that is available. Possible situations are:

Last issue is in hand

Last issue is known, though not in hand

Last issue is not known

Element	Last issue in hand	Last issue known	Last issue not known	Discussion
008/06 Pub Status	d	d	d	Record is coded as dead in all cases
008/11-14 Ending date (from 362)	1963-1983	19uu-1983	19uu-198u or 19uu-19uu, etc.	Ending date = other than 9999 or uuuu
260 $c Ending date of publication	$c 1963-1983	Do not give	Do not give	Give 260 dates only when piece in hand
300 $a Extent of item	Give if total vols. known	Give if total vols. known	Do not give	Give the number of bibliographic vols. when known
362 Ending designation	Use ind. "0" 362 0 1963-1983.	Use ind. "1" 362 1 Ceased with 1983.	Do not give	Give formatted 362 when piece in hand; unformatted note is given when date is known
246, 310, 5XX Ending date in notes (when beginning date present)	Complete, as appropriate 246 14 Research report $f 1989-1991	Do not complete	Do not complete	This is not as critical and is optional
785 Succeeding entry	Give	Give	Give	Link to the newly created record using the catalog entry and control numbers for the new record
500 Latest issue consulted note	Remove, if present	Add or update if later issue held	Add or update if later issue held	This field is not included if the last issue is recorded in field 362, ind. "0"

21.3.1. AACR2 practice

The following fields may be affected. Modification of the first two listed below are considered mandatory. Addition of the 785 field is mandatory for title changes. Refer to the table above for explanation of the modification.

Ending date of publication	Fixed field 008/11-14
Publication status	Fixed field 008/06
Date of publication	260 $c
Extent of item	300 $a
Last issue	362 0 or 1
Dates in notes	246, 310, 5XX
Latest issue consulted	500
Succeeding entry	785

Fields from Closed-off AACR2 Record

DtSt: d Dates: 1980,1996

245 00 $a Dangerous properties of hazardous materials report.

260 ## $a New York : $b Van Nostrand Reinhold, $c 1980-1996.

300 ## $a 16 v. : $b ill. ; $c 28 cm.

362 0# $a Vol. 1, no. 1 (Sept./Oct. 1980)-v. 16, no. 4 (Mar./Apr. 1996).

785 00 $t Hazardous materials report

Pre-AACR2 records may be converted to AACR2 or edited in pre-AACR2 style as outlined in 21.3.2 and 21.4.2, according to local institutional policy. If the record is converted to AACR2, add a 936 note formatted as "AACR2=[institution's symbol]" to identify the institution doing the conversion:

936 ## $a AACR2=GUA

936 ## $a AACR2=DLC

21.3.2. Pre-AACR2 practice

The modifications indicated above may also be made when a pre-AACR2 record is closed-off. When editing the record in pre-AACR2 style, follow the guidelines below. (See also CCM 21.4.2.)

Fields from Closed-off Pre-AACR2 Record

DtSt: d Dates: 1980,1983

245 00 $a IC, Infection control.

260 ## $a [Thorofare, N.J., $b Charles B. Slack, inc.]

300 ## $a 4 v. $c 28 cm.

362 0# $a v. 1-4; 1980-83.

785 00 $t Infection control $x 0195-9417 $w (OCoLC) 11000171 $w (DLC) 84646104

Last Issue. Pre-AACR2 records can be modified by adding notes (field 362, indicator 1) with the dates or numberings of first and/or last issues, as with current records.

362 1# $a Ceased with v. 25, no. 9 (Sept. 1989).

In formatted notes (field 362, indicator 0), designations are generally given in abbreviated form. Pre-AACR2 practice also differs in that numbering and dates are separately grouped with punctuation as shown below. (See also CCM 22.4.5.)

362 0# $a v. 1-4; 1980-83.

Ending date of publication. The dates of publication were not generally given prior to AACR2 if dates were included in the holdings area of the record (field 362). (See “Fields from Closed-off Pre-AACR2 Record” example in box above.) If dates are recorded in field 260 the ending date of publication is generally given in an abbreviated form, if possible.

260 ## $a London, $b H.M. Stationery Off., $c 1901-40.

Extent of item. Pre-AACR2 rules accommodated the recording of the extent of a printed work in the terminology suggested by the work (e.g., v., no., pt.). It also provided for the indication of the physical units in which the serial was published or bound by the publisher. In the case of serials that were complete in one volume, the pagination was recorded instead. CONSER considers this information optional.

300 ## $a 25 no. in 3 v. $b maps (part fold.) $c 25-33 cm.

Field 936. The 936 field is often modified when closing off pre-AACR2 records. Under pre- AACR2 CONSER practice, field 936 was used to record the latest issue consulted (on which the cataloging was based) or to note the fact that no issue was consulted. If the last issue is in hand when the record is closed-off and recorded in the 362 field, delete the 936 field, if present. If an earlier issue (or no issue) is consulted when closing the record other data may need to be recorded in the field. For details on Pre-AACR2 use of the 936 field, refer to the CEG Field 936 .