21.4.  Pre-AACR2 record modification

21.4.1.  Updating pre-AACR2 records

Pre-AACR2 records are modified for the same reasons that AACR2 records are modified:  title changes, frequency changes, changes to main and added entries,  etc.  Some changes are recorded in the same manner as instructed in AACR2 and following guidelines in other modules (see 21.2).  Unformatted notes are generally added to pre- AACR2 records following current conventions; other changes may be handled differently in pre- AACR2 records and are explained below.  If the change you need to record is not covered below, assume that the same practice is followed in both AACR2 and pre-AACR2 records.  For changes needed to close-off pre-AACR2 records refer to 21.3.2.  For changes to pre-AACR2 records that necessitate the conversion of the record to AACR2, see 21.4.2.

Choice of entry.  Do not change the choice of entry on a pre-AACR2 record.  If a change occurs that makes the current choice invalid, convert the record to AACR2.

Form of headings.  Existing headings may be modified on pre-AACR2 records and new headings may be added to pre-AACR2 records.  Use the AACR2 form whether the heading is new or modified.  The authoritativeness of the headings should reflect the level of authentication of the record (field 042).  Existing headings in pre-AACR2 form are changed to their current form when the AACR2 form is newly established in the name authority file.  Only the heading that is newly established is changed in the record, often resulting in a mixture of AACR2 and pre-AACR2 headings.  If a new heading is added, existing headings are not modified.  (For more details, see also LCRI 26.2B .)

110 1# $a Great Britain. $b Colonial Office.

245 00 $a Colonial reports - annual.

[AACR2 form of body with pre-AACR2 title form]

Title variations and changes.  Record a variant title on a pre-AACR2 record by adding field 246 and/or a 500 field note.  Refer to CCM 22.4.9f, "Variations in Title," to determine if a title change should be considered a minor variation.  (CCM 22.4.3, "Transcription of the Title," describes how pre-AACR2 titles were transcribed.)  Note that a generic title recorded in a  record created according to ALA cataloging rules may never have appeared on the serial as it is presented in the record.  If a minor variation not constituting a title change appears on current issues, the variation can be recorded as the title proper in the 245.  Alternatively, a “title varies slightly” note can be given instead of changing the 245 if the variation is insignificant.  If the title proper is changed, the earlier title can be moved to a 246 if access is required.  If unable to determine whether a title change would have been considered a minor variation according to earlier rules, create a record for the new title, link both records, and close-off the earlier record without converting it to AACR2.

Publication information.  Current or latest place and publisher information is recorded in the 260 field since the pre-AACR2 description is based on the latest issue.  If there is a significant change in this information, the 260 field may be modified to record more recent data with a note added to retain the earlier information.  "Important changes" were identified in the AACR rules to include the following situations:

--  Change of publisher occurring after a long period

--  Transfer of publication to another country or region

Other changes were also noted including important variations in commercial publishers’ names and bibliographically significant changes involving either the place or the (non-commercial) publisher.

260 ## $a Winter Park, Fla. $b Plus Communications, inc.

362 0# $a v. 1-4; 1973-86.

500 ## $a Imprint varies: Strang Communications Co., 1973-83.

Less significant changes were reflected in the 260 field with the addition of "[etc.]"  For more detailed instructions on changes in publication information refer to CCM 22.4.6, "Imprint."

Designations.  For detailed information on earlier practices for recording "holdings information," refer to CCM 22.4.5, "Holdings."  Pre-AACR2 records can be modified by adding the dates or numberings of first issues using notes (362, indicator 1), as with current practice.  Notes on numbering peculiarities can also be recorded in field 515 according to current conventions.  For recording the ending designation of the publication see 21.3.2.

21.4.2.  Converting pre-AACR2 records to AACR2

CONSER has developed over the years a number of policies and procedures that address the conversion of serial records to AACR2.  The following sections of the CONSER Editing Guide (CEG) pertain to record conversion:

Section B. Policies

B4.2.4.  Changes to pre-AACR2 records

B4.3.  Changes in cataloging codes, LCRIs, subject analysis, or CONSER practice

B4.3.1.  Pre-AACR2 vs. AACR2 rules of entry

B4.3.2.  Consolidating multiple pre-AACR2 records into a single AACR2 record

Section C. Procedures

C9.  Converting Pre-AACR2 Records to AACR2

C9.1.  Restrictions and procedures

C9.2.  Successive entry records

C9.3.  Latest entry records

This section serves to illustrate policies and procedures published in the CEG.

General Principles.  CEG section B1.9, "Record Maintenance," simply states:  "CONSER members are required to maintain CONSER records as they become aware of the need.  (For details, see B4 .)"  CEG B4.3 also states that "in general, an authenticated record should not be updated merely to reflect changes in cataloging codes or CONSER practice."  CEG B4.2.4 clarifies that changes to records input according to an earlier cataloging code should generally be made in the context of the rules governing the record.  If the cataloger cannot modify the record according to the earlier code, the record should be converted to AACR2.  CONSER catalogers are free to convert pre-AACR2 records according to the instructions and restrictions found below.

Requirements.  In order to convert a record to AACR2 cataloging, an issue must be available on which to base the description.  The AACR2 record must then include a formatted 362 note (indicator 0) or a 500 "description based on" note.

Three situations require conversion to AACR2:

1)   A publication in which changes occur that would lead to an additional pre-AACR2 entry but would be covered on a single AACR2 record.

2)   A pre-AACR2 bibliographic record for a monographic series whose title or author/title main entry does not match the form established in a series authority record (CEG C9).

3)   A serial title, used as an added entry on an AACR2 record, is represented by a pre-AACR2 record.  (See LCRI 21.30G .)

The first requirement includes changes involving the main entry in a pre-AACR2 record that would necessitate successive records according to earlier rules but not according to current AACR2 practice.  This typically happens when a publication entered under corporate body according to earlier rules would be entered under the title per AACR2.

Pre-AACR2 Body Main Entry with Name Change → AACR2 Title Main Entry

When a cataloger converts an LC-authenticated pre-AACR2 record to AACR2, the 042 code of "lc" and the 010 control number are not changed.  The cataloger, instead, adds the cataloging institution's symbol following "AACR2=" in field 936 to identify the source of the conversion.  (See also CEG Section D , Field 936 , Editing instructions, 5. Noting conversion to AACR2.)

As a rule, do not convert latest entry records.  (See also CEG C9.3.)  Use corresponding successive entry records and retain the latest entry record as an allowable duplicate in OCLC.

Conversion Procedures.  CEG Section C9.2.1 establishes the following general procedures for converting AACR successive entry records to AACR2.

1)   Alter description based on earliest issue in hand, following AACR2 and LCRI.

2)   If a formatted 362 field (first indicator = 0) is present in a record, and the first issue is not in hand, incorporate the information into a note, and recode the first indicator to 1.  Add a "Description based on" note in field 500 .

3)   Change other notes as appropriate (e.g., form of volume/date information, etc.).

4)   Change form of entry in linking fields, when necessary, from key title to cataloging entry form.

5)   Convert main and added entry headings, including series, to AACR2 form.

6)   Determine necessity for uniform title heading ( 130 ) or uniform title ( 240 ) as prescribed by LCRI 25.5B .

7)   Add code "a" to DESC in fixed field.

8)   Add required ISBD punctuation (e.g., fields 245, 260, 300).

Fields Converted from Pre-AACR2 Cataloging

Different Choice of Entry.  When the choice of entry would be different under AACR2 the cataloger must also determine whether the AACR2 record should cover a different (usually expanded) period of time than the pre-AACR2 record, and whether there are additional records that require consolidation or other modifications.  If the span of years to be covered by the AACR2 record is different, the following fields should be carefully checked for any needed changes:

1)   Fixed field dates (008/07-14); publication status (008/06); country of publication code (008/15-17)

2)   260 $c

3)   300 $a

4)   310/321 (when dates are present)

5)   362

6)   5XX (for dates)

7)   550 (incorporate earlier or later issuing bodies, as necessary)

8)   7XX (make additional added entries, as necessary)

9)   760-787 (add, change, or delete, as necessary)

See also:

Module 21.  Modifying Records