To understand the appropriate use of numbering in online AACR2 records, the functions of field 362 and field 500 must be understood. Field 362 carries information about the first and/or last issue or part of a serial.

If the first or last issue is in hand ( FN1) when the serial is cataloged, a "formatted" 362 field is used--i.e., the first indicator is set to "0" and the data may display following the title (or edition when present) in the body of the entry.

If the first or last issue is not in hand, but it is known when the serial began or ceased, an "unformatted" 362 field is used--i.e., the first indicator is set to "1" and the data displays as a note. If the first issue is not in hand, the numbering of the earliest available issue is given in field 500 in a "Description based on" note (AACR2 12.7B23).

When in doubt as to whether the issue in hand is the first (e.g., the issue has a date only), prefer to give a "Description based on" note.

a. Formatted 362 (362 0):

A formatted 362 field is given when the first and/or last issue is in hand. Example

b. Unformatted 362 (362 1):

An unformatted 362 field is given when information concerning the first or last issue is known but the issue is not in hand (AACR2 12.7B11.1). Example

Note: Give an unformatted 362 field only when the information is available or when the beginning/ending date can be determined from the issues in hand (e.g., vol. 1, no. 2 is in hand). Do not, as a rule, guess at the beginning date of publication. For instance, if the preface says that this is the 5th report of an annual, do not count back five years and give that year as the probable beginning date of publication. Even though the publication may have begun in that year, there is no assurance that the title has remained the same and that this would be the beginning date of the record being created for the title in hand.

c. "Description based on" note (field 500):

When the first issue is not in hand, give the numbering for the earliest available issue in field 500, preceded by the words "Description based on:". This field must be given whenever the numbering of the first issue is not given in a formatted 362 field. Example

Every AACR2 record must contain a date so that the user of the record has an idea of the time span covered by the serial. This is particularly helpful to another cataloger in determining whether the record represents an earlier or later title in the case of a title change. When a numeric designation alone is given in a "Description based on" note, add the date of publishing or copyright ( FN2). Example

LC/CONSER practice is to combine the "Description based on" note with the source of title note when both are given. Example

See also:

8.1. How numbering is used in AACR2 records