B6.4.  CONSER core record requirements for serials in special formats -- Microforms, Newspapers, Computer Files, Music, Sound Recordings, Visual Materials, Cartographic Materials

Record requirements for serials in special formats differ slightly from those for serials in print format because some fields not applicable to standard print publications are considered essential for non- print formats.  To address record requirements for the wide range of serials in special formats, CONSER has developed this series of core records for serial microforms, newspapers, electronic resources, music, sound recordings, visual materials, and cartographic materials.  (For more information on additional elements for non-print serials and sample records, refer to Appendix N, "Special Physical Formats.")

Section B6.2.2, "Core Record Elements," includes the general description and nature of the core record that is consistent for all serial formats.  CONSER policies on authority requirements, name/series and subject headings, and classification for the standard core record also apply to each of the non-print core records.  Core requirements for special formats have been developed in consultation with core record task groups operating under the Program for Cooperative Cataloging (PCC), and other experts in the field.

In general, a select number of fields that are considered essential for the special format have been added to the standard CONSER core record to obtain the core record for the special format.  In a few cases a core element for the standard print serial is not included simply because the field would not be applicable to serials in the special format (e.g., field 240, uniform title, for newspapers).  These core records represent field-level requirements; however, certain elements at the subfield level, such as the 245 $h (GMD) may also be required. Specific instructions on the application of non-print fields are included with the description of each field in Part II and in Appendix N.

Requirements for multi-format serials, such as newspapers on microform or computer file maps, are not specifically addressed here.  It is generally expected that the core elements unique to each special format will be added to the standard core record to obtain the multi-format serial core record.  Core elements that are distinctively characteristic to the special format are discussed below and identified by a footnote next to the requirement code in the tables.  (See "Fixed Length Fields--General Information" in Section E for information on inputting records for multi-format serials and their fixed fields.)

B6.4.1.  Core record for microforms

In addition to the standard CONSER core elements, four fields have been added to the core record for microforms: 007, Physical description fixed field; 300, Physical description; 533, Reproduction note, and; 776, Additional physical form entry.  Of these, only field 007 is applicable to all microforms and is mandatory for serial microforms.  Field 300 is required for original microforms while field 533 is required for microform reproductions.  For preservation master microform reproductions, field 776 is mandatory in the microform record and the record for the original when both are present in the OCLC online catalog.  Refer to Part II, field 776, for additional guidelines for the field.  CONSER uses the general material designation (GMD, 245 $h) "microform" for all such records.

Codes:  M - mandatory, MA - mandatory if applicable, O - optional, R - required if available

B6.4.2.  Core record for newspapers

The CONSER core record for newspapers includes three fields not included in the standard core record:  310, Current publication frequency; 752, Added entry -- Hierarchical place name, and; 775, Other edition available entry.  The frequency for a newspaper is often an essential identifying element; the place name added entry is considered an essential access point for newspapers, and; related editions are also generally considered bibliographically significant.  A number of standard core elements are not applicable to newspapers and are not included in the newspaper core record:  074, GPO item number; 086, Government document classification number; 240, Uniform title; 4XX, Series statement, and 8XX, Series added entries.

Codes:  M - mandatory, MA - mandatory if applicable, O - optional, R - required if available

B6.4.3.  Core record for electronic serials

The two tables listed for electronic serials show core elements required for remote access serials (e.g., serials on the World Wide Web) and direct access electronic serials (e.g., serials on CD-ROM).  The tables show that both remote and direct access serials can be coded as primarily language material (continuing resource 008) or coded as primarily computer file (computer file 008).  Since the content of most electronic serials are primarily language or textual in nature, most are cataloged using the continuing resource 008; computer aspects are coded in an additional material 006, form of material "m," computer file.  The Leader/06 "type of record" code determines the 008 and is selected based on the primary content of a resource (e.g. language material, computer file, graphic, cartographic material, sound, music, moving image).  The primary content of some electronic serials meets the definition of computer file (or other type of material).  If the primary content of the resource fits the definition of type of record code "m," computer file (e.g. computer software, numeric data, etc.), the electronic resource 008 would be generated and continuing resource characteristics coded in an additional 006.  The 007 Physical description fixed field is used for all records for electronic resources.  The term "electronic resource" is used for the GMD, subfield $h of the 245.  Field 538, System details note, is mandatory for all electronic resources:  direct access serials require the field for the system requirements note while remote serials use the field for the mode of access note.  Other differences between remote and direct access resources includes the addition of field 300, Physical description, for direct access serials, but not for remote.  For online serials, at least one 856 field is core, and thereby considered mandatory.  Location and access information should be provided for the entire publication.  (Additional details for cataloging direct access and online serials can be found in CCM Modules 30 and 31.)

Codes:  M - mandatory, MA - mandatory if applicable, O - optional, R - required if available

Codes:  M - mandatory, MA - mandatory if applicable, O - optional, R - required if available

CONSER guidelines on cataloging remote access versions of printed serials.  "Remote access," or "online" versions include both digital reproductions of printed serials as well as electronic versions of current issues.  CONSER members are encouraged to create separate records for remote access versions, and many are doing so.  (CONSER is currently working on guidelines for record creation practices when an electronic serial is made available in more than one aggregator package.)  However, CONSER members may optionally note the existence and identify the location of the online version on the record for the printed serial, without separately cataloging the remote access version.  CONSER members will additionally provide the note and electronic location on the record for the printed serial, when separate records are created, in order to facilitate a "one-record" approach for others.  For further details, see Appendix N.

B6.4.4.  Core record for serial sound recordings

The following non-print elements were added to the standard core record to form the CONSER core record for sound recordings:  Literary text for sound recordings (008/30-31); 300, Physical description, and; 500, Compact disc note.  The "Literary text for sound recordings" fixed field element is considered significant for non-musical sound recordings since it identifies the nature of the work (e.g., conference proceedings, fiction, instruction).  Field 300 specifies whether the title consists of sound cassettes, sound discs, etc., and other physical details.  A 500 note is included for compact disc sound recordings to clarify the type of sound disc described.  CONSER uses the GMD (245 $h) "sound recording" for all such records.

Codes:  M - mandatory, MA - mandatory if applicable, O - optional, R - required if available

B6.4.5. Core record for serial music

The following non-print elements were added to the standard core record to form the CONSER core record for music:  041, Language code; 300, Physical description, and; 546, Language note.  The 041 field is a core requirement for translations and multilingual items (subfields $a and $h only).  Considered to be essential elements are language codes for serially issued vocal music in more than one language, and language code(s) for the original language when describing translations.  Field 300 for music materials generally identifies the type of scores or parts issued.  The Language note, field 546, is required for vocal music if the information is not evident in the body of the record.

Codes:  M - mandatory, MA - mandatory if applicable, O - optional, R - required if available

B6.4.6. Core record for serial visual materials

The following non-print elements were added to the standard core record to form the CONSER core record for visual materials:  Type of visual material (008/33); 300, Physical description, and; 538, System details note.  The type of visual material fixed field code indicates whether the item is a videorecording, picture, slide, etc.  The 300 physical description field specifies whether a title includes videocassettes, film reels, filmstrips, slides, posters, pictures, etc.  The 538, System details note, is primarily used to record the trade name or recording system for videorecordings (VHS, Beta, etc.).  GMD terms for visual materials are used only for non-print items, as indicated by LCRI 1.1C.  CONSER records for visual materials may include the following GMDs:  videorecording, slide, motion picture, filmstrip, or transparency.

Codes:  M - mandatory, MA - mandatory if applicable, O - optional, R - required if available

B6.4.7. Core record for serial cartographic materials

The following non-print elements were added to the standard core record to form the CONSER core record for cartographic materials:  Relief (008/18-21); Type of cartographic material (008/25); Index (008/31); 034, Coded cartographic mathematical data (scale and projection information only); 255, Cartographic mathematical data (subfields $a and $b only), and; 300, Physical description.

The Relief fixed field code is usually derived from a 500 note which indicates relief forms commonly found on maps.  The fixed field element is required if the information is readily available.  The Type of cartographic material fixed field code indicates whether the publication is a map series, map serial, or atlas.  (The Library of Congress processes map series as collected set monographs.)  The Index code indicates whether the item includes a location index or gazetteer.  Field 034 is required if available and reflects the scale and projection information found in the 255 field (coordinate subfields are not required).  Field 255 contains mathematical data associated with map materials, although only the scale and projection statements are required in the core record (subfields $a and $b).  The 300 field indicates whether the record represents atlases, maps, or other cartographic items.

Codes:  M - mandatory, MA - mandatory if applicable, O - optional, R - required if available

See also:

B6. CONSER Record Requirements for Full, Core, and Minimal Level Records