Cataloger's Reference Shelf
CONSER Editing Guide
Cataloger's Reference Shelf
CONSER Editing Guide
C11. Surrogates
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A surrogate is a substitute for the issue on which a cataloged entry is based. The purpose of a surrogate is to provide documentation for use in authenticating and modifying CONSER member records and should, therefore, include pages that support the bibliographic description of the item and that show the presentation of names used as headings in the cataloged entry. Surrogates are, generally, photocopies or scans of a serial issue's title page, cover, masthead, etc., but actual pages or issues of serials may be submitted in lieu of a surrogate.
C11.2. When to send a surrogate
Send a surrogate to LC:
1. When requesting assistance with the authentication of a title;
2. When requesting changes to LC-authenticated records that are not permitted to CONSER members;
3. When requesting reconciliation of conflicting, erroneous, or overlapping bibliographic records when LC has holdings (Cf. C7.5);
4. When sending questions about creating and updating SARs or reporting duplicate series authority records to NACO liaisons;
5. When requesting an ISSN assignment from the U.S. ISSN Center or ISSN Canada (Cf. C6) or when reporting to the U.S. ISSN Center an incorrect ISSN on the issue.
A surrogate must always include the chief source of information on which the description of the cataloged entry is based (i.e., the title page or title page substitute). In addition, a surrogate should include any other pages needed to document areas 1-4 and 6 of the description (i.e., Title and statement of responsibility, Edition, Numeric and/or chronological designation, Publication/distribution, and Series), and name headings not found in the LC/NACO Authority File.
For microforms, a photocopy printed from a microreader-printer is preferred, but a surrogate made from a printed issue may be substituted if there is no difference between the two. In addition, include a photocopy of the fiche or container if they include eye-readable supplemental information (e.g., a different title on header, additional numbering, or manufacturer of the microreproduction).
Photocopies of letters from publishers, subscription agents, etc. may be used as supporting evidence of ceased publications, title changes, etc.
In the upper right corner of each surrogate write your OCLC institution symbol and the OCLC control number of the record represented by the surrogate. If sending scanned images to conser@loc.gov, include the OCLC symbol and number in your cover email.
C11.4.1.
Send requests for authentication, modification, or assistance for U.S. imprints to:
CONSER Coordinator
Cooperative and Instructional Program Division
Library of Congress
101 Independence Avenue SE
Washington, DC 20540-4231
Email: conser@loc.gov
Fax: (202) 252-2082
C11.4.2.
Send requests for ISSN and key title assignments (for U.S. imprints only) to:
Library of Congress
U.S. ISSN Center
101 Independence Avenue SE
Washington, DC 20540-4284
Tel.: (202) 707-6452
Fax: (202) 707-6333
Email: issn@loc.gov
NOTE: See C6 for details.
See also: