Serials Cataloging Section

White Slips

Introduction

Serials Acquisitions will occasionally receive a new series, monographic series, conference, or serial as part of an existing standing order or blanket order. A separate entry in Barton needs to be established to check in further issues of the series/serial.

The “white slip” itself is a form designed to communicate to Serials Cataloging that a new series/serial exists and to tell Serials Acquisitions what to do with the new series/serial in Barton.

When SerAcq determines that a new series has been received, they will insert a “white slip” in the piece and forward to Serials Cataloging who will decide if:

• it is a new series, and, if so, will establish the name of the series and classification decision, or
• it is to be cataloged as a serial, and, if so, will catalog it then return to SerAcq, or
• it is neither and should be checked in on the main standing order and sent to BAS to be monocat.

If Serials Cataloging finds that the series or serial is already established in Barton, or is part of an already-established numbered series, they will return the piece to SerAcq with a printout of the Barton record or a note with the LCN.

It should be noted that the items must be returned to Serials Acquisitions as they have not been checked in anywhere.

Procedures

Series / Monographic Series

Check OCLC authority file to see if series is already established. If not, determine the name of the series based on AACR2 rules.

In the Barton authority file:

• Search series to see if a provisional record exists; if not, create a new one and overlay with appropriate workform.
• Copy headings, cross-references, 64X fields, etc. from OCLC record or establish if not in OCLC; add additional cross-references if needed
• If series is classed together, add 099 call number

Fill out white slip with established series name and class decision, and return with piece to SerAcq. (Include series printout and/or any bibliographic record printouts if appropriate or desired.)

Conferences

These may be new conferences or name/title changes. If the change is just in the title, catalog the piece, check off “Piece(s) is/are a serial”, and return it to SerAcq with the printout of the new title record.

Search OCLC authority file for established name of the conference. If one doesn't exist, search OCLC bibliographic records for conference name (hint: search by ISBN). If name exists only in the bibliographic file, establish a NACO heading for the conference.

Search Barton to see if earlier conferences have been cataloged as monographs or a serial. If cataloged as monographs, note the call number (they should all match).

For conferences cataloged as serials:

• If in Barton: return to SerAcq with LCN no. and a note to check in piece on that record
• If not in Barton: catalog it, then check off “Piece(s) is/are a serial” on the white slip and return to SerAcq with a printout of the bibliographic record

For conferences cataloged as monographs:

• Search Barton authority file for a stem record (NACO or provisional) for the conference name; if one doesn't exist, create a new provisional record, using appropriate workform.
• For provisional records, add/review headings, cross-references, etc. from OCLC record or as appropriate per AACR2 rules
• Add 099 call no. field;
• Fill out white slip with conference name, title, and “[receipt history]” in the series section; add call no. in the classification decision section; and forward to SerAcq (with any printouts if appropriate or desired).
• Make entry from 111 plus the title.
• If title varies, use [Proceedings] instead of a real title.
• If call no. varies, choose a call no. and make a note for BAS cataloger to reclass the other monos.

Series Title Changes

Series title changes are forwarded to Serials Cataloging via SerAcq or a monograph cataloger.

Search OCLC authority file to see if the new series title is established and cross-referenced to older series title. If not, establish new series title according to AACR2 and update the record for the former title in OCLC. Optionally, just create new series record locally.

Search MIT's local series card file for older series title; pull card (and toss when done).

In Barton authority file:

• Search for record(s) for old and new series titles
• If record(s) exist(s) (provisional or NACO), update from OCLC record and/or MIT series card, adding cross-references as deemed appropriate (from OCLC record and/or MIT series card)
• If classed together series, add 099 call no.
• If no record is in Barton, create a new record, copying from OCLC record if available, including cross-references, call no., etc.

For “receipt history” records in the Barton bibliographic record file:

• Retrieve receipt history record for older series title or conference name/title.
• Change the 245 title to the new title
• Change the 111 conference name to the new conference name, if appropriate
• Add 730 for the old series title or 711 (author/title) for old conference name/title (doesn't matter if keep “[receipt history]” in title)

Return to SerAcq the piece in hand with a printout of the updated receipt history record, noting that this is a series title change.

Back to: SerCat Manual / Serials Cataloging Section / Who We Are / Documentation / Other Useful Sites

Written by Jennifer Edwards; last updated 9/20/05