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Collection Management Services


RDA Workflow - Cataloguing Monographs

Workflow is located in the Original RDA Toolkit

Original RDA Toolkit > Tools > Workflows > Local Workflows > UVic Monograph Workflow 1.3



How do you know if the item in hand is a translation? 

  • Does the book say "translation of ..." anywhere on it? Yes, this is a translation.
  • Does the book list a translator? Yes, this is a translation.
  • Does the book have text in parallel languages? This is not a translation. 
  • Do you suspect the book in hand was published in multiple languages at the same time? This is not a translation. 

Add the following fields to your bibliographic record if the item you have in hand is a translation:

MARC TAG Description  Example

041 1/

Language code

1st indicator = 1 - Item is a translation

$a = language code of text

$h = language code of original

041 1/ $a ika $h eng

240 10

Uniform title - add if original language title is known

1st indicator = 1 - printed

2nd indicator = 0-9 - number of nonfiling characters

$a = Uniform title 

$l = language of work

240 10 $a Grandfather Bowhead, tell me a story. $l Inuktitut
500 // Optional general note - add only if additional clarification is required 500 // $a Translation of:
546 // Optional language note - add only if clarification of the language is required 546 // $a Text in Inuktitut.
700 1/ Add an authorized access point for translator, if known. Add relationship designator: $e translator 700 1/ $a Ittusardjuat, Monica, $e translator.

For translation shelflisting, refer to the Classification section of the LibGuide.



Print serials are catalogued by Metadata staff following best practices documented in the UVic Libraries RDA Serials Cataloguing Workflow. See also the CONSER Cataloging Manual (CCM), the CONSER Editing Guide and CONSER - Cooperative Serials Program for further information on serial description.

Questions regarding print serials may be sent to

Questions regarding electronic serials may be sent to

Local serial documentation may also be found on the W-Drive > LTEC > Serials; or on the Metadata Connect Page

Also see General Cataloguing section of this LibGuide.





Original  document: Classification & cuttering of serials located on W-drive > LTEC > Serials > Cataloging Serials

See also the Classification tab under General Cataloguing, Bibliographic


Refer to one or all of the following to determine the correct classification: LC classification schedules, database (OCLC) copy, McPherson Library records and to determine where other serials similar in subject coverage are classified. Checking where other titles by the same corporate body are classified can also be useful. Due to the evolution of the LC classification tables, some titles on the same subject may be classified in different class numbers. This can occur if new classification numbers have been added for subject areas and can also occur if a publication is multidisciplinary in scope

Under no circumstances will a serial be assigned a call number which is identical to one already assigned to a monograph (analyzed serials do not fall into this category). However, with shelf-ready books now arriving with call numbers already assigned, it may occasionally happen that a monograph is received and accepted with a call number that duplicates a serial’s call number. The barcode assigned to the monograph will provide the unique identity for the item. Do not reclassify the serial.

When classifying material that should be in a “K” classification: see Law section of this LibGuide [link to section]

Canadian history is classified in FC [add link to section]

Canadian literature is classified in PS8000 [add link to section]

CURRIC serials are classified using the Dewey Decimal system. See WebDewey and/or consult Curriculum CoIlection cataloguer or Metadata supervisor. 

[Add as a link to SCUA section: UVic Archives material – in the past, all UVic publications were classified in LE3 Vxxx. This often created long cutter numbers, particularly with the second cutter, since they were cuttered by main entry (which was usually University of Victoria …). Since around 2002, the policy was changed so that publications are now being classified in the subject area rather than in LE3 (i.e. Centre on Aging bulletin classified in the “Aging” classification range]

-Link to [Newspapers" tab]

Special, select and standing committees of the Canadian parliament are classified in a special classification scheme designed for this material (see Appendix I).

Avoid using the “Z” classification for Reference material. Classify in the subject area instead.

The relationship of one serial to another must be considered when classifying serials. For example:

If a new serial title continues a previous one, including a continuation in volume numbering, then both titles should have the same call number. Exceptions to this rule include titles published in two different formats, i.e. letterpress versus CD-ROM. The CD may need to be cuttered to file next to the print material if both formats are to be shelved in the same location.

If a serial changes title and the volume numbering does not continue, consider whether the scope or subject coverage of the new publication has changed sufficiently to warrant a new class number.  If yes, classify in the new number.  Exceptions to this rule include those serials for which it is useful to have the old title and the new filed on the shelf next to each other in the order of publication history.

If a new serial title is a supplement to another title already in the collection, consider whether it should be classified to sit right next to the parent title. Classify the new title accordingly (i.e. if the parent publication’s cutter number is “A5” cutter the supplement as “A52”).

If a serial has split into two or more titles, one of which continues the volume numbering of the parent title, then that title will be given the same call number as the parent title and the other title may be cuttered to sit next to the original title or, if the scope of the serial has changed substantially, assigned a new classification number.

Consult Metadata supervisor regarding classification and cuttering of personal names.


Cuttering: [Add link to cutter table]

Cutters are not simply taken from database copy; they are based on the best fit for the library’s shelflist. Always consider the following when cuttering serials:

If you have a run of a serial that includes several title changes, cutter based on the latest title in hand.

The numeral “1” is not used in Cutter numbers on its own, nor is it used as the last digit.

Numbers in titles are cuttered as words

A hyphenated word files as two words unless the part preceding the hyphen cannot stand on its own

Words containing an apostrophe file as one word

A colon in main entry (i.e. separating title from subtitle) is ignored in cuttering

If an initialism can be pronounced as a word, then it is cuttered as a word, otherwise it is cuttered to file at the beginning of the sequence. When in doubt, consult Elena

In general, use the least number of digits required. However, it is often useful to use two numerals in the cutter in order to allow easier cuttering of any new titles received in future

The letters “a”, “b” and “c” are no longer added to Cutter numbers to indicate changes of title


APPENDIX I [Create gov docs tab somewhere? Move to different section in LibGuide? With HA743 or local schema section?]


Classify as follows:

J103/H6  -  Joint Committees

J103/J6  -  Senate Committees

J103/K6  -  Commons Committees

Cutter to allow for further subdivision:

J103/K6  -  Standing Committee

J103/K62  -  Select Committee

J103/K63  -  Special Committee

Second cutter is based on the first noun in the name of the Committee, which will also provide a subject arrangement – i.e.:

B3  -  Banking

P8  -  Public Works

T3  -  Taxation

Only if a conflict exists, add a date as the final element of the call number – i.e.:

Minutes of proceedings of the House of Commons Standing Committee on Banking



Minutes of proceedings of the House of Commons Standing Committee on Banking and Finance (a new committee; publication began in 1967)




Bills – add to the call number the Parliament (P) and Session (S) the bill relates to, followed by the bill number – i.e.





UVic Libraries' holding conventions for serials were established by Miss Jean Whiffin, the first Head of Serials in the McPherson Library and author of Union catalogues of serials: guidelines for creation and maintenance, with recommended standards for bibliographic and holdings control. This convention, unique to UVic Libraries, is still in use today.

Different conventions have been used for coding holdings of monographic sets and for coding of Law Library holdings. Both of these conventions may still be found in holdings records.


 More information on UVic's holdings best practices and procedure is found here: Inventory - Holdings

Interpreting Serial Holdings:

Note: The label ["published"] refers to the enumeration & chronology of the serial itself, (i.e. the volumes & dates when the serial began and/or ceased publishing). The label ["Library has"] refers to our actual holdings (i.e. the issue our library owns). 

Summarized holdings are coded in field 866 (second indicator=0). Field 867 is used to record summarized holdings of supplements; field 868 is used to record summarized holdings of cumulative indexes; (also with second indicator=0. Current receipt for individual issues may be coded in field 866 (second indicator=blank).


Punctuation conventions used in the Holdings record:


  • Used to indicate an unbroken range of holdings
    • from the volume/issue or date specified to the present if the serial is currently being acquired
      • e.g. 3- 
    • between the volumes/issues or dates 
      • e.g. 2-5 


  • Used to show a gap in a range of holdings
    • e.g. 1-4,6 
      • indicates that we 1,2,3,4 & 6 but do not have 5


  • Used to separate enumeration from chronology in a summarized holdings statement
    • e.g. 1-5; 1978-1982

Brackets < >

  • Used to indicate that the volumes or years so enclosed are not complete
    • e.g. 1<3-4> 
      • indicates that we have all of 1 & 2 and part of 3 & 4 


NOTE: no “double punctuation” should be used in the summarized holdings statement except when needed before a semicolon separating the enumeration from the chronology .For example:

            do not code:       1-5,<7-9,12-13>,15-<16>; 1978-1998

            rather, code as: 1-5<7-9,12-13>15<16>; 1978-1998

This statement tells us that we have all of volumes 1,2,3,4 & 5, part of volumes 7,8, 9,12 & 13, all of volume 15 and part of volume 16, with the first issue dated 1978 & the last issue dated 1998.



If both enumeration & chronology exists in the summarized holdings statement:

  • the chronology portion summarizes only the beginning and the end years of the range (ie. no gaps will be recorded if we are missing issues - this will only be indicated in the enumeration part of the holdings statement). If chronology only exists in the summarized holdings statement, gaps will be indicated
    • e.g 1989-1991,1998



If a serial has more than one system of enumeration such as volume & issue number as well as a consecutive number (e.g.. v.2, no.3 as well as no.76):

  • caption is included in the summarized holdings statement to indicate whether we are recording the volume numbering or the consecutive numbering
    • e.g . v.2-    ; 1979-   
  • In general, captions are not supplied in the summarized holdings statement unless it is necessary for clarification.



If a serial starts a new sequence of numbering:

  • each new sequence will have its own summarized holdings statement
    • e.g First: 866: 0:|a v.1-5; 1972-1977
    • Second:  866: 0:|a new ser.v.1-   ; 1978-   ).
  • Some of our older records may not be updated yet and therefore will only have one summarized holdings statement
    • e.g v.1-    ; 1972-



Examples of summarized holdings statements:

866: 0:80:|a 1-    ; 1989-
866: 0:80:|a 23-29; 1976-1983
866: 0:80:|a 1995-
866: 0:80:|a 1868-1896,1910<1933>
866: 0:80:|a v.25,29,31,35-36,143<145>-<153>155-157; 1971-1985

866: 0:80:|a no.13-18,33-50; 1966-1985

866: 0:80:|a v.51-54; 1986-1989

866: 0:80:|a v.1-4; 1838-1842

866: 0:80:|a new ser.v.1-2,4-6; 1843-1848

866: 0:80:|a ser.3v.18-<45>-    ; 1978-

866: 0:80:|a ser.1v.1-7,9-13; 1861-1870

866: 0:80:|a ser.2v.1-5,7-12,21-    ; 1870-

866: 0:80:|a ser.3v.1-    ; 1896-

866: 0:80:|a ser.4v.12; 1912

866: 0:80:|a ser.5v.1-16,19-    ; 1939-


Holdings records may include all or some of the following information: location code, classification and cutter numbers, routing information, processing notes, retention statements, binding information, acquisition details (gifts, deposit, cancellations, claiming), urls, relationships to related publications, and check-in instructions.

Summary Holdings Statements for UVic Serials


Punctuation and Abbreviation Conventions






Indicates an unbroken range of holdings:


from the volume/issue or date specified to the present if the serial is currently being acquired; or

1- ; 1956-

the library has complete holdings from 1956 beginning with volume 1


between the volumes/issues or dates specified if the serial is dead or not currently received

1-3; 1990-1992

the library has the first three volumes published from 1990 to 1992


Indicates a gap

1-3,5; 1985-1989

volume 4 is missing from the library’s holdings


Used to separate enumeration and chronology designations in a holdings statement

23-25; 1954-1956


< >

Indicates that the holdings of the volume(s) or year(s) enclosed are incomplete

1-<16>; 1966-1987

holdings of volume 16 are incomplete




holdings for 1966 are not complete


Double punctuation is not used in a summary holdings statement. The hyphen is a range indicator and not a gap indicator. The "double punctuation" statement refers to angle brackets and commas, both of which indicate a gap in holdings. The presence of both together would be redundant.


Enumeration and/or Chronology Coding



the non-chronological scheme used by the publisher on a serial to identify the parts of a unit and to show the relationship of the parts to the unit as a whole.  Enumeration consists of numeric/alphabetic designations, and if present, captions.

  • v.1, no.1
  • no.5
  • v.2, pt.3
  • 1
  • AS-1-
  • 1st ed.


the dates used by the publisher on a serial to help identify it, and/or indicate when it was issued.  The chronology may reflect the date of coverage, date of publication, printing or production.

  • 1960
  • Feb. 1963
  • Jan. 3, 1975


a word, phrase, or abbreviation indicating the parts into which a multipart unit or serial unit has been divided by the publisher. A caption ordinarily appears on the piece immediately preceding the enumeration (e.g. volume 1) though it may also appear following it (e.g. 1. Teil)

  • volume 1
  • 1. Teil


Enumeration Practices



Holdings statement

1. In general, we have not used captions in the summary holdings (though they are used in the bibliographic record description, field 362).

v.1-     1966-

1-  ; 1966-

2. We do use captions if the serial is designated with a double numbering scheme

v.1- (no.1- ); 1954-

v.1- ; 1954-      OR     no.1- ; 1954-

3. If the captions ns, or new ser., appear somewhere in the holdings statement, then, in newly coded or revised records, we describe each series’ holdings on a separate line using captions throughout


new ser.v.6-8

In older records, we may show multiple series coded as one sequence


1-NSV.<10>-<12-13>; 1919-31

4. We use the caption following the ser. (used for numbering series sequences) caption



5. We may use other “captions” in holdings statements, if they have been used in the description





Examples of captions used:


New Series
(captions were coded in capitals in older, unrevised records)





new ser.

New Series












(No abbreviation exists)


Bibliographic records catalogued according to AACR2 use captions in the vernacular. Therefore the captions appearing in holdings statements associated with these records are also coded in the vernacular.



Chronology Practices

1. If both enumeration and chronology exist in the summary holdings statement, gaps are detailed only in the enumeration part of the statement, while the chronology portion summarizes only the beginning and the ending years of the range (i.e. 1-3,5; 1978-1981). If chronology only exists in the summary holdings statement, gaps will be detailed (i.e. 1989-1991, 1998).


2. In older records, if the holdings statement contains both enumeration and chronology designations then inclusive dates begin with 4 digits, but end with two (i.e. omitting the century) providing the centuries are the same and the years do not overlap

1-4; 1980-83

3. In newer records, we code all chronology designations using 4 digits.

1-4; 1980-1983

4. If both enumeration and chronology designations exist but the centuries are different or the years are overlapping, then both beginning and ending date are coded including the century

1-10; 1899-1908
5-7; 1977/79-1980/82

5. If the holdings statement consists of chronological designation only, then inclusive dates begin and end with 4 or more digits (i.e. including the century)





In general, serial publications issued annually or less frequently may circulate and will have item records, barcodes and an item type of "book." Periodicals do not typically circulate and do not generally have item records. Exceptions may be made for analyzed serials, or for Inter Library Loans. (Note that, in general, serials held in the law library will have an item record and barcode, but may not circulate.)

When a serial's publication pattern switches from an annual to a periodical; or a periodical switches to an annual, the barcoding policy may also change. In general, use cataloguer's judgement to determine whether or not a serial should circulate based on the above policy. Do not retrospectively barcode annuals, or remove barcodes if an annual begins to publish more frequently.

Always add enumeration or chronology to a serial item record.

Serials may be received on a standing order and are often abbreviated as S/O. Monographs may also be received on standing order and are often abbreviated as AU S/O. Both types of standing orders are received by Acquisitions staff, but are processed slightly different upon receipt. Typically all S/O's are processed with the item and invoice in hand.

A serial standing order should be attached to a serial record and the attached holdings and items updated accordingly. No further cataloguing is required after receipt, unless the standing order is marked as an, ANALYZED serial.



Cessations, Cancellations, Title Changes

JSTOR: Unless otherwise indicated, the print backfile will be completely discarded at the time of cessaation/cancellation even if the library does not have full archival coverage via JSTOR. Do not delete |x JSTOR note from the holdings record if the print holdings are to be retained. “Orphan volumes” - volumes that would be left in the main stacks because they are not covered via the online archive – will also be withdrawn if only 5 or fewer volumes would remain. Consult the Metadata Supervisor, Serials, if questions regarding retention arise.

Cancellations: (Alma procedure TBD)

Acquisitions sends cancellation notices to Metadata (Serials) deletes and updates check-in and holdings information as necessary and advises Acquisitions staff when these deletions and updates have been completed. Acquisitions staff then cancels the PO. If all issues of a cancelled title have not yet been received, advise to claim as necessary.

Metadata (Serials) also similarly processes Acquisition Standing Orders (AU S/O) cancellations.

Cancelled Law loose-leaf titles, DUMMY ACQUISITION RECORDS (DARs), print titles covered by the JSTOR archive, split sets (i.e. holdings in both main & main,sto or main and Ref) may require further follow-up. 

For all Law location material: advise of cancellation. Check for and delete "current issue" item record if applicable.


Cessations: (TBD)

Whenever possible, route last issue to serial cataloguer

Cessations that will happen in the future: Add to Receiving note in POL:  WILL CEASE WITH [enumeration/chronology/date]

Cessations that have already taken place:



Changes of title: (TBD)

Changes of title that will happen in the future: Add to Receiving note in POL: WATCH FOR TITLE CHANGE TO:[name of new publication] BEGINNING WITH  [enumeration/chronology/date]

Changes of title that have already take place:

Add a field 588 note to the bibliographic record (per CONSER: use this field to record information from publishers about significant forthcoming changes. Always add |5 CaBVIV. Always remove note when the issue reflecting the change is received. (Example:588 ##  Per email from publisher, title will change to [title of new publication] beginning with issue [ ] |5 CaBViV)

In Bibliographic record: Update

- 008 – Publication status = d - Continuing resource ceased publication

- 008 – Date 2 (yyyy) = the year of the final issue

- 362 – update with the final issue’s enumeration/chronology

In the Holdings record: update field 008 and field 866 accordingly (close holdings)

With title change: a new POL will need to be created (for new title record)/associated to the old POL/old POL closed: Workflow TBD

Newspapers at UVic are classed in AN2-AN95

AN2-AN95 does not exist in the LC Classification schedule. UVic has devised its own scheme using AN to classify newspapers and special editions of newspapers cataloged as monographs. Use as a guide the numbers from AN2-9 for newspapers in English by country and AN14-95 for foreign language newspapers. Where necessary, double cutter by main entry and title.

Newspapers received on subscription are checked in manually (852 |x MANUAL CHECK-IN). Most are limited retention (866 |z Current [x] weeks only retained).

March 2020- All newspaper subscriptions have been cancelled or indefinitely suspended and the records suppressed.

Print serials received as gifts:

If a print serial is currently received as a gift:

1. It will (most likely) not have a POL associated

2. In the holdings record: field 008 look for "4g" : Receipt status = currently received (4) ; method of acquisition = gift (g)

3. The summarized holdings statement (field 866 with a second indicator of 0) will be open (indicted via a dash)

Receipt of gift material is no longer recorded in the holdings record and records should be updated accordingly. Route questions to Metadata supervisor (serials).

DUMMY ACQUISITION RECORDS (DAR's): What they are and how they relate to serials

Bibliographic & holdings records created for order and payment purposes only. The records are suppressed and contain the note, 'DUMMY ACQUISTIONS RECORD" in field 590 (current practice) or 500 (past practice). Generally created for: combined subscriptions, memberships, monographic series, packaged and individually subscribed e-journals (pre-Alma), "all publications" issued by a publishing house and "separates". Check-in staff should look for these records when handling what may appear to be "unsolicited" material. Titles received on DAR's may be noted in 500 fields of the bibliographic record.


245 1 0 |a Combined Subscription (Royal United Services Institute for Defence Studies).

245 1 0 |a Memberships (Vancouver Historical Society).

245 1 0 |a Separates (Canadian Centre for Policy Alternatives. BC Office).


ANALYZED SERIALS: General policy is to keep analysis of serials to a minimum. Issues held are noted in the holdings of the serial record with item records attached here as applicable. A separate monograph record is also created by a monograph cataloguer. Serials analyzed retrospectively by monograph cataloguers may have the item record attached to the monograph record. This is not current best practice. Analyzed serials will have the non public display note "ANALYZED SERIAL" added to field 852.


UNSOLICITED FOLDER: What this is, where it is located and how to use it

W-drive > LTEC > Serials > Unsolicited Folder

A list of serial titles received in the library but NOT added to the collection. Enter last issue received, date received, etc. and follow disposition direction (e.g. Discard). Unsolicited titles not on the list should be routed to the Gift Coordinator for follow up and added to the list by check-in staff once a disposition/retention decision has been made. 



On occasion, an issue of a serial is cataloged as a monograph. This most often happens because the issue has a monographic title in addition to the serial title.  If the library holds only one issue, a cataloger may decide to catalog the one issue as a monograph. However, if another issue is added to the library’s holdings, the decision may be revisited and the monograph item recataloged as a serial record. This is called “serializing”.

  • Retrieve the monograph from the stacks
    • EXAMINE THE ASSOCIATED BIB. and ITEM RECORDS:  Is there a COPPUL SPAN retention note in field 583 of the bib record? The free text field of the item record?? If yes, route material to Metadata supervisor for follow up.
  • Catalog the serial 
  • Complete the serial’s Holdings record, including the enumeration/chronology for the new issue as well as the issue previously cataloged as a monograph. [Confirm best practice in Alma for the rest of the steps below.]
  • Add a field 852 |x note with the purchase order information for the monograph issue (e.g. 1985 PO=XXXX).
    • Alternatively, you can choose to relink the monograph purchase order to the serial’s Holdings record
    • If a purchase order is not attached to the monograph record, skip this step.
  • Note the serial’s Holdings record number 
  • Retrieve the Bib record for the monograph, display the Holdings record, then display the Item record
  • Update the Item record by adding the enumeration and/or chronology as applicable.
    • Save the record
  • Relink the Item record to the Holdings record for the serial
  • Delete the monograph’s Holdings record. If you can not completely get rid of the record, add field
    • 852 |x RECORD DELETED – SERIALIZED – SEE HOLDINGS [serial holdings #]. Code 008 Record Status = d : Deleted  and Suppress the record
  • Delete the monograph’s Bib record. If you can not completely get rid of the record, add field 
    • 590 :  : |a RECORD DELETED. Code 008 Record Status = d : Deleted and Suppress the record
  • Reprocess the monograph issue as needed


Integrating Resources - Print and Electronic


See current edition of: Integrating Resources: a Cataloging Manual (Appendix A to the BIBCO Participants Manual and Module 35 of the CONSER Cataloging Manual.

For law integrating resources, see: Cataloging Legal Literature, Ch.3, Section 3E Integrating Resources





Description is based on the current iteration. Move information about earlier iterations to notes and/or access points if considered to be important.

Print integrating resources RDA MARC record cheat sheet  > Cataloger's Desktop > Conser Cataloging Manual (CCM) > Part 3: Special Types of Continuing Resources > Module 35: Integrating resources, a cataloging manual > Appendix A


From Integrating Resources : A Cataloging Manual (2011; rev. 2015)

An updating loose-leaf is “an integrating resource that consists of one or more base volumes updated by separate pages that are inserted, removed, and/or substituted.”  (RDA Glossary).

The loose-leaf service is a more complex bibliographic resource.  The loose-leaf service is issued in several component parts, including updating loose-leaf materials, bound volumes, and newsletters, etc., containing both primary and secondary source material.  This type of loose-leaf service may be called a “reporter.”  Create a single bibliographic record for the service as a whole, with a note describing component parts (see LC-PCC PS 0.0). (p.13-14)

For an updating loose-leaf, identification of changes in the current iteration requires that staff checking in the updates notice and act upon such changes.  Unless check-in staff can view the bibliographic information easily during the check-in process and are trained to identify such changes, the changes may pass unnoticed until retrieval is affected or there is a new edition.  Publishers may provide full replacement volumes in order to reflect a change of publisher name.  These replacement volumes may or may not be considered a new edition.  See IR.9 for guidance in determining if a new record is required. (p.17)

The preferred source of information for updating loose-leafs is the latest title page or title page substitute (RDA  Specify the source used as a title page substitute in a note (RDA (See also: IR 2.6.2.) (p.18)

The preferred sources of information for updating loose-leafs are given below. (p.23)


Preferred sources of information

Title and statement of responsibility

Title page or title sheet, cover, caption, colophon (in order of preference) (RDA;

Edition statement

Same source as title (RDA

Place of publication, Publisher’s name

Same source as the title (RDA;

Date of publication

Same source as the title (RDA


Series title page, analytical title page, cover, caption, colophon (RDA

Carrier type

The resource itself (RDA 3.1.1)


The resource itself (RDA


Any source

Standard number and terms of availability

Any source


If information is added, deleted, or changed on a subsequent iteration of an integrating resource, change the title and statement of responsibility area to reflect the current iteration.  Make a note for a change in title proper and make a note for other changes if considered important (see separate data elements below and IR.2.6). (p.24)

If the title proper changes on a subsequent iteration, change the title proper to reflect the current iteration, and give the earlier title in a 247 field (RDA (p.28)

Transcribe a statement of responsibility appearing prominently on the current iteration in 245 $c.  If the statement of responsibility is already transcribed as part of the title proper or other title information, don’t include an additional statement of responsibility unless such a statement also appears separately on the chief source of information.

For print integrating resources, the editor is generally considered to be important for access, and if information about an editor appears on the source or sources of information, transcribe it. (p.30-31)

Some updating loose-leafs are published as gradual replacement editions.  At some point the author or publisher considers the work to constitute a new edition, although a new base volume is not issued.  Instead, a replacement title page carrying the new edition statement is received with a shipment of updates.  Do not create a new bibliographic record.  Instead, update the edition statement in the existing record and add a note to explain the change in the edition statement (RDA/LC-PCC PS

When a change in an edition statement indicates a significant change to the scope or coverage of an integrating resource, create a new description (RDA  See IR.11 for situations when the issuance of a new edition requires creation of a new description. (p.32)

Give notes for:

  • Source of title (Core, LC-PCC PS 2.17.2)
  • Issue, part, or iteration used as the basis for identification of the resource, where applicable (Core, LC-PCC PS 2. 17.13)
  • Gradual replacements for updating loose-leafs (LC-PCC PS 2.
  • Publication statements (date of release or transmittal) (LC-PCC PS 2. 17.7)
  • Information on changes in the bibliographic details of the integrating resource over time
  • Other information related to the content of the integrating resource (e.g., data relevant to the content aspect of the integrating resource as opposed to its physical carrier)
  • Information on the physical carrier or physical medium of the resource
  • Information about relationships to other resources (see IR.5) (p.41)

Revise the statement of responsibility to reflect the current iteration of an integrating resource if a statement of responsibility is added or changed on a subsequent iteration.  Make notes on statements of responsibility no longer present on the current iteration of an integrating resource or that appeared in a different form on earlier iterations, if considered important for identification or access (RDA p.46)

Extent (RDA 3.4) is a RDA core element only if the resource is complete or if the total extent is known.  Extent describes the number and type of units and/or subunits making up a resource.  Record subunits only if readily ascertainable and considered important for identification or selection.

For updating loose-leafs, record the number of volumes followed by loose-leaf, in parentheses.  If the loose-leaf is incomplete, or the total number of units issued is unknown, record the term indicating the type of unit without the number (RDA (p.54)

Recording changes in access points

When there are changes in the persons or bodies responsible for the same integrating resource or to the title proper of the same integrating resource, do not make a new record; instead, change the description to reflect the current iteration and give the earlier information in a note if considered to be important.  If there are changes in other data elements, also change the description to reflect the current iteration and give the earlier information in a note if considered important.  Give additional access points if appropriate. (p.60)

A new bibliographic record is required in the following situations:

A new base volume or volumes is issued for an updating loose-leaf (RDA  Note: There is an extensive LC-PCC PS for with guidelines for when to consider a reissue a new resource. Although the instructions conclude with the statement, “In case of doubt, do not make a new description."


Electronic Resources

all of these : will be placeholders until we're certain of alma workflow



For policy and best practice history, see folder: LTEC > Serials > Docstore

Adding files to Docstore:

Ensure file transfer software FileZilla has been installed on your computer. FileZilla is used to copy files from the W-drive to a dedicated space on a remote server called, “docstore”.

1. Download & save each individual PDF volume/issue file to the appropriate folder on the W-drive:

W:  >  LTEC  >  Serials  >  Docstore  >  PDF files for Docstore  >  [Serial title level folder]*

Ensure each PDF is named with the following elements as applicable:

year of issue / volume / number / month (or season) of issue / serial title proper if short or abbreviation if long

AND IN THE FOLLOWING FORMAT*:  YYYY_v###_no###_Month_Title or abbreviation


Alla breve PDF filename:  2015_v039_June_Alla_breve

Track & field news PDF filename:  2018_v071_no001_Jan_TFN

*Formatting in this way will prevent the alphanumerical order from becoming out of sequence later!  (e.g.  v.100 or no.10 won’t insert themselves in between v.1-v.2 or no.1-no.2, so long as we use the above 3-digit format)  Plus, file management best practice says:  NO periods or spaces (or many other special characters such as:  !@#$%&*”.’;:<>?/+\  ).  Make sure all PDF filenames follow the same format as above, use underscores (_) instead of spaces, and replace any ampersand (&) with the full word “and” instead.

2. Open the FileZilla software (depending on your computer, it should be either pinned near the top of your Start Menu or navigate to it under ‘F’ – FileZilla FTP Client -> FileZilla) 

In Local Site window: navigate to folder where PDF has been has been saved. (Drill down, starting with W: drive)

i.e.  W:  >  LTEC  >  Serials  >  Docstore  >  PDF files for Docstore  >  [Serial title level folder]

You will see the files within the folder displayed in the “Filename” window immediately below the “Local site:” window.

Open the Serial title level folder. 

Access Remote site (Docstore): Under the main/top Menu Bar, click on the downward pointing triangle (down arrow) next to the icon of networked computer towers and choose "docstore".

In Remote Site window: navigate to the title level folder counterpart in the “Remote site:” window column:  htdocs-docstore > Serials > Titles > [Serial title level folder]

Open the Serial title level folder. 

You will see six windows within FileZilla.  Look at the middle four windows that will function like 2 columns:  Local site:, Filename ;  Remote site:, Filename.

3. Transfer File from Local Site (Left Window) to Remote Site (Right Window):

Once you have the correct title level folder open in both window columns, click & drag the specific PDF file from the left “Local site:, Filename” window to the right “Remote site:, Filename” window.  A green progress bar should appear in bottom “Server/Local file” window, and then the PDF file should appear in the “Remote site:, Filename” window as you’d intended.

NOTE: The title level folder names in the “Remote site:” window column may differ in that they have hyphens (-)separating each word instead of underscores (_)  Do not change this, as it forms part of the actual URL name recorded in the record/Serials Solutions and hyphens (-) are recommended practice for URL names.

4. Verify Link: View/verify the title level folder URL to ensure all looks well and the latest issue PDF link you just added indeed works as it should. 



Creating a new directory:

If a serial title level folder directory does not yet exist in the “Remote site:” window column, then you will need to create one.  (Again, this should only happen in the case of a new decision/new title being added)  Double-click to open:  Serials > Titles in the “Remote site:” window.  While in the Titles folder, right-click the top folder in the “Remote site:, Filename” window and select “Create directory” from the menu that appears.

Replace the highlighted “New directory” end of the filename with the name of the serial title proper.  Use hyphens (-) instead of underscores (_) or spaces between words, and replace any ampersand (&) with the full word “and” instead.  (Generally, do not use special characters such as:  !@#$%&*”.’;:<>?/+\  in the URL name)


glenda [placeholder]

Music Scores

RDA Workflow for Music Scores

Workflow is located in the Original RDA Toolkit

Original RDA Toolkit > Tools > Workflows > Local Workflows > UVic Music Score Workflow 1.4

Creating Call Numbers for Music Scores

Call numbers for music provide a unique shelf location, reflecting such aspects as instrumentation, authorship, musical form, title, numerical elements, publishers, editors, and date of publication. Music is well-known for being issued in various closely-related editions, and all of the elements mentioned above can contribute to the creation of useful call numbers.

Keep in mind:

  • Using the classification schedules and appendices, determine correct class based on instrumentation and form of composition.
  • Pay special attention in classifying collections (two or more works by one or more composers) and arrangements of various sorts.
  • Often a composer is represented by many works within a classification, and pattern and cutter consistency is very important.


Creating Call Numbers for Generic Works

  • Determine whether the preferred title of the composition is generic (see Types of compositions). Typically a generic work is represented in the bibliographic record with a constructed heading in the 240 field or title portion of a 700 field.
  • Select the appropriate classification and add the following elements to the call number in the pattern: composer cutter/numerical or key signature identifier/publisher cutter/date. 

  • The numerical identifier can represent an opus number, a sequential number (“no. 2”), a thematic index number (“BWV 1016”, “K. 467”), or even a date of composition included in the controlled heading (“(1825)”).
  • Generally follow patterns established in our catalogue. If an opus or thematic index number is available, generally prefer over sequential number.
  • As a rule, apply publisher cutters to individual compositions with generic titles.
  • The date of publication is always included.
  • When cataloguing a study score (formerly known as a miniature score) and “format of music” is coded “b”, add an “a” to the date (“1968a”).
  • When cataloguing an independently issued set of parts, typically for chamber music combinations, add a “b” to the date (“1968b”). These provide a quick identifier to the format of the score and help to distinguish when multiple formats of the same composition are published simultaneously.
  • More elements may be added as needed.
  • Sometimes an additional title is required when a single classification is used for various types of compositions or includes both generic and distinctive titles.
  • In this example, M25 includes many compositions by Charles Ives, generally with distinctive titles. Since there is no separate classification for piano studies, we have to include a title cutter and also add a number to represent the work’s place in a numerical sequence.

Single Works with Distinctive Titles

  • Select correct classification and apply composer cutter.
  • Add a cutter representing the initial word of the preferred title.
  • Add the date as instructed in "generic works"
  • Add other identifying elements if required to make the call number distinctive. In some circumstances it may be useful to add numerical designators.


  • A collection consists of two or more works.
  • Determine the type of collection and apply as appropriate.

Types of Collections:

1. Collection of Works by a Single Composer

  • A collection may include works by a single composer.
  • Determine the correct class, add a cutter for the composer and add an additional cutter for title of the collection, editor, or publisher (most commonly used).

2. Collection of Works by Various Composers

  • A collection may include works by various composers.
  • These should have a title main entry and are cuttered by title.

Resources for Creating Call Numbers for Music

Location Codes for Music Scores:

Library/Location Use For
MAIN/mm-scor Music and Media - Scores

Problematic formats (i.e., loose sheets in a folder).

MAIN/sc Use under guidance from SCUA


For processing of music scores, refer to the Music and Media processing section.

Useful Resources for Cataloguing Music Scores


Sound Recordings


RDA Workflow for Sound Recordings

Workflow is located in the Original RDA Toolkit

Original RDA Toolkit > Tools > Workflows > Local Workflows > UVic Sound Recordings Workflow 1.1


Sound recordings include both musical and non-musical recordings. Accession numbers are used for musical CDs and LPs. LC class numbers are used for musical cassettes, nonmusical cassettes and nonmusical CDs.


MARC Fields for musical Sound Recording

LDR/06 Type of record j - musical sound recording
008/20 Format of music n - Not applicable
008/30-31 Literary text for sound recording # - Item is a music sound recording

MARC Fields for Non-musical Sound Recording

LDR/06 Type of record i = Non-musical sound recording
008/20 Format of music n = Not applicable
008/30-31 Literary text for sound recordings Code as appropriate


Accession Numbers vs. Call Numbers

Use accession numbers for musical sound recordings that are CDs and LPs.

Use call numbers for both musical and nonmusical cassettes. Use also for nonmusical CDs.


Musical Compact Discs 

To search for CD accession numbers in Alma, open Metadata Editor > Search & Browse > Browse Shelf Listing

  • Call Number Type: Other scheme
  • Library: MAIN
  • Location: mm-cd
  • Call Number: 21156 cd

Add Inventory:

  • Add accession numbers in ascending order to 852 $h
  • Include "cd" at the end of the accession number
  • When the CD packaging exceeds 13 cm (5 1/2 in.) in height, also add "oversize"
  • As of April 22, 2022, the last accession number used was: 21156 cd


852 8# ‡b MAIN ‡c mm-cd ‡h 21156 cd

852 8# ‡b MAIN ‡c mm-cd ‡h 21110 cd oversize


Musical 12 Inch Discs (LPs)

To search for LP accession numbers in Alma: open Metadata Editor > Search & Browse > Browse Shelf Listing

  • Call Number Type: Other scheme
  • Library: MAIN
  • Location: mm-rec
  • Call Number: 21334st

Add inventory:

  • Add accession numbers in ascending order to 852 $h
  • Add suffix "st" for stereophonic
  • Add suffix "qd" for quadrophonic
  • Do not add suffix if it explicitly states that disc is monophonic
  • As of April 22, 2022, the last accession number used was: 21334st


852 8# ‡b MAIN ‡c mm-rec ‡h 21334st

852 8# ‡b MAIN ‡c mm-rec ‡h 10089qd

852 8# ‡b MAIN ‡c mm-rec ‡h 10147


Non-musical Sound Discs 

  • Library: MAIN
  • Location: mm-cd
  • Create LC call number, including date
  • Add "cd"to end of call number
  • When CD packaging exceeds 13 cm (5 1/2 in.) in height, also add  "oversize"
  • When cataloguing a recording of a work (usually literary) of which there is already a print copy in Voyager, use the print call number and "12" to the last cutter


852 0# ‡b MAIN ‡c mm-cd ‡h PR2819.A2 ‡i H3512 cd

852 0# ‡b MAIN ‡c mm-cd ‡h PS8593.A3485 ‡i M37 cd oversize


Musical and Nonmusical Sound Cassettes

  • Library: MAIN
  • Location: mm-cass
  • Create LC call number, including date
  • Add "ct"
  • If stereophonic, add suffix "st" to the end of the call number without a space and before "ct"
  • If oversize, also add  "oversize"


852 0# ‡b MAIN ‡c mm-cass ‡h PR2714 ‡i .C516 1980 ct

852 0# ‡b MAIN ‡c mm-cass ‡h PR2819 ‡i .A23 1993 ct oversize

852 0# ‡b MAIN ‡c mm-cass ‡h PR2801.A2 ‡i W512 1984st ct oversize

Locations for Sound Recordings

Library Location Use For
MAIN mm,cd CDs
MAIN mm,cass Cassettes
MAIN mm,rec LPs - 12 inch disc
MAIN mm,srec LPs - smaller than 12 inch disc


For processing of sound recordings, refer to the Music and Media processing section.

Cartographic Resources

Susan / Glenda

RDA Workflow - Cataloguing Maps

  • Workflow is located in the Original RDA Toolkit

RDA Toolkit > Tools > Workflows > Local Workflows > UVic Cartographic Workflow 1.1

Classification for Maps

In addition to the G schedule, refer to: Special instructions and tables of subdivisions for cartographic materials

In particular, for instructions on adding a date to the call number, see Section I: Call number construction, example 4:

RDA Workflow - Cataloguing Atlases

  • Workflow is located in the Original RDA Toolkit

RDA Toolkit > Tools > Workflows > Local Workflows > UVic Cartographic Workflow 1.1


Classification for Atlases

In addition to the G schedule, refer to: Special instructions and tables of subdivisions for cartographic materials

Video Recordings

RDA Workflow - Cataloguing Video Recordings

Workflow is located in the Original RDA Toolkit

Original RDA Toolkit > Tools > Workflows > Local Workflows > UVic Video Recording Workflow 1.2



mention relabelling project

Video Games

Last revised: 2018-06 (KJN)

These guidelines for cataloguing physical video games (not online) have been based on the OLAC Best Practices for Cataloging Video Games Using RDA and MARC21, Version 1.1, April 2018.

Please refer to the Cataloguing Video Games documentation.

852 8_ = Other Scheme

852 $b = MAIN

852 $c = film

852 $h = Game

852 $i = Accession number [currently at "6" - 2022-06-27]

Example: 852    8_ $b MAIN $c film $h Game $i 6

Bound With


Non-English Language Material

Do you have a translation? Refer to the Cataloguing Monographs - Translations section of the LibGuide.

In all cases we will attempt to transcribe indigenous languages as they appear on the item. For the most part we will rely on virtual keyboards. Not all Indigenous language keyboards are available in a single place so each language will need to be investigated separately. See the table below for languages and source of virtual keyboard. This will be added to over time.


Language Virtual Keyboard Site Alternate Graphic Representation (Latin)

Use Lexilogos Virtual Keyboard:

Use Inuktitut Syllabics Converter



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