This guide is intended to provide bibliographers with a summary of the types of material received on standing order in the Dartmouth College Library and to provide an overview of the bibliographic treatment options currently available for processing a standing order item. In this document "Standing order" is understood to mean an agreement to purchase all volumes of a serial, monographic series, or multi-part item as published. The term "Standing order" encompasses the term "subscription" which is used to indicate an order placed for a periodical title.

I. Types of Material Received on Standing Order

A. SERIAL TYPE:

1. SERIAL:

A publication in any medium issued in successive parts bearing numerical or chronological designations and intended to be continued indefinitely. One serial cataloging record is created for the comprehensive title and all pieces are shelved under one call number.

Bibliographic records: Serials Files (OLC and RLIN) Innovacq

Holdings information: Serials File (OLC)--bound holdings and last issue received Innovacq--complete holdings

2. SERIAL WITHIN A SERIES:

A serial may occur within another series. In this case we can create a separate serials record for the "serial within." Generally, cataloging and classification treatment are determined by how the parent series is treated, but exceptions can always be made.

Bibliographic records: Serials Files (OLC and RLIN) INNOPAC

Holdings information: Check-in record attached to Innopac serials record. Relation to parent series noted.

Treatment option: See Part II, Type 1: Serial treatment.

B. MONOGRAPHIC SERIES TYPE:

A group of individual items (monographs) linked together with a title (the series) they all share in common. Monographic series have two distinct types of records: a serial record for the series title and monographic records for the individual titles.

Bibliographic records: Serial record: Serials Files (OLC and RLIN) Innopac

Monographic records: Books FILES (OLC and RLIN) Innovacq (2 yrs)

Holdings information: Check-in record attached to Innovacq serial record lists individual monographic titles and/or volume holdings.

Treatment option: See Part II, Type 2: "Analyzed" treatment.

C. MULTI-PART ITEMS

(previously called Works-in-Parts): Multi-part items are monographic sets that are published over a period of time, with a definite end in view. MPIs may receive one monographic cataloging for the set or individual volumes may be cataloged separately. If individual volumes are cataloged separately, a "pseudo-bib "* record for the collective title will be made in Serials to record check-in/payment information.

Bibliographic record: Books Files (OLC and RLIN)--for set, OR, for individual titles

Holdings information: Books Files (OLC and RLIN)--if cataloged as a set Innopac

Treatment options: See Part II, Types 2 and 3: "Analyzed" treatment and Contents note treatment.

D. BLANKET STANDING ORDER:

Agreement to receive and pay for everything a publisher issues, often restricted to a particular subject or format. BLSOs may include serial and monographic materials.

Bibliographic records: No bibliographic record. Instead, the Serials Dept. makes a "pseudo-bib" record in Innovacq.

Holdings information: Check-in record attached to Innovacq "pseudo-bib."

*A pseudo-bib record is a brief nonstandard cataloging record in Innovacq to which order and check-in records are attached. The records are not publicly displayed as they are not true bibliographic records. For example, memberships are recorded in Innovacq with pseudo-bib records.

II. Treatment of Material Received on Standing Order

A. SERIAL TREATMENT:

One cataloging record for the comprehensive serial title; all pieces shelved under one call number. This treatment applies to "true serials", (i.e., those without monographic parts.)

Implications for OLC access: access through Serials file only.

B. "ANALYZED" TREATMENT:

This treatment applies to Monographic series and multi-part items.

"Analysis is the process of preparing a bibliographic record that describes a part or parts of an item for which a comprehensive entry has been made." AACR2, 1988 rev.

When individual issues/pieces of an item on Standing Order also have separate titles and a bibliographer decides that access to those titles would be useful, catalogers create a separate record for each monographic title. The process of preparing the bibliographic record is called analyzing. The individual cataloging record for each monographic title is called an analytic. The term "analysis" refers to cataloging treatment.

Analytic records may receive one of two types of classification treatment. The term "Classed together" refers to the assignment of one call number for the entire series. The term "Classed separately" refers to the assignment of unique call numbers to each piece in the series, based on the subject of the piece. In our system, we have also used the term "variously classed" to describe this classification treatment.

Note: For our purposes at Dartmouth any series which is analyzed (i.e., that requires individual cataloging for monographic parts) is considered a monographic series. The processing departments would prefer that use of the terms "analyzed series" or "analyzed serial" be discontinued.

The options for "analyzed" treatment are listed below:

1. ANALYZED/CLASSED TOGETHER:

One comprehensive cataloging for the series (if a monographic series) or collection( if a multi-part). Separate monographic cataloging is created for each piece. One call number is assigned to the set.

2. ANALYZED/CLASSED SEPARATELY:

One comprehensive cataloging for the series (if a monographic series) or collection (if a multi-part). Separate monographic cataloging is created for each piece. Each piece carries a unique call number based on the subject matter of the piece.

3. SELECTIVELY ANALYZED:

One comprehensive cataloging for the series. Separate monographic records for particular issues, according to guidelines set by the bibliographer. Selectively analyzed sets are always classed together.

(There are occasions when a single serial issue will receive separate cataloging and classification but these are special situations which the bibliographer and the cataloger discuss on an item-by-item basis. These instances are considered to be outside the t treatment categories listed here.)

Implications for OLC access: access through Serials and Books file.

C. CONTENTS NOTE TREATMENT:

This treatment applies to multi-part items only. One monographic cataloging is created for the set. The set is always classed together.

1. CONTENTS LISTED:

Titles of individual volumes within the set are listed in a CONTENTS note (MARC 505 field). A holdings statement also records the individual volume numbers received.

2. CONTENTS NOT LISTED:

No CONTENTS note is added to the record. A holdings statement records the individual volume numbers received.

Implications for OLC access: access through the Books file.

III. Attachments

A chart is available displaying the standing order treatment options described above. Also available are samples of forms which bibliographers use to record their treatment choices.