StaffGuide: Electronic Serials

Electronic Serials

Creating or Exporting Bibs


If no record is available in OCLC, then a brief bib must be created until the Serials Librarian can create original cataloging for the title.

1. Select File>New Record>Bibliographic Record.

Brief Bib

2.  Select the "serial: Mullins brief bib records" template.

Brief bib

3. Fill in the fields with as much information as known. Select save. (More information about cataloging fields can be found here.)

Brief bib

4. Add internet holdings as appropriate and send to Serials Librarian for original cataloging.



1. In OCLC Connexion Client, use the F2 search command. In the search windows, set the search for title and ISSN, then copy and paste the title and ISSN in the appropriate window. Set the format to Continuing resource and Internet to Internet. Make sure the Apply language of Cataloging Unit is checked and set to English.

Exporting Bibs

2. The OCLC Client will retrieve a list of Results. Criteria which assist in identification of the correct record are the title 245 field, the fixed field Form, the 362 field, and the use of the qualifier (Online)in the 130 field, if present. Look for the title that matches the search. Verify that the 362 field includes all holdings in the Cataloging module check-in record.


Basic identifying characteristics:

The S/L code [labeled Entry Cnv in Cataloging module] must be 0 (zero, successive entry) and the Bib lvl must be s. The fixed field Form will have the code “o” for Online or “s” for Electronic. The 245 field should match the actual online title and will have |h (subfield h) [electronic resource] if the title has been cataloged under AACR2 cataloging rules. RDA catalog records will not have |h (subfield h) [electronic resource] RDA records have subfield |e rda in the 040 field. The 362 field records the volumes or years which were published under the serial title; that is, the range of issues which were published. If holdings for volumes and/or years in the ERM brief bib, are different; that is, outside the range of volumes and/or years that were published, it is possible that such a difference may indicate a title change. When there is a choice of records, review the Enc  Lvl and prefer a record with code blank.(Code blank indicates a Library of Congress record.) In record completeness, Enc  Lvl “I” is generally the next record to prefer. Prefer a record with a call number and subject field(s).If the preferred record does not have a call number, the cataloger may check the duplicate records for a call number and copy and paste the call number into the preferred record.

3. After the correct record has been retrieved, make these edits and export the record into cataloging module:

  • Change the 049 field from AFUA to AFUT to automatically add the Cataloging modulebib location “inter”.
  • If there is a call number field that is not a true call number (such as, ISSN RECORD), delete that field.
  • Copy and paste the 022 field from the ERM/Serials Solutions brief bib record if it does not match before exporting the OCLC record. The 022 field is not protected when the brief bib record is overlaid.
  • Copy and paste the appropriate 830 series from the brief bib record (or make a macro if that is more efficient).
  • Delete the 856 fields.
  • Use the 949 command line to overlay, the ERM/Serials Solutions brief bib record. 949 *recs=b;ov=.b[number]; For example: 949 *recs=b;ov=.b32698446;[I suggest a text string in OCLC, which works like a macro in Cataloging module.]
  • Reformat the record, by clicking on the “R” or keying Ctrl r. Check the changes before exporting.
  • Press the F5 command key to export the record.

If in doubt about the record, consult with the serials cataloging specialist or the serials cataloger.

Go to the record in Sierra and remove the CAT date. Add the 022, 222, 830, and 856 fields and use macro to add 947.