Procedure Name: Creating Full Authorities for Traced Series	Procedure No.: C.2.2.2
Prepared By: Donna Powles	Date Written: 3/22/97
Approved By:	Date Revised:
Date:	Supersedes No.: C.2.2.3

I     Policy:

II    Process: Identify series title on material being cataloged; determine local treatment for tracing that series. Search OCLC for full authority, export to VTLS if found; input a full authority in VTLS if no record was found on OCLC; merge possible duplicate holdings for the same to the full authority

III   Procedure:

Follow the steps below:
1. Search VTLS for series to find level 2 authority if present
1. Any series in VTLS is denoted by an asterisk (*) after numbering on title menu
2. Search OCLC for series authority
1. [3,2,2,1

example: Contemporary issues in Asia and the Pacific [con,is,in,a
2. Scan title

example: sca ti contemporary issues in Asia and the Pacific
3. Export series authority into VTLS if there is one; it not, go to step 4
4. If series has an 050 on it indicates LC has classed series as collection - give to Jean for decision on whether to class separately or class as collection with the call no. indicated
1. If series will be classed as a collection, leave authority record as is
2. If decided to class separately remove the 050 from the authority record in VTLS and add a 690 variable field with your initials, the date, and exactly the change you have made:

example: 690 DM 3/19/97 removed 050 and chg. 646 from c (classed as collection) to s (classed separately)
3. In 040 add \c YHM to indicate we worked on the record
5. Series authority procedure for an original input into VTLS :
1. After determining there is no authority on OCLC, search VTLS to see if there is a level 2 authority.

Note: A level 2 authority is an incomplete authority; it consists of a fixed field Local lvl 2 and variable fields 035 and 1xx for the title (e.g. 130 title series ) 100 author, title series, 110 Corporate title series or 111 Conference title series.
2. Add 4xx see references in the following cases:
1. For variant forms of the title
2. For author-title form if a non-commercial corporate body is responsible for the series
3. Generate a new authority from the level 2 as follows:
1. Enter 642 for numbering and \5 NCH

example 642 v. 1 \5 NCH
2. Enter 644 f analyzed in full, and \5 NCH

example 644 f \5 NCH
3. Enter 645 t traced as series added entry, and \5 NCH

example 645 t \5 NCH
4. Enter 040 showing local input

example 040 YHM \c YHM
5. Enter 690 local information indicating who did the authority and the date

example DM 3/17/97
4. Fixed field: Add following codes to fixed fields

f51 a
f61 n
f32 n
f42 a
f43 a
f44 a (numbered series) b (unnumbered series)
f45 (This will already be bba)
f64 c
6. Original input when there is no level 2 authority
1. On VTLS to do an original input do as follows
2. Type /a which will prompt you for bib lvl which is t, which will prompt you for tag which is 130 and then type in title for new series. From there you can follow directions for an authority generated from level 2, see step 4 above
7. Merge any existing variant forms of the series title to the full authority

V     Backup: Jean Williams

VI    Problem Referral: Jean Williams

VII   Purpose: To provide full authority records for series in VTLS.

VIII  Scope: This procedure is used for series which need a full authority record in VTLS because they need to be traced locally

IX    Source/Output Material:

• Source: Material being cataloged which has a series needing a full authority record
• Output: Full bibliographic record in VTLS with series statement/access ; material ready to be processed

XI    Equipment/Hardware/Software/Supplies:

• Equipment/Hardware: A computer to access OCLC and VTLS
• Software: Passport for windows
• Supplies: