Knowledge Base

Purpose

This FAQ documents best practices for cataloging to ensure consistency across CUNY. While formatted as an FAQ for usability, it represents official guidance approved by the OLS Cataloging Policies Task Force.

Introduction

Integrating Resources and Loose-Leafs

Integrating resources are bibliographic resources that change over time through updates that are incorporated into the whole. Updates replace or insert content rather than arriving as separate, permanent issues. An iteration is the state of the resource at a given point in time.

An updating loose-leaf is an integrating resource consisting of one or more base volumes updated by replacing, adding, or removing pages, typically housed in binders. If updates continue indefinitely, the resource is continuing; if updates are planned to end at a certain point, it is finite.

Distinguishing Loose-Leafs from Monographs and Serials

• Monographs may be issued in binders, but any supplements remain discrete and are filed together rather than integrated. The work is complete in one or more volumes.
• Serials consist of successive issues that remain distinct even if stored in binders. Numbering continues independently of updates, and each issue is retained in its original form.
• Updating loose-leafs differ because new pages replace or integrate with existing content, creating a continuously updated resource.

Confirm integrating treatment by looking for publisher statements or filing instructions that indicate ongoing updates.

See the "IR.1.2 Distinguishing integrating resources from monographs and serials" section of Integrating Resources: A Cataloging Manual for practical examples and screenshots.

Basis of Description

Base the description on the current iteration of the resource rather than the first issued state. As updates are incorporated, earlier iterations cease to be valid. Note earlier data elements that no longer appear in the current iteration if they are important for identification or access. (In contrast, serials and multipart monographs base description on the first issue or part.)

Preferred Sources of Information

• Title and statement of responsibility: title page, title sheet, cover, caption, or colophon.
• Edition, place, publisher, and date: preferably from the same source as the title.
• Series: series title page; analytical title page; cover; caption; colophon.
• Carrier type and extent: the resource itself.
• Identifiers, notes, and price information: any source.

If no single source identifies the resource as a whole, combine multiple sources from the current iteration to construct the description. For print loose-leafs, the preferred source is the latest title page or a title-page substitute; if a substitute is used, record that source in a note (e.g., MARC 588).

Titles and Title Changes

• Title proper (MARC 245) reflects the current iteration.
• When the title changes, update the 245 and record the earlier title proper in MARC 247, including relevant dates or designations; enter multiple 247 fields chronologically as needed.
• Use MARC 246 for variant titles, not for former titles.
• If changes are minor or numerous, a general note may be given instead of multiple 247 fields.
• Include a MARC 588 note identifying the title source and the iteration used as the basis of description (e.g., “Description based on: 2022 update; title from binder cover.”).

Edition Statements and Gradual Replacement Editions

• Transcribe edition statements as they appear; do not treat routine updates or revision frequencies as editions.
• When edition information changes without requiring a new record, update the edition statement and, if important, note earlier edition information.
• For gradual replacement editions (e.g., a replacement title page declaring a new edition while the base volume remains): update the existing record rather than creating a new one, unless the change reflects a major shift in scope or coverage.
• If parts/issues within the loose-leaf have their own edition statements, record the edition for the whole resource and note part-level editions only when significant.

Frequency of Updates

Record the current frequency of updates in MARC 310 (e.g., “Updated monthly,” “Updated irregularly”). If the frequency changes over time, record earlier frequencies in MARC 321. Omit frequency fields if it cannot be determined. Filing instruction sheets often provide frequency information.

Publication Changes Over Time

When the place of publication, publisher, or date changes across iterations, record significant changes using multiple MARC 264 fields or provide a general publication history note if changes are numerous or minor. Notes may also document suspensions, resumptions, or gaps in updating (e.g., “No updates issued from 2019–2020”).

Cataloging Loose-Leaf Services

Loose-leaf services may combine binders (updated as an integrating resource) with other materials such as bound volumes, newsletters, or pamphlets. In most cases:

• Create a single bibliographic record for the entire service as an integrating resource.
• Describe the service as a whole and add notes identifying major components (binders, sections, newsletters, decisions later issued in bound volumes).
• Catalog pamphlets or supplementary volumes on separate records only when they have lasting, independent value; note relationships where appropriate.
• Sections with their own numbering (e.g., newsletters, bulletins) are usually not cataloged separately; instead, add notes and access points for them in the service record.

Practical Notes

• Watch for replacement title pages, updated binders, or other physical changes that signal title or edition updates.
• Use MARC 588 consistently to state the iteration used as the basis of description and the source of title.
• When updating records, prioritize adding or revising essential notes and fields; reordering notes to match ISBD sequences is not required.

Bibliographic Fields

Fields marked with an asterisk (*) are required, while other fields are up to the cataloger’s decision.

Screenshots

See the "IR.11 Full record examples" section of Integrating Resources: A Cataloging Manual for complete MARC bibliographic records demonstrating how to apply the cataloging rules for integrating resources in practice. Includes screenshots of both the record and the resource.