Serials Analytics

These instructions address the need for a level of conformity with serials analytics at the Columbia Campus. Currently, there are two different methods for cataloging serials analytics. Thomas Cooper Library uses a collected set record (main unit record), where the item record resides, and an analytic record. The Library Campuses use an analytic record only.

There are three aspects to series treatment: 1) whether individual items will be cataloged; 2) whether the titles in the series will be given the same or different call numbers; and 3) whether the series will be traced or untraced.

The difference between Cooper Library’s serials treatment is that a main unit record is created for the series title which includes the order record, summary holdings, and item records. The Library Campuses usually have a suppressed “place” record, where the standing orders are paid, with the analytic titles containing the item record.

This worked okay in the Notis online catalog. This still works in the Millennium catalog. The problem with the old Notis system was that it did not allow for item records to attach to multiple bibliographic records. Basically, the analytic title did not have an item record attached to it. This meant that the library user would have no idea as to the status of the material (Is it checked out? Is it at the annex?).

Millennium offers a solution to this problem. The item record (barcode, circulation information, call number, and location information) can still remain on the main unit record and can now be attached to the analytic bibliographic record. This process will also work for bound analytics.

Single item linked from collected set to analytic record (Multi Window Mode)

Note: This process will only work when the “Multi Window Mode” option has been selected.

1) Search Millennium by the series title or call number. This search shows the entire series in the browse screen.

2) Select and open the series title (main unit record).

3) Select and open the analytic title (from the browse list). What you will probably see is a dummy item record, created during the migration.

4) Return to the main unit record and select Edit (from the menu bar), then select Link to additional bib record. You should see a b record number. The bib record is the analytic; select the b record to link both the main unit record with the analytic.

5) Delete the dummy item record from each of the analytic records.

6) Continue the above process for all the other analytics.

Single item linked from collected set to analytic record (Single Window Mode)

Note: This process will only work when the “Single Window Mode” option has been selected.

1) Search Millennium by the series title or call number. This search shows the entire series in the browse screen.

2) Copy the b record number from the analytic, located in the browse list.

3) Select and open the series title (main unit record). Next, change the Summary list from view “All” to view “Item” and then highlight the item record to link from. Select Edit (from the menu bar), then select Link to additional bib record.

4) A new window will appear titled, “Select destination record.” Conduct a search for the bib, “.RECORD NO” in this new window (this will be the bib number recorded/copied earlier in step 2).

5) Select the Summary tab and then select the “Use Bib” button to link the records.

6) Delete the dummy item record from each of the analytic records.

7) Continue the above process for all the other analytics.

Single item linked from collected set to multiple analytic titles bound together

The process is the same as the above instructions. The difference lies in the way the information is input into the volume field of the item record. In the Notis catalog, item records never displayed in the public side of the OPAC and item records could only be attached to one record. As stated before, Millennium is flexible enough to allow item records to attach to multiple bib records. The item records also display on the public side of the OPAC. This flexibility provides greater information for circulation status and item location.

It is suggested that the “CALL NO” location only display the call number information and that the “VOLUME” contain general enumeration and chronological information.

Please see the following b numbers, call numbers, and titles for examples.

One item record to one analytic:

.b12301206 Q11.N5 Annals of the New York Academy of Sciences.

.b13904474 PN2.C688 Costerus.

.b13723492 PR8633.S4 Scot. Text S.

One item to multiple analytic titles:

.b22002169 PN4722.J6 Journalism & mass communication monographs.

.b13122538 H31.J6 Johns Hopkins University studies in historical and political science. (This one also has multiple sub series).

Main unit record is suppressed, item on each analytic title:

.b20356432 Separate call #s Lecture notes in physics.

.b20345768 Separate call #s Progress in mathematics.