Serials Manual.1.Doc 3/31/2011 tlf, lh, lw, trk

Serials Manual

Contents

Check-in [skip] 5

Preparing to Check-in 5

Finding a journal 6

Checking in the journal 6

Verify the date information 7

Date format 8

Months 8

Seasons 8

Date 8

Combined dates 8

Two checkin records 9

Multi-part Issues 9

Checkin Notes 9

ANALYZED 9

CLASSED SEP. 10

PARTIALLY ANALYZED 10

BIND UPON RECEIPT 10

SERVICES 10

Titles that need to be pulled 10

Titles that need the holdings relocated 11

Accompanying Print Material 11

Errata sheets 11

Indexes 11

Supplements 12

Tables of contents 12

Accompanying Non-print Materials 13

Compact Discs 14

Reference Titles 15

Special Collections Titles 15

Claimed/Late journals 15

Damaged Journals 16

Routing labels 16

Checkin Final Steps 16

Claiming 17

Generating a list of claims for a section 17

Investigating a claim 17

EBSCO 17

Swets 18

No vendor 18

Sto-e funds 18

Child order records 19

Sending claims 19

E-mail Claims 19

Print Claims 19

Fill Missing Issues 19

Missing Issue 19

Searching for a Copy of a Missing Journal 20

Filling out a Green Sheet 21

Placing an Order 22

Cataloging and Records Management 26

Cumulative Indexes 26

Item Records 26

Newspapers (Including newspapers on microfilm) 27

Active Checkin Record (mnews) 27

Active Checkin Record (Other than mnews) 28

Retained Until the Receipt of Microfilm (Reserves or Protect) 28

Retained Until the Receipt of Microfilm (Other than Reserves or Protect) 29

Limited Holding Period and Inactive Microfilm 29

Active Newspaper Not Checked In, Active Microfilm is Checked In 30

CD-ROMS with Location mrcd 31

Endowments and Gifts 31

Packages 32

Package/Parent title: 32

Child title: 32

Analyzed Serials 32

Link Item Records 32

Invoices 34

Paying a One-item Prepayment Invoice 34

Cancellations 34

Possible reasons for cancellation 35

Duplicate orders 35

Vendor Change 36

Vendor-initiated 36

Library-initiated 36

Unfulfilled, uncataloged orders 36

Print switched to ONLINE ONLY 37

Switched to Package or Membership 37

Cancellation of packages 37

Close-outs 38

Discarding Print and/or Adding Online for Single Location 38

Order record 38

Checkin record 38

Item record 39

Bib Record 39

Discarding Print and/or Adding Online for Multiple Locations 39

Bib record 39

Inactive Records 39

Invoicing, Order Notes, Cancellations 41

Ordering 45

New Subscriptions or One-time orders 45

Order Notes and Other Variable Fields 50

Current Notes 50

PrintOnline Order Format Notes 51

Perpetual backfile dates are known 52

Perpetual rights only to paid years and not to backfiles 52

Permanent access to pre-YYYY backfiles available 52

Sample Archival Access Terms: 53

Historical Notes 55

Order Notes Pub Change 61

Order Record Coding Convention 62

Guidelines for Creating New Orders: 62

Payment overflow orders 63

Title Changes 63

Analytics 63

Appendix 64

Holdings Statements 64

Textual 64

Cover Date 65

Volume or Number 65

Edition 66

Series, or other similar designations 66

Others 66

NRLF 66

Location Statements: Preferred Forms 67

Location Codes 68

Special Collection titles at NRLF 68

Other Examples 69

Protect Binding Copy 69

Index 70

Created 3/4/2011 1:14:00 PM

70

Serials Manual.1.Doc 3/31/2011 tlf, lh, lw, trk

CHECKIN

Check-in

[skip to next section]

Preparing to Check-in

  1. Sort the journals and separate out McHenry and S+E journals.
  2. Toss catalogs unless they are addressed to someone else.
  3. Give journals with invoices or non-vendor renewals to Kelly. Check address labels on unfamiliar journals to be sure that they were delivered correctly. If any notices of frequency changes arrive, give to either Lisa or Kelly.
  4. Turn label printer on. Verify that the printer is adjusted so that the red indicator line is about ¼” below the border of the top label. The label should print out as close to the top of the label as possible. If it’s too low or too high, adjust your printer accordingly.
  5. Log into Millennium as milser. Use your own initials to finish login.

Finding a journal

  1. Try to search for journal by title, then ISSN and publisher. If you can’t find it, check the address label. If label is correct, place in Kelly’s box. If the label in incorrect, mail to the appropriate person.
  2. Journals with the note “CANCELLED” go into Kelly’s box with a “cancelled” streamer. Dups are placed in the “Duplicates” holder by the printer.
  3. Inactive titles/title ceased go to Kelly.

Checking in the journal

Always read the checkin notes ahead of time to see if there are any special directions.

v  IMPORTANT: do *not* proceed further if the box says “See PO”, the journal has an invoice, or the box says, “Give to…” If the box says “See P.O”, keep the piece together, put a blue “See PO” streamer in the journal and give it to Kelly. If it has an invoice, keep the entire piece together and give to Kelly. If the box directs you to give the journal to someone, give it to the appropriate person.

  1. Erase any status box notes. Status box notes are ones that say “NYP”, “e-mailed publisher”, “delayed”, etc. If in doubt, ask Kelly or Lisa.
  2. Match the volume and issue number on the journal to the appropriate box on the checkin record.
  3. Numbering is generally on the contents page, or under a copyright statement. Sometimes the number is located in the back of the journal. (European journals tend to print all of the numbering information on the cover or on the spine.) If there is a conflict, go with the number on the inside of the journal.
  4. If the issue numbering does not match what’s on the checkin card:
  5. Verify the numbering scheme if you can. Look on EBSCOnet and/or the online version of the journal. Is the number a continuation of the present numbering scheme? I.e. A volume normally consists of 4 issues, and you receive a “vol. x no.5”.
  6. If this is the case, and it is the first time this title has changed the numbering : checkin the issue as is and adjust the boxes accordingly.
  7. If this is not the first time the title has changed the numbering, i.e. a quarterly journal has had 5 issues per volume for two consecutive years, this is a frequency change and should be given to Lisa or Kelly.
  8. If the issue number is *not* a continuation. I.e. The issue should be v.45 no.5 and the inside cover lists it as v.45 no.4 :
  9. Do not renumber the checkin boxes. Instead, make a box note of Misnumbered v.<volume>:<number listed>”. Using the example above, I would make a public box note of “Misnumbered v.45:4”.
  10. Checkin the issue. The misnumbering usually corrects itself within a few issues. If it doesn’t, bring the record to serials cataloger’s attention.

Verify the date information

If date is absent, you will have to fill it in when you check in.

  1. If the box status is “Late” or “Claimed”, see the section on late/claimed journals before you proceed. Otherwise, go to the next step.
  2. While the box is still highlighted, click “Check in” to check in. Verify that you have the correct volume, issue number, and date. If date is absent, enter it. (see date format section below). If the issue is a combined one, see the combined issue section.
  3. After the first label prints, verify that the printer is still in alignment and adjust if necessary.
  4. If you are receiving the last issue of the volume or year, click on the checkin record to see if the journal was purchased from EBSCO or Swets. If it wasn’t, check the order record to see if the journal needs to be renewed. Renewals should be brought to Kelly’s attention.
  5. Also, try to check for Indexes/Table of Contents in the last issue of the volume. A good way to see if a journal may have an Index or a Table of Contents tucked inside is to look at the previous bound volumes. If you see an “Index” or “TPC” note for the previous few years, then you should leaf through the volume to see if you can find it. See below for how to check these in.
  6. Close the record and go to the next journal.

Date format

Use the most specific date that you can find on the journal. i.e. If the cover says “Feb 2007” and the contents page says “2007”, fill in the date as “Feb 2007” unless otherwise directed by the notes.

Months: must be abbreviated as follows: Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Nov, Dec

Seasons: Spr, Sum, Fal, Win

Date: Just the number. If issue lists a span of dates, use the latest date only, i.e. If the issue is dated Jan. 2-9th,, 2007, you would enter the date as Jan. 9th, 2007. If you can’t find a date, then just list the year.

Combined dates: Combined dates should be entered in the following format:

·  Months: first month, a slash, then second month and year, e.g. Jan/Feb 2007. If an issue spans December and January, it should be entered as Dec/Jan 2006/2007. If issue spans three months, i.e. Jan, Feb, Mar 2007, then you enter the first and last month only and the year, e.g. Jan/Mar 2007

·  Seasons: first season, a slash, then second season and year, e.g. Spr/Sum 2007. If an issue spans Winter and Spring, it should be entered as Win/Spr 2006/2007. If issue spans three seasons, then you enter the first and last season only and the year, e.g. Spr/Fal 2007. If issue spans four seasons, just list the year.

·  Combined issue numbers: Sometimes a journal will combine two or more issues when there are separate boxes for the individual issues I.e. One journal will be listed as v.25, issue 4-5, but the card has a box each for v. 25 issue 4, and v.25, issue 5. If this is the case, proceed as follows:

o  Highlight one of the boxes.

o  Right click and select “Box Menu”->Delete boxes

o  Delete the box.

o  Highlight the remaining box and click “Checkin”.

o  Fill in the date information if needed. With a combined weekly issue, do not use the complete date, continue to use the latest date. Fill in the issue information by listing both issues with a dash between them, keep the volume numbering the same (using the example above, the issue number would be 4-5) Do *not* use a slash because it creates problems for Preservation.

o  The exception to this is if a combined issue spans volumes, i.e. One issue is labeled v.44:4/v.45:1. Check in the volume number as 44/45 and the issue as 4/1.

Two checkin records

If a title has two checkin cards and one is protect, always checkin to protect first if you only have one journal available. If you have two, check the best copy into protect.

Multi-part Issues

If an issue of a journal comes in two pieces, with the same volume and issue number, and different parts (ex. the numbering is listed as v.18 no.4 part 1 and v.18 no.4 part 2) -- check to see if the page numbering is continuous between the two physical pieces.

If it is:

  1. Make two boxes, both should have the same volume and issue number.
  2. Put the box note : “pt. 1” in one box and “pt. 2” in the other
  3. Checkin the pieces
  4. If the box note doesn’t print with the label, write it in under the call number in black pen. Do not skip this step because the box note is part of the call number.
  5. Label, secure, and shelve as usual.

Checkin Notes

ANALYZED

1.  Check in as usual unless there’s a note that says otherwise. If no label prints, write the call# inside the book.

2.  Secure and label as usual (if there is a label)

3.  Place an analytic streamer in the journal and place on the analytic shelf in the cage. If you have been trained in analytic cataloging, skip this step and catalog the journal.

CLASSED SEP.

1.  When you checkin the journal, put the title inside the box note.

2.  A label may not print, this is fine.

3.  Secure the journal.

4.  Put a “classed sep” streamer in the journal and place on the classed sep shelf in the cage. If you have been trained in classed sep cataloging, skip this step and catalog the journal.

PARTIALLY ANALYZED

Checkin as usual. Secure, label, and give to serials cataloger with a streamer.

BIND UPON RECEIPT

Checkin as usual. Place a “BIND” streamer in the journal. Secure, label, and place on the Preservation shelf when done.

SERVICES

1.  Checkin as usual. Secure, label and place on the Services shelf when done.

2.  Set next expected date note

3.  If you see the note – “Set next expected date <timeframe> from current receipt date”, please pay particular attention to it. Failure to set it will result in claiming and renewal errors.

4.  To process journals with this note:

  1. Checkin the journal as usual.
  2. The box next to the issue you checked in won’t have a date. Double-click on the box.
  3. In the “Expected Date” field, key in the date as specified in the note, i.e. If the note states “set next expected date 1 yr. from current receipt date” you would key in a date one year from when you received the current journal.
  4. Click “Ok” and save your changes.

Titles that need to be pulled

Use a lavender streamer (blue will work, too, but a lavender one is easier) Fill out which issues need to be pulled and the action needed. Sign and initial the streamer and leave it in the issue you checked in.