Serials Manual.1.Doc3/10/2011 tlf, lh, lw, trk

Serials Manual

Contents

Check-in

Preparing to Check-in

Finding a journal

Checking in the journal

Verify the date information

Date format

Months

Seasons

Date

Combined dates

Two checkin records

Multi-part Issues

Checkin Notes

Analyzed note

Classed Sep. note

Partially analyzed note

Bind upon receipt note

Services note

Titles that need to be pulled

Titles that need the holdings relocated

Accompanying Print Material

Errata sheets

Indexes

Supplements

Tables of contents

Accompanying Non-print Materials

Compact Discs

Reference Titles

Special Collections Titles

Claimed/Late journals

Damaged Journals

Routing labels

Checkin Final Steps

Claiming

Generating a list of claims for a section

Investigating a claim......

a.EBSCO

b.Swets

c.No vendor

Sto-e funds

Child order records

Sending claims

E-mail

Claims via Print

Fill Procedure

Missing Issue

Searching for a Copy of a Missing Journal

Filling out a Green Sheet

Placing an Order

Cataloging and Records Management

Cumulative Indexes

Item Records

Newspapers (Including newspapers on microfilm)

Active Checkin Record (mnews)

Active Checkin Record (Other than mnews)

Retained Until the Receipt of Microfilm (Reserves or Protect)

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

Limited Holding Period and Inactive Microfilm

Active Newspaper Not Checked In, Active Microfilm is Checked In

CD-ROMS with Location mrcd

Location Codes for Special Collection titles at NRLF

Endowments and Gifts

Close-out Procedure

Discarding Print and/or Adding Online for Single Location

Order record

Checkin record

Item record

Bib Record

Discarding Print and/or Adding Online for Multiple Locations

Bib record

Linking Item Records

Paying a One-item Prepayment Invoice

Cancellations

Invoicing, Order Notes, Cancellations

Processing of Inactive Records

Ordering

New Subscriptions or One-time orders

Order Notes and Other Variable Fields

Current Notes

PrintOnline Order Format Notes

Perpetual backfile dates are known

Perpetual rights only to paid years and not to backfiles

Permanent access to pre-YYYY backfiles available

Sample Archival Access Terms:

Historical Notes

Order Notes Pub Change

Order Record Coding Convention

Guidelines for Creating New Orders:

Payment overflow orders

Title Changes

Analytics

Appendix

Holdings Statements

Textual

Cover Date

Volume or Number

Edition

Series, or other similar designations

Others

NRLF

Location Statements: Preferred Terms

Examples

Protect Binding Copy

Index

Check-in

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.

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 Teri’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:
  • Highlight one of the boxes.
  • Right click and select “Box Menu”->Delete boxes
  • Delete the box.
  • Highlight the remaining box and click “Checkin”.
  • 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.
  • 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 note

  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. note

  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 note

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

Bind upon receipt note

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

Services note

  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:
  5. Checkin the journal as usual.
  6. The box next to the issue you checked in won’t have a date. Double-click on the box.
  7. 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.
  8. 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.

Titles that need the holdings relocated

Typically, there will be an “e” note, telling you where the holdings should be. If issues need to be relocated, you need to use the blue streamer.

A shelf note will typically read: Latest : Ref. Other: Stacks.

An n note will give you specifics on what “Latest” refers to. The volumes are retained in this instance.

  1. Fill out the latest holdings. Then, under “retained”, check off “Return to Preservation for relabeling” and check off “non-circulating” under “Stacks”. Journals that are to be circulated will have a “CIRC” in the n notes.
  2. If the shelf note specifies that the other holdings are to be discarded, actions performed are the following:
  3. If the issue has been checked in by serials, check off “discard” under “not retained”.
  4. If the issue has been labeled by preservation, check off “withdraw and return to preservation”.
  5. Initial and date the streamer. If the journal is to be discarded, it will be placed on the “Serial discard” shelf. Verify that the correct issues have been pulled, remove the boxes from the record, and recycle the issues.

Accompanying Print Material

Errata sheets

Occasionally, the publisher will include an errata sheet with a journal. Do not throw these away – just leave them in the journal. Process the journal as you normally would.

  1. Fill out a mending streamer, place a check next to the line “Tip-in”.
  2. Place the streamer inside the journal, near the errata sheet, and place the journal on the preservation shelf.

Indexes

If the index is a cumulative index, stop and give it to Teri for review. Use the checkin aberrations streamer.

  1. Otherwise, create a box after the last issue of the volume that the index references. For example, if you had an index for vol. 47, put the box before the first issue of volume 48. Checkin by volume and year. You must insert a box note – either “Index” for just an index or TP/I, if a title page comes with the index. If there’s a table of contents, a title page, *and* an Index, insert TP/C/I as the box note.
  2. If the box note does not print out with the label, make a correction in black pen.
  3. Do not secure. Label the front and place on the Preservation shelf.

Supplements

If there’s no note, give them to Teri for review.

If the note just says “Add box for supplement check in”, do the following:

  1. Find the volume/issue number that corresponds with the supplement.
  2. Highlight the next box. From the box menu, select “Insert boxes before selected”. Do not choose “Insert Supplement boxes before selected” because this will cause problems for Preservation.
  3. Enter in the volume information.
  4. Once the box is created, click “check in”. Add in issue and date if needed.
  5. Add the box note: suppl.
  6. The box note may not print out with the label. If it doesn’t, write Suppl. Under the call number in black pen. Don’t forget to do this step because the Suppl. notation is part of the call number.
  7. Label, secure, and shelve as usual.

Tables of contents

Create a box after the volume that the table of contents references. If it references a specific issue, create the box after that issue. Checkin and enter the box note: TP/C.

Again, if the box note doesn’t print, write it on the label. Place table of contents on the preservation shelf.

Accompanying Non-print Materials

Materials in these multi-media formats (Recordings, Floppy disks, CD-ROMS, and Diskettes) occasionally accompany issues of periodicals and volumes in series. Some appear to be sample material; some appear to be "special issues" or "supplemental material. These materials must be forwarded to the Serials Continuation Checkin staff for checkin. The procedure for checking in and processing this material is similar initially to supplements that are received. If there is not a specific note, instructing how the material should be checked in, it should be forwarded along with the issue it accompanied (checked in & labeled) to the Serials Cataloger. Otherwise, follow the checkin instructions.

Examples of Checkin Notes in the periodical record:

nSet next expected date 1 yr. from current receipt date--CD-ROMS must be reviewed.

nBIND ON RECEIPT--Ignore Series #--Label with call #, yr.__--Set next expected date 1 year from current receipt --CD-ROM or Diskette suppls. checked in on the next card.