Serials Navigation Tree Tab 16

Serials Navigation Tree Tab 16

Aleph 500, version 16

Serials Navigation Tree Tab

Table of Contents

1. Introduction

2. [O] Control Node

2.1. [K] Check-In

2.1.1.1. All Tab (Upper Pane)

2.1.2.2. Expected/Not Arrived Tab (Upper Pane)

2.1.3.Check In Node (Lower Pane)

2.2. [P] Group

2.2.1. 1. All Items Tab (Upper Pane)

2.2.2. 2. Sublibrary Groups Tab (Upper Pane)

2.2.3. 3. Sublibrary/Collection Groups Tab (Upper Pane)

2.2.4. 1. Information Tab (Lower Pane)

2.2.4.2. 2. Enumeration/Chronological Tab (Lower Pane)

Patterns

1. Patterns Tab (Upper Pane)

2. Level – X Tab (Upper Pane)

1. Info List Tab (Lower Pane)

2. Pattern List Tab (Lower Pane)

3. Pattern Tab

4. Level – X Tab

5. Expected Schedule Tab

Schedule (Not Used by North American Libraries)

1. Information Tab (Upper Pane)

2. Issues Text Tab (Upper Pane)

Schedule Expand (Lower Pane)

3. [L] Subscription List Node

3.1. Subscription List Window (Upper Pane)

3.2. Subscription Information Form

3.2.1.1. Info List Tab (Lower Pane)

3.2.2.2. Subscription Info (1) Tab (Lower Pane)

3.2.3.3. Subscription Info (2) Tab (Lower Pane)

3.2.4.4. HOL Links (Lower Pane)

5. [S] Subscription Node

5.1. [P] Patterns

5.2. [G] Log

5.2.1. Order Log Window (Upper Pane)

5.2.2. Order Log Window (Center Pane)

5.2.3. Order/Subscription Log Window (Lower Pane)

5.3. [I] Items

5.3.1. Item List window (Upper Pane)

5.3.2. Item Form (Lower Pane)

5.4. [C] Claims

5.4.1. Claim List Window (Upper Pane)

5.4.2. Serial Claim Expand. and Vendor’s Reply Tab (Lower Pane)

5.5. [R] Routing Lists

5.5.1. Rout List. Tab (Upper Pane)

5.5.2. 1. Routing Info Tab (Lower Pane)

5.5.3. 2. Member List: # Tab (Lower Pane)

6. [M] Item List Node (Upper Pane)

6.1. [A] All Items History

6.1.1. Loans Tab (Upper Pane)

6.2.2. Hold Requests Tab (Upper Pane)

6.3.3. Item Changes Tab (Upper Pane)

7. [E] Item Node

7.1. Item Tab (Right Pane)

7.2. Bib Info. Tab (Right Pane)

7.1. [H] History

7.1.1. Loans Tab

7.2.2. Hold Requests Tab

7.3.3. Item Changes Tab

7.2. [U] Circ. Summary

7.2.1. Current Summary Tab (Upper Pane)

7.2.2. History Summary Tab (Upper Pane)

Claims

Claim List Tab (Upper Pane)

Serial Claim Expand Tab (Lower Pane)

Routing Lists

Routing List Tab (Upper Pane)

1. Routing Info Tab (Lower Pane)

2. Member List: # Tab (Lower Pane)

Bibliographic In(f)o.

8. [T] Trigger List

Trigger List Window (Upper Pane)

Trigger List Window (Lower Pane)

9. Textual Menus

Window Menu Options

Acquisitions and Serials Module Main Menu Toolbar Buttons

1. Introduction

The Serials Navigation Tree Tab contains both the [O] Control and the [L] Subscription List, [S] Subscription, [M] Item List, [E] Item, and [T] Trigger List nodes that allow you to manage internal and external Serial Subscriptions, Publication Patterns, Items (expected issues and issue Check-in), Claiming, Routing Lists and associated Triggers.

2. [O] Control Node

The Control node contains the Check In List window and allows you to check in or add items and create or update prediction patterns. Within the square brackets [ ] on the Control node, the record type displays containing the prediction pattern (e.g. Control [Pattern Hol].).

Items displayed in the Check In List window are determined by the selection of sublibraries in the Control node. The list shows all available sublibraries. To select a sublibrary, check the box next to the relevant sublibrary and click “Update”:

2.1. [K] Check-In

The Check-In node lists the expected issue associated with a bibliographic record and is comprised of the 1. All and 2. Expected/Not Arrived tabs.

2.1.1.1. All Tab (Upper Pane)

The 1. All tab displays a list of expected issues and issues that have already arrived. A different font color is used for each of these types of issues.

The following describes the column headings and buttons of the 1. All tab.

Barcode: Item Barcode.

Sublibrary:Sublibrary to which the item belongs.

Description: vol. information for series titles and serial items.

Sbs:Subscription (internal Serial Control) record.

Vendor: the Vendor that the Serial Order record is linked to.

Direct: indicates if this issue is to be sent directly.

Exp. Arrival: date of the expected arrival of the Item.

Arrival: date of the arrival of the Item.

Claim: number of claim(s) for this Item.

Click the “Arrive” button to register the arrival of expected issues, which appears on the 2.Expected/Not Arrived tab and on the 1. All tab. The Check In node will become inactive and the Arrival Form on the Check In node will be activated to update the arrived issue.

If you have selected more than one issue to check in, the Check In node will remain inactive until all selected issues are checked in using the Arrival Form. Issues checked in will disappear from the list on the 2.Expected/Not Arrived tab and will be displayed on the 1. All tab in black. In addition, the Arrival column will be updated with the Arrival Date. If a routing group has been defined, it will be printed at this stage.

You can change an issue’s status from “Arrived” back to “Expected” by clicking the “UnArrive” button on the 1. All tab. If you accidentally record an item as having arrived (checked-in), you can undo it by selecting the relevant issue from the list in the Item window and click “Undo Arrive” (multiple selection of issues is not possible). If an item has been automatically loaned to a Routing List upon check-in, you cannot use the “UnArrive” button.

Click “Claim” after highlighting an item from the list if you would like to send an ad hoc claim for an item. A claim is not only the report of an item that has not yet been received, it may also be any letter sent to the vendor. For example, a claim may be sent for an item that has arrived, but which was damaged. Refer to the “Claims” document for more information.

Click “Delete” after highlighting a particular issue to delete it. The associated entries in the Item window will also be deleted.

Click “Add” to add an issue to the list. You may wish to add an issue that is linked to the title, yet is not part of its schedule (thus, it is not added via the Publication Schedule). The Arrival Form on the Check In node will become active so that you can add details.

Click “Duplicate” after highlighting an existing issue to use it as the basis for adding another. You will need to edit the fields to create the new issue. The Duplicate action copies most of the fields of the issue chosen, including HOL Link, Vendor, Order Number, and Enumeration and Chronology fields.

Click the “Refresh” button to update the list in order to display changes that have been made in another application.

You may choose one of a number of pre-defined sort options for the items listed from the pull-down menu:

2.1.2.2. Expected/Not Arrived Tab (Upper Pane)

The 2. Expected/Not Arrived tab displays a list of expected issues.

The 2. Expected/Not Arrived tab includes the same column headings and functional buttons, with the exception of the Sort Options.

2.1.3.Check In Node (Lower Pane)

The lower pane of the Check In node contains the 1. Info List, 2. Arrival Form, and 3. Serial Levels tabs:

The following describes the content, fields, and buttons of the 1. Info List, 2. Arrival Form, and 3. Serial Levels tabs.

1. Info ListTab

The 1. Info Listtab includes two sub-tabs: Item and Bib Info.

ItemTab

The Item tab includes the following Item-related informational fields: Doc Number (Item Sequence), Item Sublibrary, Item Collection, Item Description, Item Status, Item Barcode, Item Copy No., Last return date, Last return hour, and Last return station.

Bib Info Tab

The Bib Infotab includes basic bibliographic information about the Serial title.

2. Arrival Form Tab

The 2. Arrival Form tab displays details of expected or arrived items. You can add or update details relating to the items.

The following describes the fields and buttons of the 2. Arrival Form tab.

Check-in Note: this field displays the Check-in Note from the relevant subscription (3. Subscription Info. (2) tab).

Barcode (Mandatory): the system automatically enters a default Barcode, but you may change this. You may also use your barcode scanner to scan in the information.

Arrival Date: enter the date on which this item was received by the library. The system automatically enters the current date, but you may change it.

Sublibrary (Mandatory): you may choose the sublibrary from the drop-down menu. You may add or update an issue item for a library only if you have access rights to that sublibrary.

Collection (Optional): your library may designate collections such as Maps, Oversize, or 4th floor. You may choose from a list of collections that are valid for the selected sublibrary by clicking on the arrow to the right of the field.

Hol Link (Optional): used to link the issue-item to a HOLdings record, in which case the Call Number information (Sublibrary, Collection, Call Number Type and Call Number) is controlled by the 852 field of the HOLdings record. See also Temporary Location flag. If the publication pattern was defined from the Schedule node, the value that will be set in this field is 0.

85X Type/Linking Number: 85X Type (3, 4 or 5) and the Linking Number serve as a link to a specific pattern field in the Holdings record. The item is linked to the field with the same 85X type.

Clicking the arrow on the 85X Type field displays the Caption/Pattern types (853/854/855) that are present in the HOL (or ADM) record. After entering 3, 4 or 5 in the 85X Type field, clicking the arrow on the Linking Number displays the Caption/Pattern fields that are present in the HOL (or ADM) record. Choosing the Caption/Pattern field that suits this item record inserts the $$8 sequence number in this field.

These fields are automatically set if the item was created through the Serials functionality using Open All on the Subscription List, or by running the Open Expected Issues (serial_13).

If the publication pattern was defined from the Schedule node, the values that will be set in these fields are: Z in the 85X Type and zero in the Linking Number field.

Item Status (Mandatory): Item Status defines the circulation status for the item. Choose the Item Status from the drop-down menu. The specific choices available on the menu are determined by statuses valid for the sublibrary.

Item Process Status (Optional): enter the code for the ItemProcessStatus or click to choose from a list. Although some process statuses are created /modified automatically, you may change the ItemProcessStatus here and youmust remove this status when it is no longer needed. This field can also be updated in the Acquisitions and Serials and Circulation Modules.

Gap Indicator:this field is used to indicate the reason for a break in the enumeration and chronology of item records. Choices include:

• Irrelevant (Not Applicable)
• G (Gap) Part(s) are lacking in the holdings; there is doubt as to the cause of the break; or the cause is not known
• N(Non gap) Break is due to unpublished part(s) or a lack of continuity in the enumeration and chronology of the parts.

Material Type (Mandatory): choose the material type from the drop-down menu. The specific choices available on the menu are determined by the system librarian.

Call Number (Comprised of two subfields): the small subfield on the left is for the code of the call number type, the longer subfield on the right is for the alphanumeric code that identifies the shelf location of the item. This information will be automatically filled in, if the Call No. Type and Call No. were entered in the Subscription Information form. Valid Codes for Shelving Scheme:

0 - LC Classification

1 - Dewey Decimal Classification

2 - National Library of Medicine Classification

3 - Superintendent of Documents Classification

4 - Shelving Control Number

5 - Title

6 - Shelved separately

7 - Source specified in $$2

8 - Other

Temp Location: if the initial call number assigned to this item is meant to be a temporary one, check this box.

Pages (Optional): enter the number of pages of the issue.

OPAC Note (Optional): the text entered here will appear in the OPAC for the user to read.

Internal Note (Optional): text entered here will appear only on this form and is intended for library staff only. The content of the note is copied from the Internal Note of the Subscription Info in the Subscription List window.

Click “Update” when you have completed the Arrival Form, this will save

your arrival information. If you choose to check in more than one item or a group of items, you will need to click this button once for each item.

Click “Print Label” only if the Print Label field was checked in the 3. Subscription Info. (2) tab. If you wish to print a label for the item, click “Label” and the Item Label form will appear. You can save it in a file or close the window. In this case, the label will be saved automatically under the file directory of the Acquisitions and Serials Module. Remember that the next time you create a label it will overwrite the existing one if it is not saved in a separate file.

Click “Cancel” if you wish to close out of the Arrival Form without saving your changes.

3. Serial Levels Tab

The 3. Serial Levels tab displays with populated data relevant to the serial item; based on the serial prediction pattern. You may add additional data or change existing data.

The following describes the fields and buttons of the 3. Serial Levels tab.

Enumeration Level, 1 (A) (Volume): if this serial uses the year in its enumeration, and you entered this information in the Publication Pattern, this will be the Volume Number as copied from there. If, however, you are adding a new issue, this field will be empty and you must enter the relevant volume number so that the sorting of issues will be correct.

Enumeration Level, 2 (B) (Issue Number): if you entered this information in the Publication Pattern, this will be the Issue Number as copied from there. If, however, you are adding a new issue, this field will be empty and you must enter the relevant issue number, so that the sorting of issues will be correct.

Enum. Level, 3 (C) (Part) (Optional): enter the Part number of this issue if the serial is organized in this manner.

Enum. Level, 4 (D): if there are more than 3 levels of enumeration for this serial, the relevant data will be displayed in this field, and in the Enumeration E and Enumeration F fields, if applicable.

Enum. Level, 5 (E): refer to Enumeration D for help.

Enum. Level, 6 (F): refer to Enumeration D for help.

Alt. Enum, 1(G): if this serial uses alternative enumeration, the relevant data will be displayed in this field.

Alt. Enum, 2(H): if this serial uses a second level of alternative enumeration, the relevant data will be displayed in this field.

Chron. Level.1 (I) (Year): if this serial uses the year in its enumeration, and you entered this information in the Publication Pattern, this will be the Year as copied from there. If, however, you are adding a new issue, this field will be empty and you must enter the relevant year yourself, if applicable.

Chron. Level. 2 (J): if the second, third or fourth levels of chronology also apply to this serial (for example, months or seasons), the relevant data will be displayed in this field and in fields Chronological K and Chronological L, if applicable.

Chron. Level. 3 (K): refer to Chronological J for help.

Chron. Level. 4 (L): refer to Chronological J for help.

Alt. Chron. (M): if this serial uses alternative chronology, the relevant data will be displayed in this field.

Supp/Index: if this is a supplementary issue or an index, you can ensure that the issue will be displayed in the correct sequence by adding a decimal point to the issue number. For example, if the issue you are currently registering is an index that is published between issues 4 and 5, you can enter Issue Number 4.1 in this field to place it between issues 4 and 5 on the Publication Window.

Description: built from pattern information and serial levels. If the Description field has contents it will be saved. If you have changed the serial levels and you want the Description field to be built accordingly, the previous content should be blanked out.

2.2. [P] Group

The Group node displays a list of journal issues, grouping all items with the same enumeration and chronology in one line. All the items in the group can be handled with the options: “Arrive”, “Delete”, “Merge” and “UnArrive”. The upper pane of the Group window includes the 1. All Items, Sublibrary Groups, and the Sublibrary/Collection Groups tabs.