Processing Annual Serial ADDs

Open record in Acquisitions/Serials module

ACQUISITION/SERIALS MODULE

 

Select Serial tab,

Highlight Node [M] Item list

• Verify HOL. If more than one HOL record exist, determine appropriate holdings where the item will be added.
• If the volume to be added is not on the item list, create a new item by clicking the New tab in the upper right pane.
  • Tab 2 - General Information (1)
    • Double click on the appropriate Hol Link, and then hit the Refresh button. (see Appendix C, Classification)
    • Populate Item Status, Enum. Level, Material Type, and Description fields
    • Make changes for Temporary Location if necessary
  • Tab 3 - General Information (2)
    • Place OPAC, Circulation and internal notes if needed
  • Tab 4 - Serials Information
    • Link to appropriate Subscription No.
    • Complete Arrival Date
    • Click Refresh
  • Tab 5 - Serials Levels
    • Fill out fields as necessary (usually Enum. Level 1 and Chron. Level 1)
  • Go back to Tab 2 - General Information(1)
    • Scan the new barcode you have placed on the upper right of the back cover (see Appendix A on Piggyback Barcode)
    • Click Update
    • Write call # on the upper right of the inside back cover
    • Stamp with location stamp
      • Add green dot if item has a Reference location
      • Place on correct processing shelf.
  • Tab 6 - HOL links.
    • Select the appropriate HOL

Click Edit. Record is pushed to the Cataloging module.

CATALOGING MODULE

Open HOL record:

• Verify LDR and 008 fields (Open with Ctrl+F)

• Compare the information or notes found in the Holdings record (e.g. frequency) to those in the Order and Subscription.
• Create predictive pattern (See Creating a Pattern procedures)
• Update 863 holdings field with the item you are adding (you might have to update from 866 to 863 first) *see Appendix B
• Press Ctrl+0 to run Cataloging Statistics Macro

APPENDIX A

Piggyback barcode

The placement of the piggyback barcode is on the verso of the title page, preferably in the upper left-hand corner, at least 1/4 inch from outside margin.  Note: Write the call number on the verso of the title page.

Do not place where it might interfere with text or graphics.

• If there is not a clear spot on the verso of the title page, choose the next page, not the title page.
• Do not place the barcode near the gutter margin (i.e. the binding edge of the material); this can cause the barcode to be cut when the item is bound.
• The piggyback barcode will be moved to the appropriate location by the binding staff upon receipt of the books from the binders.
• Items requiring piggyback barcodes for binding purposes include:
• Pamphlets  (i.e. books of 50 pages or less)
• Small books with soft covers (i.e. 75 pages or less and unable to stand)
• Loose pages  (completely loose or in ring binders)
• Spiral binding  (plastic or metal spirals)
• Stapled binding
• Soft cover volumes with media
• Hardcover items with soft media not attached in some way to the cover
• Items needing repair and re-binding
• CJK sewn bindings

APPENDIX B

Changing 866 fields:

• Without removing 866s, create 863 field (s) and corresponding subfields to reflect the information shown in 866s.
  • 863 40 8 1.10 if there is no gap.
    863 41 8 1.10 if there is a gap.
• Create corresponding subfields (a-j) to reflect the information shown in 866s.

Example:

• 866 31 a v.2-10 1991-1999
  866 31 a v.12-14 2001-2003
  
• 863 will be:

  863 41 8 1.10
  a 2-10
  i 1991-1999
  w g
  863 40 8 1.20
  a 12-14
  i 2001-2003

• Delete 866s
• Create 854/864 for supplements and 855/865 for Indexes.
• Preview the established prediction pattern by going to the File menu and choosing Print. (or Ctrl+P). Select 85X print option.
• Save on server and local drive.

APPENDIX C

African Approval Adds : All first copies of softbound African annuals should receive a piggyback barcode (*see Appendix A), given an Item Process Status of BS, and be placed on the binding shelf marked for African Approvals going to Preservation & Binding.

 Classification : Check for classification practice of previous copies. Added copies to "sci", "jud" and "LW" locations will always be assigned an LC call number.
If previous copy was in LC, proceed to next step.

• If previous copy was in Dewey, or the previous location was "storage" follow Storage Reclass procedures.
• The only exception to this will be books in a series classified as a whole in Dewey.  Also, ADDs to MSL Documents call numbers can continue with no change in classification.