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AlephPro

Title Changes- Serials Unit procedures

 

Overlay or update old title's bibliographic record

  1. Search OCLC Connexion for an updated bibliographic record for the old title
  2. If an updated record is found on OCLC Connexion, then overlay the Aleph record for the old title
    1. Open the bibliographic record for old title in Aleph Cataloging module
    2. Copy and save any local notes in 599 and 952 fields
    3. Note the Aleph number for the record
    4. Close the bibliographic record in Aleph Cataloging
    5. Open the bibliographic record for the old title in OCLC Connexion
    6. Create a new 599 field with the Aleph number for the old title in the OCLC Connexion bibliographic record:
      1. Create a new line by moving the cursor to last line of the record and pressing Enter
      2. Enter '599' in the first column of the new line
      3. Press tab twice to navigate to the data section for the new 599 field
      4. Enter the Aleph number for the old title in the data section of the new 599 field
      5. Export the record by clicking the export button (OCLC Connexion Export button ) on the Connexion client toolbar, or by pressing F5
      6. Open the bibliographic record for the old title in Aleph Cataloging module to verify the overlay
      7. Enter the local notes (599 and 952 fields) copied from the old record.
      8. Replace Aleph number for the old title on the new 599 field with your [catalogers] initials
    7. Click icon of filing cabinet with orange triange to save changes
  3. If an updated record is not found on OCLC Connexion, then refer the title to Cataloging so that the OCLC record can be updated for CONSER credit.
    • Include a printout of the provisional or incomplete OCLC record when sending the item to Cataloging;
    • Include a note on the printout indicating that you need the item back.
    • Make sure you get the item back from Cataloging once they are finished with it.

 

Update old title's Aleph holdings record

  1. Open holdings record for old title in Aleph Cataloging module:
    • Add 852 $x: rrl=[Aleph number for new title]
    • 008 field, position 16: [change level of completeness to 1]
    • Take out 853 X 8 subfield (move cursor to 853 X subfield 8 and press Ctrl-F7)
    • Note the following values from 852 subfields:
      Library/Loc  (a)
      Sublibrary    (b)
      Collection    (c)
      Classif. part (h)
      Item part     (i)
  2. Click icon of filing cabinet with orange triangle to save changes
  3. Run macro to record cataloging maintenance statistics:
    1. Run the Cataloging stats macro:
      Directly by pressing Win+J or
      via the stats menu by pressing Win+S and selecting 'Cataloging stats macro'
    2. Select 'Serials Maintenance (non-CONSER; record for old title)' from 'Type of copy' menu

       

Update order record for old title

  1. Open record for old title in Aleph Acquisitions module
  2. Note the following:
    • Aleph number
    • Budget number
  3. From "order List of Admin Record" window, click <Modify> to open order record for editing
    • Tab 1
      • Change Order Status field to CLS (closed)
      • Add a note to Library Note field: “T/C to [Aleph # for record for  new title]
    • Tab 2
      • Change Subscription End field to date of last issue before title change
  4. Note the following values:
    • Tab 1
      • Material Type
      • Acquisition Method
      • Sublibrary
      • Order Unit
      • Order Group
    • Tab 2
      • Vendor Code
      • Vendor Reference
      • Subscription End
      • Vendor Contact
    • Tab 3
      • Quantity note (object code)
  5. Click <OK> button to save changes

 

Update subscription for old title

  1. Open record for the old title in the Serials Module
  2. Open the subscription for editing: From the Subscription List window, click the <Modify> button
  3. Modify subscription fields as follows:
    • tab 1
      • To Date: [date of last issue before title change]
      • check ‘temp. location’
      • in ‘call number’ field: “Title closed, refer to [aleph # of new title]”
    • tab 2
      • select “No” under 'Send claims'
      • Note value for "Collection" field

 

Delete expected/unarrived items from record for old title

  1. Open record for old title in Aleph Serials module
  2. Click the "I" icon to open the items for this title
  3. Delete all unarrived items

 

Create a bibliographic record for new title

  1. In Aleph Cataloging module, search for new title by title, ISSN, or OCLC #
  2. If a bibliographic record for the new title is not found in Aleph, import the record from OCLC
    1. Search OCLC Connexion for new title
    2. If new title is not found in OCLC Connexion, then create a provisional record (see procedure)
    3. If new title is found in OCLC Connexion, and the encoding level is blank (i.e., no value in the "Elvl" field)
      1. Update holdings by pressing the update holdings button (OCLC Connexion Update holdingst button) on the Connexion client toolbar, or by pressing F8
      2. Export the record into Aleph by click the export button (OCLC Connexion Update Export button) on the Connexion client toolbar or by pressing F5
    4. If the new title is found in OCLC Connexion and the encoding level is not blank, then:
      1. Notify Cataloging so the record can be updated for CONSER credit; include a printout of the OCLC record.
      2.  Export the record into Aleph by click the export button () on the Connexion client toolbar or by pressing F5
  3. Open the bibliographic record for the new title in Aleph Cataloging
  4. Add a new 599 field with your [cataloger’s] initials
  5. Add a 952 to the new title's bib record with a pointer to the record for the old title
    • Open Bibliographic record for new title in Aleph Cataloging module
    • Add field: 952 $a rrp=[Aleph number of record for old title]
    • Click icon of filing cabinet with orange triangle to save changes
  6. Refer title change to Cataloging & Metadata Department if:
    • Bib record for new title is non-CONSER or CONSER needs updating
    • Call number is missing from new bib record
    • Something else is wrong with the bib record that you can't figure out

Include a printout of the provisional or incomplete OCLC record when sending the item to Cataloging;

Include a note on the printout indicating that you need the item back;

Make sure you get the item back from Cataloging once they are finished with it.

 

Create holdings record for new title

  1. From Cataloging BIB record for the new title: keypress CTRL+O
  2. From any module other than Cataloging: Click on CAT HOL from the Navmap
  3. From "Holdings List" window, Click <Add> button to add a new holdings record
  4. Note number of new holdings record
  5. Open newly created holdings record for editing:
    Select new record in LKR Text pane in "Holdings List window" and click <Edit> button
    • update LDR field
      • Move cursor to LDR field and press CTRL-f to open Form for Field LDR
      • Enter the following values:
        Record Status (05): n
        Type of Record (06): y
        Encoding Level (17): 4
        Item Inf in record (18): n
      • Click <OK> button to save changes to LDR field
    • Update 008 field
      • Move cursor to 008 field and press CTRL-f to open Form for Field 008
      • Update the data positions for field 008 (see http://www.loc.gov/marc/holdings/echdcntr.html#mrch008 for values, or Alt-F for help):

        00-05 – Date entered on file: [default value]
        06 – Receipt or acquisition status: [usually '4' for currently received]
        07- Method of acquisition: ['e' for exchanges; 'g' for gifts; 'p' for purchases]
        08-11 – Intent to cancel date: [blank]
        12 – General retention policy: [usually '8' for permanently retained]
        13-15 – Specific retention policy: [blank]
        16 – Completeness: [usually '2' for incomplete]
        17-19 – Number of copies reported: [usually '001' for single subscription]
        20 – Lending policy: ['u' for unknown— default value]
        21 – Reproduction policy: ['u' for unknown— default value]
        22-24 – Language: [usually 'eng' for English; see http://www.loc.gov/marc/languages/]
        25 – Separate or composite copy report: [usually '0' (zero)]
        26-31 – Date of report: [usually '000000']
    • Update 852 field
      • Move cursor to 852 field and press CTRL-f to open Form for Field 852
      • Enter the following values
        Library/Loc        (a): FU
        Sublibrary          (b): [same as order record for old title, e.g. 'UFSWE']
        Collection          (c): [same as subscription for old title, e.g. 'PER']
        Classif. part       (h): [first part of call number from holdings record for old title]
        Item part           (i): [second part of call number from holdings record for old title]
      • Add subfield $x (Press F7)
        $x: rrp=[aleph number for old title]
        G&E also add:
        $x: [gift or exchange]
    • Create patterns for arriving/claiming and display in 853 and 853X fields (see procedure)
  6. Run macro to record cataloging statistics for new title
    1. Run the Cataloging stats macro:
      Directly by pressing Win+J or
      via the stats menu by pressing Win+S and selecting 'Cataloging stats macro'
    2. Select 'Shared (record for new title)' from 'Type of copy' menu
    3. Select the appropriate format from the 'Type of Shared Copy' menu
  7. Click icon of filing cabinet with orange triangle to save changes to holdings record

 

Create an order record for new title

  1. Open record for new title in Aleph Acquisitions module
  2. From "Order List of Admin. Record" window, click <add> button
  3. From "Order Type" window, select <serial> radio button
  4. Update order form:
    • tab 1
      • Order Status: SV
      • Order ISBN/ISSN: [ISSN of new title; from most recent issue or OCLC]
      • Order group: [same as on order record for old title; A2 for serials or A3 for G&E]
      • Material Type: [same as on order record for old title; PE (PE, CO, or SO for G&E materials)]
      • Sublibrary: [same as on order record for old title]
      • Order Unit: [same as on order record for old title; UFOR2 (UFO3 for G&E)]
      • Acquisition Method: [same as on order record for old title PU (GE of EX for G&E)]
      • Library Note: T/C from ‘[Aleph number for record for old title]; [in addition, gift or exchange information from order record for old title]
    • tab 2
      • Vendor Code: [same as on record for old title]
      • Vendor Reference: [same as on order record for old title]
      • Vendor Contact: [same as on order record for old title
      • Subscription Start: [date of first issue after title change]
      • Subscription End: [same as on order record for old title]
    • tab 3
      • Number of Units: 1
      • Unit Price: [0.00 for G&E]
      • List Price: [0.00 for G&E]
      • Quantity Note: [object code; same as on order record for old title]
      • Currency: USD
      • Encumber Budget: [budget # from old record + current year]
        NB: Budget number cannot be added after record is saved
    • Click OK to save order record

 

Create subscription record for new title

  1. Open record for the new title in Aleph Serials module
  2. From the Subscription List Window, click the <Add> button to open a new subscription
  3. Modify the Subscription Information Form for the new title:
    • Populate the Subscription information form from the holdings record
      From tab 1…
      • Click the '>' button next to ‘Hol. Link’ field
      • Select holding # (should be the only one listed)
      • Click the <Refresh> button
    • Update fields in tab 1
      • Subscription Start: [date of first issue after title change]
      • Subscription End: [same as on order record for old title]
      • Item Status: 90 [or as appropriate for G&E materials]
      • Collection: [as applies; (usually 'PER'); check ‘temp. location’ if unsure]
    • Update fields in tab 2
  4. Click <Update> button to save subscription

 

Move any items arrived after title change to record for new title

  1. Add both old and new titles to the nav map:
    Open record into Search module
    Click <add to Nav. Map> button
  2. Unlink each item to be moved from the holdings record for the old title:
    From nav map in Aleph Search module:
    1. Click <Items> button to Open record to Items module
    2. From the Items list, select the item to be moved
    3. Click <Retrieve HOL.> button
    4. From List of Holdings Records window, click <UnLink Item> button
  3. From the nav map in the Search module,
    Click and drag each item from old title's items list to new titles items list
  4. Make sure that the items are linked to the new title

If relevant, check in issue in hand (see procedure)

Notify Binding Unit of change

 

Indexed: Title changes (Serials Unit procedures); Serials title changes (Serials Unit procedures)

Prepared by: Jay Wiese

Updated: 12/19/06

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