Differences

This shows you the differences between two versions of the page.

--- serials_title_changes [2009/02/02 20:09]
ldegozzaldi created
+++ serials_title_changes [2017/08/17 13:42]
annk [Serials Cataloging Assistant]
@@ Line 4: / Line 4: @@
 ====== Serials Title Changes ======
-===== Serial Receivers =====
+===== Receiving =====
   - Retrieve unbound issues and pam box from the Current Periodical Room, Templok (Main stacks) or branch library as appropriate.
-  - Call up record. Hit Show, hit Serials. You will be in [K] Checkin mode.
+  - Call up record. Hit Show, then Serials. You will be in [K] Checkin mode.
-    - Under __1. All__ (top screen), highlight last item of old title, go to __2. Arrival Form__ (bottom screen), and insert the OPAC Note field:  Title changed with [vol./issue]. To C&P, [mo-dy-yr],[initials].  Hit Update.
+    * Under __1. All__ (top screen), highlight last item of old title, go to __2. Arrival Form__ (bottom screen), and insert the OPAC Note field:  Title changed with [vol./issue]. **Update**.
-    - Under Expected/Not Arrived (top screen), highlight and delete any expected issues beyond last issue of this title.  NOTE: Don’t delete any issues/bound volumes already arrived; some of these may need to be transferred to the new title, along with any valid barcodes.
+    * Under Expected/Not Arrived (top screen), highlight and delete any expected issues beyond last issue of this title.  NOTE: Don’t delete any issues/bound volumes already arrived; some of these may need to be transferred to the new title, along with any valid barcodes.
-    - Search old title in OCLC and make a printout.
+    * Search old title in OCLC and make a printout.
-  - Search new title in OCLC, using the OCLC number found in the 785 field of the old title.
+  - Search new title in OCLC, using the OCLC number found in the **785 field** of the old title.
-    - Download this record into Aleph, and call it up by OCLC number into the Serials Module.  If not found in OCLC, create a brief bib. record in Aleph. (In the Cataloging Module, under the Cataloging tab on the top bar, hit New Record, choose SE for Serials and fill in the required fields.)
+    * Download this record into Aleph (see instructions below), and call it up by OCLC number into the Serials Module.
-    - In the Serials Module, hit [M] Item List
+    * If not found in OCLC, create a brief bib record in Aleph.
-    - Create a new Item by hitting New at top of right column.  Go to __General Information (1)__ and fill in the required information:  Sublibrary (UMDUB, UMSCI, etc.); Collection (UPER for Main periodicals, UPERC for unbound Science and Reading Room periodicals, or UGEN for serials); Material Type (ISSUE for pers or ISSBD for sers), and Item Status (12 for periodical-unbound, or 01 for regular).
+        * **Cataloging Module**, under the Cataloging tab on the top bar
-    - Go to __General Information (2)__ and insert in the OPAC Note field: Title change in process, [mo-dy-yr],[initials]
+        * **New Record**, choose SE for Serials and fill in the required fields
-    - Add item.
+    * In the Serials Module, hit [M] Item List
+    * Create a new Item by selecting New at top of right column. Fill in the required information under __General Information (1)__:
+        * Sublibrary (UMDUB, UMSCI, etc.)
+        * Collection (UPER for Main periodicals, UPERC for unbound Science and Reading Room periodicals, UGEN for serials)
+        * Material Type (ISSUE for pers or ISSBD for sers)
+        * Item Status (12 for periodical-unbound, or 01 for regular)
+    * Go to __General Information (2)__ and insert in the OPAC Note field: Title change in process, [mo-dy-yr],[initials]
+    * Add item.
   - Give issues, printout of old title and any pertinent serial information to [Serials Cataloging Assistant].  Make sure issues of new title, just received, have been date stamped.  (If issues are in Templok binder, give entire binder to Serials Cataloging Assistant.)
-===== Serials Cataloging Assistant =====
+===== Cataloging =====
 ==== Closing old title ====
   - Use printout of old title to call up Aleph record by OCLC number, in the Cataloging Module.  Recatalog to update/close/add appropriate fixed and variable fields referring to OCLC printout and last issue.  If changing or adding subject or author fields, enter a 928 field with AUTHORITY in caps.
-  - UPER HOL record.  Update 866 field to remove “-” at end of holdings and add two slashes “//” at end of holdings statement, if we hold the last issue of title.  Add a 590 and insert:  “Title changed, [mo-dy-yr],[initials].
+  - UPER HOL record.  Update 866 field to remove “-” at end of holdings and add two slashes at end of holdings statement, if we hold the last issue of title.  Add a 590 and insert:  “Title changed, [mo-dy-yr],[initials].
   - Check the item list of the old title, and make sure that any received unbound or bound items which belong to the new title, and need to be transferred, are unlinked from the HOL record(s) of the old title, and that the Order # is removed from 3. General Information (2).  Delete any unnecessary items.
   - Periodicals with unbound issues.
-    - For Main periodicals (except for Reading Room titles):  Collapse received unbound issues belonging to the old title into one item for the bound volume that will result, and enter an Item Process Status of BH (In Process (pre-bindery)).  Make sure Item Status is 11 (Periodical-Bound) and Material Type is ISSBD (Journal Bound).  Update the 866 in the HOL record to include unbound issues of old title going for binding.
+    * For Main periodicals (except for Reading Room titles):  Collapse received unbound issues belonging to the old title into one item for the bound volume that will result, and enter an Item Process Status of BH (In Process (pre-bindery)).  Make sure Item Status is 11 (Periodical-Bound) and Material Type is ISSBD (Journal Bound).  Update the 866 in the HOL record to include unbound issues of old title going for binding.
-    - For Science periodicals and Reading Room titles. Unlink the UPERC HOL record from the items for unbound issues, and from the current Subscription.  Delete the UPERC HOL record.  Collapse unbound issues belonging to the old title into one item for the bound volume that will result, enter an Item Process Status of BH (In Process (pre-bindery)), and link item to the UPER HOL record.  Update the 866 in the UPER HOL record to include unbound issues of old title going for binding.
+    * For Science periodicals and Reading Room titles. Unlink the UPERC HOL record from the items for unbound issues, and from the current Subscription.  Delete the UPERC HOL record.  Collapse unbound issues belonging to the old title into one item for the bound volume that will result, enter an Item Process Status of BH (In Process (pre-bindery)), and link item to the UPER HOL record.  Update the 866 in the UPER HOL record to include unbound issues of old title going for binding.
-    - Give issues to bindery person, along with a Binding Form which should include in addition to required information:
+    * Give issues to bindery person, along with a Binding Form which should include in addition to required information:
-      * Note “HOK” next to vol. information.
+      - Note “HOK” next to vol. information.
-      * Note “Title changed” at bottom of slip.
+      - Note “Title changed” at bottom of slip.
-    - In the Internal Note field of the last item of old title, enter “Title changed, [mo-dy-yr], [initials].  Delete the OPAC note, “Title changed with [vol./issue] etc.” if present.
+    * In the Internal Note field of the last item of old title, enter “Title changed, [mo-dy-yr], [initials].  Delete the OPAC note, “Title changed with [vol./issue] etc.” if present.
-    - Subscription List:  Under __2. Subscription Info. (1)__, enter today’s date in the To Date field.  Under __3. Subscription Info. (2)__, enter: “Title changed to [Aleph Bib. no.], [mo-dy-yr], [initials] in the Checkin Note field.  (If note is too long, delete unnecessary information/instructions for the old title, which we are no longer receiving. WARNING: In some cases, some of this information may have to be transferred into Subscription List for new title; cut & paste as necessary before deletion.)
+    * Subscription List:  Under __2. Subscription Info. (1)__, enter today’s date in the To Date field.  Under __3. Subscription Info. (2)__, enter: “Title changed to [Aleph Bib. no.], [mo-dy-yr], [initials] in the Checkin Note field.  (If note is too long, delete unnecessary information/instructions for the old title, which we are no longer receiving. WARNING: In some cases, some of this information may have to be transferred into Subscription List for new title; cut & paste as necessary before deletion.)
 ==== Processing new title ====
@@ Line 41: / Line 48: @@
   - Catalog new title, adding a 928 field (AUTHORITY), and a 910 field, [initials][date].  No 930 field is needed if a Local Holdings Record is created in OCLC.
   - In the Aleph Cataloging Module, place the bib. record of the new title on one side of a split screen, and the bib. record of the old title on the other side.
-    - Check to make sure the 780 and 785 fields of the new and old titles are correct.  Edit as necessary.
+    * Check to make sure the 780 and 785 fields of the new and old titles are correct.  Edit as necessary.
-    - Hit the “Tree Editor” tab (three small squares) on top cataloging bar, and move the Order record from the old title to the new one.
+    * Hit the “Tree Editor” tab (three small squares) on top cataloging bar, and move the Order record from the old title to the new one.
-    - Transfer any items from the old title as necessary.
+    * Transfer any items from the old title as necessary.
 === Periodicals: Subscription record ===
   - In the Serials Module, go to [L] Subscription List.  Hit Add.
-    - Enter necessary values in __Subscription Info.(1)__, including Sublibrary and Collection, Item Status 12, From Date and Vendor code (from Order Record), To Date from Order Record if closed; if open, enter 12/31/2099.  Enter Order number in appropriate box.
+  - Enter necessary values in __Subscription Info.(1)__, including Sublibrary and Collection, Item Status 12, From Date and Vendor code (from Order Record), To Date from Order Record if closed; if open, enter 12/31/2099.  Enter Order number in appropriate box.
-    - __Subscription Info. (2)__.  Note field.  In most cases, take this information from Subscription Info. of old title. Enter Claim Dates and Discard/Binding figure.  Make sure Print Label box is checked.  In Note field, enter binding information per the following example:   BIND MARK: vol, yr. Class A$0075$gold.  Add TITLE CHANGE.
+  - __Subscription Info. (2)__.  Note field.  In most cases, take this information from Subscription Info. of old title. Enter Claim Dates and Discard/Binding figure.  Make sure Print Label box is checked.  In Note field, enter binding information per the following example:   BIND MARK: vol, yr. Class A$0075$gold.  Add TITLE CHANGE.
-    - __Subscription Info. (2)__. Checkin Note field.  Enter “Send to stacks/Science/Reading Room” as appropriate.  Also add instructions for the Periodicals Receiver regarding irregularity of the pattern, etc.
+  - __Subscription Info. (2)__. Checkin Note field.  Enter “Send to stacks/Science/Reading Room” as appropriate.  Also add instructions for the Periodicals Receiver regarding irregularity of the pattern, etc.
 === Serials: Subscription record ===
-    - __Subscription Info. (2)__.  Note field.  Make sure “No” is checked under Send Claims and leave values at 0.
+  - In the Serials Module, go to [L] Subscription List.  Hit Add.
-    - __Subscription Info. (2)__. Checkin Note field.  Enter “Ser Add. *See Notes* and designations such as LATEST YEAR IN REF., etc.  Transfer special instructions from Subscription Info. of old title as appropriate, or add new instructions if necessary.
+  - Enter necessary values in __Subscription Info.(1)__, including Sublibrary and Collection, Item Status 01, From Date and Vendor code (from Order Record), To Date from Order Record if closed; if open, enter 12/31/2099.  Enter Order number in appropriate box.
+  - __Subscription Info. (2)__.  Note field.  Make sure “No” is checked under Send Claims and leave values at 0.
+  - __Subscription Info. (2)__. Checkin Note field.  Enter “Ser Add. *See Notes* and designations such as LATEST YEAR IN REF., etc.  Transfer special instructions from Subscription Info. of old title as appropriate, or add new instructions if necessary.
 === Periodicals: HOL record ===
@@ Line 67: / Line 76: @@
   - Delete dummy item with “Title Change in Process” in the OPAC Note.
   - Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling.
+<file>
+Reference titles require Collection URF in the HOL record. SEE NOTE(1)
+</file>
 === Periodicals: Unbound issues ===
@@ Line 75: / Line 88: @@
   - Current News&Mags:  Make sure notes in the Subscription and HOL records RE Current News.&Mags. designation are transferred to new title.  Band unbound issues together with a Serial Information Form indicating the Current News.&Mags. location, and give to Receiver.
   - Delete dummy item with “Title Change in Process” in the Internal Note.
-  - Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling.
-______________
-*Reference titles will require a Collection of URF in the HOL record(s).  For serials, Latest vol./year in Ref. titles will require a URF HOL record in addition to the UGEN HOL record, and for periodicals, Latest vol./year in Ref. titles will require a URF HOL record in place of the UPERC record when the unbound issues are to be held by Reference instead of Current  Periodicals.
+=== Final Procedures ===
-.	Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling.
+  - Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling.
+  - Local Holdings Records in OCLC.  Update the LHR for the old title and create a new LHR for the new title.
-F.	Local Holdings Records in OCLC.  Update the LHR for the old title and create a new LHR for the new title.
+NOTE (1): For serials, Latest vol./year in Ref. titles will require a URF HOL record in addition to the UGEN HOL record, and for periodicals, Latest vol./year in Ref. titles will require a URF HOL record in place of the UPERC record when the unbound issues are to be held by Reference instead of Current Periodicals.
+//[[lucyd@library.umass.edu|Primary contact: Lucy deGozzaldi]]//.