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serials_title_changes [2017/08/17 16:33] annk [Closing old title] |
serials_title_changes [2020/04/28 18:05] annk |
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| - | (Aleph Workflow--Collection Services Division)\\ | + | ====== Revise this page also includes new titles instructions at bottom of page ====== |
| - | (Working Draft, 2/2/08) | + | |
| - | ====== Serials Title Changes ====== | ||
| - | ===== Receiving ===== | + | (AK--revising in process 4/2020) |
| - | - Retrieve unbound issues and pam box from the Current Periodical Room, Templok (Main stacks) or branch library as appropriate. | ||
| - | - Call up record. Click on Show --> Serials. You will be in **[K] Checkin** mode. | ||
| - | * Under __1. All__ (top screen), highlight last item of old title. Then go to __2. Arrival Form__ (bottom screen), and type in 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. | ||
| - | * 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. | ||
| - | * Download this record into Aleph (see cataloging instructions below). Then call it up by OCLC number into the Serials Module. | ||
| - | * If not found in OCLC, create a brief bib record in Aleph. | ||
| - | * **Cataloging Module**, under the Cataloging tab on the top bar | ||
| - | * **New Record**, choose SE for Serials and fill in the required fields | ||
| - | * In the Serials Module, select **[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 type in the OPAC Note field: Title change in process, [mo-dy-yr],[initials] | ||
| - | * Add item. | ||
| - | - Make sure new issues of new title have been date stamped. (If issues are in Templok binder, give entire binder to Serials Cataloging Assistant.) | ||
| - | ===== Cataloging ===== | + | === Serials Title Changes === |
| - | ==== Closing old title ==== | ||
| - | - Use printout of old title to call up Aleph record by OCLC number in the Cataloging Module. Update the record as necessary, referring to OCLC printout and last issue. If changing or adding subject or author fields, enter a 928 field with AUTHORITY in caps. | + | Begin by searching for the old title in OCLC. Then search for the new title in OCLC by using the OCLC number found in the 785 field of the old title. Catalog according to fastcat instructions below. **If no record for the new title can be found in Connexion, give to a librarian to create an original record.** |
| - | - 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 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: | + | |
| - | - Note “HOK” next to vol. information. | + | |
| - | - 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. | + | |
| - | * 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 ==== | + | These are many of the core fields that will likely be seen in serials records. Please ensure all information has been accurately transcribed from the title page, title page verso, colophon, cover, etc. |
| - | === Bibliographic record === | + | |
| - | - Search the new title in Aleph by the OCLC number noted in the 785 field on the OCLC printout of the old title. | + | * **022** ISSN (not present for all serials) |
| - | - If no OCLC record has been downloaded in Aleph for the new title, search the brief bib by Title. | + | * **050/090** XX1234 $b .X23 (if no call number, still export record then give title to cataloger) |
| - | - Search Connexion for the new title | + | * **245** Title : $b subtitle / $c statement of responsibility (serials may not have $c) |
| - | - Add the OCLC number into the brief bib using the 035 field. Use the example format below, depending on the number of digits in the OCLC number. | + | * **246** Parallel title or variant title (You may see multiple 246 fields) |
| - | - Example: 035 __ (OCoLC)on1234567891 or (OCoLC)ocm12345678 or (OCoLC)ocn123456789 | + | * **264** Place of publication : $b Publisher, $c Date of publication |
| - | - Overlay record by exporting from Connexion. | + | * **300** volumes ; $c size in cm |
| - | - If no record for the new title can be found in Connexion, give materials to Cataloger to create an original record. | + | * **310** Frequency note |
| - | - 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. | + | * **362** Statement of first issue or last issue or ceased |
| - | - 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. | + | * **588** Source of title note (You may see multiple 588 fields) |
| - | * Check to make sure the 780 and 785 fields of the new and old titles are correct. Edit as necessary. | + | * **650** check that there is at least one subject heading |
| - | * 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. | + | |
| - | === Periodicals: Subscription record === | + | You will generally see one or more of these linking fields below: |
| - | - In the Serials Module, go to [L] Subscription List. Hit Add. | + | * **780:** field used in the bib record of the __NEW TITLE__ to link to the name of the previous title. |
| - | - 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. | + | * Example: 780 00 Blue book building and construction (Connecticut, Western Massachusetts ed.) ǂw (OCoLC)43452693. |
| - | - __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. | + | * **785:** field used in the bib record of the __OLD TITLE__ to link to the name of the succeeding title. |
| - | - __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. | + | * Example: 785 00 The who's who in building & construction (Connecticut & Western MA.) ǂw (OCoLC)987576564. |
| - | === Serials: Subscription record === | + | We prefer to export RDA records. RDA records should have the following fields: |
| - | - In the Serials Module, go to [L] Subscription List. Hit Add. | + | * **040** somewhere in this string of libraries, you should also see $e rda |
| - | - 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. | + | * **336** text $b txt $2 rdacontent |
| - | - __Subscription Info. (2)__. Note field. Make sure “No” is checked under Send Claims and leave values at 0. | + | * **337** unmediated $b n $2 rdamedia |
| - | - __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. | + | * **338** volume $b nc $2 rdacarrier |
| - | === Periodicals: HOL record === | + | When you are done reviewing the record: |
| - | - Make a HOL record with Collection UPER. This will be for the future addition of bound volumes, and for unbound issues of Main periodicals. Link any transferred items of bound volumes (and items of unbound issues for Main periodicals) to this HOL record. Add subfield m, “Per” to the call number in the 852. Add an 866 field, and enter the first volume of the new title in the holdings statement. For Main periodicals, add a pattern, and “Open All” to generate expected issues for the first year. | + | * Add field **928** AUTHORITY |
| - | - For Science periodicals and Current News. & Mags. titles: Make a HOL record with Collection UPERC. This will be for the unbound issues. Make sure this HOL record is linked to the Subscription in the Serials Module. Add subfield m, “Per” to the call number in the 852. Add a pattern, and “Open All” to generate expected issues for the first year. | + | * **Update holdings** (Action --> Holdings --> Update holdings). You will now see that it says Held by AUM at the top of the screen. |
| + | * Export record using the **Export** button (square icon with an E and arrow) | ||
| - | === Serials: HOL record === | + | In Aleph: |
| - | - Make a HOL record with Collection UGEN. Make sure this HOL record is linked to the Subscription in the Serials Module. Link any items transferred from the old title to this HOL record. Create new items for all issues in hand belonging to the new title, affix a barcode to the pieces and wand it into the items. These items should have Material Type ISSBD (bound journal), Item Status 01 (regular), and Item Process Status PC (In process—Cataloging). Enter an 866 field indicating our holdings for the new title. The transferred Order Record for serials should be Type O (Standing Order) with a budget of SERIALS, as serials are not received through a Subscription pattern; inform Judy if different. | + | * Search for the new bib record in Cataloging, by copying the number that shows in the pop-up box: FCL01.######### (Copy everything after the ".") |
| - | - Delete dummy item with “Title Change in Process” in the OPAC Note. | + | * Using the split screen, open the bib records for both old and new title |
| - | - Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling. | + | * Use the **Tree Editor** tab (three small squares) on top cataloging bar to drag and drop the Order record from the old title to the new title |
| - | <file> | ||
| - | Reference titles require Collection URF in the HOL record. SEE NOTE(1) | ||
| - | </file> | ||
| - | | ||
| - | === Periodicals: Unbound issues === | ||
| - | - For any issues that need to be bound, create an item for the bound volume that will result, and link it to the UPER HOL record. (In the case of Science/Current News.& Mags. titles, if any issues of the new title need to be bound, create a UPER HOL record in addition to the UPERC HOL record.) Adjust the 866 accordingly in the UPER HOL record, add a To Bind slip with “HOK” noted on it, and give to bindery person. | + | ===== Closing old title ===== |
| - | - Main library: For any issues which will remain unbound, place them in a Princeton File (box) and give them to the Periodicals Receiver(s) to check them in, along with a slip requesting a label and title for the box, on which the Aleph Bib. number is included. | + | |
| - | - Science: Band unbound issues together and staple a Serials Information Form inside the front cover, including the Aleph Bib. number, and give them to the Periodicals Receiver to send to ISEL. | + | |
| - | - 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. | + | |
| - | === Final Procedures === | ||
| - | - Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling. | + | * Update 866 field in holdings. Remove the dash at end of holdings statement or add two back slashes if we hold the last issue of title. Add a 590 field saying title changed, [mo-dy-yr],[initials]. |
| - | - Local Holdings Records in OCLC. Update the LHR for the old title and create a new LHR for the new title. | + | * In (M) item list, remove the Order number from (3.) General Information (2). |
| + | * In the Internal Note field of the last item of old title, enter title changed, [mo-dy-yr], [initials]. | ||
| + | * In the Subscription List: Under 2. Subscription Info. (1), enter today's date in the To Date field. | ||
| + | * **Some of this information may need to be transferred over to the new title before you delete any of this information.** | ||
| + | * Under 3. Subscription Info. (2), in the Check In note field enter Title changed to [the new title Aleph Bib. no.], [mo-dy-yr], [initials]. | ||
| - | 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. | + | ===== New title ===== |
| - | + | * In the Serials Module, go to [L] Subscription List. Hit Add. | |
| - | //[[lucyd@library.umass.edu|Primary contact: Lucy deGozzaldi]]//. | + | * Fill in the required information under General Information (1): |
| + | * Sublibrary (UMDUB, UMSCI, etc.) | ||
| + | * Collection (UPER for pers, UGEN for serials) | ||
| + | * Material Type (ISSUE for unbound pers or ISSBD for anything bound) | ||
| + | * Item Status (12 for periodical-unbound, or 11 for bound. 01-Serials) | ||
| + | * Add item(s). | ||
| + | * Enter necessary values in Subscription Info.(1), including Sublibrary and Collection, Item Status 12, From Date and Vendor code (from order record), Today's date in From date, End date 12/31/2099. Enter Order number in appropriate box. The transferred order record for serials should be Type O (Standing Order) with a budget of **SERIALS**, if not, inform Judy. | ||
| + | * Subscription Info. (2). In check in note, enter any link by instructions if necessary. Info may have already been transferred from the old record to here. | ||
| + | * In Note field, add TITLE CHANGE. | ||
| + | * Enter Claim Dates and Discard/Binding figure. If it is a serial, make sure Print Label box is checked. | ||
| + | * Create a holdings record with Collection UPER or UGEN and link any items to this record as necessary. | ||
| + | * If it is a periodical, add an 852 field with subfield m Per. | ||
| + | * Add an 866 field, and enter the first volume of the new title in the holdings statement. | ||
| + | * Create a prediction pattern and open all to generate expected issues for the coming year. Make sure No is checked under Send Claims and leave values at 0 if it is a Serial. | ||
| + | * Make sure the HOL record is linked to the Subscription record in the Serials Module. | ||
| + | * Add a pattern, and Open All to generate expected issues for the first year. | ||
| + | * **In OCLC, update the LHR for the old title and create a new LHR for the new title.** | ||
| + | //[[ladydi@library.umass.edu|Primary contact: Diana Pacunas]]//. | ||
