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serials_title_changes [2017/08/17 17:26] annk [Receiving] |
serials_title_changes [2017/11/30 16:09] dpacunas [New title] |
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| - | (Aleph Workflow--Collection Services Division)\\ | + | (Working Draft, updated 11/30/2017) |
| - | (Working Draft, 2/2/08) | + | |
| - | ====== Serials Title Changes ====== | ||
| - | ===== Receiving ===== | + | ====== **Serials Title Changes** ====== |
| - | - Retrieve unbound issues and pam box. | ||
| - | - 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], [mo-dy-yr],[initials]. **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. Catalog according to fastcat for serials section below. | ||
| - | - If not found in OCLC, create a brief bib record in Aleph with the following fields : 100, 245 and 260. Ask Rebecca if you have questions. | ||
| - | * **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) | ||
| - | * Add item. | ||
| - | ===== Cataloging ===== | ||
| - | ==== Closing old title ==== | + | * Search old title in OCLC and make a printout. |
| + | * Search new title in OCLC (F2), 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 issues to Ann to create an original record.** | ||
| + | * 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. | ||
| - | - 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. | + | - **022** ISSN (not present for all serials) |
| - | - 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]. | + | - **050/090** XX1234 $b .X23 (if no call number, still export record, then give title to cataloger) |
| - | - 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. | + | - **245** Title : $b subtitle / $c statement of responsibility (serials may not have statement of responsibility, or author) |
| - | - Periodicals with unbound issues. | + | - **246** Parallel title or variant title, generally seen in foreign language titles (You may see multiple 246 fields) |
| - | * 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. | + | - **264** Place of publication : $b Publisher, $c Date of publication |
| - | * 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. | + | - **300** volumes : $b illustrations (this field may not be present) ; $c size in cm |
| - | * Give issues to bindery person, along with a Binding Form which should include in addition to required information: | + | - **310** Frequency note |
| - | - Note “HOK” next to vol. information. | + | - **362** Statement of first issue or last issue or ceased |
| - | - Note “Title changed” at bottom of slip. | + | - **588** Source of title note (You may see multiple 588 fields) |
| - | * 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. | + | - **650** check for subject headings here |
| - | * 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 ==== | + | You will generally see one or more of these linking fields in serials records |
| - | === 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. | + | * **780:** field used in the bib record of the __NEW TITLE__ to link to the name of the previous title. |
| - | * If no OCLC record has been downloaded in Aleph for the new title, search for a brief bib by title | + | * Example: 780 00 Blue book building and construction (Connecticut, Western Massachusetts ed.) ǂw (OCoLC)43452693. |
| - | * Then search Connexion for the new title | + | * **785:** field used in the bib record of the __OLD TITLE__ to link to the name of the succeeding title. |
| - | * Add the OCLC number from the Connexion record into the brief bib using the 035 field, following the example format below: | + | * Example: 785 00 The who's who in building & construction (Connecticut & Western MA.) ǂw (OCoLC)987576564. |
| - | * The format depends on the number of digits in the OCLC number. Ask a cataloger if you have questions. | + | |
| - | * Example: 035 _ _ (OCoLC)on1234567891 or (OCoLC)ocn123456789 or (OCoLC)ocm12345678 | + | |
| - | * **NOTE:** If no record for the new title can be found in Connexion, give materials to Cataloger to create an original record. | + | |
| - | ==Fastcat standards for serials== | ||
| - | **RDA records will always have an 040 $e rda** | + | **RDA records will always have an 040 $e rda** |
| - | Please ensure all information has been accurately transcribed from the title page, title page verso, colophon, cover, etc. | + | * **336** text $b txt $2 rdacontent |
| - | - 245 $a Title : $b subtitle / $c statement of responsibility (serials may not have statement of responsibility, or author) | + | * **337** unmediated $b n $2 rdamedia |
| - | - 260 $a Place of publication : $b Publisher, $c Date of publication | + | * **338** volume $b nc $2 rdacarrier |
| - | - 300 $a volumes : $b illustrations (this field may not be present) ; $c size in cm | + | * Add field **910** Initial and date in this format: ABC 06/20/2017 |
| - | - | + | * Add field **928** AUTHORITY |
| - | - 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. | + | **Update holdings** (Action --> Holdings --> Update holdings). You will now see that it says Held by AUM at the top of the screen. |
| - | * 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. | + | Export record to overlay using the **Export** button (square icon with an E and arrow) |
| - | * Transfer any items from the old title as necessary. | + | |
| + | Search for the new bib record in **Aleph** Cataloging Module, by copying the number that shows in the pop-up box: FCL01.######### (Just copy everything after the ".") | ||
| + | |||
| + | **Remove the order number from the Subscription Info. List in the old title record but write down the number first!!** Find the bib. record for both old and new title, and have both on a split screen. Use the **Tree Editor** tab (three small squares) on top cataloging bar to move the Order record from the old title to the new one. | ||
| - | === Periodicals: Subscription record === | ||
| - | - In the Serials Module, go to [L] Subscription List. Hit Add. | + | ===== Closing old 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. | + | |
| - | - __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. | + | |
| - | === Serials: Subscription record === | ||
| - | - In the Serials Module, go to [L] Subscription List. Hit Add. | + | * 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]. |
| - | - 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. | + | * In (M) item list, remove the Order number from (3.) General Information (2). |
| - | - __Subscription Info. (2)__. Note field. Make sure “No” is checked under Send Claims and leave values at 0. | + | * In the Internal Note field of the last item of old title, enter title changed, [mo-dy-yr], [initials]. |
| - | - __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. | + | * 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]. | ||
| - | === Periodicals: HOL 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. | + | ===== New title ===== |
| - | - 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. | + | |
| - | === Serials: HOL record === | + | * In the Serials Module, go to [L] Subscription List. Hit Add. |
| - | + | * Fill in the required information under General Information (1): | |
| - | - 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. | + | * Sublibrary (UMDUB, UMSCI, etc.) |
| - | - Delete dummy item with “Title Change in Process” in the OPAC Note. | + | * Collection (UPER for pers, UGEN for serials) |
| - | - Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling. | + | * Material Type (ISSUE for unbound pers or ISSBD for anything bound) |
| - | + | * Item Status (12 for periodical-unbound, or 11 for bound. 01-Serials) | |
| - | <file> | + | * Add item(s). |
| - | Reference titles require Collection URF in the HOL record. SEE NOTE(1) | + | * 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**, as serials are not received through a subscription pattern; inform Judy if different. |
| - | </file> | + | * 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. |
| - | === Periodicals: Unbound issues === | + | * 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. | |
| - | - 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. | + | * If it is a periodical, add an 852 field with subfield m Per. |
| - | - 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. | + | * Add an 866 field, and enter the first volume of the new title in the holdings statement. |
| - | - 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. | + | * 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. |
| - | - 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. | + | * Make sure the HOL record is linked to the Subscription record in the Serials Module. |
| - | - Delete dummy item with “Title Change in Process” in the Internal Note. | + | * 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.** | |
| - | === Final Procedures === | + | |
| - | + | ||
| - | - 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. | + | |
| - | + | ||
| - | + | ||
| - | 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]]//. | + | |
| + | //[[ladydi@library.umass.edu|Primary contact: Diana Pacunas]]//. | ||
