Continuations are published in multiple volumes but with a foreseeable/planned end, i.e. a 20-vol encyclopedia. Sometimes all volumes are available at once, in which case we order the set as a multi-volume monograph and do not treat it as a continuation. If, however, the volumes are published one at a time, we set up a Contin order so we can receive each volume as it arrives, e.g., Complete Works of John Milton.
Types of Monographic Continuations include Contin A/Vs, Contin Anals, and Contin Cat Seps. Each type is defined in the Glossary. To summarize,
(Note: Contin A/Vs are sometimes found *within* either Contin Anals or Contin Cat Seps.)
When creating order records for a contin, use material type CN. Add library note for receiver stating how many volumes are expected or which ones in particular if not ordering all.
Use “Standing order” budget for these.
Tab 3. Add a vendor note specifying that you want a standing order and what volumes you need—either “Standing order for volume 1+” or “Standing order for volume 3,5+ all future” (if we already own some of the set).
Tab 4. Number of units should reflect actual or estimated number of vols. expected. List price should be total cost of entire set.
As each vol. is paid for, Aleph will know when all the money has been expended. As each volume is received Aleph will subtract from the total expected.
When arriving each vol. be sure you include a note regarding which volume you have received each time or its title, so that when you look at “arrival”, you will see exactly which vols. have come in.
It is not always obvious when receiving a volume which type of continuation is being received, or even whether it is a volume in a continuation or stand-alone volume that is held. Sometimes the order record contains a note saying that this is e.g. a Contin Cat Sep. To be sure about an item's status as a Contin, you can go to Overview>Series Tab>Subscription List, where there should be such a label. There may be additional notes and instructions here.
Each volume of a Contin Anal or Contin Cat Sep must be accounted for in at least two places. It needs to first be received on its cover record, with an Arrival note listing its individual title as well as its number, if it has a number. The Holdings Record must also be updated. The book must then be linked to an individual monographic record. This may be done immediately after the item is received on its cover record, or it may be placed on the shelves labelled “Contin Anal” or ”(Contin) Cat Sep,” for a staff member to complete this process later.
A Contin A/V needs only to be received on its single record, with a note in the Arrival record saying which volume has been arrived. The receiver adds a routing slip to the book, writing down the ADM number and “Contin A/V” plus the call number. The Contin A/V volume is then put on a shelf for cataloging. For instructions on cataloging Contin A/Vs, see Adding Volumes
Additional areas to be discussed: Contin AVs within Contin Anals and Contin Cat Seps. Contin AVs can *also* occur with serials, ie, within Ser Anals or Cat Sep serials.
New Procedures (2012) relating to noting price information : if you receive an item that's part of a continuing resource, but are not creating an item record for it at the same time, record the order number of the cover record, then make a copy of the invoice and insert it into the volume being received before giving the invoice to Rebecca or Judy. The person who creates the item record needs to record the price information for that individual volume in the item record, under the third tab, “General Information (2).” Also under “General Information” in the item record, the person creating the item record will record the order number, which the receiver will have written next to the cover title on the invoice. The individual monographic item received on the standing order will not have an order record, only an item record.
Some items received as Cat Seps do not have paperwork and prices associated with each individual item. These include many UMass Press and Brookings Institution titles. If you're cataloging items found on the Cat Sep shelves that do not have paperwork, and which are published by one of these publishers, both the order number and the price fields may be left blank in the “General Information” tab, just as would be done if you were receiving gifts. They should still be coded as Cat Sep 03 in the item record, however, despite the lack of price information.
When receiving invoices—be sure “number of units” reflects how many vols you are receiving with each invoice entry as it defaults to the total.
Uncheck “check subs. Date overlap”—we haven’t figured out how to permanently uncheck it so it needs to be done each time.
Include note that specifies what vol you are paying for with each entry. So that when you look at “invoice”, you will see exactly which vols. have been paid for.