(Aleph Workflow-Collection Services Division)
(Working Draft, 2/2/08)

Serials Cancellations

Serial Receivers

  1. Retrieve unbound issues and pam box, or Templok, from Main stacks, Current Periodical Reading Room, or branch library as appropriate. Do not retrieve any Reference locations.
NOTE: Do not retrieve until all issues have been received!
  1. Count as cancelled on monthly statistics sheet.
  2. Call up record. Hit Show, hit Orders.
    • Under 2. General (bottom screen), insert cancellation code in the Order Status field (usually LC=Library cancelled). Insert a brief statement as to why the title is cancelled, i.e. “Cancelled as a journal assessment decision, [date], [initials] in the Library Note field.
    • Under 3. Vendor (bottom screen), enter date in Subscription End field. Hit Update.
  3. Click Serials Mode (book stack icon) You will be in [K] Checkin mode.
    • Under 2. Expected/Not Arrived (top screen), highlight and delete any expected issues (if they exist) beyond the last issue received/expected before the subscription is cancelled.
    • Under 1. All (top screen), highlight last issue received/expected before cancellation, and insert in the Internal Note field: CANCELLED. To C&P [date], [initials]. Hit Update.
    • Click on [L] Subscription List (1). Under Subscription Info. (1) (bottom screen) of current subscription, enter end date of the subscription in To Date: field.
    • When last issue is received, retrieve issues. Print call number label. Attach label to Serials Information form, write Aleph bib. number and “cancellation” on form.
  4. Give issues and Serial Information Form (if situation warrants) to Serials Cataloging Assistant.

Serials Cataloging Assistant

  1. If the title is a “cancelled print for online” (with an Order Record Status of CE), make sure we have online access before cancelling. If not, notify Electronic Resources staff.
  2. If the title was cataloged as “Latest vol. only retained” and we are not keeping any of the pieces, discard and count as discards on statistics sheet, delete the record from Aleph and remove our holdings from OCLC.
  3. Update the Local Holdings Record in OCLC.
  NOTE: Notify Reference about cancelled Ref. titles. See Note(1)

HOL Record

  1. Call up Aleph record in the Serials Module.
  2. Go to 4. HOL Links (bottom screen). Highlight UPER HOL record and hit Edit. Update the holdings statement in the 866 field to include the last volume rec’d, including issues going for binding. Indicate each gap with a comma followed by a space if bound vol. will be incomplete. Remove dash “-“ at end of statement. Add a 590 (staff note) field and enter: CANCELLED; record closed, [date], [initials]. If the title is a periodical with a pattern added, delete the 853X field. This will prevent the pattern from being opened for checkin of issues after cancellation, while preserving the pattern setup in the 853 field in case the title is reactivated. Save record to server.

Bibliographic Record

Update bib. record as necessary, adding notes re numbering irregularities, suspensions, etc.

Item Records

  1. Click “Items” at bottom of left column in Cataloging Module (or go to [M] Item List in left column of Serials Module). Highlight and delete any unnecessary items.
  2. Periodicals with unbound issues.
    • Collapse items for unbound issues into item(s) for the bound volume(s).
    • Highlight item. Under 2. General Information (1), enter appropriate information in Description field, following the format of items of previously bound volumes, or BIND MARK / MARK BY instructions if necessary, found under Subscription List, 3. Subscription Info (2) in Serials Module.
    • Enter Item Process Status: BH (In Process (pre-bindery)).
    • Under 4. Serial Information, enter current date into Arrival Date field.
    • Under 5. Serial Levels, adjust information as necessary. Hit Update.
    • Fill out a Binding Form to accompany unbound issues which should include in addition to required information:
      1. Aleph System #.
      2. Note “HOK” following vol. information. (Indicates holdings statement has been updated to include this vol.)
      3. Note “Cancelled” at bottom of slip.
    • Give unbound issues with Bindery Form to Bindery person.

NOTE (1): If the title was cataloged to a Reference location, email Reference (or ISEL) to notify them that the title has been cancelled (give title and Aleph bib. number) and that if they want to remove it from Reference, they should bring the volume(s) to the Serials Cataloging Assistant, or relabel it/them at ISEL and arrange with the Serials Cataloging Assistant to do the transfer in Aleph.

Primary contact: Lucy deGozzaldi.

serials_cancellations.txt · Last modified: 2012/10/18 13:53 (external edit)
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