(Aleph Workflow–Collection Services Division)
(Working Draft, 1/12/08)

Serials New Titles

Serial Receivers

  1. Download OCLC copy into Aleph. Make a printout of OCLC record. 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.)
  2. Call up record in Acquisitions/Serials Module. Attach an order record with the appropriate budget code, method of acquisitions, vendor, order group, etc.
  NOTE: Gifts do not need order records!
  1. Enter in the Library Note field: New title in process, [date], [initials].
  2. Create a dummy item with appropriate 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 and ISSBD for sers), and Item Status (12 for periodical-unbound, or 01 (regular) for serials). Insert Item Process Status “PC.”
  3. Insert OCLC printout into the serial or periodical, and put on the Cataloging & Processing New Title shelf.

Serials Cataloging Assistant

  1. Call up new title in Aleph by OCLC number on the included printout. If no OCLC record has been downloaded in Aleph, search the brief bib. by Title and check Connexion for the new title, enter its OCLC number into the brief bib. and overlay. If no record for the new title can be found in Connexion, give materials to Cataloger to create an original record.
  2. Catalog new title. If 856 field with url is present, delete it. If electronic version of title is available, send a message to eleres to ask if library wants the electronic version. Add a 928 field (AUTHORITY) and a 910 field, [initials] [date]. No 930 (OCLC update) field is needed if a Local Holdings Record is made. Create a Local Holdings Record in OCLC.
  3. Create attached records: Subscription record; HOL record; Item record.

Periodicals: Subscription record

In the Serials Module, go to [L] Subscription List. Hit Add.

  1. Subscription Info. (1). Enter necessary values in Subscription Info.(1), including Sublibrary and Collection, Item Status (12 for periodicals) 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.
  2. Subscription Info. (2). Make sure Send Claims is marked yes, and Print Label is checked. Enter Claim Dates and Discard/Binding figure. Note field: enter binding information per the following example: BIND MARK: vol, yr. Class A$0075$gold (Use other values as appropriate, for captions and colors.) 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

  1. Subscription Info. (1). Enter necessary values in Subscription Info.(1), including Sublibrary and Collection, Item Status (01 for serials) 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.
  2. Subscription Info. (2). Checkin note field: Enter “Ser Add. **SEE NOTES** and designations such as LATEST YEAR IN REF. and other special instructions. Example: Ser Add **SEE NOTES** Latest vol./year in Reference. SEND TO LORRAINE JAMES FOR IN-HOUSE PAM-BINDING UPON RECEIPT. MARK BY: yr. DO NOT AFFIX BARCODE TO ISSUE. Keep barcode with backing and staple to notes area of Ser/Add slip. Mark up slip as usual, but near top of slip add note: IN HOUSE PAM.

Periodicals: HOL record

  1. Make a HOL record with Collection UPER. This will be for the future addition of bound volumes, and for unbound issues of Main periodicals. Go to [L] Subscription List, HOL Links and hit “Create New.” Add subfield m, “Per” to the call number in the 852. Add an 866 field. If we have only unbound issues, enter the first volume of the new title in the holdings statement. If sending volumes for binding, enter these in the holdings statement. For Main periodicals, add a pattern, and “Open All” to generate expected issues for the first year.
  2. For Science periodicals and Reading Room titles: Make a HOL record with Collection UPER. 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.
  3. Add any notes for public view in a 952 field, subfield z, such as: “Library also has online access to this title”; “Supplements accompany some vols.” etc. Add any notes for staff in a 590 field.
Reference titles require Collection URF in the HOL record. SEE NOTE(1)

Serials: HOL record

  1. Make a HOL record with Collection UGEN. Add an 866 field, and enter whatever holdings we have in hand for the new title. Add any notes for public view in a 952 field, such as“Latest vol./year in Reference.” Add any notes for staff in a 590 field.
    ENTER LINK BY instructions in the 590 of the HOL record. SEE NOTE(2).

Periodicals: Item record

  1. Unbound issues. For the Main library (UMDUB), place any issues which are to remain unbound in a Princeton File (orange 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. These issues should be in the list of Expected Items generated by opening the pattern, and they will automatically be linked to the UPER HOL record, or UPERC HOL record for Science/Reading Room. For Science (UMSCI) band the 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. For new periodicals designated for the Popular Reading Area, band unbound issues together with Serials Information Form including the Aleph Bib. number and give to Periodicals Receiver to put on the Popular Reading Area shelf.
  2. Bound items. 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. Delete or edit any general item entered by Acquisitions. The item for the bound issues should have Material Type ISSBD (bound journal), Item Status 11, Item Process Status BD (at bindery), and the correct Description and Enum. and Chron. levels. Be sure to “ARRIVE” the item under 4. Serial Information, by entering today’s date under Arrival Date. Adjust the 866 holdings statement. Add a To Bind slip with “HOK” noted on it, and give to the bindery person.
  3. Remove “New Title in Process” from Order Record, Library Note field.

Serials: Item record

  1. Create new items for all issues in hand, affix a barcode to the pieces and wand it into the items, and link them to the UGEN HOL record. These items should have Material Type ISSBD (bound journal), Item Status 01 (regular), and Item Process Status PC (In process—Cataloging). Be sure to “ARRIVE” the items under 4. Serial Information by entering today’s date under Arrival Date. Enter an 866 field indicating our holdings for the new title. Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling.

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.

NOTE (2): LINK BY instructions which differ from BIND MARK or MARK BY instructons should be entered in the 590 of the HOL record.

Primary contact: Lucy deGozzaldi.

serials_new_titles.txt · Last modified: 2013/11/08 11:43 by sthomson
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