(Aleph Workflow–Collection Services Division)
(Working Draft, 3/12/09) IN PROCESS!!!

Serials Prediction Patterns

Prediction patterns will be created for periodicals only (either newly-cataloged or previously-owned which are currently received but have been reported by Acquisitions as having no pattern or an incorrect pattern). We will not be creating patterns for serials.

Useful references

CHECKIN documents

Found in R:/info-processing/Serials. These provide information found in the Innopac checkin boxes for currently-received periodicals at the time of migration This information is especially important for filling in the gap between ALEPH implementation and shut-down of Innopac, during which periodical issues may have been received but not recorded in ALEPH. The CHECKIN boxes may also be useful for determining frequencies and expected arrival dates; and for resolving problems arising from “bad” boxes (i.e., never published information entered in Innopac which displays as an item in ALEPH). For titles owned by UM before ALEPH which have never had a pattern added, the old checkin number will be found under [L] Subscription List (1), 2. Subscription Info. (1), Order no. field.

ALEPH User Guide

Found at W:/Aleph Implementation/User Guides version 18/v.18.01 Serials User Guide, p.25. Useful for troubleshooting.

Procedures for creating pattern

Search the title in Aleph. Verify that it is a match with the piece in hand. Go to [L] Order List (1) in the Acquisitions module. The Order Record status should be SV (Sent to Vendor) indicating that it is currently received.

Subscription Record

  1. Click the stack of books (Serials icon.) Go to [L] Subscription List (1), 2. Subscription Info. (1). If the old Innopac checkin number exists, replace it with the current Order Record number.
  2. Go to 3. Subscription Info. (2). Delete anything found in the Item Statistic field.
  3. Check list of items (if present) and ascertain how many pieces have previously been bound together. If cataloging a new periodical, use judgment based on frequency and thickness of piece. Fill in Discard/Binding field.
    • Use 02, 03, 04 etc. for the number of issues to be bound together.
    • Use 90 for current-year-only periodicals.
    • Use 99 when whole volume units will be bound together, for example, when four issues of a quarterly will be bound into single volumes: unbound issues v.1:no.1-4 (2003)=bound issue v.1 (2003), and so on.
NOTE: DO NOT use 99 with whole (continuous) numbering systems!
  1. Set claiming pattern. Check arrival dates of previously checked-in items, and of item in hand. Refer to Innopac CHECKIN documents if needed. Estimate the difference between the cover dates on the issues and their arrival, and enter the number of days in the First Claim field. Leave following claims at 90 unless instructed otherwise.
  2. Make sure Print Label box is checked, and Send Claims is set at “Yes” unless instructed otherwise.

Item Records

Clean up list of item records if needed. Delete Item Process AR. Refer to CHECKIN documents mentioned above, if a gap is suspected. Delete peculiar items without legitimate barcodes.

HOL Record

Most periodicals for UMDUB (Main Sublibrary) will have unbound and bound issues shelved in the same location, requiring one HOL record with collection UPER (bound periodicals). UMSCI (Science Sublibrary) will require two HOL records for shelving unbound and bound issues in separate locations, with collection UPERC (unbound periodicals) and collection UPER (bound periodicals). The pattern will be entered into the UPER HOL for Main, and into the UPERC HOL for Science. UMDUB Exception: The unbound issues of approximately 90 popular magazines and newspapers will be shelved on the reading area on the 5th floor, in a separate location from the stacks. These will also require two HOL records, with collection UPERC (unbound) and collection UPER (bound).

NOTE: Approx. 90 UMDUB News & Mag. titles will need UPERC HOL's. See link. 

serials_popular_magazines_and_newspapers_list

Before opening pattern:

  1. Determine the frequency of the publication, from former item records, CHECKIN documents, evidence on the piece in hand.
  2. Determine the start year for the pattern to begin. This will be for the first year for which we have unbound issues, if present–or if all issues have been bound, the first year for which issues are expected. Note the volume number appropriate for that year.
  3. Click 4. HOL Links and press Edit on the right-hand column. Update 866 holdings statement if necessary.
NOTE:  Previously entered Harvard patterns may be present!  See below.
  1. Harvard patterns will have a 853 with a beginning Subfield 8. Often it is easier to delete them, as the starting issue and year will be incorrect. However, they may also be edited instead of adding a new pattern with “Expand from Template” if preferred.
  2. Open the pattern by clicking Edit on bar at the top of screen, and choosing “Expand from Template.”
  3. Choose appropriate frequency from left-hand column, and press Open. An 853 field and an 853X field will appear automatically in the HOL record. The 853 field defines the values to be entered in the pattern, and the 853X field fills them in. (For titles that don’t have straightforward frequencies, the information in the 853 field will have to be manipulated.)
  4. Enter the information appropriate for the title. Information for basic patterns follows. (More subfields exist for smaller levels of enumeration and chronology and more complicated situations, see the SERIALS MANUAL mentioned above).
    • Subfield a=first-level enumeration, most often vol. of first issue of start year.
    • Subfield b=second-level enumeration, most often no. of first issue of start year.
    • Subfield u=issues published per year (equal to or less than frequency).
    • Subfield v=whether 2nd level of enumeration is repeating or continuous.
    • Subfield i=year of starting issue.
    • Subfield j=month of starting issue.
    • Subfield w=frequency.
    • Subfield x=start date for next sequence (if middle of calendar year).
    • Subfield y=seasons, months etc. published, omitted or combined.
    • Subfield 3=cover date of first issue to be generated by the pattern, with 01 entered for the day. (ALEPH adds this subfield information to the figure entered into the “First Claim” field under [L] Subscription List, 3. Subscription Info. (2) (see above), to produce the “date expected” which displays in the OPAC. Subfield 3 can be manipulated if necessary, for example, if issues are arriving sooner than their cover dates.)
    • Subfield 9=link to Subscription. This is required for the pattern to work. If only one HOL record is present, this subfield will automatically be entered upon saving changes to the HOL. However, if two HOL records are present for two different locations, we have to manually enter this number. It can be found next to [S] Subscription in the Serials mode. For new periodicals it will be copy=1, entered as 00001; for previously-owned pers it will be copy=10, entered as 00010. Occasionally we’ll get a copy=20, entered as 00020.
  5. 590 Note. Except in weird cases where the 590 note which appears with the pattern might be helpful (as edited to fit our specific requirements), delete the 590. Save the HOL record to the Server.
  6. Push to Acquisitions Module. Hit the stack of books (Serials). Click on [L] Subscription List, and hit Open All on right side of top screen. A small hourglass will appear and blink off, signaling that the pattern has been constructed. If you get an error message, check to make sure the HOL record is linked to the Subscription, and that the subfield 9 is in place.
  7. Go to [K] Check In at left side of screen, and press the tab for 2. Expected/Not Arrived. “Expected items” generated by the pattern should appear. Make sure that pattern has been properly generated.
  8. De-dupe any “expected items” which have already been checked in.

Examples

Following is a link to screenshots of how various patterns have been generated, including some more complex situations.

serials_prediction_patterns_examples

Primary contact: Lucy deGozzaldi.

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