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

Serials Title Changes

Serial Receivers

  1. Retrieve unbound issues and pam box from the Current Periodical Room, Templok (Main stacks) or branch library as appropriate.
  2. Call up record. Hit Show, hit Serials. You will be in [K] Checkin mode.
    • Under 1. All (top screen), highlight last item of old title, go to 2. Arrival Form (bottom screen), and insert the OPAC Note field: Title changed with [vol./issue]. To C&P, [mo-dy-yr],[initials]. Hit 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.
  3. Search new title in OCLC, using the OCLC number found in the 785 field of the old title.
    • Download this record into Aleph, and call it up by OCLC number into the Serials Module. 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.)
    • In the Serials Module, hit [M] Item List
    • Create a new Item by hitting New at top of right column. Go to General Information (1) and fill in the required information: Sublibrary (UMDUB, UMSCI, etc.); Collection (UPER for Main periodicals, UPERC for unbound Science and Reading Room periodicals, or UGEN for serials); Material Type (ISSUE for pers or ISSBD for sers), and Item Status (12 for periodical-unbound, or 01 for regular).
    • Go to General Information (2) and insert in the OPAC Note field: Title change in process, [mo-dy-yr],[initials]
    • Add item.
  4. Give issues, printout of old title and any pertinent serial information to [Serials Cataloging Assistant]. Make sure issues of new title, just received, have been date stamped. (If issues are in Templok binder, give entire binder to Serials Cataloging Assistant.)

Serials Cataloging Assistant

Closing old title

  1. Use printout of old title to call up Aleph record by OCLC number, in the Cataloging Module. Recatalog to update/close/add appropriate fixed and variable fields referring to OCLC printout and last issue. If changing or adding subject or author fields, enter a 928 field with AUTHORITY in caps.
  2. 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].
  3. 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.
  4. Periodicals with unbound issues.
    • 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.
    • 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.
    • Give issues to bindery person, along with a Binding Form which should include in addition to required information:
      1. Note “HOK” next to vol. information.
      2. Note “Title changed” at bottom of slip.
    • 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.
    • 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

Bibliographic record

  1. Search the new title in Aleph by the OCLC number noted in the 785 field on the OCLC printout of the old title. If no OCLC record has been downloaded in Aleph for the new title, 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, 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.
  3. 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.
    • 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.
    • Transfer any items from the old title as necessary.

Periodicals: Subscription record

  1. In the Serials Module, go to [L] Subscription List. Hit Add.
  2. 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.
  3. 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.
  4. 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

  1. In the Serials Module, go to [L] Subscription List. Hit Add.
  2. 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.
  3. Subscription Info. (2). Note field. Make sure “No” is checked under Send Claims and leave values at 0.
  4. 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.

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. 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.
  2. 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

  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.
  2. Delete dummy item with “Title Change in Process” in the OPAC Note.
  3. Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling.
Reference titles require Collection URF in the HOL record. SEE NOTE(1)

Periodicals: Unbound issues

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. Delete dummy item with “Title Change in Process” in the Internal Note.

Final Procedures

  1. Insert a green slip into each piece, with [call no.],[initials] and put it on the serials truck for labeling.
  2. 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.

Primary contact: Lucy deGozzaldi.

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