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five_college_annex_processing_procedures [2018/11/07 23:07] ldegozzaldi |
five_college_annex_processing_procedures [2018/11/07 23:23] ldegozzaldi |
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| A periodical beginning with a combined issue no.1 & 2 (1980): | A periodical beginning with a combined issue no.1 & 2 (1980): | ||
| - | 866 41 |a no.1/2 (1980)- NOT: no.1-2 (1980) | + | 866 41 |a no.1/2 (1980)- NOT: no.1-2 (1980) |
| Periodical holdings which end with an incomplete volume, i.e., the June issue of a monthly periodical: | Periodical holdings which end with an incomplete volume, i.e., the June issue of a monthly periodical: | ||
| - | 866 41 |a v.1 (1971)-v.20:no.6 (1990:June) OR: | + | 866 41 |a v.1 (1971)-v.20:no.6 (1990:June) OR: |
| - | 866 41 |a v.1 (1971)-v.20:no.6 (1990) | + | 866 41 |a v.1 (1971)-v.20:no.6 (1990) |
| - | NOT: v.1 (1971)-v.20:no.1-6 (1990) | + | NOT: v.1 (1971)-v.20:no.1-6 (1990) |
| 4. Use of double-slash to indicate that holdings include last issue published: Since double-slash is an artificial symbol with a meaning unclear to patrons, it should not be used. | 4. Use of double-slash to indicate that holdings include last issue published: Since double-slash is an artificial symbol with a meaning unclear to patrons, it should not be used. | ||
| - | 5. Gap’ method of indicating incomplete holdings: Gaps should be indicated with a comma followed by a space, in a single ‘866 41’ field. (Multiple 866’s make it difficult for Systems people to manipulate holdings data; these should be fixed as encountered. Entering a space after the comma prevents a long holdings statement from running off the edge of the screen. Examples: | + | 5. 'Gap' method of indicating incomplete holdings: Gaps should be indicated with a comma followed by a space, in a single ‘866 41’ field. (Multiple 866’s make it difficult for Systems people to manipulate holdings data; these should be fixed as encountered. Entering a space after the comma prevents a long holdings statement from running off the edge of the screen. Examples: |
| - | 866 41 |a v.16 (1998)-v.18 (2000), v.20 (2002)-v.24 (2006) | + | 866 41 |a v.16 (1998)-v.18 (2000), v.20 (2002)-v.24 (2006) |
| - | NOT: 866 41 |a v.16 (1998)-v.18 (2000), OR: | + | NOT: 866 41 |a v.16 (1998)-v.18 (2000), OR: |
| - | 866 41 |a v.20 (2002)-v.24 (2006) | + | 866 41 |a v.20 (2002)-v.24 (2006) |
| Preferred method: 866 41 |a v.1 (1991)-v.2:no.1 (1992), v.2:no.4 (1992)-v.2:no.5 (1992), v.3 (1993)-v.10 (2000) | Preferred method: 866 41 |a v.1 (1991)-v.2:no.1 (1992), v.2:no.4 (1992)-v.2:no.5 (1992), v.3 (1993)-v.10 (2000) | ||
| Line 151: | Line 151: | ||
| For complicated holding statements with many incompletes, “(with gaps)” may be used for recording holdings information. Example: | For complicated holding statements with many incompletes, “(with gaps)” may be used for recording holdings information. Example: | ||
| - | 866 41 |a v.1 (1991), v.2 (1992)-v.3 (1993) (with gaps), v.4 (1994)-v.8 (1998), v.9 (1999) (with gaps), v.10 (2000)-v.15 (2005) | + | 866 41 |a v.1 (1991), v.2 (1992)-v.3 (1993) (with gaps), v.4 (1994)-v.8 (1998), v.9 (1999) (with gaps), v.10 (2000)-v.15 (2005) |
| - | 5. Updated 866 fields and appropriate indicators: Older-style holdings statements indicating incompletes with brackets should be updated to reflect gaps in a format more comprehensible to patrons. Once updated, the indicators of 41 can be added. If time limitations or lack of knowledge prevent full updating, remove the brackets, enter (with gaps) after the incomplete volume, and add indicators of 31. | + | 6. Updated 866 fields and appropriate indicators: Older-style holdings statements indicating incompletes with brackets should be updated to reflect gaps in a format more comprehensible to patrons. Once updated, the indicators of 41 can be added. If time limitations or lack of knowledge prevent full updating, remove the brackets, enter (with gaps) after the incomplete volume, and add indicators of 31. |
| - | 6. Series/enumeration changes concerns: | + | 7. Series/enumeration changes concerns: |
| Series changes example: | Series changes example: | ||
| - | 866 41 |a v.1 (1961)-v.10 (1970); ser.2:v.1 (1971)-v.10 (1980); ser.3:v.1 (1981)- v.10 (1990) | + | 866 41 |a v.1 (1961)-v.10 (1970); ser.2:v.1 (1971)-v.10 (1980); ser.3:v.1 (1981)- v.10 (1990) |
| - | NOT: 866 41 |a v.1 (1961)-ser.3:v.10 (1990) | + | NOT: 866 41 |a v.1 (1961)-ser.3:v.10 (1990) |
| Gaps within a series (NOTE: ser.2 or n.s. etc. does not need to be repeated before each volume.) | Gaps within a series (NOTE: ser.2 or n.s. etc. does not need to be repeated before each volume.) | ||
| - | 866 41 |a v.1-v.10; ser.2:v.1-v.3, v.5-v.10; ser.3:v.1-v.10 | + | 866 41 |a v.1-v.10; ser.2:v.1-v.3, v.5-v.10; ser.3:v.1-v.10 |
| Enumeration changes example: | Enumeration changes example: | ||
| - | 866 41 |a no.1 (1980)-no.20 (1984); v.5 (1985)-v.10 (1989); 1990-1992 | + | 866 41 |a no.1 (1980)-no.20 (1984); v.5 (1985)-v.10 (1989); 1990-1992 |
| **III. DEP50 Item records:** | **III. DEP50 Item records:** | ||
| Line 177: | Line 177: | ||
| This box MUST still be checked for all FCDPT serial and monograph item records. In the interest of efficiency, the Depository staff prefer to treat all materials the same way, and so are not entering ANY tray number into HOL records. Checking the Temp. Loc. box allows them to record the tray number in the item call number field, by breaking the link to the 852 of the HOL record. If the box is not checked and any edits are made, the tray number will disappear and the location of the corresponding volume will be lost. | This box MUST still be checked for all FCDPT serial and monograph item records. In the interest of efficiency, the Depository staff prefer to treat all materials the same way, and so are not entering ANY tray number into HOL records. Checking the Temp. Loc. box allows them to record the tray number in the item call number field, by breaking the link to the 852 of the HOL record. If the box is not checked and any edits are made, the tray number will disappear and the location of the corresponding volume will be lost. | ||
| - | |||
| b) ITEM LIST Tab 2. General information (1): | b) ITEM LIST Tab 2. General information (1): | ||
| Line 201: | Line 200: | ||
| In the latter case, when the captions in the item description do not match anything on the spine, e.g. a volume bound as v.40, pt.1 (1953) is linked as v.40, no.1-6 (1953), Depository staff has requested that designation present on the spine (such as “pt.”) be added to the description field in square brackets: | In the latter case, when the captions in the item description do not match anything on the spine, e.g. a volume bound as v.40, pt.1 (1953) is linked as v.40, no.1-6 (1953), Depository staff has requested that designation present on the spine (such as “pt.”) be added to the description field in square brackets: | ||
| - | v.40, no.1-6 (1953) [pt.1] | + | v.40, no.1-6 (1953) [pt.1] |
| This will alert them that the spine will be different from the item description. | This will alert them that the spine will be different from the item description. | ||
| Line 211: | Line 210: | ||
| Use of dashes (-) versus slashes (/) in the item record. Dashes are generally used in the item description field instead of slashes, in the interest of brevity and saving time while linking. However, libraries may use their discretion. Examples: | Use of dashes (-) versus slashes (/) in the item record. Dashes are generally used in the item description field instead of slashes, in the interest of brevity and saving time while linking. However, libraries may use their discretion. Examples: | ||
| - | v.4, no.1-3 (1968), versus v.4, no.1/2-3 (1968) | + | v.4, no.1-3 (1968), versus v.4, no.1/2-3 (1968) |
| - | 1970-89, versus 1970/1971-1988/1989. | + | 1970-89, versus 1970/1971-1988/1989. |
| Use of parentheses for ‘Year’ information: The use of parentheses is recommended, as it conforms to ANSI standards and is easier for patrons to read. However, if previous items lack parentheses around the year, it is OK to add new items with or without the year information in parentheses. Libraries will use their discretion. Example: v.9 (2000) or v.9 2000 | Use of parentheses for ‘Year’ information: The use of parentheses is recommended, as it conforms to ANSI standards and is easier for patrons to read. However, if previous items lack parentheses around the year, it is OK to add new items with or without the year information in parentheses. Libraries will use their discretion. Example: v.9 (2000) or v.9 2000 | ||
| Line 232: | Line 231: | ||
| Incomplete volumes: When a periodical is bound with missing issues, “Inc” should be added to the end of the item description. Example: | Incomplete volumes: When a periodical is bound with missing issues, “Inc” should be added to the end of the item description. Example: | ||
| - | v.9 (1990) Inc; v.1-3 (1967-69) Inc. | + | v.9 (1990) Inc; v.1-3 (1967-69) Inc. |
| Information about the actual missing issues will be recorded in the ‘OPAC Note’ field located in ‘Tab.3 General Information (2). (See below.)\\ | Information about the actual missing issues will be recorded in the ‘OPAC Note’ field located in ‘Tab.3 General Information (2). (See below.)\\ | ||
| Line 240: | Line 239: | ||
| 5. Item Status will be assigned as follows: | 5. Item Status will be assigned as follows: | ||
| - | FCANN: 01 (monographs and circulating serials) | + | FCANN: 01 (monographs and circulating serials) |
| - | 02 (thesis) | + | 02 (thesis) |
| 11 (periodicals) | 11 (periodicals) | ||
| 13 (Affiliate Collections) | 13 (Affiliate Collections) | ||
| Line 267: | Line 266: | ||
| For volumes bound in 2 or more physical units, it will also be necessary to fill in Enum.Level.2 (typically with number information). In the case where a publication lacks numbers but is divided by months, enter a numerical value (i.e., 1 for Jan., 1/3 for Jan-Mar, 4 for Apr, etc.) into Enum. Level. 2, to assure that the items sort correctly. It is not necessary to fill-in the Chron. Level.2 (2) tab which typically contains month information, since this tab has no effect on volume sorts. | For volumes bound in 2 or more physical units, it will also be necessary to fill in Enum.Level.2 (typically with number information). In the case where a publication lacks numbers but is divided by months, enter a numerical value (i.e., 1 for Jan., 1/3 for Jan-Mar, 4 for Apr, etc.) into Enum. Level. 2, to assure that the items sort correctly. It is not necessary to fill-in the Chron. Level.2 (2) tab which typically contains month information, since this tab has no effect on volume sorts. | ||
| - | IV. Depository packing slips | + | **IV. Depository packing slips** |
| Serials and periodicals require a “Five College Library Repository Item Transfer Packing Slip” but monographs do not. See {{ ::repository_transfer_packing_slip_110718.docx |}}. NOTE: The only materials that should be sent to the Bunker (FCDPT) are replacements for incomplete volumes, after verifying with FCLRC Staff. | Serials and periodicals require a “Five College Library Repository Item Transfer Packing Slip” but monographs do not. See {{ ::repository_transfer_packing_slip_110718.docx |}}. NOTE: The only materials that should be sent to the Bunker (FCDPT) are replacements for incomplete volumes, after verifying with FCLRC Staff. | ||
