Linking Serials From Barcoded Sheets


If you have questions, please contact Ann Kardos


  1. Type the bib number into the Record Bar box in the upper left corner of Aleph. If no bib number is present locate the item by call number and verify the bib number (see Tips and Troubleshooting).
  2. In the lower left tree under UMA50, double click on the text “Items.”
  3. Are any items linked?
    • No, there are no linked items on either Aleph or under “Linked” on the right side of your barcoded sheet. An item without a description is probably a dummy and can be used to begin linking. The dummy barcode range is 312066017000013-312066025790305. Dashed barcodes may signify a dummy, unbound, or electronic item. Continue on to “Create items” below.
    • Yes, linked items are present on Aleph and under “Linked” on the right side of your barcoded sheet. Tip: 1995+ items are almost always linked.
  4. Duplicate an item. In the Aleph list (upper right screen) an item will be hi-lighted. Click Duplicate to get an item template. Do not duplicate electronic items (which display a status of “Internet”), UMSCI (ISEL items), Reference, unbound or any other items with differing codes. Original item tab2 codes will be duplicated (tab3 notes will not) so check to be sure that the item you are duplicating has the codes you want (see Tips and Troubleshooting).
  5. Create items. The first barcode on the sheet should have a description next to it. After taking a look at notes for anything unusual,
    • Click on item tab 2 (for correct existing codes see Tips and Troubleshooting). The Item Process Status of your new item should be blank unless you are creating a missing (n.o.s.) item.
    • Add Description field information following the pattern set by the screeners such as “v.35 no.2 1988-89” or “1979 pt.1”. For modifiers such as Inc., Index, Suppl. see Incompletes, Indexes, Supplements and Missing Items.
    • Enum Level 1 is given a number taken from the Description. Use only a number, such as “35” for v.35 or “1983” for a date. Enum Level 2 is used if there is a second level. Use “2” for v.35 no.2 or 1983 pt.2. This number is used only for sorting items. See Tips and Troubleshooting for sorting problems and examples below.
    • Wand the barcode into the Barcode field.
    • Incompletes? Use Item Tab 3 to fill in “LACKS” or “HAS” notes. See Incompletes, Indexes, Supplements and Missing Items.
    • Item Tab 4. Enter today’s date in the “Arrival Date” field by clicking on the box or by macro.
    • Item Tab 5. Fill in Chron Level 1 with the year from the Description field.
      • A Description field reading v.31 no.4-6 1971 would use the following Enum and Chron fields:
        • Enum.Level.1=31
        • Enum.Level.2=4-6
        • Chron.Level.1=1971
      • Chron levels 2 and 3 don’t affect sorting, so are not used. The following works for a Description reading “1960 no.3-5” or “1960 v.3-5” or “Mar-May 1960” or “1960 Mar-May”:
        • Enum.Level.1=1960
        • Enum.Level.2=3-5
        • Chron.Level.1=1960
  6. Enter or click Update to save changes.
  7. Return to “4.Duplicate an item” until all items have been linked. Continue to fill in Description fields, Enum levels, barcodes, arrival dates and Chron levels.


  1. Barcode check. A quick visual check of barcodes on the items screen will ensure that all barcodes have wanded in well.
  2. OPAC check.
    • Click the little box at the top right corner of the screen, second line down called “Edit BIB record.” This is 96% reliable in bringing up the correct bib record.
    • Ctrl O brings up the OPAC public view catalog.
    • Click on “Click here for call numbers and availability.” Scroll down.
    • Compare the list of items in Aleph against the holdings statement located above the list. Make sure all volumes are either “Available” or “Missing.”
    • If any volume is “Expected” it either has not yet arrived (relatively recent volumes) or you forgot to add the arrival date. Go back to the item record and change it if it is not an unbound volume.
    • If the call number does not show, the item is probably not linked to the HOL record. Either go back to item Tab 6 and link it or ask us.
    • Look for gaps, typos or inconsistencies.
    • The holdings statement should match the list of items. See Tips and Troubleshooting). All volumes should be accounted for. If the barcoder missed volumes or potentially made a mistake, please note the problem and put the sheet in the “Linking Questions” folder.
    • If a stacks check is needed, link all volumes, add a note with your question, a note that all volumes have been linked, and put the sheet into the “Stacks Check” folder.
    • Put completed sheets into the “Linked Sheets To Be Checked” tray.
    • Keep statistics. Record the number of volumes linked under “From Stacks”, “Ser/Per” on a Linking Project statistics sheet.

Incompletes, Indexes, Supplements and Missing Items


Add “Inc.” at the end of the description. Go to Item Tab 3 and add an OPAC note. Copy the LACKS or HAS information that has been written with the Description. Here are some examples:

  • LACKS #4
  • LACKS v.67#10-12
  • HAS #3-4, 7-8, 11

Indexes and Supplements.

  • Modifiers such as Index, Suppl., Inc., etc. are always written at the end of the Description line. If the piece is an actual Index or Supplement bound separately, the item will appear as follows:
    • v.1-10 1980-89 Index
    • v.73 Jan-Jun 1970 Index
    • 1992 Suppl.
    • v.12 1991 Special Issue
  • If the piece is a numbered issue of a serial/periodical with an Index, Supplement or Special Issue bound with the issue, add (+):
    • v.23 no.7-12 2002 +Index 16-20
    • v.17 no.6-9 1996 +Special issue
    • v.39 1998 +Suppl.
  • A volume with description “v.21-40 1955-60 Index” needs Enum and Chron levels that place it after the last volume covered by the index.
    • Enum.Level.1: 40.2 (use a number that will place it after the last volume number)
    • Chron.Level.1: 1960 (use the last date)

Missing items.

  • “N.O.S.” items on barcode sheets: IF the item record does not already exist, create an item with an ALEPH-generated barcode (by clicking the ADD button without wanding in a barcode). Add “SF” for first search in the Item Process Status. Remember not to duplicate this item because the SF code will transfer!
  • Missing items that turned up during barcoding: Just remove “SF” from Item process status and wand in the barcode. Make sure that the description is correct etc.

Tips and Troubleshooting

Bib number missing on barcoded sheet.

  • Search by call number in the Search/Browse screen. Use Base “UMA Staff Cat” and Headings List “LC Call Number.” Check for multiple records (title changes) of a publication. Choose one that matches the title, double click it, and check the holdings at the bottom of the Show screen against the holdings listed on your sheet. Click the Items button on the lower right to begin linking items.


  • Many periodical/serial descriptions use one of the following formats:
    • Volume = v.
    • Number = no.
    • Part = pt.
    • Series = n.s. (new series), ser. (series, for example “ser.3”)
    • First etc. = 1st, or 1st ed.
  • There is no space between the period and the number (“v.2”) and all letters are lower case. Volume, number, and parts are never made plural if there is more than one, i.e. “no.1-5” not “nos. 1-5.”
  • Years are entered as follows in the Description Field: 1986-88 (not 1986-1988). Only when they cross the century mark are both years typed in full: 1999-2005.
  • A volume spanning parts of two years separates months from years. For example, a volume spanning Apr 1978-Jun 1979 is described as v.16 Apr-Jun 1978-79.

Duplicating items.

  • All item tab2 codes, including Science Library codes, transfer to new items. Item process codes such as SF (Missing), PC (In Process) or MI (Withdrawn) in the original will show up on a duplicated item. Science Library codes duplicate as well. Notes in item tab3 do not duplicate. 

Enum and Chron levels.

  • Making a change to existing enum and chron levels may disable x-links. If there is any chance that the item is x-linked to another bib (it isn’t always easy to tell), please check with us.
  • A volume with description “v.21-40 1955-60 Index” needs Enum and Chron levels that place it after the last volume covered by the index.
    • Enum.Level.1: 40.2 (use a number that will place it after the last volume number)
    • Chron.Level.1: 1960 (use the last date)

“Expected by…”

If “Expected by…” shows up on public view it means one of two things.

  • The arrival date was not added and should have been. This needs to be fixed.
  • The item is an unbound issue that has not yet arrived. Leave as is.

Holdings statement

  • The old style uses brackets and commas to show incompletes:
    • 31-[44]-[55]-65,69-[77]-80
  • The new style spells out exactly what we own:
    • v.31 (1966)-v.44:no.1 (1977), v.44:no.3-5 (1977), v.44:no.7 (1977)-v.55:no.5 (1989), v.60 (1990)-v.65 (1995)
  • A change in format is separated by a semi-colon and does not signify a gap:
    • v.5 (1984)-v.8:no.2 (1987); 1988-1990
    • no.1-no.5; new ser.:no.1-no.10

Item Header Configuration

Column headings on the item screen can be changed to include arrival, notes etc. by right clicking on the header furthest to the right above the item list.

Item tab2 field codes should be:

  • Sublibrary = UMDUB
  • Collection code = UPER for periodicals or UGEN for serials
  • Material Type = ISSBD for both pers and sers
  • Item Status = 11 for periodicals, 01 for serials

“Linked” item is missing.

  • If the first linked item is missing from the linked items list but shows in public view it is probably x-linked to an earlier bib. As long as it shows up in the public view all is well. Please check with us if you have questions.
  • If there are no items available, please check with us and we will set up a new item.

Sorting problems?

  • Below the Aleph items list is a box called “Sort Options.” If this is set on “Vol./Desc./Library/Collection” items should sort correctly. But if they don’t…
  • Check the Material Type. Bound serials and periodicals use Material Type ISSBD. If there are items with another Material Type, they will sort separately. Do not change unbound issues.
  • If there is nothing in Enum level1 and numbers in Enum level2, Aleph will not sort the items. Filling in Enum level 1 should fix the problem.


If you have access to MacroExpress and would like help setting up macros, please let us know. We also have instruction sheets available.

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