This is an old revision of the document!
(Aleph Workflow–Collection Services Division)
(Working Draft, 3/12/09) IN PROCESS!!!
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.
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.
Found at W:/Aleph Implementation/User Guides version 18/v.18.01 Serials User Guide, p.25. Useful for troubleshooting.
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.
NOTE: DO NOT use 99 with whole (continuous) numbering systems!
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.
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 separations, 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.
NOTE: Approx. News. & Mag. titles in UMDUB will need UPERC HOL's. See link below.
Before opening pattern:
NOTE: Previously entered Harvard patterns may be present! See below.
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 i=year of starting issue. Subfield j=month of starting issue. Subfield 3=date first issue of start year is published. (Usually we’ve been making this the cover date of the first issue with 01 entered for the day unless otherwise specified, but it can also be the “expected date”—useful for cases when expected dates are earlier than the issue dates) Subfield 9=link to Subscription. This is required for the pattern to work. If only one HOL record is present, when the pattern is saved to Server, this subfield will automatically be entered. But 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. Usually it is copy=10, which has to be entered as 00010. Occasionally we’ll get a copy=20, entered as 00020.
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.
Push to Acquisitions Module. Hit the stack of books (Serials). Go to [L] Subscription List, 4. HOL Links. Make sure that the current subscription is highlighted, as well as the current HOL record (in which the pattern has been inserted. 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.
V. 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. Compare to the Innopac boxes and check to be sure they make sense.
A. Delete all “expected items” which have already been bound. (Bound items should appear under 1. All, in the Check In mode, as well as under [M] Item List accessed lower down in the left-hand column.)
B. Arrive all “expected items” which have already been checked in but not yet bound.