Serials Workflow: Ceased & Cancelled Titles

Revised July 2020

1. Call up record. Hit Show, hit Serials. You will be in [K] Checkin mode.
2. Under Expected/Not Arrived (top screen), highlight and delete any expected issues beyond last issue of this title, if they exist.
3. Go to Subscription List (1). Under 2. Subscription Info. (1), change To Date: to the date of the end of the subscription.
4. Hit update.

Order Record. (Icon on farthest left.)

1. Under 2. General, enter CLS (Order Closed).
2. The following boxes should be checked off: Invoice status “complete” AND Arrival Status “complete.”
3. Under 3. Vendor, enter Subscription End: date of last issue/end of subscription. Hit Update. (Note certain fields may have to be adjusted, such as Material Type (S should be SE (serials) and List Price requires an entry of 0.01 if price is unknown).
4. If the title was cataloged as “Latest vol. only retained” and we are not keeping any of the pieces, retrieve the pieces and discard. Delete the record from Aleph and remove our holdings from OCLC.

Bibliographic record

1. Overlay record in Aleph with updated record from Connexion.
2. Make sure the OCLC record has updated 362 field, fixed field publication status and dates field data as necessary. Make revisions if necessary and replace the record in Connexion before exporting it to Aleph.
3. Sometimes there is a title change. Check OCLC record for 785 field. Follow instructions for Title Changes.

HOL record

1. Update 866 field to add the last volume information end of holdings.
2. Check for 866 indicators 41 and update correct if needed.
3. Change location if a transfer. (Add a new HOL record or edit the existing one, depending on whether our holdings are split; link items to appropriate HOL record.)

Periodicals: Item records For Science and Current News & Magazine titles, make sure items and subscription and HOL are linked to the stacks location.