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If received unbound, serial issues may be shelved at an unbound location first, until enough issues are collected for a bindable unit; they are not added until ready for binding. All hardbound volumes are added on receipt. Some softbound volumes may also be added on receipt, if they will be bound/labeled singly due to thickness, infrequency, etc.

Adding involves these basic steps (more detail on each step follows):

1. suppress the corresponding receipt records  (changed with Alma)
2. review the bibliographic information
3. check the piece(s) in hand for completeness, correct order, supplements, etc.
4. update the holdings summary record
5. create/review an item record for each unit, with barcode assigned
6. check that the binding slip is complete and correct
7. charge the units and send them on for the next stage of processing (changed with Alma)

For more information on any part of this procedure, consult the Serials and E-Resources Team (SeERs).

Glossary of selected terms:

Bindable unit = a group of issues that will be bound together, or a single issue that will be bound/labeled by itself. Can also be called an "item".

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Title proper = the chief name of a serial; includes any part designations and/or part titles, but excludes parallel titles, other title information, and statements of responsibility. Corresponds to the bib record’s 245 field, subfields a, n, and p only. This is the portion of the 245 field that is important for identifying title changes.

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Step1 Step1

Step 1: Suppress the corresponding receipt records

(changed with Alma; this is now done as part of the item record creation, Step 5 below)

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Some currently received serials have no checkin records in Acq, so will need to be searched in Cat directly.

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Step2 Step2

Step 2: Review the bibliographic information

In Voyager Cat, verify that the record is the correct one, by checking title and date range. Do not make any updates. If in doubt, consult the Serials and E-Resources Team (SeERs).

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If issuing body has changed, refer to a serials cataloger/SeERs Team for an adjustment and possible NACO work.

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Step3 Step3

Step 3: Check the piece(s) in hand for completeness, correct order, supplements, etc.

Flip through each issue in the bindable unit to make sure that all are in the correct order. Check that any missing issues have been noted on the binding slip. Note: volumes going to Recap generally cannot be added incomplete; they should be rearranged into complete units if at all possible, or boxed so that issues can be added later without altering the item's size.

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• Advertisements should be discarded.
• Duplicate issues should be removed.
• Annual indexes may need to be tipped into previously bound volumes.
• Cumulative indexes should always be bound separately, and require a bib. adjustment; refer to a serials cataloger/SeERs Team.
• Errata should be inserted in relevant piece, preferably at relevant page.
• Supplements and special issues are often, but not always, bound with the main title; check the record for notes about previous supplement treatment:
  BIB  525a Supplements accompany some vols. - means supplements are bound in with main title
  BIB  770t [Supplement title] – indicates a separately-cataloged supplement; do not add to main title
  MFHD  866z  - may contain additional notes about supplement treatment
  If none of these notes are found, refer to a serials cataloger/SeERs Team for a supplement decision.
  When being bound in with the main title, a supplement should immediately follow the issue it was received with, unless a designation on it suggests a different order.
• CD/CD-ROM supplements can be sent with the volume, with a note on the binding slip asking to have a pocket made. They should be marked with a sharpie pen as instructed here:
  http://library.princeton.edu/departments/tsd/katmandu/phystrea/cdrom.html

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Step4 Step4

Step 4: Update the holdings summary record

Click on Retrieve Holdings (strapped books icon) to retrieve the holdings record (“MFHD”). If multiple MFHDs are present, select the correct one from the list.

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866 _0 |a  1984-1988; 1999-2001

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Step5 Step5

Step 5: Create/review an item record for each unit, with barcode assigned

In many cases preliminary item records will already have been created, for tracking purposes, by staff who collect material for binding. These records still need to be reviewed and adjusted if necessary. (changed with Alma)

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If item records are out of order, move them up or down to fix.

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Step6 Step6

Step 6: Check that the binding slip is complete and correct

Serial units traveling from various library branches/locations are accompanied by a slip with binding information as determined by the staff who prepared them. The two types of slip most commonly seen are BIS slips (or similar ones created in branches) and old-style advice slips; both contain the same basic information. These slips serve to match each binding unit to the right catalog and binding records and to specify spine markings for each bound volume. They need to be reviewed and corrected where necessary.

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For incomplete units, the Notes area on the BIS slip is also used to specify whether the unit is to be bound as is or in temporary binding. The advice slip has check boxes to indicate this decision, and also a line to list missing issues. Regardless of binding decision, all incomplete units should be accompanied by a “This Volume Lacks” slip listing what’s missing plus the date of adding.

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Step7 Step7

Step 7: Charge the units and send them on for the next stage of processing

(changed with Alma; units are no longer charged, but instead need to have Status updated)

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