Note: more detailed instructions for some steps can be found at: Serial adding: pre-Alma
Adding is the process of recording new serial volumes so that they are reflected in the catalog as part of the Library's permanent holdings. Adding is done preparatory to binding/labeling.
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.
Step 1: Locate and review the bibliographic record
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- From the overflow menu (...) select Items. If there is more than one location, select location first.
- Use checkboxes to select the issues that are to be bound. If binding multiple volumes, select only for one at a time. If binding a single issue by itself, just Edit it (skip next 4 steps).
- Click Manage Selected > Bind Items
- Click Next
- Fill in Work Order type: Acquisitions & Cataloging
- Click Create & Edit; Confirm
- Check that Material Type says Bound Issue (or Issue, if not to be bound)
- Fill in Item Policy: Gen
- Check that Receiving Date contains some information; if blank, fill in with today's date
- Fill in/update adding elements, using only Enum A , Enum B, and Chron I. Include designators. Patterns from migrated records may not be strictly followed, as there have been some changes from former practices.
- Enum A = first part of primary adding element (specified in the DESIGNATOR note on the holdings record), typically the volume numbernumerical designation including vernacular designators in abbreviated form. If binding an entire volume together, omit numbers; if splitting a volume into multiple parts, include numbers. Always required. If there is no numbering, date information may be used as primary and entered here rather than in Chron I.Enum B = second part of primary adding element, typically the issue number(s). Leave blank if binding the entire volume together.
- Chron I = date information beginning with year. If binding the entire year together, omit months. Do not use Chron J/seasons. If months are included, use vernacular abbreviated forms.
example:
Enum A: vol. 12 Enum B: no, no. 5-8
Chron I: 2020 May-Aug.
- Click Generate, which will fill in the Description field. Never update this field directly.
- Wand in barcode; confirm. Use removable tape to attach barcode to the inside front cover of the first issue of the unit.
Step 5: Review the binding slip
- Check that title, bound location, and call number are present and correct.
- Check that variable information (vol./no./date) includes what is necessary to appear on the bound volume’s spine.
- Make sure that any missing issues are noted.
Step 6: Update the item status
- Go to Fulfillment > Scan in Items.
- Change Status to Pre-bindery. (Or for volumes that are already hardbound or that will not be bound, Physical Processing.)
- Verify that Print Slip and Done are both set to No.
- Click in field: Scan item barcode, and scan.
Newly added binding units should be tied or rubber-banded together, with the binding slip tucked inside the front cover, and forwarded to the next processing team.
NOTE: When a serial title is being bound for the first or last time, insert a printout or other slip in the unit with a note indicating this.