Preliminary Item Records

This procedure is obsolete with Alma.

Updated 10/2018

This is a preliminary procedure for unbound serial issues being prepared for adding/binding, before they are sent to 693 Alexander. Assigning a barcode at this point enables tracking of these issues while in process. One barcode is used for each bindable unit.

• Log into Voyager Acquisitions, Cataloging, and Circulation.
• Locate the correct check-in record in Acquisitions, under: Check-In -- Serials History. Searches have automatic end truncation, so it's not necessary to type long titles in full. Double-click on the title, or click Select button, to view check-in history. Use the ellipsis button  to bring up the corresponding bib. in Cataloging. When returning to this screen to search a new title, click Start Over button to return to the search box.

Note: Optionally, titles can be searched directly in Cataloging, but starting in Acquisitions/Serials Check-In has advantages: only records for recently received periodicals show up, making it easier to pinpoint the relevant title; and it's an opportunity to review receipts and ensure bindable units include all relevant issues.

• Verify that the bib. record is the correct one, by checking title (245 field), numbers and dates (362 and 008 fields). Do not make any updates.
• Click on Get Holdings (strapped books icon)  to display the holdings record, also called the MFHD. If multiple MFHDs are present, select the correct one from the list. Do not make any updates.

Note: Many serials have partial holdings in a Recap location, and whether it is a newer or older run of volumes that has been recapped varies. If unsure where the new item should be added, check the 866a holdings statements for both locations. In general, new units will be added to the location with the most recent holdings.

• Click on Get Items (stacked books icon)  to display existing item records for this copy.
• Scroll down to find a recent item that is similar to the one in hand. Select an item for copying and click OK.
• From "Record" menu at top, select "Make a copy."
  Important: This step must not be omitted, or you may accidentally update an existing item instead of creating a new one.
• With cursor in barcode box, wand a new barcode.
• With removable tape, attach the barcode to the inside front cover of the first issue in the binding unit.
  Important: Do not peel off the backing, as this is not the permanent barcode position.
• Update Enum and Chron fields to match new volume (more detailed information below). Generally follow existing patterns.
• Save the item record to the database by clicking on the boat icon. 
• If adding more than one unit of the same title, repeat the last 5 steps ("Make a copy," etc.)
• Close all open windows for the record.
• Charge unit to "Serials Acquisitions Unit for adding" (patron barcode 22101002622611) or to "SeERs for adding" (patron barcode 22101001889021), as directed for your branch/location. When charging items for certain locations (e.g. Recap), Circulation will show a warning message; it's ok to override. You may prefer to stack up a number of volumes and charge them all at once, rather than one by one.
• Insert binding slip just inside the front cover of each volume. Use rubber bands or string to fasten multi-piece units together.

About Enum and Chron:

The data in these fields will not necessarily match the field labels. Enum is used for the primary adding element, whether numerical or not; Chron for the secondary (if present).

Enum/primary adding element = the designation that has been chosen as the primary way of identifying volumes of a serial. It may be numerical, chronological, or a combination. It must be sufficient, without depending on the secondary, to distinguish each bound volume of a serial from all others. The choice of primary adding element for each serial is documented on its MFHD, in the 866x “DESIGNATOR:” field. Enum is a required field on all serial item records.

Chron/secondary adding element = additional designation information that may be useful in identifying individual volumes of a serial. Some titles have only one system of designation, and therefore no secondary. If the primary is numerical, the secondary is always the year or date if present (as a designation—publication dates are not used). Otherwise, instructions for the secondary may be documented on the MFHD, in the 866x “DESIGNATOR:” field.

Other notes:

Vernacular designators: For currently added serials, designators, months, and seasons will be given in the language of the serial. However, at this preliminary stage it's ok to simplify dates to just year if no similar item is available to copy. Item records will be updated as needed later in the adding process. Omit diacritics in item records.

Change in way of numbering: Sometimes the designation chosen as primary adding element drops off, or a new series is started, so that it's impossible to simply follow the earlier pattern. If a new series designation has been added, the abbreviation new ser. or its vernacular equivalent is placed at the beginning of the numerical designation -- or 3rd ser., 4th ser., etc.
EXAMPLE:

If the previously chosen primary adding element cannot be found on the pieces in hand, first check for an 866x note on the MFHD for help in locating it; also check all the usual locations: front & back covers, title page, contents page. If still not found, use instead whatever designation is available in the Enum field.
EXAMPLE:

First time bound: In cases where there are no item records to copy from, click on Create Items (stacked books+ icon)  and make your best guess as to what the adding elements will be. Include enough information to identify the issues being sent.

Incomplete volumes: Add: (inc.) at the end of the Enum field.
EXAMPLE:

Important: Volumes going to Recap should not be added incomplete, unless they are boxed with space for additions; they should be rearranged into complete units if possible.

Indexes: Annual indexes should generally be placed at the back of the volume they belong to. Cumulative indexes are always bound separately. The word "index" is always given in English, not the vernacular.
EXAMPLE:

Roman numerals: Always convert Roman numerals to Arabic form.
EXAMPLE:

on piece: Volume XIX
Enum: vol. 19

Slashes: Use a diagonal slash only to indicate numbers or dates that were published combined; otherwise, use a hyphen.
EXAMPLES:

No. 35/36 is one combined issue.

No. 35-36 are two issues being bound together.

1986/88 is one combined issue (not necessary to repeat the century).

1986-1988 are three issues being bound together.

Spacing, punctuation, capitalization: In general, do not change; keep as it appears on the item record you're copying. Different languages use different rules for capitalizing and abbreviating words; what looks strange may well be correct.

Supplements: Supplements 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.	usually means supplements are bound in
BIB	770t	[Supplement title]	usually indicates a separately-cataloged supplement
MFHD	866z		may contain notes about supplement treatment

Supplements included in volumes along with regularly-numbered issues are not specifically noted on the MFHD or item record. If a supplement will be bound by itself (too thick or received after the main volume has been added), add: suppl. at the end of the Enum field. The abbreviation "suppl." is always given in English, not the vernacular.
EXAMPLE:

Supplies needed for this procedure:

• removable tape
• piggyback barcodes
• rubber bands or string

If you have any questions about this procedure, please contact SeERs Team staff:

For titles beginning A-H, and all in Middle Eastern scripts:

Dan Kuntz

phone: 258-3335

email: kuntz@princeton.edu

For titles beginning I-Z:

Nancy Burns

phone: 258-3303

email: nburns@princeton.edu