Serial adding: pre-Alma
Updated 08/2018
NOTE: This documentation is in the process of being updated to reflect changes due to the move from Voyager to Alma. In the meantime, some major changes are noted in red. See also brief instructions, which have been updated for 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.
Adding involves these basic steps (more detail on each step follows):
suppress the corresponding receipt records (changed with Alma)
check the piece(s) in hand for completeness, correct order, supplements, etc.
update the holdings summary record some changes with Alma; see updated version here: Serial holdings fields
create/review an item record for each unit, with barcode assigned
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".
Call number = a number specifying the exact shelf location of the bound holdings. There are two main systems of classification in use at Princeton: Library of Congress (combines letters and numbers) and Richardson (numbers only). The call number may be headed by a location symbol, indicating that the holdings are in an annex or branch library or other special location. It may end with a size symbol, if volumes are unusually tall or short. The call number for each serial is found on its MFHD, in the 852 field: subfield b (location) + subfields h and i.
Designator = a word or abbreviation used with a number in a numerical designation, e.g.: "vol.". Vernacular designators are designators in the language of the serial; a list of these with their official AACR2 abbreviations is here: Designators.
Main entry = the primary access point for a bibliographic record. For serials, it is most often the title (245 field), but it may be a corporate name (110 field), conference name (111 field), or uniform title (130 field).
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.
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.
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.
Step 1: Suppress the corresponding receipt records
(changed with Alma; this is now done as part of the item record creation, Step 5 below)
In Voyager Acq, under Serials History, locate the correct record. If there are multiple copies, select the location that matches the piece(s) in hand.
Click to highlight the receipt lines that match the pieces, then click the Display in OPAC button so that “Yes” changes to “No”. This suppresses the receipts from appearing as current issues in the OPAC.
Use the ellipsis button (…) at right of title to bring up the matching bib. record.
Some currently received serials have no checkin records in Acq, so will need to be searched in Cat directly.
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).
Most important fields to check:
245 title: subfields a, n, p (n = part number, p = part title; not always present)
Generally, this should match exactly what appears on the title page (or front cover, if there is no title page) of the pieces in hand. If it does not, check for a 246 field that indicates a minor variation. If the 245 does not match and there is no 246 field for the variant, refer to a serials cataloger/SeERs Team for a title change decision; do not continue adding. Changes in 245 subfields b or c do not constitute a title change, though they may need a bibliographic adjustment.
If the title is in a non-Roman script (e.g. Cyrillic, Greek), it is still important to verify the title match. An ISSN match is not a guarantee that the title has not changed. Romanization tables can be found here: http://www.loc.gov/catdir/cpso/roman.html
110/111 corporate/conference main entry
If present, this indicates that the serial’s main entry is a corporate/meeting name, most common with annual reports and conference proceedings. If the 110/111 does not closely match what appears on the piece, locate the authority record (search Author Headings, right-click on “Auth/Ref”, click on Retrieve) and check if the variant form is accounted for in a 410 field. If not, refer to a serials cataloger/SeERs Team for a title change decision and NACO work; do not continue adding.
362 sequential designation/dates
Check that the pieces in hand don’t fall outside the date range given in the 362. If there is no 362, beginning/ending dates may be found in the 008 date fields in the header. Even if the title matches perfectly, the record may be the wrong one if the dates don’t fit.
Other fields to check:
260/264 publication information
If place of publication and/or publisher don’t match pieces in hand, and there is not already a 500 or 550 field noting a change, refer to a serials cataloger/SeERs Team for an adjustment.
310 current frequency
If frequency has changed, refer to a serials cataloger/SeERs Team for an adjustment.
550 issuing body note
If issuing body has changed, refer to a serials cataloger/SeERs Team for an adjustment and possible NACO work.
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.
Bindable units should generally be no thicker than 2 inches, less if the margins are narrow. Split units if too thick.
Remove any loose inserts from the issues. The fact that a piece was received along with a regular issue is not a guarantee that it should be added with that issue, or even with that serial.
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:
CD-ROMs, Sound Discs, Computer Disks