Serial adding: brief

Owned by Nancy Burns
Last updated: Jun 10, 2024Version comment
3 min read

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

  • Search Alma by Physical Title to locate the relevant serial record.
  • Click on the title to view the bib record and verify match for pieces in hand. Check especially the 245 (and 110/111 if present) for title changes and 362 or fixed field dates for correct date range.
  • If any adjustments are needed, click Edit to update, and then Save & Release (or refer to a serials cataloger).
  • Click Back or the back arrow to return to the search results screen.

Step 2: Check piece(s) in hand

  • Flip through to make sure unit is complete and issues are in correct order.
  • Note any missing issues to be recorded in the next step.
  • Remove any duplicate issues or advertisements.
  • If supplements are present, check the record for notes about treatment. They may or may not be bound with the main title.
  • If indexes are present: Annual indexes belong at the end of the volumes they index; cumulative indexes (covering multiple years) should be bound separately and noted on the bib record.

Step 3: Update the holdings summary

  • Select Holdings to open the holdings summary screen. If there is more than one holdings location, select location first.
  • Click the Edit button.
  • Update the record to reflect the new holdings. Generally, the only fields updated in the adding process are the summary of bound holdings (866a) and if applicable, the LACKS note (866z). Follow established patterns as much as possible.
  • Note the Designator instructions (866x) for use in the next step.
  • Click Save & Release. (or CTRL + ALT + R). Even if for some reason no changes have been made, the record must be released or it will stay in the MDE.
  • Hide MDE to return to the search results screen.

Step 4: Create the item record

  • 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 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 = primary adding element (specified in the DESIGNATOR note on the holdings record), typically the numerical 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.
    • Chron I = date information beginning with year. If binding the entire year together, omit months/seasons. If months are included, use vernacular abbreviated forms.

example:
Enum A:  vol. 12, 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: 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.