1. Notification
Take notification (printout, copy of letter from publisher, etc.) from the "No More Published" file box on the New Cataloging shelf.
2. Purchase order
Ensure that the order has been closed (purchase order completed and/or note in the note section); return to Order Supervisor if it has not. Read all information carefully, being alert for situations such as title changes, absorptions, etc. Follow other procedures in addition to this one as the situation warrants.
3. "oc=" note
Copy the "oc=" note from the purchase order and add it to 852 subfield $x in the MFHD record. Include the date the order was closed if no date appears in the "oc=" note. If there was no purchase order, this note should already be in the 852 field.
Example:
852 1# $a nstx $b 300.5 C761 $x v. $x oc=nmp(per ltr:9/01)
4. Check-in record
If there is a predictive check-in pattern for the title, ensure that all published issues (if known) have been received, and close the pattern. If any published issues have not been received, see if they can be claimed. Add or remove check-in notes as appropriate. If the title is a periodical, leave the current OPAC display/suppress status for each issue; statuses will be changed when issues are bound.
5. Uncataloged, no pieces received
If no issues have been received and the title has not been cataloged, add "no pieces recvd" to the "oc=" note. Suppress both the bibliographic record and the MFHD record from the OPAC. Do no further work with the title, and do not take statistics.
6. Uncataloged, sample issue(s) received
If only a sample issue has been received and the title has not been cataloged, consult with the selector to determine whether it should be cataloged.
If the decision is "yes", follow normal procedures for cataloging new titles, as well as any steps below that might apply. Take statistics as for new cataloging.
If the decision is "no", add "sample issue wd per [selector's initials]" to the "oc=" note in the MFHD. Suppress the bibliographic record and the MFHD record from the OPAC. Do no further work with the title, and do not take statistics. If the selector does not want to keep the sample issue, write "wd per [selector's initials]" on the cover and place it on the Withdrawal truck.
7. Uncataloged, pieces received
If pieces have been received and the title is in a backlog within Serials Cataloging or a department, follow only enough of the rest of this procedure to ensure that the cataloger has enough information for cataloging the title later. Do not send a notification print, and do not take statistics.
8. Changes to bibliographic description
If the record does not have an OCLC number, or appears to have very old cataloging, search for more recent cataloging on OCLC and upgrade the record as appropriate.
Make the following changes:
a. 008 field
Change Publication Status to "d" and Date 2 to the date of the last issue. Make any other changes necessary in the field.
b. 362 field
Close out the 362 field based on analysis of information at hand and the library's holdings.
Note: Remember that in AACR2, the 362 is based on what actually appears on the pieces. If the last issue published is easily accessible (that is, not out of the building), consult that issue for the information for the 362. If you do not have immediate access to the last issue published, do not close out the 362, but add to the record an unformatted 362 (first indicator "1").
Examples:
362 0# $a -v. 37, no. 12 (Dec. 1999).
362 1# $a Ceased publication with v. 12, no. 3 (Mar. 1997).c. Other fields
Do a cursory check of the record for any necessary updating (e.g., correcting mistagged fields, updating old forms of headings, correcting links with related records).
9. Series authority record
If the title is an analyzed series ("ct=anal", "ct=cst", etc.), update the authority record as necessary (see SCP 63).
10. MFHD record
a. 008 field
In the MFHD 008 field, change the Completeness code to "1" if the copy contains a complete run (i.e., no gaps).
b. Notes
Remove any notes that are no longer necessary (e.g., "rte=SerCat/vh", "ci to pr", etc.). If in doubt about the necessity of a note, leave it. Leave "lv:ref"-type notes; these notes will be removed when the volumes are transferred or withdrawn.
c. Printout
If the title is a periodical, or is in Special Collections, or is an "lv:ref"-type serial, call a print of the MFHD record with the note "No more published" at the top, and route the print to the location (Periodical Room if the title had been for Main or Art). This is to inform them that the title has ceased, and any unbound issues may now be bound or any out of date volumes may now be transferred.
11. Statistics
Use Statistical Category code "nmp" in 949 subfield $g. If the record is for a classed sep series ("ct=cst" or "ct=csu"), use code "csr".
12. CONSER maintenance
If the OCLC record has not yet been updated with the cessation information, submit the changes for CONSER maintenance.
DOCUMENT HISTORY:
Created Oct. 11, 1984; revised Feb. 1989
HTML version with major revisions created Oct. 1997 (KMR)
Revised Dec. 14, 2001 (TLH/KMR)