Serials Cataloging Section, Northwestern University Library

SCP 59

Serial Added Volumes ("Annuals/Irregulars")

NOTE: This procedure is not for nonbook materials such as microforms, computer files, etc.

Table of Contents

A. Check in volume

B. Add holdings

C. Create item record

D. Inscribe volume

E. Charge item and route volume

F. Statistics

G. Table of locations

A. Check in volume

In Acquisitions, check in volume following normal check-in procedures. Look for any special notes in the check-in record; they may take precedence over any or all of the rest of this document.

B. Add holdings

In Cataloging, display the bibliographic ("bib") and appropriate holdings ("MFHD") records for the piece being added. Look for any special notes in the bib 940 or 948 fields, or in the MFHD 852/86X fields; such notes may take precedence over any or all of the rest of this document.

Add holdings to the MFHD 866/867/868 fields. See explicit instructions for tags and data content in CPC 1: Standards for Holdings Statements.

C. Create item record

Each physical piece requires a separate item record.

See table below to determine which kind of barcode to use (regular or piggyback). If the type of barcode label given is "None", do not create an item record for the piece.

Fill in fields as appropriate:

• Barcode -- Scan the barcode number



• Perm. Loc. -- This field will be filled in automatically. Do not change it; this field must match the location in the Location field



• Item Type -- Select the item type from the table below



• Temp. Loc. -- If the instructions say that the latest volume is in a different location, select the appropriate location code



• Temp. Type -- If the Temp. Loc. field is used, select the corresponding Item Type from the table below



• Media Type -- Do not use this field



• Enum -- Type of data for this field is indicated by the "caption" information (the first subfield $x in MFHD 852). The actual information is taken from the piece and the check-in record. If the caption in 852 is in brackets, that means use the type of data from the piece, but not the caption characters (e.g. the caption [v.] means to use the volume number, but not the caption "v." since the publication does not actually display such a designation). Use a colon between each level of enumeration or chronology. See CPC1 for more information. (Note: If there is a discrepancy between the caption indicated in 852 and the data on the piece, and there is no note in the MFHD resolving the conflict, consult with Serials Cataloging.)



• Chron -- If enumeration is used in the Enum field, this is usually the chronology. If chronology is used in the Enum field, this is usually blank. Sometimes other information is given in this field (e.g. letters of the alphabet covered, pagination, etc.) according to special instructions in the MFHD record. See CPC 1 for more information.



• Year -- Do not use this field



• Caption -- Do not use this field



• Free text -- Do not use this field



• Spine -- Do not use this field



• Copy -- If 852 has subfield $t, enter the number found in that subfield; otherwise the field should contain "0".



• Pieces -- This field represents the number of physical pieces contained in the item. Under normal circumstances this number will be "1". Under rare circumstances multiple pieces will be represented by a single item record (e.g. multiple pieces in a folder or box); in such cases this field should contain the number of physical pieces.



• Price -- Do not use this field

Fill in the following areas of the item record as appropriate (click on the button at lower left of item record display):

• Item Status -- (graph button) -- If instructed in the bib, MFHD, or check-in note, apply the appropriate status



• Item Statistical Categories -- (pie chart button) -- Not used at this time



• Note -- (feather pen button) -- If instructed in the bib, MFHD, or check-in note, enter the appropriate note

D. Inscribe volume

Inscribe the call number on the verso of the title page. Try to place the number at least 3/4 in. from the top and left margins. The call number consists of:

• Location -- Location in the item record Perm. Loc. field (or Temp. Loc. field, if filled in). Refer to the table below for the proper form of inscription for the location.



• Size designation -- If present, found in MFHD 852 subfield $k. It is to be written on the line immediately below the location.



• Class number, Cutter, etc. -- Found in MFHD 852 subfield $h. It is to be written beginning on the line immediately below the location (and immediately to the right of the size designation, if present). Within this subfield, a space represents a line break in the inscription.



• Enumeration/chronology -- See instructions for enum and chron under "Create item record" above. Enter each level of enumeration on a separate line. The information is to be written beginning on the line immediately below the last part of the Class number, Cutter, etc.



• Copy number -- If present, found in MFHD 852 subfield $t. It is to be written on the line immediately below the last part of the Enumeration/chronology. Precede the number with "c."

Example of a completed inscription:

MAIN
150.5
J86
v.10
c.2
		

E. Charge item and route volume

Charge the item to Marking (85556008000498) and place the volume on the "Marking" shelf of the routing booktruck.

If there is no item record, route the volume per instructions in the bib, MFHD, or check-in record.

F. Statistics

Record statistics for volumes added.

G. Table of locations

Note: If a particular location cannot be found in the table below, please check with Head of Serials Cataloging.

DOCUMENT HISTORY:

Created Sept. 15, 2003 (KMR) (replaces former SCP 59 created July 18, 1984 [last revised May 15, 1990] and SCP 59A, created Oct. 2, 1990)
Last revised Feb. 9, 2006 (KMR)

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