For most serials, order records and corresponding check-in records have been created in the Voyager Acquisitions client. For some serials, order records have not been created, and issues are checked into field 899 in the MARC holdings record (MFHD) in the Voyager Cataloging client. (Sometimes, even when a check-in record exists, special issues--usually supplements--may be checked into the MFHD 899 field.)
For most libraries in NUL, unbound periodical issues are intended to display in NUcat under the label "Current Issues:", and bound periodical volumes are intended to display under the label "Library Has:".
The trigger for display under "Current Issues:" is either of the following:
- "Display in OPAC" column of the Receipt History in Acquisitions
Yes - display the issue in NUcat
No - do not display the issue in NUcat
(Note: Supplements and Indexes display as "Current Supplements:" and "Current Indexes:", respectively.)
- First indicator of the 899 field in the MFHD record
1 - display the issue in NUcat
0 - do not display the issue in NUcat
The trigger for display under "Library Has:" is the presence of holdings data in the 866 field, subfield $a.
(Note: Supplements are in the 867 field, and display as "Supplements:"; Indexes are in the 868 field, and display as "Indexes:".)
In order to create coherent displays in the OPAC, it is necessary to coordinate the entering of data in the 866 fields and turning off the display in Acquisitions or the 899 fields, when the issues are being bound.
For each volume being hardbound by a commercial bindery, a ticket is created which contains identifying data for the volume. A copy of this ticket is used by staff who update the online records.
Some volumes are given temporary binding by Library staff. Bundles of issues being "temp-bound" are usually accompanied by a processing slip (which takes the place of a bindery ticket in the record updating process).
Find the check-in record in Acquisitions
Verify that you have found the correct component. Compare title, location, call number, and copy number. (You may need to click on the link to the MARC holdings record (MFHD) if there is not enough information in Acquisitions).
If there is no check-in record, find the correct MFHD record in Cataloging.
In Receipt History, compare the issues received and the issues being bound
Note: If some issues being bound are not in the Receipt History, look to see if they were checked into MFHD 899 fields instead. Also, in rare cases, issues may have been entered in MFHD 866 fields with the note "$z (unbound)".
Check for supplements/indexes
These will be attached to the same order/copy (that is, in the same list of components after "Component Name:"). Note: Some may have been checked into MFHD 899 fields, or into MFHD 867/868 fields with the note "$z (unbound)".
If any have been received that pertain to the volume being bound, ensure that they are included in the bundle of issues.
Resolve any errors
If things do not match up properly (some issues in bundle are not checked in, bundle is lacking some issues, etc.) consult with appropriate staff in departmental library, Serials Acquisitions, or Serials Cataloging.
Access MFHD record
If there is a check-in record, go directly to the MFHD record through Acquisitions. (Note: This is very often the only way to verify that you have the exact MFHD record that belongs with the check-in record.)
If there is not a check-in record, search by call number in Cataloging.
Compare ticket and MFHD
Verify the following data:
- record number (Voyager bibliographic or holdings)
- location
- call number
- copy number
Resolve any errors
If any information does not match up properly, consult with appropriate staff in departmental library, Serials Acquisitions, or Serials Cataloging.
Check carefully for any notes regarding processing. These may be in the pop-up note in the check-in record, or anywhere in the MFHD record. If any special instructions are found, follow them in addition to the instructions here (or instead of, as the case may be).
Resolve any evident problems before continuing, if at all possible. Resolution very often requires inspection of bundled issues. Check with Periodicals Room or other departmental library, Serials Acquisitions, Serials Cataloging, or your supervisor, if necessary.
If a problem can only be resolved by consulting issues that have already been packed and sent to the commercial bindery:
a. Apply Cataloging Review and Circulation Review status to the item record.
b. Add a note to the item record, e.g. "Route to Materials Processing; verify contents and update holdings."
c. Save the item record to the database.
d. Do not update holdings or check-in records; skip to Record statistics.
e. When the bound volume has returned, resolve the problem, and update holdings and suppress issue receipts as necessary.
Enter data in 866/867/868 fields
Enter the volume and/or data information from the ticket into 866/867/868 fields in the MFHD record. Follow the standards detailed in Standards for Holdings Statements.
If the issues are being temp-bound, add "$z (temp-bound)" at the end of the field.
For issues in Receipt History in Acquisitions:
Highlight the issues being bound.
Click the "Display in OPAC" button to change the entry in the Display in OPAC column to "No".
For issues in 899 fields in the MFHD record:
If the issues are being commercially bound, delete the 899 fields.
If the issues are being temp-bound, change the first indicator of the 899 fields to "0".
For issues in 866/867/868 fields in the MFHD record:
Remove the subfield "$z (unbound)".
Tickets (volumes being commercially bound):
Count the tickets and add the numbers to the appropriate rows in the "Bound Periodicals" column of the "Serials Added Volumes Statistics" tally sheet.
Temp-bind slips (volumes being temp-bound):
Count the number of bundles for each location and add the numbers to the appropriate rows in the "Temp-Bound Periodicals" column of the "Serials Added Volumes Statistics" tally sheet.
DOCUMENT HISTORY:
May 30, 1984: Originally issued (title: Bindery Tickets)
Mar. 1989: Revised
Jan. 29, 1999: HTML version created (KMR)
Dec. 7, 2006: Revised (KMR); incorporated SCP 66 (Temp-Bound Periodicals); title changed to:
Periodical Bound Volume Updating
August 1, 2007: Revised (KMR)