Background A. Voyager serial record already exists for publication B. Voyager serial record does not exist, but other volumes cataloged as monographs C. Voyager serial record does not exist, and no other volumes held as monographs
Occasionally a book is received in Catalog Dept. or MARC Dept. that is determined to be a serial. The book may have been purchased or received as a gift, or may be part of a series standing order. (At times it is also discovered that a book already cataloged and part of the collection is actually a serial.) This document provides instructions for turning these monographs into serials.
1. Check in issue/volume
Check the monograph into the serial MFHD. If there is also a check-in record, or an active purchase order attached, consult with the Serials Order Supervisor to take care of any possible duplicate receipt/payment.
If the new issue/volume is intended for a location other than the current holding location, create a new MFHD for the issue/volume.
2. Copy acquisition information
If the monograph record has a Voyager purchase order attached, ensure that the order is completed (if it is not completed, consult with the liaison to MARC Dept. to resolve order status). Put an “oda=” note in 852 subfield $x of the MFHD of the serial record, e.g.:
$x oda=PO#12873 (v.12)If the monograph record was originally created in NOTIS (check the record creation date--ca. 7/2/1998--and field 035 with a NOTIS record number), add any acquisition-type information from the record into the serial MFHD (use either 852 subfield $x or 899 first indicator 0).
3. Suppress monograph record and prepare for deletion
4. Route issue/volume
If the serial has already been cataloged, route the issue/volume to Serials Acquisitions. If it has not yet been cataloged but is for a priority location or is identifed as a priority item, catalog it. Otherwise, add it to the Serials Cataloging backlog.
1. Retrieve existing monographs
Retrieve from the stacks (or departmental library) all monograph volumes that will be recataloged as a serial.
2. Select record to use
Select one record to turn into a serial record. Use the following hierarchy:
- Record with NOTIS number
- Record without NOTIS number; Voyager purchase order attached
- Record without NOTIS number; Voyager purchase order not attached
If there is more than one record meeting the highest criterion, select the record having the most MFHD information to be retained.
3. Update the MFHD of the selected record
Change the Leader/Type of Record code to y.
4. Update the purchase order or other acquisition-type information
If a Voyager purchase order is attached to the selected record, add a Line Item Note identifying the particular volume that was paid/received on the PO, e.g. “2002 only”, “12th (2001) only” etc.
If there is no Voyager purchase order attached to the selected record, and the record has a NOTIS number or any specific acq-type information that should be retained, add volume/issue identifiers to that information, e.g.:
852 ... $x formerly a monograph record for 1996; od=1AAN1283or:
852 ... $x v.12: recvd as gift from Prof. Motormouthor:
899 0# $a v.12 $e 20021104 (sp)5. Recatalog as a serial
Overlay the selected record with OCLC serial copy or original data (see SCP 96: Importing and Replacing Bibliographic Records in Voyager). Be sure to retain any 035 field with a NOTIS number. Replace the old 948/949 fields with a new 948 field.
Add all of the volumes to the MFHD, and re-link item records. If there are multiple locations/copies, be sure to match them up correctly; create new MFHDs as needed. (For the purpose of making notes that will be created in the next step, keep track of the MFHDs that each volume is being transferred out of and into.)
6. Suppress all non-selected records and prepare for deletion
For each non-selected record, see SCP 73: Preparing a Bibliographic Record for Deletion.
1. Overlay record or re-do as serial
Overlay the bibliographic record with OCLC serial copy or original data (see SCP 96: Importing and Replacing Bibliographic Records in Voyager). Be sure to retain any 035 field with a NOTIS number.
2. Update the MFHD
Change the Leader/Type of Record code to y.
Add the issue/volume data to field 866.
3. Update the purchase order or other acquisition-type information
If a Voyager purchase order is attached, add a Line Item Note, e.g. “2002 only”, “12th (2001) only” etc.
If there is any specific acquisition-type information in the MFHD that should be retained, add volume/issue identifiers to that information, e.g.:
852 ... $x formerly a monograph record for 1996; od=1AAN1283or:
852 ... $x v.12: recvd as gift from Prof. Motormouthor:
899 0# $a v.12 $e 20021104 (sp)4. Catalog or add to backlog
Catalog the new serial if it is for a priority location or is identified as a priority item; otherwise add it to the Serials Cataloging backlog.
DOCUMENT HISTORY:
Issued Jan. 6, 2005 (KMR)