Serials Check In
Overview: Beginning on January
1, 2003 adding holdings to the shelf list was discontinued, and serials
check in for government documents was moved to the Voyager system. Until
all holdings can be added to the Voyager system, both the shelf list and
Voyager will be required to determine the full holdings for a title. When
all holdings for a title have been added to Voyager, a note is written on
the shelf list card indicating that holdings are complete in Voyager. For
all new serials volumes received, holdings information is added to the Voyager
holdings record.
Current Titles
Search by title and/or SuDoc number in Voyager to determine whether the
title has been set up initially by the serials cataloger. If the title has
not been cataloged, it should be routed to the serials cataloger for record
selection, editing, and initial holdings set up.
- Pull the shelf list card for the title.
- Verify all holdings and formats.
- Send latest issue and verified holdings information to serials cataloger
for initial set up.
If the title has already been cataloged, add the holdings for new volumes
received.
- Verify that title and SuDoc match the piece.
- If changes in the bibliographic information are observed, send the
volume to the serials cataloger.
- Update the holdings in the 866 field to reflect the new issue or edition.
- Record current issues at the piece level in a new 866 field.
- Each time a new item arrives, update the curent holdings.
- Summarize holdings prior to the current year.
- When a year is complete, update the summary holdings to include
the completed year and add a new 866 for current issues.
- All gaps in holdings must be indicated at piece level.
New Titles
New serial titles must be cataloged before holdings can be entered into
Voyager.
- Verify that there are no existing holdings for the title.
- Send the first issue received of all new serial titles to the serials
cataloger.
- After the cataloger completes the bibliographic record and sets up
the holdings pattern, add the holdings information to the Voyager record.
Title Changes
- Titles with changes in bibliographic information should be routed
to the serials cataloger.
- Major changes require a new bibliographic record.
- Minor changes require modification to the existing record such
as the addition of 246 fields.
- If a title ceases or changes format, notify the serials cataloger.
- Monitor technical notes for cataloging changes and notify serials
cataloger.