|
Special cataloging/processing
situations:
1.0. Creating Serial Control Records
1.1. Getting Started
You will need the following information from the MARC record and/or the
journal itself
- Frequency/pattern information
- Captions information (whether it says volume,
number, part, etc.)
- Location information (Usually JOURNAL--Holding Code
OLAP)
- Fund information–how do we get it? (BASE,
DEPOSITORY, GIFT, etc.)
- ISSN number for title if available
1.2. Searching for a Title
1.2.1. Use the Serials Tool Bar (SERIALS on the list of toolbars).
1.2.2. Click on Create a Serial Control wizard, the 3rd icon from the
left (Pencil over the piece of paper).
1.2.3. At the Create Control:Select Search window, enter your search
and click OK.
1.2.4. If you get the message that the title is already under serial control,
then display the control record and double check to make certain you
have the correct record. If you have any doubts or questions about
the record you find, contact a cataloger for further guidance.
1.2.5. If you get Create Control:Library for New Control window, you
may proceed with creating the control. Just make certain that you
have the correct bibliographic record. For example, the database
contains some records for microform items which we will eventually
delete. You should not use these records. If you have any
question about whether you have the correct record, then contact a
cataloger.
1.2.6. Once you have identified the correct bibliographic record and
noted the item type and location, click the “Create Control”
button.
1.3 Entering Library and Holdings Code
On the Create Control:Library for new control window, you
should see the default values 'SILVERSPRG' and 'OLAP" for Library and
Holding Code, respectively. This will work for almost all control
records. If you need to make a change, use the gadget to pick from the
list of valid Holding Codes; you should never have to change the
Library.
1.3.1. Click on “OK”.
1.4 Selecting a Pattern Template
You should next see the Create Control:Select a Pattern Template
window. Choose a pattern from the list given or click on the Display
Complete List button to see all of the patterns.
1.4.1. Either way,
choose your pattern and click 'OK'.
1.5 Entering the Control Record
You should next see Create Control:Creating Control ID XX-NNN
window (XX-NNN will be the system-generated control number that Sirsi
Creates). The screen consists of a series of tabs with "arrow"
tabs for navigating between screens. The buttons at the bottom of
the screen and the icons at the top will change depending upon which tab
you display. Fill in the following information for each tab:
1.5.1 Basic tab
New Control ID - use the ISSN as the control ID.
If you don't have the ISSN, just live the word 'AUTO' in this field and
Unicorn will create a control id for the record.
Category1 - Enter BASE for things we pay for,
DEPOSITORY for things we receive thru the Depository Program, GIFT for
things we get for free, OGC for legal materials paid for by Office of
General Counsel, HPCC for materials paid for by the High Performance
Computing Center, ESDIM for materials paid for with ESDIM funds, and
EXCH for materials obtained through gift-and-exchange with other
countries (not used right now).
Don't change anything else on this tab.
1.5.2 Patterns tab
The Patterns tab will contain a series of boxes with various fields within them.
--Enumeration Pattern box:
Determine how many levels of enumeration the journal has, if
any. Most commonly it will have two levels, volume and number, but
could have only one level, or three, or none at all. For each
level of enumeration do the following:
click the Use box
enter the Labels (vol., no., etc.) --use the
terminology used on the journal, i.e., do not translate to English, and
use only abbreviations prescribed in Appendix B of the Anglo-American
Cataloging Rules, 2nd edition (AACR2). Use the gadget on the right
side of the box to make certain you have the right form of the label.
leave the radio button Numeric clicked --I have
never seen anything else.
if the numbering for a level continues without starting
over, click the Continuous box.
if the numbering does start over for a level, enter the
limit in the Limit field. After the check-in for a journal
reaches this limit, the numbering returns to '1' and the next level up
increases by one.
--Chronology Pattern box: Chronology Type refers to the form
of the date shown on the journal. For example, if the date appears
as a combined month (May/June), then choose BIMONTH. Please note that
this refers only to the form of the chronology that appears on the
piece, not to the frequency of the journal. Enter the frequency
in the Publication Pattern box.
--Publication Pattern box: In the Publication Cycle
field, click on the gadget. On the subsequent screen, click on a
combination of buttons and enter a number that will describe when and
how often the journal appears. Then click OK.
--Leave everything else on the Patterns tab alone.
1.5.3 OPAC Dsply tab
For most journals, leave the Automatically update MARC holdings
box checked (exceptions do occur).
In the Display the ___ most recently arrived issues as a note field,
enter a number equal to one year of the journal, but in no case enter
more than 15.
Click the Form of name to display radio button that corresponds
to pattern on the journal. If the journal has only chronology and
no numbering, click the Chronology button. If only
enumeration (very rare), then click the Enumeration button.
If both, then click Both.
1.5.4 MARC Hldgs tab
Unicorn will create the MARC Holdings record for you. Don't do
anything here.
1.5.5 Subscrptn tab
Leave the number of copies as '1' except for NOAA items for which we
should receive '2'.
[Click the right arrow tab to get to the next screen of tabs]
1.5.6 Distribution tab
The distribution should have for the Holding Code/Copies
expected/Copies to Add to Catalog/Update Holdings fields the default
values of 'OLAP', '1' (or 2 for NOAA items), '0', and 'N',
respectively. If you need to make any changes, click the Modify
Dist button, make the changes, then click the Save Changes button.
You will usually only change the default Update Holdings field to 'Y'.
1.5.7 Binding tab
Make no changes to this tab
1.5.8 Extended Info tab
Enter here any special notes that the check-in person should see, like
information about numbering peculiarities or special processing
instructions. This will appear to the person doing check-in on a window
before they see the check-in record. For some titles, we do not
use check-in. We put the note "Do not check-in. Update MARC
holdings only" here.
1.5.9 Expected tab
This should be blank. When you generate issues for the journal,
they will appear in this tab
1.5.10 Routing tab
Make no changes to this tab.
1.6 Create Control
Next, click the Create Control button. If the record
already has a MARC Holdings Record, Unicorn will display a Create
Control:Link Control to Serial Holdings Record screen which will ask
you to choose between the existing holdings record or a new one.
Always choose to link to the existing holdings record (unless there is a
strong reason not to do this). Click the box next to that choice,
then click the OK button.
1.7 Generate Issues
Unicorn will next display the Create Control:Get Expected Issue Info
screen.
- Fill in the Preview __ issues starting with: with the
number of issues you want to create. The system will give a
default of a year's worth, and, if there are no difficulties with the
prediction, keep that number.
- The Numeration fields will match whatever you chose as Enumeration
Pattern in the Publication Pattern tab (most commonly 'v.'
and 'no.'. Enter the number(s) for the enumeration in the field(s)
shown.
- In the Chronology field, enter the chronology in the form month/date/season
+ year (or just year if only year appears),
Abbreviate months and seasons with three-letter abbreviations in
all-caps. For example, for March 2001 enter MAR 2001, for spring
2001 enter SPR 2001, for May 17, 2001 enter MAY 17, 2001. However,
use FALL for fall.
- In the Date Published field, enter the date of
publication. For things that appear with just the month or season,
assume that it is published on the 1st of the month unless you have an
indication otherwise.
- In the Date Expected field, enter the date that the
publication usually arrives. If you don't know for certain, you
can check issues already received to check when we put on the property
stamp.
- Click OK.
Unicorn will next display the Create Control:Preview Predictions
window. It will show the predictions is generated based upon the
choices you just made. You now have the opportunity to redo them,
or accept them. Each time you redo predictions, you get the chance
to review. You can repeat this process as much as you need to.
Once you get the predictions like you want, click the Save Prediction
button.
1.8 Completing the Process
Unicorn will display the Create Control:Complete window.
You can review the control for further changes, create a new control
record for a different title, or close out the process.
|
