Inactive or suspended titles are usually generated by vendor notification (via the holdings list or monthly reports) or by non-receipt of issues noticed by staff through claiming or other work on the title's records.

Serials Unit

Any staff member processing vendor reports fills out a change form, including any pertinent information regarding the inactivity or suspension of the title by the publisher. Staff member also changes the acq type in the order record to i. In the checkin record, change the transaction date in the last expected box to two years from today's date and change the sercode to i. Put a note in the last expected box to notify supervisor when received. Put a note in both the order and checkin records indicating that vendor notification was received with inactive/suspended status, the date and your initials. Also put an "Add if received, notify supervisor" note in the checkin record. Put the change form in the TRF (time release file). Count as inactive for statistics.

If the title is Latest in Ref., notify the Reference Bibliographer. If the title is received unbound, copy the worksheet and send it to Bindery Prep. Bindery Prep. will bind existing issues. They will not delete the boxes or the checkin record.

If the location is either RCP or SCP, pull and toss all issues and the title label from the current periodicals shelves. If cataloged (presence of cat. date in bib.) and no issues are retained, send worksheet to Cataloging (Bibliographic Records Unit) to cancel holdings on OCLC. Change the suppress code to d. Create a brief bib. record and transfer the order and checkin records to the brief bib.

After two years, check the status of the title (see if issues have been received, other vendor notification received, etc. in order and checkin records). Search on OCLC and check 362 field to see if the title has been closed out by some other cataloger. If so, process the title as a cessation. If no further activity, code the order record with acq type 'q', and include the note “Title suspended for two years. Processed as cessation, date, initials”. Place a note in the checkin record that the title has ceased. Put a note in last checkin box to notify serials supervisor when bound. Print a worksheet and send it to Bindery Preparation for binding. After worksheet returns from Bindery Preparation, delete checkin boxes, but keep the checkin card.

Bindery Preparation Unit, Preservation Department

Pull and bind existing issues. After binding, update LIB HAS field, print worksheet and send it to serials supervisor.

Rev. 7/31/08

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