FULLY ANALYZED SERIALS

As a rule, a serial is either analyzed or not analyzed. The decision is made either by a Bibliographer, Head of Acquisitions, or Serials Cataloger. If fully analyzed, the analytic bibliographic records have item records attached, which are not linked to the serial bibliographic record.

Acquisitions Department: Searching and Ordering Unit

Firm order is received for individual volume of a serial or a standing order is placed. Analytic bibliographic record is downloaded from OCLC or brief record is keyed and an order record is created. Int.Note "SERIAL/ANAL" is added to order record to show that the piece is to be analyzed. A serial bibliographic record should be downloaded if a standing order is placed or additional volumes are anticipated. Attach checkin record to the serial bibliographic record. Edit the bibliographic record call number to match the UCR serial call number. The serial bibliographic record contains only the base call number. The analytic bibliographic record contains the full call number, including volume designation.

Acquisitions Department: Receiving Unit

Staff member receiving an item that has "SERIAL/ANAL" in the order record, receives it on the order record and sends to Serials Unit where it is treated as special checkin.

Acquisitions Department: Serials Unit

Staff member receiving an item that is special checkin analytic receives a piece on checkin record and updates LIB HAS field on the serial record. If the title is inactive and there is no checkin card attached, insert a note as follows: "v. (or no) rec'd/sent to analytics truck, date initials". For titles with checkin card present add following note to checkin box : "Sent to analytics truck, date, initials".

Pieces that do not require binding are labeled, stamped, security stripped, and get date due slip. Pieces that require binding are only stamped.

In both cases staff member prints checkin record, adds info on binding status (ready to shelve, needs binding after cataloging) and puts with piece on the analytics truck.

Cataloging Department

Item is cataloged: analytic record is downloaded from OCLC if needed. An item record is created and attached to the analytic record (for Rivera titles use I-TYPE "1", for Science titles use I-TYPE "39"). Item record is not linked to serial record. The piece is barcoded as appropriate, according to the binding instructions in the checkin record, pre-cataloging notes are removed (i.e. v.10(2000) sent to analytics truck, date, initials). Piece that needs to be bound gets status in the item record set to "d" for prebind and is sent to Monograph Bindery Unit. Pieces ready to shelve are sent to Circulation Department for shelving.

Preservation Department: Monograph Bindery Unit

For items going to bindery, update checkin box "TO BIND" and item status to "b." If checkin record doesn't have a card attached insert a note: "v. (yr. ) sent to Bindery, date, initials".

When it returns from bindery change status in checkin box to "BOUND" and item record status to "-". For inactive titles remove pre-binding notes. Fully processed send to Circulation for shelving.

PARTIALLY ANALYZED SERIALS/PERIODICALS

Partially analyzed serials are increasingly rare and are being reduced to as few as possible. The Head of Acquisitions and the relevant Bibliographer will review these titles to reconsider treatment. Once a decision has been made, the Head of Acquisitions will inform Serials staff. Serials staff will update the checkin record with the decision, date, and initials. The following applies to those titles that will continue to have some issues (usually those with unique titles) analyzed.

Acquisitions Department: Serials Unit

At time of checkin Serials staff will follow notes concerning analytics decision or consult Head of Acquistions by either sending the whole piece (for Stacks locations) or a photocopy of the title page and verso (for Current Periodicals locations).

Serials with Stacks locations

After analytics decision is made, the piece is returned to Serials Unit. If piece needs to be bound a note is placed in the checkin box (for active serials) or in the checkin record (for inactive serials): "Send for analytics after binding,date,initials". An item record is attached to the serial bibliographic record. It is labeled and barcoded according to binding decision (see Labeling/Binding Decisions Guidelines attachment) and sent to the appropriate binding decision shelf at Serials Bindery Unit. If it doesn't need to be bound it is fully processed and sent to analytics truck. Item record gets status "c". Full processing includes labeling, stamping, barcoding, security stripping, itemizing on the serial bibliographic record and attaching date due slip.

Serials with Current Periodicals locations

Serials with Current Periodicals locations are sent to the appropriate destinations. If it is to be analyzed, Serials staff will place a note in the checkin box: "Send for analytics after binding,date,initials".

Preservation Department: Serials Bindery Unit

Serials with Stacks locations

Appropriate binding decision is made if necessary. When binding decision is already present in the record, the piece is bound. For titles with checkin card present, update checkin box "TO BIND" and item status to "b." For titles without checkin card present insert a note in the checkin record: "v. (yr. ) sent to Bindery, date, initials".

Serials with Current Periodicals locations

Analyzed Current Periodicals are bound separately whenever it is possible. When it is not possible, issues are bound with others, non-analyzed. Status in checkin box is changed to "TO BIND". All pertinent notes are kept in checkin boxes.

Processing bound Serials with Stacks locations and Serials with Current Periodicals locations is the same. It includes changing status on checkin box to "BOUND" (for active titles) and removing pre-binding notes (for inactive titles). Also piece is fully processed. That includes property stamping, labeling, adding date due slip, barcoding and itemizing. The item record is attached to bibliographic serial record. It gets status "c" and I Type "2" - serial. The volume goes to analytics truck with a printout indicating the issue needs to be analyzed (in case of Serials with Current Periodicals locations please indicate which issue is to be analyzed).

Cataloging Department

Cataloging downloads appropriate OCLC record or catalogs the piece originally. The serial item record is linked to the analytic bibliographic record. Status code on serial item record is changed to "-". The piece is then sent to Circulation for shelving.

MONOGRAPHIC SETS/SERIES

Bibliographic records for an analyzed set will generally not be retained or contain holdings. If Acquisitions Department: Receiving Unit staff determines that the title is currently received, on order, etc., the set record will be retained for receiving and payment purposes but suppressed from public view. If the set record is not retained, the authority record will contain general information on the series. Catalogers will delete the set/series record and transfer any vital information to notes fields in the authority record if not needed by Receiving Staff. The appropriate authority record "a" codes will reflect local treatment (see below).

Authority record ACODES

Default new record for authority records has three ACODES available (1 char codes; 14 char. Definition): 01 ACODE1: 02 ACODE2: 03 ASUPPRESS:

ACODE1: use for source of record, or when it's LC, to show that we've altered it locally

- LC unchanged
c Call # added
x Refs added
n Note added
r Revised a lot
u UCR original

ACODE2: use to designate serials/series treatment

- LC unchanged
T Mon/sep/traced
u Mon/sep/not traced
a Mon/tog/anal
m Mon/tog/pt.anal
s Serial
z Serial/anals
p Serial/pt.anal

ASUPPRESS:

- Not suppressed
s Suppressed

Finalized 8/6/01, ks/saw/jt

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