Serials Cleanup Project -- Part 2

 

Now that the library is live in Millenium, we are creating holdings records for our serials, creating check-in cards for the titles that we subscribe to.  We will deal with these current subscriptions first, so that check-in can begin, and then will continue with ceased subscriptions.  The process is as follows:

Millenium

  • The bibliographic record will be examined and, if it is found to be lacking, or missing more recent information, a bib record from WorldCat will be overlaid.  This does not affect any other records that may be attached to the bib (such as item, holdings or order records).  The overlay process is laid out below.
  • Library holdings should be verified, and should linclude volume and issue information.
  • In the case of title changes, or other significant changes that cause a new bib record to be added, holdings for each title should be attached to that specific bib record and the records should be linked.
  • For current subs a check-in card will be created.  We will generally create cards beginning in January 2008 and input the received date from the actual Cardex card.  Expected dates should be extrapolated from the actual received dates by highlighting all the filled in (received) boxes, right clicking and selecting "box menu" and update as a group.
  • The standard for missing issues, or gaps in coverage, is to create a range for each complete section.

 

 

Connexion/WorldCat

  • Each title should have a local holding record (LHR) in WorldCat.  Each range is contained in a separate 863.  Summary statements should contain "v." before the volume number.
  • When a title is no longer subscribed to, local holdings records must be updated with an end-date.

 

Serials Solutions

  • If there are any errors in the holdings statements in Serials Solutions, they must be updated using the process below.

 

 

Overlaying records from Connexion into Millenium

Once the record has been edited in Connexion (092 has been removed, 8XX fields have been removed, etc.) create a 949 field and put the following:

*ov=.bXXXXXXX ; (using the actual bib record number that you want to overlay)

export the record to Millenium and simply check to see that it was successful.

 

 
 
Updating print holdings in Serial Solutions:
 
  • Go to the SS client center (http://clientcenter.serialssolutions.com/CC/Login/Default.aspx?ReturnUrl=%2fcc%2fDefault.aspx)
  • Under the "Manage Your Data" section, click on the "Data Management Home" link.

     

  • To edit the print holdings database, click on the number of titles in the Medaille College Library Print Periodicals database.
  • A complete list of periodicals will appear.
  1. To make multiple changes to the database, you can click on "Download Titles" button on the right side of the header.
  2. Save the file to computer
  3. Open up Excel, or other spreadsheet
  4. Open the file menu in the application and change "files of type" to All Files.
  5. Select text file that was just saved.
  6. Make sure data type is set to "delimited" and click Next.
  7. Click finish.
  8. Make changes to data
  9. Save the file as a text file (.txt) or CSV file (.csv) again.
  10. Click yest on the pop-up window that appears.

 

  • To add a title, simply click on the "add title" button on the right side of the header.
  • To delete a title, simply click on the red "x" in the row with title details.
 
 
 
 

(The part of the ongoing process outlined below, has been completed.  We're now updating holdings records in Millenium, WorldCat and Serials Solutions)

We are in the process of evaluating the workflow for control of the serials/periodicals collection.  In order to be ready to set up serials check-in when we migrate to Innovative Interfaces, we need to evaluate and update all serials information in the catalog, Serials Solutions, OCLC, and EbscoNet to insure the proper holdings and titles are reflected.

 

Steps to accomplish this:

 

1. Collect all lists (spreadsheets, paper documents, electronic lists from vendors).
 
2.  Create one card file of titles of current subscriptions (print, electronic)
 
3.  Create one card file for ceased subscriptions. Include full holdings information on card.
      ---These titles will not need to be added to serials check-in, but the catalog record, OCLC record, and Serials Solutions must present the correct holdings data.
 
4.  Weed print collection.  For titles to remove from collection: delete holdings from WorldCat, delete bibliographic record from our catalog, remove title from Serial Solutions spreadsheet.
 
 
 
 
 


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