CLOSING SERIAL TITLES
Revised: February 1996

DEFINITION OF TERMS

CANCEL

Selector decides that the title is no longer wanted. Letter is written to the source to cancel the order.

CEASE

Title is no longer being published.

DROP

A title is "dropped" if:

• we cannot confirm whether it is still available (e.g. no reply to claims)
• the title is no longer available on a gift or exchange arrangement.

No letter is sent to source. If material starts coming again, the records are automatically re-opened without referral to selector.

NOTE: Closings due to title changes or series treatment changes are not covered in this procedure. See appropriate sections of the Berkeley Processing Manual.

INNOPAC BRANCHES

Ceases and Drops

CEASES AND DROPS INITIATED BY THE BRANCH LIBRARY:

Branch does the following updating REGARDLESS OF RECEIVING LOCATION.

INNOPAC ORDER RECORD:

• Change STATUS to Z
• Insert INTERNAL NOTE (tag=n):

e.g.	2/95 Faxon reports ceased with v.12 dj/publ
	3/95 DROP per MT/BUSI no longer avail. as gift km/busi
	5/95 DROP/no reply to claims dj/publ

• If ORDTYPE=C: delete the "includes" note from the parent record (but leave the "comes with" note in the child record)

INNOPAC CHECKIN RECORD

If all issues have been received:

• Bind if appropriate
• Delete checkin record and card
  (Before deleting, copy down any information necessary to format GLADIS holdings)

Because of space limitations in INNOPAC, the checkin record should be deleted as soon as it is no longer needed for processing purposes. Whenever possible, binding should be completed at the point of closing so that the record can be eliminated. IF CHECKIN RECORD MUST BE RETAINED, annotate it as in 2b below.

If further issues due on order:

• Claim as necessary
• Update the checkin record as follows:

1. UPLOAD = D
2. Delete checkin boxes for any issues no longer due on order
3. Insert final "null box" with note "CEASED" or "DROPPED"
4. Optional: add check note for special routing instructions
   e.g. Hand to ... when all issues received

• When all issues have been received:

1. Bind if appropriate
2. Delete checkin record and card

GLADIS

Close SUM field:

• If ceased: use // if last piece published is also the last piece held, e.g. 1(1981)-10(1990)//
• If dropped: never use //, e.g. 1(1981)-10(1990)
• Delete CI field if INNOPAC checkin record was eliminated. Wait 1 week to do this step if other updating was done to the checkin record or if binding slips were generated. Otherwise, the CI field may re-upload in the interim.
• Update SHL and V/C fields as necessary

NOTIFY CATALOGING UNIT:

If CEASE of a CATALOGED serial set:

• Notify Serials Cataloging Division via printout or correspondence annotated with GLADIS #, INNOPAC order #, or INNOPAC bib #.
• Do not notify cataloging units of the following:

  --ceases of uncataloged titles, MVMs, or seps
  --drops (regardless of cataloging treatment)

• IF RLOC=E:

  Notify East Asian Library to close its manual checkin records.

CEASES AND DROPS INITIATED BY CENTRAL PROCESSING UNIT:

Central processing unit does the following:

1. Closes the order record
2. Annotates the checkin record (changes UPLOAD to D; adds null box "CEASED" or "DROPPED"; deletes boxes for any issues no longer due on order)
3. Notifies the cataloging units as appropriate
4. Notifies branch via printout or correspondence

Branch performs the following actions after notification received from central processing unit:

• If all issues have been received:
  -- Bind if appropriate
  -- Delete checkin record and card
  -- Update GLADIS (as in 1c above)

If more issues due on order:

• Claim as necessary
• Optional: add check note giving special routing instructions

When all issues received:

• Bind if appropriate
• Delete checkin record and card
• Update GLADIS (as in 1c above)

CANCELLATIONS

PURCHASES, GIFTS, LC FOREIGN ACQUISITION PROGRAM

Payments Unit performs steps 1-3, 5
BPU performs step 4 for MAIN serials.

1. INNOPAC Order Record

1. Changes status to z
2. Inserts ven. note
3. Send copy 1 of cancellation letter to vendor; keep copy 2 for Payments files.

2. INNOPAC Checkin Record

1. Change UPLOAD to "D"
2. Delete checkin boxes for any issues no longer due on order
3. Insert final null box with note "CANCELLED"
4. If claiming necessary and/or more issues due on order:
   -- Claim if appropriate
   -- If RLOC=S: insert CHECK NOTE: "Refer to BPU when all issues received or claiming complete"

3. Refer to BPU or Subject Specialty Library

Make printout of INNOPAC checkin record and route as follows:

1. MAIN: to BPU (use special cancellation project box next to BPU box)
2. SUBJECT SPECIALTY LIBRARY: to SUBJECT SPECIALTY LIBRARY
3. DO NOT notify Serials Cataloging Division
4. For WITHDRAWLS and MVM's -- notify Serials Records/Documents (SerDoc)

4. If all issues received and claiming complete:

Sets

• Pull unbound material from stacks
• Bind as appropriate
• Eliminate INNOPAC Checkin record and card
• Update GLADIS:
  -- Close SUM field (do not use //
  -- Delete CI field
  -- Update SHL and V/C fields as appropriate

SEPS and MVMs

• Eliminate INNOPAC Checkin record and card
• Delete CI field from GLADIS

5. If Print is canceled but electronic access continues

**Full procedures under development**

For Serials Payments Staff:

1. Change locat in order record to (?) for print archived by CDL at SRLF
2. Notify Serials Librarian by print out of INNOPAC order record

EXCHANGES (acqtype=x)

Branch does the following updating before notifying Exchange Division to cancel order:

INNOPAC ORDER RECORD

1. Change STATUS to Z
2. Insert INTERNAL NOTE (tag=n):
   e.g. 2/5/96 CANCELLED per PUBL/TA
3. Notify Exchange Division to cancel order
   
   

INNOPAC CHECKIN RECORD & GLADIS

1. If all issues have been received:
   -- Bind if appropriate
   -- Delete checkin record and card
   (If record must be retained, annotate it as in 2b below)
   -- Update GLADIS
   -- Close SUM field (do not use //)
   -- Delete CI field
   -- Update SHL and V/C fields as appropriate
2. If further issues due on order:
   -- Claim as necessary
   -- Update the checkin record as follows:
     -- Change UPLOAD to D
     -- Delete checkin boxes for any issues no longer due on order
     -- Insert final null box with note "CANCELLED"
     -- Optional: insert check note for special routing instructions
   e.g. Hand to ... when all issues received
3. When all issues have been received or claiming complete:
   -- Bind if appropriate
   -- Delete checkin record and card
   -- Update GLADIS
   -- Close SUM field (do not use //)
   -- Delete CI field
   -- Update SHL and V/C as necessary

NON-INNOPAC BRANCHES

Ceases and Drops

CEASES AND DROPS INITIATED BY THE BRANCH LIBRARY

1. Send correspondence or annotated printout to:
   -- If NON-DOCUMENT: Collection Core Services Division
   -- If DOCUMENT: Documents Technical Services Unit
   -- If RLOC=E: East Asian Library
2. Update GLADIS:
   -- Close SUM field
   If ceased: use // if last piece published is also the last piece held, e.g. 1(1981)-10(1990)//
   If dropped: never use // e.g. 1(1981)-10(1990)
   -- Delete CI field (unless INNOPAC checkin record will be needed for claiming)
   -- Update SHL and V/C fields as necessary
3. If claiming is done on a received direct title:
   -- When all issues have been received, branch should notify Serials Check-in Division or Documents Technical Services Unit Dept. to eliminate INNOPAC checkin record.

CEASES AND DROPS INITIATED BY CENTRAL PROCESSING UNIT:

Central processing unit does the INNOPAC work; refers to cataloging units as appropriate; and notifies branch via correspondence or printout.
Branch performs the following actions:

1. Update GLADIS as in 1b above.
2. If claiming was done on a received direct title: refer as in 1c above.

CANCELLATIONS

• Notify Collection Core Services Division in writing (or E-mail)
• Update GLADIS (after Collection Core Services Division sends printout indicating the cancellation letter has been sent):
• Close SUM field (never use //)
• Delete CI field (unless INNOPAC checkin record is still needed for claiming or receipt of outstanding issues)
• Update SHL and V/C fields as necessary
• When all issues are received and claiming is complete on a received direct title: notify Collection Core Services Division to eliminate INNOPAC checkin record.

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Last updated Thursday, 04-Aug-2005 12:21:39 PDT Contact