1. Searching begins when an INNOPAC record can not be located.  Re-examine the mailing label to verify that the material was intended for your unit and not for another location, an individual, or another institution, or campus.

   You can also tell from the mailing address whether or not the source sent unsolicited material.  The expectation of locating a record increases or decreases depending on the mailing label.  For example, the following:

   UNIVERSITY LIBRARY UNIVERSITY OF CALIFORNIA BERKELEY BERKELEY CA 94720

   indicates that this is probably the first time the source has sent material to the Division.  Chances are that no INNOPAC order record exists.

   On the other hand, an address like the following:

   UNIVERSITY OF CALIFORNIA BERKELEY FOREST PRODUCTS LIBRARY UNIVERSITY OF CALIFORNIA BERKELEY BERKELEY CA 94720 USA

   indicates that the source is frequently sending material directly to us.  This is a "good" stencil, and it is very likely that a record for the title or a related title exists, and should be thoroughly checked.

   The mailing label may also carry other useful information such as:

   1. The serial record number

      Subcription Number 00745638		Order Number 29838029
      Reference 29838029		Rate    Expiry       Acronym MF  013/06  JBB
      00986 BIOMASS & BIOENERGY      012/03      1997

   2. The purchase order number

      SERIAL DEPT./MAIN LIBRARY U. OF CALIFORNIA, BERKELEY BERKELEY, CA 94720 ORDER# 110327

   When these numbers appear on the stencil, a record may be located in INNOPAC or GLADIS, whether active or closed.

2. Check MELVYL using a key word search.  Examine the title page, cover or colophon for the issns, entries and/or titles to be checked.  The most obvious and straightforward headings should be checked first, but also be alert to:
   1. titles beginning with generic words like Journal, Bulletin, Proceedings, etc. (or Boletin, Zeitschrift, Acta, etc/), keeping in mind that "Journal", for example, may or may not be followed by the "of the" which links to the corporate author
   2. entries headed by geographic names
   3. entries headed by "University of" or "Universite de", "Universita", etc.
      NOTE: If no record is found:
      1. Discard financial reports issued by academic institutions.
      2. Route annual financial reports issued by corporate institutions to the Business/Economics Library.  Discard their quarterly financial reports.
      3. parallel titles given in different languages.
3. Check INNOPAC under all possible headings.  Insert cross-references as appropriate.  Watch for records that show that the receiving location is not for your Unit and re-route.
4. Check GLADIS under all possible entries.
   1. If a record is retrieved with open holdings, go back to INNOPAC and begin your search again
   2. If a record is retrieved with closed holdings, check the detailed order screen under the same entry, noting receiving location, and vendor information and any notes regarding the reason for closing the record.  (NOTE: For ceased titles that have resumed publication or for dropped titles that begin coming again, see the BPM Serials Manual procedures for Re-opening Titles)

There are eight categories of snags.  Make a preliminary decision about which kind of snag the issue in hand seems to be.

1. TITLE CHANGE: an issue that reflects any change in title, issuing body or heading, designation or numbering.

   CERTIFICATION:
   

   • clearly marked "formerly"
     
   • accompanied with correspondence and/or information in the editor's note
     
   • issue has dual numbering [e.g. v.1:1 (also v.19:1)]

2. SAMPLE: an issue sent on a one-time basis to serve as an announcement of the serial title, which is available only through a purchase subscription.

   CERTIFICATION:
   

   • clearly marked on the issue as a sample
     
   • usually volume 1, number 1 (or very low-numbered issue)
     
   • subscription price quoted (examine inside pages)
     
   • accompanied with correspondence and/or information in the editor's note

3. EXCHANGE: a title available on a exchange basis with an academic or research institution, or a non- corporate library.

   CERTIFICATION:
   

   • appears unsolicited from a past or possible exchange partner
   • other titles from the same exchange partner are already received on exchange
   • accompanied with acknowledgement card or letter

4. GIFT: a title available free of charge.

   CERTIFICATION:
   

   • subsequent issues continue to be received unsolicited
   • accompanied with correspondence and/or editor's note
   • NOT from an academic or research institution

5. COMES-ON: a serial title coming on a paid subscription for another title or on a membership/service subscription with a publisher or institution.  By definition, there can not be a comes-on gift or exchange title.

   CERTIFICATION:
   

   • accompanied with correspondence/information indicating that the title is free because of a pre-existing subscription
   • other titles from the same source are received as part of a service subscription or membership arrangement

6. LC ACQUISITION PROGRAM: material received from the Library of Congress Field Offices in New Delhi, Karachi, Cairo, Indonesia, Singapore, Malaysia, Africa, Brazil at a reduced cost.

   CERTIFICATION:
   

   • material accompanied with letters (also called "ballots") and catalog cards
   • (NOTE: No searching is necessary if ballots are attached -- refer directly to the appropriate selector for retention decision)

7. MONOGRAPHS: works of a monographic nature which does not have a series title printed on the piece.

   CERTIFICATION:
   

   • material accompanied with invoice, correspondence
   • stencil has the appropriate mailing address and/or serials UCB or INNOPAC record number indicating that the monograph is being sent as part of a
     • purchase, membership or service subscription
     • gift from an issuing agency
     • exchange
   • gift book from an individual
   • no evidence of series title on the piece

8. CLOSED TITLES: records for titles that have no current or active orders.  This category does not include records with "continued by" notes.

   CERTIFICATION:
   

   • In the INNOPAC order record, the STATUS=z.  Look for INTERNAL NOTE stating reason for closing the record (e.g. "drop, no response to our claims", "vendor reports ceased", etc.)
   • In MELVYL or in GLADIS, the holdings are closed.  Look in the GLADIS detail order screen dispaly for any note regarding reason for closing the title

1. TITLE CHANGE: Follow the BPM Serial Manual procedures for SUCCESSIVE ENTRIES.

2. SAMPLE: Route issue(s) and all accompanying material (mailing label, letters, etc.) with a SERIALS DECISION SLIP or note to the appropriate selector for retention decision.

3. EXCHANGE: Check if other titles are coming from the same academic or research institution.  Note the exchange fund codes.

   Route issue(s) and all accompanying material (mailing label, letters, acknowledgement cards, etc.) with a note to the Exchange Division.

   Note the information found in the OPTRMT field of the ORDER record.

4. GIFT: Route issue(s) and all accompanying material (mailing label, letters, acknowledgement cards, etc.) with a SERIALS DECISION FORM to the appropriate selector for retention decision.

5. COMES-ON: Route issue(s) and all accompanying material with a SERIALS DECISION FORM to the appropriate selector for retention decision.  Note the parent title or membership, the vendor and record number in the space provided.

6. LC ACQUISITION PROGRAM: Batch and route issue(s) and all accompanying material (mailing label, letters, etc.) with a SERIALS CLEARANCE FORM to the appropriate selector (see chart below) for retention decision.

   AREA	SELECTOR
   Africa	Phyllis Bischof
   Brazil	Carlos Delgado
   Cairo	Hamid Mahamedi
   3* Burma, India, Sri Lanka, Pakistan 6* Malaysia, Singapore, Indonesia	Virginia Shih Suzanne MaMahon

7. MONOGRAPHS: Route material as follows:
   1. If the material is from a possible exchange source or a current exchange partner, route with a note to the Exchange Division.  Add the question: "Monograph possibly received on exchange?"
   2. If the material is from a subscription or membership source and the parent title is shelved in your unit, route to the Copy Cataloging Division as a mono.
      (See CHECK-IN PROCEDURES FOR UNBOUND MONOGRAPHIC TITLES)

   3. If the material is
      1. not from a possible exchange source
      2. can not be related to any serials subscription
      3. clearly marked as a gift
      
      route with a note to the Gifts Division, adding the message "GIFT BOOK".

   4. All foreign and domestic dissertations can be sent to the Gifts and Exchange Divison.  A dissertation can usually identified by the presence of a loose monographic title page which describes the work as a dissertation, or is written to fulfill doctoral examination requirements.

8. CLOSED TITLE:
   1. If an issue is received that fills a gap in the holdings:
      1. for Main, route to the Binding Unit
      2. for Branch locations, route to the appropriate shelving location
   2. If an issue is received beyond the last date or volume/issue recorded in the holdings route material as follows:
      1. comes-on, purchase and gift titles, route to the Serials Payments Division to investigate
      2. exchange titles, route to the Exchange Division

* Only Branch titles are accompanied with Order Card.  An Order card is not required for comes-on titles.

If the material is not wanted by the selector, and material continues to arrive, a discard record can be created in INNOPAC.  See BPM Serials Manual procedures on Keying Discard Records.

However, if your unit wishes to maintain a large list of discard records, it is strongly recommended to create one Bibliographic record to conserve disk space in INNOPAC.  Only unique title entries can be added to this record as "cross reference titles".   To eliminate confusion, do not add "cross reference authors" to this list.  Check-in staff may discard titles wanted for the Library's collection.

NOTE: The maximum number of 75 titles can be maintained in a Bibliographic record.

1. TO CREATE A BIBLIOGRAPHIC DISCARD RECORD

   Key:

   O	<ORDERING and Receiving Subsystems>
   K	<KEY new orders>
   Initials [return]
   Password [return]
   1	<Bibliographic records>
   2	> ser: Purchase Serials
   Check for duplication? N
   Do you want to key MARC records? Y
   Do you have SUBSTITUTION phrases? N
   Are all options as you want them? Y
   Key the following fields as appropriate:
   	LANG	Key  <Return>
   	COUNTRY	Key  <Return>
   	FREQUENCY	Key  <Return>
   	AUTHOR	PLACE ALL ISSUES ON DISCARD SHELF
   	TITLE	Key  List of DISCARDS for ..... (add your location name, e.g. PUBL)
   	IMPRINT	Key  <Return>
   		Key  <Return>
   	ISBN/ISSN	Key  <Return>
   	GLADIS #	Key  <Return>
   	BIB LEVEL	Key  <Return>
   Q	<QUIT>
   A	<ADD record to database>
   	Copy down the bibliographic record
   More records to key		Key N

2. INSERTING CROSS REFERENCE TITLES

   Key:

   I	<INSERT a field>
   Tag of new field?	key: M > XREF T
   XREF T:	key title of record to be discarded
   	Repeat this step as needed
   To QUIT, key:
   Q	<QUIT>
   A	<ADD record to data base>
   More records to key?	key: N

   Quit to Main Menu

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Last updated Thursday, 04-Aug-2005 12:21:40 PDT Contact