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The check-in card should be tailored to the title's publication pattern in order to make maximum use of the system's predictive capabilities. For simpler patterns, setting the correct card parameters (ex.: DAYS BETWEEN ISSUES, ISSUES PER VOLUME) will be sufficient to set up the card. In more complex situations it will be necessary to modify check-in boxes and/or add CHECK NOTES describing the pattern. In rarer cases, it will be necessary to set up multiple check-in cards with IDENTITY fields for clarity.
Publication patterns fall into 4 general categories: regular, slightly irregular, totally irregular, and unknown. When setting card parameters, use the chart of frequency and days between issue values.
NOTE: The FREQ field in the bibliographic record (field 3) does NOT upload to Gladis. It has NO effect on the check-in card or on the check-in card parameters.
If insufficient information is available to determine the frequency of a title:
For a title that has a normal publication frequency, set the DAYS BETWEEN ISSUES and the ISSUES PER VOLUME fields of the card parameters as necessary. The Innopac system will automatically set up the rest of the card with the appropriate date, volume, and issue fields.
Ex.: monthly:
DAYS BETWEEN ISSUES = 30
ISSUES PER VOLUME = 12
FREQ= m
monthly issued in 4 vols./yr.; 3 issues/vol.:
DAYS BETWEEN ISSUES = 30
ISSUES PER VOLUME = 3
FREQ= m
NOTE: Some of these situations require use of the EXTRAPOLATE COVER DATES function to calculate the cover dates for subsequent issues. For information on how to extrapolate cover dates, see the BPM Serials Manual section on Innopac Editing Techniques. See Standards for Recording Check-in Data for additional check-in guidelines (e.g., dual numbering systems, multiple series etc.)
There are regular serials whose publishing patterns may differ (ex.: 5 days/week, ten times/year, etc.). In these instances, the check-in card should be updated.
2. "Winter" boxes of quarterlies
Innopac always assumes that winter is the FIRST season of the year. If winter is the LAST season of the year for the title, extrapolate COVER DATES for future issues.
3. Titles with issue numbering within the year
Ex.: 2000:1, 2000:2, etc.
4. Semi-monthly titles
Ex.: a title published on the 1st & 15th of each month
Coding card parameters will not be sufficient to enable Innopac to set up cover dates accurately for all expected boxes. Extrapolate cover dates for future issues.
5. Titles without months or seasons in cover date
Ex.: 1:1=2000, 1:2=2000, 1:3=2000, 1:4=2000
When inserting ranges of boxes to a card, use the 1st issue of a volume as the starting issue for your range. Otherwise, the cover dates and volume/issue fields will be inconsistent.
Some titles have frequencies that either consistently deviate from one of the standard frequencies or have extra issues such as cumulations, supplements, and indexes. This section of the manual is intended to provide general guidelines for handling some of the most common situations. Because there are hundreds of different publication patterns possible, you will often need to use judgment in formatting a card that results in the greatest clarity and efficiency .
When in doubt as to whether a pattern is totally regular, it is better to omit any questionable data from the expected boxes and input it during check-in. (If any field is left blank, Innopac will automatically prompt for these fields during check-in.) This is more efficient than always going into maintenance mode to correct data during check-in. It also avoids inadvertently introducing errors to the record if a discrepancy is not identified during check-in.
In the following examples, notice that the ISSUES PER VOLUME field is not necessarily coded to reflect the reality of how many physical pieces there are per volume. Coding according to the nearest standard frequency will sometimes be a significantly more efficient means of card creation for that publication pattern.
CHECK NOTES describing the publication pattern are particularly helpful for titles in this category. Since publication patterns are often obscure when viewing the INNOPAC 7x2 box display, a CHECK NOTE can help identify frequency changes and ensure that appropriate editing will be done when more boxes are added to the card.
Ex.: monthly, except July & August
1. In the check-in record, code the parameters as if the title were a straightforward monthly.
ISSUES PER VOLUME = 10
DAYS BETWEEN ISSUES = 30
NUMBER OF ITEMS ON CARD = 10
2. In the bibliographic record, set the frequency to monthly.
FREQUENCY = M
3. Add a check note indicating the title's publication pattern.
Ex. Monthly, except July & Aug
4. Update a range of boxes
1. Certain months are always combined
Ex.: monthly, except Nov/Dec combined
Follow the steps listed under NOT PUBLISHED IN CERTAIN MONTHS.
2. There is no consistent pattern of combined issues
Ex.: 5 nos./yr.; 8 nos./yr.; 10 nos./yr.
Ex.: 5 nos./yr.
FREQ= Q
(See chart of FREQUENCY and DAYS BETWEEN ISSUE values.)
See the section on supplements in Standards for Recording Check-in Data.
See the section on cumulations in Standards for Recording Check-in Data.
These titles are published at completely unpredictable intervals.
There are three basic categories of irregular titles.
The FREQ field should be blank (in the bibliographic record).
The DAYS BETWEEN ISSUES field is keyed according to the type of irregular title.
| Frequent irregular |
30 (domestic) 60 (foreign) |
| Irregular | 360 |
| Infrequent irregular | 1080 |
If there is another value that more accurately describes the title in hand, use that value when keying.
3. COVER DATE
4. VOLUME/ISSUE
a. If the numbering is predictable, set up the boxes accordingly.
b. If the numbering is unpredictable:
5. DAYS BEFORE CLAIM
| Domestic | 90 |
| Foreign | 180 |
6. CHECK NOTE
Insert a check note to record any important information.
Ex.: Published out of sequence
| Frequency Code (FREQ) | Description | Issues per volume* | Days Between Issues | Days Before Claim | |
| Domestic | Foreign | ||||
| d | daily | 365 | 1 | 30 | 90 |
| i | 3x/week | 156 | 2 | 45 | 90 |
| c | semi-weekly (2x/week) | 104 | 3 | 45 | 90 |
| w | weekly | 52 | 7 | 45 | 90 |
| j | 3x/month | 36 | 10 | 45 | 90 |
| e | bi-weekly (every 2 weeks) | 26 | 14 | 45 | 90 |
| s | semi-monthly (2x/month) | 24 | 15 | 90 | 180 |
| m | monthly | 12 | 30 | 90 | 180 |
| b | bi-monthly (every 2 months) | 6 | 60 | 90 | 180 |
| q | quarterly | 4 | 90 | 90 | 180 |
| t | 3x/year | 3 | 120 | 90 | 180 |
| f | semi-annual (2x/year) | 2 | 180 | 90 | 180 |
| a | annual | 1 | 360 | 180 | 180 |
| g | biennial (every 2 years) | 1 | 720 | 180 | 180 |
| h | triennial (every 3 years) | 1 | 1080 | 180 | 180 |
| z | Other | ||||
| quadriennial (every 4 years) | 1 | 1440 | 180 | 180 | |
| quinquennial (every 5 years) | 1 | 1800 | 180 | 180 | |
| (BLANK) | Totally irregular | ||||
| Frequent irregular | 30/60 | 90 | 180 | ||
| Irregular | 360 | 90 | 180 | ||
| Infrequent irregular | 1080 | 90 | 180 | ||
Frequencies expressed in numbers per year are coded according to the closest applicable frequency:
| Nos/year | FREQ |
| 5 nos/yr | Q |
| 7 nos/yr | B |
| 8 nos/yr | B |
| 9 nos/yr | M |
| 10 nos/yr | M |
| 11 nos/yr | M |