 |
 |
 |
 |
 |
 |
 |
|
|
|
|
|
|
|
To move from the check-in record to the check-in card, key:
C < CHECKIN Options >
The title will display in either the card or line format, depending on the default display setting for that particular title.
Card format:
Line format:
For more detailed information regarding the check-in card, see Check-in Card Displays
Look carefully at the piece in hand.
1. Sometimes the issue to be checked in is also the current box. If this is the case, you will be prompted to check in that issue. (On most screen displays, the current box is flashing.) If the item to be checked in is the same as the one being prompted for, key:
C < CHECK in ____ >
2. If the issue in hand is not the same as the issue in the current box, find the box that corresponds to your issue and then key:
O < Check in some OTHER issue >
3. You will be prompted to specify the box you wish to check in.
< Which box to check-in? >
Key the appropriate box number.
(See section ___ below for instructions on checking in via Maintenance mode).
4. The system will always prompt you for the following information:
a. Date received? (Key RETURN to use today's date) mo-dy-20yr
If you wish to enter a different date of receipt, you may enter it here.
b. Note field data
Key new data
Notes? ___________________________________________________
i. Key <RETURN> if the note field is blank and no note is needed. (Skip steps ii-iv.)
ii. If a note is necessary, key the information here. Be mindful of space limitations. For examples of when to use notes, see Section ___.
iii. There are instances when the note field already contains data. If it is no longer relevant, key <Backspace> or <Delete> to remove the information and then key <RETURN>.
iv. If you need to replace the existing data with new information, begin typing; the old message will be deleted. Then key <RETURN> to save what you have written.
5. The system will ask additional questions in the following situations:
a. If the LABEL TYPE field has a value other than N, you will be prompted to print a label:
Print a label for this item? (y/n)
b. If the VOLUME/ISSUE or COVER DATE fields are blank, you will be prompted to supply values for these fields.
Volume#
Volume# 0 Issue#
Cover date? mo-dy-20yr
c. If there is no cover date or if there is no volume/issue, key <RETURN>.
6. Once an issue is checked in, the following changes are made to its corresponding box:
The STATUS is changed to ARRIVED
The NUMBER OF COPIES is changed to 1.
If there is a note, it appears in place of the transaction date.
7. Go to OTHER CARD MAINTENANCE AND REFERRALS to perform Check-in Card Maintenance.
In the following situations, you will need to go into the Maintenance Mode to complete the check-in process.
1. If the volume, issue and/or cover date information in the box is incorrect:
Always compare the volume, issue, and cover date in the box with what is actually on the piece. The data input when the issue was still "Expected" may be incorrect since serials often have unpredictable publication patterns. Using the maintenance mode, update this information as necessary to agree with the piece in hand.
a. Key M <MAINTENANCE mode options> to enter the Maintenance mode.
b. Key M <MODIFY a box> to modify a box on the check-in card.
c. You will be prompted to specify the number of the box you wish to modify. You will also be given a range of boxes to choose from.
Modify which box (1-x) __
Key the appropriate box number.
d. Key A <ALTER data elements of this box>
e. You will then be prompted for all the possible fields in the box. Key <RETURN> until you reach the field(s) that need correction.
f. After the last field, you will be prompted to save the changes you have made.
Replace data for this box? (y/n)
2. If there is no box set up on the card for the issue (if the piece is an index or a supplement, see Standards for Recording Check-in Data
a. Key M <MAINTENANCE mode options> to enter the Maintenance mode.
b. Key I <INSERT a box>
c. You will then be prompted to specify where on the card you would like the new box to be added. You will also be given a range of boxes to choose from.
New box will be which box? (1-x) __
Key the appropriate box number.
The system will then prompt for all possible fields in the box.
d. NOTE: To avoid mistakes, do not change the status or the number of copies. These fields will be updated after you have checked in the piece. If necessary, update the volume/issue and cover date fields. Add a note if needed.
e. Key Z <
3. If the issue is a duplicate (See also Standards for Recording Check-in Data: Duplicate Copies
First verify whether this piece belongs to the record on the screen.
a. Look at the accompanying stencil (see Opening Mail). If the stencil has a different address, forward both the piece and its stencil to the appropriate location.
b. Key S <Record Summary>. There may be another record for this title. In the record summary, see if there is another check-in record. If there is in fact another record for this title, identify the RLOC and route or process the piece as appropriate.
If the piece belongs to the given record, proceed as follows:
c. Refer to the acquisition type <ACQ TYPE>. If the ACQ TYPE is 4 (Library of Congress acquisition program), G (gift), or X (exchange), go to step d. For purchase titles (ACQ TYPE= P/S* [or I]), go to step j.
*Beginning October 2000, the ACQ TYPE=p will be used for purchase monographs only. Purchase serials will be assigned ACQ TYPE=s.
d. Key M to enter the Maintenance mode, then M to modify a box. Choose the box that corresponds to the piece in hand.
e. Key A to alter the data elements in the box.
f. Change the number of copies to reflect the piece in hand + the previous issue(s).
g. In the note field write: "dup rec'd" and the date the duplicate issue was received. (Do NOT change the transaction date.)
h. Make changes.
i. Check the label type. If a label needs to be printed:
If the ACQ TYPE is P/S [or I]:
j. Examine the check-in record.
If the piece in hand is the third successive duplicate:
If the piece was received as part of a standing order:
If the piece is not an example of the first two situations, proceed to step k.
k. Key S to see the record summary.
l. View the corresponding order record.
m. Check the price per issue of the title.
(Instructions on the duplicate processing of Government Documents.)
Check-in is the time to perform various types of card maintenance and referrals.
1. Claim late issues.
See the BPM Serials Manual section on Claiming.
2. Adjust the transaction dates.
The expected dates can become inaccurate over time as a result of frequency changes or irregular publication schedules. Since these dates are the basis for when a lapsed order will be flagged as "late" for claiming, it is important to keep them reliable. To update the transaction dates:
3. Has the frequency changed?
4. Do more boxes need to be added to the check-in card?
An active order should always have at least one "EXPECTED" box remaining on the card so the system can flag the title "LATE" if it stops coming. See What to Do when the Check-in Card is Full
5. Does an ISSN need to be added?
Key: E <EDIT bibliographic record>
I <INSERT a field>
I <ISSN>
Enter the ISSN.
NOTE: This field does NOT upload to Gladis. If there is already an ISSN, do not add another. Refer the problem to the Serials Cataloging Division. (See section E7.)
6. Should a title or author variant be added to the bibliographic record?
Sometimes an organization name or a journal's title may differ from issue to issue without being considered a true bibliographic change. For example, an organization may identify itself as the United Society of Journalmakers on the July issue, but on the August issue it is the United Journalmaker Society. In September it is once again the United Society of Journalmakers, and so on. Another reason to add a variant would be to include the initial article of a foreign language title, in those instances where the language would be unfamiliar to those performing check-in. To facilitate searching in these instances, a cross reference (XREF) may be added to the Innopac bibliographic record.
Key: E <EDIT bibliographic record>
I <INSERT a field>
Key M to insert a title cross-reference:
XREF T Key new data
Key J to insert an author cross-reference:
XREF A Key new data
NOTE: This field does NOT upload to Gladis. Before adding this field, be sure that you are not duplicating another entry. Examine each issue as it arrives to verify the pattern. It may be that this is a true bibliographic change and needs to be referred to the Serials Cataloging Division. ANY QUESTIONS SHOULD BE REFERRED TO THE SERIALS CATALOGING DIVISION.
7. Is there a CHECK NOTE: IN PROCESS, UPDATE, BPU, BIND ON RECEIPT?
8. Make necessary referrals to the Serials Cataloging Division.
See Standards for recording check-in data for guidelines on identifying and referring material to the Serials Cataloging Division.