Standards for Recording Check-in Data

This appendix contains the standards for recording information on the volume, issue numbering, and date of coverage or imprint in the INNOPAC check-in box. For some categories, standards are also provided on the use of note fields to describe or assure proper processing of the item.

COVER DATES

The COVER DATE field is used to record the coverage of the issue; for want of this, the imprint date may be substituted. Note that the COVER DATE is not to be confused with the TRANSACTION DATE field, which is used to record when the issue is expected or received. In more complex situations, the box-specific note field must also be used.

DATES

1. If the title has both coverage and imprint dates, use only the coverage date in the COVER DATE field.

2. If the title has only imprint dates, use the imprint date in the COVER DATE field.

FORMATTING

1. The basic format of the cover date field is: mo-dy-yr (month-day-year).

2. Months should be converted to their numeric equivalents.

Ex.: Jan = 01

Feb = 02, etc.

3. When entering the season, abbreviate as follows:

Spring = sp

Summer = su

Fall = fa

Winter = wi

Note: One can also enter "au" ( for Autumn); the card will display the season however as Fall.

4. The year is always given with the 20-- prefix.

CONVENTIONS

The following chart shows the keying conventions for the COVER DATE field.

DATE ON PIECE	COVER DATE FIELD
January 10, 2000	01-10-00
January 2000	01-00-00 Key 2 zeroes in the day (dy) position
January-February 2000	01-02-00 Key a hyphen after the 1^st month; the system then prompts for a 2^nd month (mo) instead of day (dy).
2000	00-00
Spring 2000	sp-00 The system will not prompt for a day (dy).
Spring-Summer 2000	sp-su-00 Key a hyphen after the 1^st season; the system then prompts for a 2^nd season instead of a day (dy).
No date	Key 2 spaces in the month (mo) field to blank out the cover date field.
Fiscal year 2000/01	00-00-/00 through -01 Key 2 zeroes in the month/day positions, then key a slash "/" mark; the system then prompts for the 1^st year and the 2^nd year
Multiple calendar years	Same as above for fiscal year
February 1-7, 2000	02-07-00 In the box note field enter: =Feb 1/7 Key the later date in the cover date and add the complete date information in the box note field.
Any date with the 19-- prefix in the year	Enter any relevant information in the month/day positions. In the year position, key <delete> or <backspace> to remove the 20-- prefix. Key the correct year.

VOLUME/ISSUE NUMBERING

Volume numbering and issue numbering are recorded in 2 separate fields of the check-in box: VOLUME and ISSUE. In the card and line display formats, a system-supplied colon separates these 2 fields. In more complex situations, it may be necessary to use the box-specific note field or the IDENTITY field to describe the piece in hand.

COMBINED ISSUES

1. Key a hyphen after the first number, then key the second number.

2. If your range of issues exceeds 16 (the maximum allowable on INNOPAC):

a. Leave the volume and issue fields blank.

b. Key the information in the box-specific note.

DUAL NUMBERING SYSTEMS

In the VOLUME/ISSUE fields, use the numbering scheme that is consistent with the binding designation (BDES).
Record the alternate numbering system in the box-specific NOTE field, preceded by an equal sign.

Ex.: BDES = NO.
Issue field: 15
Note field: = v. 2:1

BDES = V.
Volume field: 2
Issue field: 1
Note field: =no.15

Note: If the title is marked by volume and whole numbering (e.g., v.10:100), code the RESET ISSUES field in the card parameters as "N" , so that the issue number will keep incrementing.

MIS-NUMBERED ISSUES

Check the binding designation (BDES); the title may be bound by date.
If the BDES is volume or number, use the volume and/or issue fields to record what is assumed to be the correct numbering.
In the box-specific note, enter the information given on the piece. Precede this by an exclamation point.

Ex.: !v.2:2

Pay careful attention to later issues that arrive to see if the problem corrects itself on the next piece.
If the numbering problem persists, refer to Serials Cataloging for further action.

MULTIPLE SERIES

Refer all new series to the Serials Cataloging Division to update the bibliographic record and the SUM field.

Set up a separate check-in card for each series for which issues are still expected.

Use the IDENTITY field in the check-in record to record the series (ex.: Series 3).
Record the volume and issue information in the volume/issue fields as usual.

If a previous series is closed, the same check-in record and card should be used for the new series.

Use the IDENTITY field in the check-in record to record the series.
On the check-in card, insert a null box. Enter the new series information in the box-specific note.

PARTS

Key the part in the box-specific note field:

Ex.: Pt. A;
v.28:1:2.

Key the volume and issue fields as usual.

Mark as follows: volume:issue:part

ROMAN NUMERALS

Convert all Roman numerals into their Arabic equivalent.

SPECIAL SITUATIONS

INDEXES

Cumulative indexes

Look for volume/issue numbering. If the cumulative index is a numbered issue within the series, check-in the piece as usual. In the box-specific note, enter CUM INDEX and the coverage dates. If there is no volume/issue numbering, follow steps b through e.
Insert a box.
Make no entries in the volume, issue, and cover date fields.
In the box note, write: CUM INDEX and the dates of coverage.
All cumulative indexes must be routed to the Serials Cataloging Division to update the bibliographic record and the SUM field. Add to the box note that the piece is being referred to SerCat, the date, and your initials.

Other indexes

Insert a box.
In the box-specific note, enter: INDEX.
Titles for MAIN (Gardner Stacks) must be routed to BPU.
For other locations, write INDEX under the call number when marking.
Do NOT route annual indexes to the Serials Cataloging Division.

Table of contents, errata, corrigenda, etc.

Follow local procedures.

SUPPLEMENTS

For titles that include supplements, there should be a note in the Innopac record (usually "includes supplements" or "check-in supplements on this record"). If there is no note in the record, refer the issue to SerCat. Look in the bibliographic record to determine whether this title has been accompanied by supplements before. The check note may also give an indication.

Ex.: Includes supplements

If the record has no such information, refer the piece to the Serials Cataloging Division.

If the bibliographic information confirms that the title is accompanied by supplements, check in the piece as follows:

If a supplement to a particular issue:

Add a box-specific note of the main issue
If the supplement did not arrive the same day as the main piece, add to the note the date the supplement was received.

If a supplement to a whole volume or year:

Insert a box immediately after the last issue of the particular volume/year.
In the box-specific note, enter: suppl.
Key the volume and date fields as appropriate.

If a supplement with independent numbering:

These supplements should have their own bibliographic record and check-in card. If no separate record exists, refer the piece to Serials Cataloging.
The basic title should have a check note referring to the appropriate check-in record.
Ex.: Check in suppl on c_______.
Check in the piece on the supplement record. Do NOT indicate the issue is a supplement.

If an unnumbered supplement:

Insert a box after the last checked-in issue, or wherever it seems appropriate.
Write "suppl" in the box-specific note.

When marking, always indicate that the piece is a supplement. Write "suppl" after the volume/issue numbering.

If special issues are numbered as regular issues, check them in as usual.

If any supplement seems strongly monographic, refer it to Serials Cataloging. Monographic issues are "book-like" in nature (as opposed to a collection of articles). Often, the monographic title is more prominently displayed than the serial title.

REVISED EDITIONS

Check in the piece as usual.

In the box-specific note, enter the edition

Ex.: 2d ed.
Rev. ed.
2d rev. ed.

CUMULATIONS

In most cases, the cumulative issue will be checked in on the same card as the other issues.

Look for a check note to confirm this information.

Ex.: Quarterly, with annual cumulation

Insert a box for the cumulation immediately after the issues it covers.
If there is no check note, refer the piece to the Serials Cataloging Division.

In more complex, multi-frequency situations, it may be necessary to set up separate check-in cards which are attached to one bibliographic record.

There should be an IDENTITY field in each record describing the coverage of the card and check notes referring to the other check-in cards.
Check-in the cumulation on the appropriate card according to the instructions in the check note and identity fields.

If the cumulation has its own bibliographic record, it must be checked in on its own check-in card. There should be check note referring to the other check-in cards.

COMES BOUND TITLES

If all issues come bound:

A check note should state this information.

Ex.: Comes bound

Do NOT add a box-specific note in the card to record this information.

If issues come bound or unbound:

A check note should state this information.

Ex.: Comes bound or unbound

Add a box-specific note in the card indicating whether the piece was received bound or unbound

MAIN unbounds must be routed to BPU.

Subject specialty libraries are responsible for maintaining their own holdings information. Local procedures may include additional Gladis work.

DUPLICATE COPIES

Record the total number of copies received in the NUMBER OF COPIES field.

Add a box-specific note and record:

The date of receipt (if different from the first copy received)
The nature of the material and any referral information
Your initials

Refer material UNMARKED to the Collection Core Services Division if:

The piece is expensive (more than $50/issue);
There is a history of duplicates (3 in a row);
The piece was received on a standing order;
An invoice is attached.

MONOGRAPHIC SERIES

Numbered series

Key the numbering and imprint date in the volume, issue, and cover date fields as appropriate.
Mark and route according to the cataloging treatment instructions in the check note.

Ex.: Sep/ae
ANAL

Unnumbered series (Ex. MONO)

There should be a check note indicating that the series is unnumbered. If there is no such note, refer the title to the Serials Cataloging Division.
The check-in card's default display mode should be set to LINE so all the information can be viewed.
Key the author and title in the box-specific note field.
Key the imprint date in the cover date field.
Leave volume/issue fields blank.
Mark and route according to the cataloging treatment given in the check note.

MONOGRAPHS

(How to mark Monos, Seps, MVMs, and Anals)

ALL MARKING SHOULD BE DONE ON THE VERSO OF THE TITLE PAGE

MONOS: on top center of page mark

MONO
{location}

SEPS: on top center of page mark

SEP/AE
{location}

MVM's: on top center of page mark

o{order number}
MVM
{location}

ANALS:

On top center of page mark "ANAL";

Along left margin, write the call number.

Write the prefix (the first set of letters).
Under that, write the rest of the call number, dropping down a line at each "cutter" (dot).

Under the call number, if applicable, write the series number, located in the IDENTITY field. (e.g. Ser.2, New Series, etc.)

Under the series number (or, if there is no series number, under the call number) write the BDES (binding designation), located in the BIND INFO field. The BDES will usually be no., v., or date. If the BDES is date or v., separate the secondary numbering by a colon, e.g. 1993:2 or v.14:3.

Under the BDES write the location.

Insert a pink "ANALYZE" flag.

CATALOGING TREATMENTS OF MONOGRAPHIC SERIES

For information on interpreting Gladis series records, see the BPM Serials Manual section on Post-cataloging processing.

(Information on Government Documents)

Monographic series cataloged as separates

Each volume of the series is cataloged separately with its own call number. An added entry is usually made for the series title.

The Innopac check-in record should have the following:

The ALPHA CALL# field should read: Call # Varies
The check note field should have the note: Sep/ae

The Innopac bibliographic record should have the BIB LEVEL set to "s"; this makes the record upload to Gladis as a "Call # varies - Standing order" record.

While doing check-in, annotate the verso of the title page:

Sep/ae
Shelving location

Route each volume to the Catalog Department, Copy Cataloging Division, for monographic cataloging.

Monographic series cataloged as sets

All volumes of the series are cataloged under the same call number. This set call number is keyed into the Innopac CALL # field in the check-in record.

The BIB LEVEL in the Innopac bibliographic record is blank for all serial sets.

Analyzed sets

These will be identified by the check note ANAL.

While doing check-in, annotate the verso of the title page:

ANAL
Call # (include binding designation, ex.: v.10, no.200, 1999, etc.)
Shelving location

For MAIN titles, update the SUM field in Gladis. Other locations should follow local procedures.

Route each volume to the Cataloging Department, Copy Cataloging Division, for individual monographic title analytics.

The following are special analytic situations:

MONANAL These are anals for monographic volumes only.

Not all volumes in the series are analyzable.
Examine each piece carefully.
If the piece is analyzable, route for anals.
If the piece is not analyzable, process as no anal, (do NOT send to the Copy Cataloging Division); route to location as appropriate.
Always indicate in the box-specific note how the piece was processed (ANAL or no ANAL).

SUPANAL These are anals for supplements only.

CONANAL These are anals for conferences only.

Unanalyzed sets

No check note is necessary. The title is assumed to be "no anal" if no other treatment notes to the contrary are present.
It may be necessary in some cases to add a check note noting the selector's decision. This will prevent the title from frequently being referred to Serials Cataloging as a potential series treatment change.

Ex.: Keep as unanalyzed set per MT/BUSI 1/2/99

Regardless of the cataloging treatment, ALL monographic series are coded with value "M" in the PUBTYPE field of the order record and in the TYP field of the Gladis bibliographic record.

Series treatment changes

In order to conform to current Library of Congress cataloging practice, many sets that were formerly established as analyzed sets have been converted to Sep/ae treatment. In most cases, the older volumes remain under the set call # and later volumes are cataloged as seps. In these cases, the check note denoting the title as Sep/ae will also indicate the cut-off point of the treatment change.

Ex. Sep/ae; Prior to no.20 cat set: PA25.U62

If the issue in hand falls after the cut-off point, check in and process the piece as a Sep/ae.
If the issue in hand precedes the cut-off point, do NOT check in the piece on the Call # Varies record. Check it in on the set's record, if one exists. Update the SUM field in Gladis (Gladis will have a closed holdings statement). Route for analytics if appropriate.

Sets within seps

Some Call # Varies series contain serial and/or MVM sets, rather than having each volume a monograph. These issues must be identified at the point of check-in so that they may be marked appropriately and added to the set record.
All new serial sets must be referred to the Serials Cataloging Division for new cataloging.
Separate bibliographic and check-in records and a check-in card are created for each set within a series. No order record is created for the set title.
The following check notes are added to the Call # Varies (Sep) record:

HAND TO CHECK-IN SUPERVISOR; Sep/ae; Sets within sep: 1. Journal of fun, .c1234567; 2. Journal of no fun, .c1324567 (see instructions in check notes); Refer new sets to SerCat

1. Check in on this record; show equiv. set no in note

2. Check in on set record, show equiv. ser. no. in note

3. Mark and route per SET record. DO NOT TREAT AS SEPS!

4. Claim only on this record

The following check notes are added to the Set record:

HAND TO CHECK-IN SUPERVISOR; Set within sep; see.c2348345 before check-in or claiming

Series: Monographic series of fun and games

Check in the piece on each record, following the instructions listed in 4d. When entering the equivalent title in the box note, enter "=", followed by the set/series number.

Sets within sets (Serial analytics)

Some issues of a serial set may also be numbered as part of another serial set.
Each of these issues must be referred to the Serials Cataloging Division to update the bibliographic and holdings fields of the other serial record.
New serials sets must be referred to the Serials Cataloging Division for new cataloging.
Separate check-in records may be set up for the sets or they can be handled on the same check-in record.
Add check notes with the following information:

The title of the other set(s)
A message to refer all issues to SerCat
Any other instructions necessary for processing the set titles

Do NOT refer SEPS within SEPS to SerCat.
If a sep carries additional monographic series titles, the title is routed to the Copy Cataloging Division according to standard procedures for seps. Catalogers will make standard entries for the other series as appropriate.
If there is a separate check-in record for each sep title and the titles share the same location:

Add a box-specific note in each record stating the title and issue number of the other sep.

In the case of purchase orders, contact the Collection Core Services Division to avoid duplication.

Multi-volume monographs

Multi-volume monographs should have the check note "MVM" and the Innopac order record number.

Ex.: MVM; o1234567

Other information should be added to the check note as appropriate.

Ex.: To be complete in 10 volumes.

Loose-leaf

Fascicle

Annotate the verso of the title page as follows:

MVM

Shelving location

Innopac order number

Route issues to the Cataloging Department, Copy Cataloging Division, to update the Gladis record.
If the issue being checked in completes the MVM, see the BPM Serials Manual section on Closing serial titles.

MEDIA

With accompanying printed material

Look for check notes and examine the bibliographic record for notes that indicate the title includes media.

If there are no such notes, check in the piece and refer both the printed material and its accompanying media to the Serials Cataloging Division.
In the box note, enter "+CD-ROM (diskette, etc.) to SerCat,", the date, and your initials.

If there is a note, check in both pieces and route accordingly.

Always keep pieces together when routing.

Without accompanying material

There should be a note in the Innopac record specifying the format (ex.: microfilm, microfiche, CD-ROM, etc.). NOTE: If there is no note in the record, this may be a format change. See number 4 below.
Check in the piece and route as appropriate.

Multi-format

If you are regularly receiving issues in multiple formats, there should be a separate checkin record and card for each format.
Add IDENTITY fields to each record describing the format for that card.
Add CHECK NOTES referring to the other checkin card and providing any additional instructions. Ex.: Check in microfilm on c _ _ _ _ _ _ _; discard hard-copy when microfilm is received

Format changes (ex.: from print to CD-ROM)

Route the piece to the Serials Cataloging Division after checkin.
In the box note, enter: "Format change from X to Y, ref'd to SerCat," the date, and your initials.