Mavis: created most of the text; Melanie: edited & reordered 2/25/2019; uploaded: 9/2/2021; added links 10/24/2021-10/25/2021
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Descriptive information (if missing)
Subjects (if missing)
Call number
Add 909 1stname lastname ǂb yyyy-mm-dd ǂc COPY ǂd CMS STATS ǂz Serial work or
Add 909 1stname lastname ǂb yyyy-mm-dd ǂc ORIGINAL ǂd CMS STATS ǂz Serial work
SIERRA: Create/Update holdings record (Serials staff usually inputs Holdings Record before sending to CMS):
Holdings Record Brief Workflow and MARC Holdings Records Full Procedures
Add call number: 852 |h |i
Check over Serials' holdings record for coding/typos
Serials staff will usually add the item records
Serialsstaff will usually do the physical processing
But in certain cases, CMS will be handling item record creation and processing, especially for:
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Sierra: call up record in Sierra first
High priority
see: Serials - COPY CATALOGING - Full and, if needed: Serials - ORIGINAL CATALOGING - Full
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008
260/264
362
7xx linking fields
909 Melanie Shaw|b2022-06-03|cEDIT|dCMS STATS|zSerial work
Notify Serials staff if new serial call number is different
If title change was previously missed, transfer item records to correct bib record (Serials usually does)
If OCLC LH Records have poor/obsolete holdings info,
Update them: OCLC LHR (local holdings record) Procedures
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008
260/264
362
7xx linking fields
909 1stname lastname ǂb yyyy-mm-dd ǂc COPY ǂd CMS STATS ǂz Serial work or
909 1stname lastname ǂb yyyy-mm-dd ǂc ORIGINAL ǂd CMS STATS ǂz Serial work
Overlay Serials staff’s brief bib
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008
260/264
362
7xx linking fields
909 Melanie Shaw|b2022-06-03|cEDIT|dCMS STATS|zSerial work
Notify Serials staff if new serial call number is different
If title change was previously missed, transfer item records to correct bib record (Serials staff usually does)
If OCLC LH Records have poor/obsolete holdings info,
Update them: OCLC LHR (local holdings record) Procedures
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008
260/264
362
7xx linking fields
909 1stname lastname ǂb yyyy-mm-dd ǂc COPY ǂd CMS STATS ǂz Serial work or
909 1stname lastname ǂb yyyy-mm-dd ǂc ORIGINAL ǂd CMS STATS ǂz Serial work
Overlay Serials staff’s brief bib
Deletion requests – from Serials staff
Highest priority of printout serial work
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Delete OCLC holdings (if no other USU library has it)
This includes deleting OCLC LHR (local holdings records) if any
3a-Sierra: If order record is attached
Suppress bib record
Add Bib Code 3 = d (suppresses bib) and 910 field to Sierra bib
910 Withdrawn title; order attached; [your initials; date]
Delete item(s) and holdings records - usually already done by Serials staff
3b-Sierra: If no order record is attached
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Sort Closed Titles out into their own pile and quickly search each title on Sierra and check Holdings Record to make sure there are no mislabeled Discontinued Titles in the stack.
Keep an eye out for closed title notices requiring edits:
These will have needed changes written by Serials – so treat these like Discontinued Titles:
Bring up Sierra record
Bring up the current OCLC record, and
Make sure the serial hasn’t been Discontinued (if is, skip down to Discontinued serials), if not:
Update fields in Sierra bib
Especially if written on the printout; and copy over useful serial-related fields to Sierra,
particularly always check for 530 for Also available online. and 776 for online record infoversion which will alert our librarians & patrons to alternative access to the title;
And remember to replace OCLC’s format of [space] ǂ [space] with Sierra’s | (take out with no spaces).
Sign your work with 909 field: 1stname lastname|byyyy-mm-dd|cEDIT|dCMS STATS|zSerial work
Update any OCLC LHRs. Full procedures here: OCLC LHR (local holdings record) Procedures, or, if already familiar with editing OCLC LHRs:
Find title on Sierra and copy OCLC number, then call up Sierra holdings record.
If 035 field is missing from Sierra’s holdings record; copy/paste the (OCoLC)+no and add it to the Sierra holdings record.
If you haven’t already brought up Local Holdings Maintenance: search by OCLC number on OCLC Connexion, then Tools; Launch OCLC Local Holdings Maintenance, and
Update the OCLC LHR referring to our Sierra holdings record -
In the fixed fields, always: remember to update 008 Receipt/Acquisition to 5 (not currently received)
for all fixed fields, click on + sign to open them.
then click Apply to close.
You can just edit the old 866 field text of the holdings in OCLC, or you can replace them with formatted 853/863 fields. However, when the holdings are full of gaps, it can be easier to just go ahead and upgrade to 853/863.
Finally: Replace LHR, and count all stats.
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Either: Edit/update fields in existing Sierra bibs by copy/pasting or referring to current OCLC record:
008 fixed fields date/datetype
260/264 add ending date
362 add ending date/volume or if, unformatted, statement of ceasing publication.
Add 7xx’s, especially linking fields if serial continues in online serial format
Add 9091stname lastname|byyyy-mm-dd|cEDIT|dCMS STATS|zSerial work
Or: Overlay records with the current OCLC bib record:
Always transfer all local call 090/099 and other local fields from Sierra to the OCLC bib before overlaying
Add 909 1stname lastname ǂb yyyy-mm-dd ǂc COPY ǂd CMS STATS ǂz Serial work
And change Bib Material Type to w (print journal) after importing (except for annuals, newspapers, or multiple-volume monograph serials)
If OCLC LHR Records exist with poor/obsolete holdings info,
Update them: OCLC LHR (local holdings record) Procedures,
If already familiar with editing OCLC LHRs, briefly:
Open bib on Sierra and copy OCLC number, then open the Sierra holdings record.
If not done already, use OCLC number to find bib on OCLC Connexion Client,
Launch OCLC Local Holdings maintenance, and update the LHR in OCLC referring to our Sierra holdings record.
Remember to update 008 Receipt/Acquisition to 5 (not currently received) – (although this is less important to Interlibrary Loan with a dead serial, it’s still good practice).
You can just edit the old 866 field text, or you can upgrade the old 866 fields to the formatted 853/863 fields, but the latter will take a bit longer – however, very complicated holdings might as well be converted to the new 853/863 standard.
Then Replace LHR, and count stats.
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Price Serials – usual remote workflow
Email from Price/Blanding with announcement of Serial → Carol C. creates stubby bibs + holdings record → Melanie original/copy catalogs bib on OCLC with one 949 to create generic item; then overlays stubby bib → Melanie emails Price/Blanding with title, Sierra bib-number, and call number (cc Carol C.) → Price/Blanding creates item records for their issues, applies barcodes; makes and applies labels.
Price Serials – physically present workflow
Acquisitions or Price passes Serial issues to CMS or Melanie → Melanie creates or copy catalogs bib; overlays purchase order (if any) → Melanie or Carol C. creates or updates holdings record → Melanie or helper applies barcodes; makes & applies labels (issues usually unbound) → Andrea (or backup) mails issues back to Price, sometimes Todd can hand-deliver if he has a visit to Price coming up.
Deletes usually come by email from Price or Blanding:
Check for order records (& do not delete bib if there, just suppress) → check that a USU local location doesn’t have holdings, then delete holdings (if no others held in USU) on OCLC → Delete/Suppress Sierra bib, holdings, & items (for Price/Blanding) → send email notification that deletes are finished.
Price item/holdings:
Type: 37
Location: ujrnl
Status: - (available)
049 UUS8 (remember Bib Mat Type = w)
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