Micro Formats for Serials in ADVANCE 6.8

Adding and Updating Micro Holdings

February 1, 2000

Purpose:

To set up correctly labeled and enumerated PARTS for film/fiche on serial records which reflect various scenarios in retention policy and serials receiving and which properly identify the correct vendor when it differs from print or electronic vendor.

The procedure is intended to accommodate different physical formats presented on a single bibliographic record.

The following are Type of Holding scenarios for current Serials microform subscriptions:

1. fiche/film format only
2. fiche/film which replaces or comes with print
3. fiche/film with multiple locations

Each physical format will need a distinct Serial Copy Set Detail: with correctly labeled Parts, Pattern and Location. It will be important that all Parts are set up correctly in "Location Copy Detail".

If Print has limited retention and it is replaced by film, the retention code will need to be updated. Local practice will dictate that status of the print issues will be marked "withdrawn" or deleted from the CHECKIN record.

1. FICHE/FILM FORMAT ONLY IS CHECKED IN:

Find correct bibliographic record. "Retrieve"
(Sometimes the film or fiche is the only format received on the record. Examples of this are some newspapers at Bobst: Los Angeles Times, New York Times)



"GO TO" Serial Copy Set Display.
Verify the Vendor and Purchase Order are correct for microformat. Be sure to note :
Fiche and Film have been designated to have unique TOH and format must be distinguished in Location Copy Detail as explained below.



If Vendor and PO are correct.
Verify that each TOH has been correctly linked, as seen in Type of Holdings, Linked Type of Holdings.



Proceed to verify and update TOH and Publication Patterns, if needed.
"Go TO" Location Copy.
Verify Location for format.


Advise Serials cataloger of problems before proceeding if Locations are incorrect or not available from location table.



2. FICHE/FILM WHICH REPLACES OR COMES WITH PRINT:

You may find that if earlier check in was done on the print record which is linked to a vendor different from the correct micro-format vendor you will have to create a new serial copy set record.

1. Verify micro order through the Acquisition Module. Write down the PO# and Vendor Code. (You will need this later, as you will be creating a new Copy Set and Location.)



Also ascertain the next expected issue of film/fiche in order to create a Publication Pattern

2. Find correct bibliographic record. "Retrieve"



3. In the Serials, verify that the vendor and PO is correct for the film format.



4. "Go to" "Serial copy display"



5. In the Serial Copy Set Summary select "add item" for you are adding a micro location.



6. Select "Type of Holding" which brings you to the Linked Type of Holdings



7. Select "link". (In certain cases some Parts may seem linked or unlinked to the a copyset. These may indicate other locations or individual pieces added through earlier versions of Advance in the Cataloging Module. However, you are creating new holdings for the copyset.

(There should already be a location a call number. If not send to cataloging.


8. Select "Add item" - which brings you to Type of Holding Detail.

Fill in the description line by line (enter at each line, do not add extra spaces) Verify information, including Publication type.



****DO NOT FILE YET****



9. Select "pattern". This will take you to the Publication Pattern Summary where you must create a new pattern or select and existing active pattern if it is correct for your location.



10. In most cases you will add a new pattern:
1. Select - "Add Item" and fill in pub pattern.

   In Patterns examine frequency. Correct, for example if it comes 3X month use 'M' as regular with #3 in each month.
   
   

2. Then select "Second Screen" (Publication Pattern Second Screen) Update as needed making sure that:
   Compression is set to "2" (can compress or expand)
   Caption Evaluation is set to "3" (not all level required)

   ENTER "Accept"
   
   

3. Select "Predictions". (Publication Pattern Prediction)
   Update as needed.
   ENTER "Accept"
   
   
4. "File"......You will be prompted:
   Is this publication pattern going to be used to predict issues?
   Enter "Y" for YES.



11. You will now be at Publication Pattern Summary "Exit"



12. You will now be returned to Type of Holdings Detail "File"



13. This takes you to Linked Type of Holdings "File"



14. Then you are back at the Serial Copy Set Detail "File"



15. "GO TO" Serial Copy Set Display, Detail, and enter appropriate
    • vendor code
    • purchase order number. Remember you cannot correct PO # if previously linked to print.
    
    
    
16. " GO TO" Location copy and add LOCATION for film and fiche.

    BMICRO or in certain cases Ref 6, etc.

    Report any problems in location to Receiving Supervisor and Serials cataloger.
    Under Location Copy Summary:
    Add Format (he or hd)
    add also Retention usually 8
    File.
    (If retrospective holdings are to be added use that procedure)
    
    

17. Proceed to check in:
    
    

    Make sure you have correct enumeration and labels for pieces in hand.

    Check in and report via e-mail to micro location regarding added filmso print can be removed if retention schedule requires replacement by film.

    {report to The Bobst A Level Supervisors, etc.]

    Verify work in OPAC.
    
    

18. If you need to move micro film/fiche checked in on paper record then you will now return to Issues.
    
    
19. "GO TO" SERIAL Copy Set Display
    
    
20. Select "TYPE OF HOLDINGS." and then Select "PARTS"

    Here you can " MOVE" previously checked in Microforms from print parts/locations to correct location by selecting and moving.

    MOVING

    If you have film shown as checked in on print issues record these must be moved to correct PART. In TYPE OF HOLDINGS
    select "Parts Summary"
    select "MOVE"
    Select "MOVE" to another 'Location' or part which is Micro format you have created or updated.
    NOTE: If you select to MOVE from Locations details, the check in will be reflected only in Summary Holdings and not in check in screen grids.
    
    

    If you MOVE from TOH through Serial Copy Display TOH, Parts Display. The part will move on the check in box. This has been referred to data base provider for clarification.
    
    

    Use extreme caution not to move holdings from another location.

    Whenever moving Parts remember if 2 locations shred the check-in records in 6.8 or earlier versions a retrospective statement should be used for your location and you may have tore-check in in grid if this is absolutelyy needed.
    
    

21. When issues are replaced by film and discarded, delete the issues if your locations is the only owner of the format.

    Using "Delete" Option in LOCATION COPY DETAIL or TOH. If not owned at multiple locations.
    (If The PART is owned by other location(s) deletion must be done at the check-in box level screen by screen, piece by piece. This will delete only from your location.)

    Review film format Holdings list from Serial Copy Set .

    Identify issues covered to be replaced by film to be deleted.
    
    

    Select "part/pieces" to be deleted chose number range on screen Location Copy Detail . Select delete item from screen by number ranges( on single screen or for full run replace by film)
    
    Delete y/n -
    enter "Y". Use care as this is final and instantly save and cannot be reversed.
    Exit.
    

    Remember a separate Type of Holding must be created for each of the Micro formats. In addition verify that retention is properly set for those Print titles bound as well as holdings in Micro formats. Remember that these may differ.
    
    

    In cases where there in also retention of bound volumes, and film as well as fiche, you will need to create holding and for each format. Remember these share the same bibliographic record, but each has a different TOH- publication pattern and location copy summary and detail.