Proposed Revision of Marcive Serial Processing
Procedures: SER-NEW & SER-NEW ONLINE
- Documents Librarian sends request to Marcive
coordinators for format & holdings information for dup/pending titles
(listed on a specific table) to be sent to Serials Cataloging.
- Coordinator gathers tangible format and holdings
information on the dup/pending titles and then sends the information to
Serials Cataloging (email, snail mail).
- Coordinator waits for notification by Ellen that the
Serial Table is ready for processing. The titles to work on are designated
as D-DUP, D-DUP/PENDG and NEW.
- Coordinator creates query using the instructions
at: see attached sheet (should be
put on website)
- Coordinator establishes a folder for each query with
a statistics cover sheet.
- Coordinator reviews every title on the query at this
time to determine if any titles need special investigation/handling (as to
retention policy, location, SuDoc # variations). This involves scanning
title’s full bib record and consulting card catalog and annotating the
In addition, annotate each card in
card catalog with the note: For Holdings See IRIS
- Coordinator/Searcher goes out into the collection to
search for items by SuDoc# and title in all formats (paper, microfiche, CD-ROM).
- The tangible formats are pulled (or noted on the
query) and brought back to the workstation in order to match the item in
hand with the full Marcive record.
WORKFLOWS PROCESSING FOR FOUND ITEMS
- Coordinator does a title keyword search on each item
to establish record-title match and to resolve any possible duplicate
records; follow established MARCIVE guidelines for Unit processing of
Duplicate Records found at: http://nbl.rutgers.edu/nbl_collection_services/index.asp
under Government Processing
& title match and physical holdings are to be added—follow standard
serial check in procedures; if necessary create serial control record and
check holdings in. Modify each volume added to the item list to correctly
display the SuDoc #. If the bib
record indicates the title is inactive or dead, then delete the temporary
serial control after adding holdings. Retain the serial control for active
titles. Follow unit policy in regards to creating predictions. (ALEX does
not create predictions, LSM does create predictions)
- If “930” exists follow established guidelines. If
MARC Holdings exist and are correct delete the 930. If MARC Holdings don’t
exist then create the appropriate MARC Holdings and then delete the 930.
- After holdings have been added, change the home &
current location of the original volume in the item list from “PENDING” to
appropriate shelving location (DOCUS, DOCUSM, DOCU-COM, ETC.) Go to the
Control Folder. If the “date cataloged” field is “NEVER” then change it to
“TODAY”. Mark the title “DONE” on both the Monthly Marcive Serial Printout
and the online list on the T-drive.
- If additional formats are located or there has been a
change in formats, notify Serial Cataloging with a blue processing sheet
with a list of all holdings found in the collection and a photocopy of the
tile page and cover of the material in order to change the record to
correctly reflect our holdings.
Leave the “date cataloged” field as NEVER. Mark the title “DONE” on both the
Monthly Marcive Serial Printout and the online list on the T-drive.
PROCESSING FOR ITEMS NOT FOUND or Not a MATCH
- Print our BIB Record to ascertain ship list # and
then the check ship list to determine whether we received it. If we
received it coordinator does a “power search” using the power search
checklist. If items are not found,
mark the item not found on Monthly Marcive Serial Printout and on the online
list on the T-drive; then coordinator informs/consults the Documents
Librarian for resolution. If items are found follow the above guidelines.
2. If the ship list indicates we did not receive the item,
coordinator informs Documents Librarian
3. Send the folder (email the online list on
the T-drive or snail mail the hard copy) with annotations of what has been done
to Documents Librarian. After Documents Librarian researches the “not found”
items and makes her decisions as to what action should be taken she returns
list to coordinator to complete the work/actions.
If no card or tangible material is found for an ONLINE
title, use the BIB Record to determine whether we ever received tangible
material or if we still maintain it in tangible format.
If it is clear that we never received or no longer
maintain tangible formats* for that title, then check that there is an 856 in
the BIB record and RU-ONLINE is designated as the sub location in the holdings
folder. If so then change the date cataloged from “NEVER” to “TODAY” in the
control folder and type “DONE” on both the Monthly Marcive Serial Printout and
the online list on the T-drive.
3. If in doubt printout full Marcive Bib record
with a note for the Documents Librarian.
* Items to be aware of that
might be indicators:
- look for 362 tag; if it says “V.1:NO.1 and there
is no 776 tag (referring to tangible formats) then the title has been “born online” and a
search for tangible formats is not necessary
- A 500 note such as “Never distributed to
depository libraries in physical form” etc. is useful for further
clarification but not conclusive
Revised 8/2005 BH, CS,