STAFF RESOURCES

Suggestions & Comments to:
Paul Cabelli or Neera Sondhi
Coordinators

SERMARPEN Processing Guide


Definition - A SERMARPEN record is a brief record that is created for the purpose of identifying a serial that has been received from the Federal Depository Program and no MARCIVE records have been supplied. These brief records, which are identified with "SERMARPEN date" in the 500 field, will not be sent for cataloging in expectation that a fully cataloged MARCIVE record will eventually replace the SERMARPEN record. [NOTE: All Priority Documents and all non-Depository Federal Documents should be sent to cataloging, following established bib-cat new serial procedures.]

  1. Three conditions for creating SERMARPEN brief records
    1. A serial is received through the Depository program that is new to IRIS. Since RUL does not receive serial MARCIVE TMP records, SERMARPEN brief records are created.
    2. While processing a serial from the SER-NEW or SER-CNG monthly lists, a 780 or 785 is encountered for which there are holdings, but there is no IRIS record. Create a SERMARPEN brief record for both the 780 &/or 785 (if needed).
    3. A TMP-MONO record arrives via MARCIVE through the Depository Program. The documents librarian instructs coordinator to treat the title as a serial. MARCIVE coordinator will convert the TMP record to a SERMARPEN brief record as follows:
      1. Delete the 035 field
      2. Change the bib-level fixed field from "m" to "s"
      3. Change the record format in the control tab from "MARC" to "SERIAL"
      4. Add SERMARPEN note in 500 field
      5. Update the 245 title field (if necessary)
  1. Fields to include in creating a SERMARPEN brief record for 1.A and 1.B above (see Brief Record Creation Guidelines for assistance)
022*  (ISSN)
245  (Title)
260  (Publication Information - add place of publication, dept. &/or agency, and beginning date if known; leave out all subfield delimiters)
500  (General Note) SERMARPEN date [e.g. 09/23/2008]
780*  (Preceding Title)
785*  (Succeeding Title)

*include these fields if applicable

  1. Holdings Types and Processing Procedures
    1. Non-periodical serials (i.e. annuals, biennials, etc.]
      1. Do Not Create a Control Record
      2. No MARC Holdings Statement
      3. Add Barcoded/Detailed Items
      4. When full MARCIVE record is recognized, follow normal SER-NEW and SER-CNG processing procedures
    2. Periodicals
      1. Create a Control Record
      2. Create MARC Holdings
      3. Add Barcoded/Detailed Items
      4. When full MARCIVE record is recognized, Continuing Resources Cataloging will notify MARCIVE coordinator to delete both the control and MARC holdings records from the SERMARPEN record, and to add same to the fully cataloged MARCIVE record. Then coordinator deletes the SERMARPEN brief record and continues to follow normal SER-NEW and SER-CNG processing procedures
    3. Current material only
      1. Do Not Create a Control Record
      2. Create 852 tag including |z note "Current year/edition retained"
      3. Enter specific item info [e.g. YR. 2008] into auto-generated barcoded item line
      4. When full MARCIVE record is recognized, Continuing Resources Cataloging will notify MARCIVE coordinator to:
        1. Transfer MARC 852 tag from the SERMARPEN record to the full MARCIVE record
        2. Add control record and MARC holdings record to full MARCIVE record
        3. Remove item info from the auto-generated barcoded item line
        4. Notify Continuing Resources Cataloging after MARC holdings are transferred
    4. SERMARPEN records not overlaid or updated will be reviewed on an annual basis.

Rev. 6/13/2006 Gov.Docs.Proc. Group; 10/8/08 PC,BH,NS,KZ; 12/5/08 PC,BH,NS,KZ



Last updated: October 27, 2009
 
URL: http://www.libraries.rutgers.edu/rul/staff/dts/govdocs_proc/ser_pen.shtml
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