Checkin records

Summary: Procedure details the creation and maintenance of checkin records in the Sierra ILS, focusing on location information, fixed fields, and variable field settings. It does not detail information on the creation of MARC holdings data (853/863, 866, etc.) For help in the creation and editing of MARC holding fields see the Serials menu. 

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Checkin records

Checkin records are a proprietary part of the III Sierra ILS client. Checkin records (CRs), like item records, are attached to a bibliographic record.  CRs are used only for serials. They contain MARC fields for holdings information along with other information such as location and access information. Checkin records display in the OPAC. They currently appear as a box below the title and above the item record display information.

CRs can be created manually in Sierra or by a specialized code in the 949 export command used by serial catalogers. However, the 949 export command does not allow for automatic editing of the CR location. Once a new title is cataloged, the location field will need to be manually edited in the CR.

Each location receives its own CR (i.e., if a serial title is located in Special Collections and Turfgrass, each location receives its own checkin record).

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Shared check-in records

When serials bib are shared by MSUL and the Law Library, MSU Archives, or Library of Michigan, arrange checkin records in this order on shared bib records: 1. MSU Main Library, 2. MSU Archives, 3. Law Library, 4. Library of Michigan

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Checkin records for Main (mn, mnper) or Special Collections

LOCATION field: 

• mn for softbound, annual and less frequent or irregular going to MAIN stacks.
• Hardbound serials of any frequency, loc=mn

• Softbound serials going to Main stacks, semiannual and more frequent than semiannual, loc=mnper (item record will need Itype = 3)

• Special Collections receive a location of sp or other specialized Special Collections sublocation (i.e., sppop, sprar)

Fixed Fields:

Rloc=s (serial - system supplied)

MARC Leader: Press Ctrl-r to open to adjust ENC LEVL (encoding level of holdings).

Add 008, and input/update codes in:

• R/A Stat: 4 for standing-order titles, 2 if title is ceased (DtSt=d or u in bib. record), 5 if title is not on standing-order and the title is not ceased.
• Lend Pol=u
• Repr Pol=u
  
  

Variable fields needed in the check-in record:

• Add and/or adjust holdings fields (85X/86X or 866-868) as needed, using MARC for Holdings Data (MFHD) and ANSI/NISO Z39.71-2006 standard to format.
• Add an IDENTITY field (MARC tag i) = the copy number. Usually, this will be 'copy 1' but if adding a second, third, etc. to the same location add that copy number.
• Save and check the public view of the holdings statements to ascertain the correct coding, layout, and display.

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Checkin records for mnnpr/mnhgh

Softbound serials cataloged for MAIN, with recent unbound issues going to CURRENT PERIODICALS, LOCATION=mnhgh for fixed field in check-in records (loc in item record = mnnpr)

Fixed Fields:

Rloc=s (serial - system supplied)

MARC Leader: Press Ctrl-r to open to adjust ENC LEVL (encoding level of holdings).

Add 008, and input/update codes in:

• R/A Stat: 4 for standing-order titles, 2 if title is ceased (DtSt=d or u in bib. record), 5 if title is not on standing-order and the title is not ceased.
• Lend Pol=u
• Repr Pol=u

Variable fields needed in the check-in record:

• For titles whose recent unbound issues are going to CURRENT PERIODICALS, use field group tag z to add MARC field 852 with a subfield z
  • z 852 |zRecent unbound issues in POPULAR JOURNALS AND MAGAZINES
• Add and/or adjust holdings fields (85X/86X or 866-868) as needed, using MARC for Holdings Data (MFHD) and ANSI/NISO Z39.71-2006 standard to format.
• Add an IDENTITY field (MARC tag i) = the copy number. Usually, this will be 'copy 1' but if adding a second, third, etc. to the same location add that copy number.
• Save and check the public view of the holdings statements to ascertain the correct coding, layout, and display.

Check notes:

These are used for standing-order titles only. After all needed processing is done, bring the title to Acquisitions to complete information in check-in records and order records. Below is brief FYI.

Order of Elements in the Check Note Field. The check note field records instructions needed to check-in serials and sets on standing order. It also records the unbound issue location of the item. If the following pieces of information are needed, they will appear in this order, separated by a semi-colon and capitalized as indicated.

1. Check-in instructions; (curr #’s, add, set anal, set no hold, etc.)
2. LOCATION; (MNNPR, BUNPR, etc.)
3. READ ALL CHECK NOTES;
4. Miscellaneous instructions (e.g., Supplements check in here, Annual index checks in on its own record, etc.)

Note: Multiple check notes can appear in a record to accommodate miscellaneous notes. The check note which contains the check-in instructions must always display first and the instruction to “READ ALL CHECK NOTES” must be added to the first check note.

Note: The location in the check note indicate the temporary location of the titles (i.e., for unbound issues) while the LOCATION in the fixed field records the permanent location of the title (i.e., bound volumes).

Example: curr #’s; MNNPR
soft add; MN

Vendor address if needed

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Turfgrass Information Center and Bear​d Collection

Display of serial holdings will be unique for Turfgrass and Beard collections. Beard collection materials are never given barcode shields, labels, stamps, or written call numbers. Aside from the basic barcode sticker, Beard Collection items are not marked in any way. Include a printout of the OPAC display when returning titles to TF

• The holdings statement will start with the first unbound issue owned
• The holdings statement will be left open and end with 'Inc.' This will reflect that not all issues are owned.
• The location will display as an external note in the checkin record display stating: Unbound issues in TURFGRASS, 3W or BEARD COLL., 3W. This is in addition to the location field of the checkin record

Example:

852_ _|zUnbound issues in TURFGRASS, 3W
853 20|av.|bno.|i(year)|j(month) 
863 40|a1-|b2-|i1991-|j04-|zInc. 
Or 
866 _ _ v.1:no.2 (Apr. 1991)-|zInc.

Item Records:

• Only one item record is created for unbound issues and given the following note in the call number display area: Unbound issues in TURFGRASS, 3W OR Unbound issues in BEARD COLL., 3W, as appropriate. 
• If the item is in more than one Turfgrass location, an item record should be created for each appropriate location (tf, tfbrd) 

​​Example:

Location=tf or tfbrd 
Insert a blank 099 field 
Staff note=Retain “blank” 099 field 
Volume=Unbound issues in TURFGRASS, 3W or BEARD COLL., 3W 
I type=199 
Status=o

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Fine Arts periodicals on standing order

Current unbound issues of periodicals in Fine Arts are kept in a cabinet behind their desk. Patrons have to ask at the desk to check out the unbound issues, which are accompanied by barcode slips and designated with the location arnp1. The 852 note directs the patrons to the temporary location of the periodical. The barcode slips are reused after the issues are sent to Bind Prep. That's why you may see item records having arnp1 as location and having barcodes but no volume information. Those are not mistakes. They are just waiting to be reused.

Check-in records for currently-received serials in Fine Arts must include the following information in addition to holdings and other notes:

• A 'z' tag (EXT. NOTE) 852 field containing |zRecent unbound issues request at MSU FINE ARTS LIBRARY DESK
• arnjn in LOCATION in the fixed field
• CHECK NOTE (n tag) containing at least: curr #'s; ARNJN

For example, see title: Journal of aesthetics and art criticism (.c11029006).

Substitution phrase for |zRecent unbound issues request at MSU FINE ARTS LIBRARY DESK

For newly-cataloged titles, add an item record containing WORK STATS information.

When ceasing a title, delete the 852 field when appropriate.

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