Serials: Traveling serials - unbound issues, Reference, and Current Periodicals

Summary: Serials that are held temporarily in one location, either unbound issues or issues held in Main with the Main holdings. These are Main, Reference, or current periodicals shelved by title, and have an open standing order are referred to as MSU Library traveling serials. The holdings and items records should be set-up using the parameters set out below. 

This procedure outlines the set-up of FOLIO holdings and item record notes that refer to recent issues that need to be displayed to the public in EDS/VuFind. When setting up a holdings record for a traveling serial, be sure to set-up the holdings using the parameters and notes from this procedure.

Holdings Record Public Notes

• Holdings notes should be inserted or moved into the public note field. The public note is equivalent to the old Sierra 852 external note field.

• If the public notes are in the holdings statement field, move the note into the public note field.

• If the note is not already in the public holdings, look for the note in the staff notes. Copy and paste the note into the public note field. Do not remove the note from the staff note field.

• Insert a processing note: ex. " CatMan: Transfer older editions to RS."  Make sure the note is check marked private or non-public.   

• As CatMan updates the notes, please closed the holdings and remove the note if the standing order has closed or cancelled, or check with Acquisitions if there have been no issues received past the frequency in the 310 or 321 MARC fields. The record may need updating or the record possibly needs to be ceased.

• When searching by call number, switch to searching the call number at the holdings level. This is because for these titles, this is where the LC call number is recorded and an item record may not have been created yet.

• When setting up a new serial title there will be a holding record for the bound location with no attached item records. This will give Binding a place to attach items once the first run is bound and also allow for call number searching at the holdings level to bring up the record. 

• When there is reference to a location in the public note, remove the location from the end of the note, such as basement W. ex. “Recent unbound issues in PERIODICAL STORAGE” , BASEMENT W., Remove Basement W.

• Split holdings between Main and Remote, in00001205653. Insert note in the new holdings created.  Main or remote holdings were created but the "Recent unbound issues in , , , " note was not inserted in the new holdings. Another example  in00002296610

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MSU: Retains latest issue only. (Older editions withdrawn)

• Location could be Main (mn), Current Periodicals (mnnpr, mnnpo), Remote (rs), Reference, or other branch location codes.

• Holdings statement public note reads: "MSU: Retains latest issue only."

• The holdings note is also in a staff note, do not remove that note from the staff note.

• Keep latest processing note: "CatMan, withdraw older editions as current issues arrive." The note needs to be check marked private or non-public.   

• Example:

• Open

  

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Reference, Recent Unbound issues "Retains latest edition only" with Bound Issues in Main or Remote.

• Temporary Reference location

  • Temporary location note, "Recent unbound issues arranged by title" and temporary location note, "Retains latest edition only" Recent unbound issues in

  • Temporary location - holdings public note. "Retains latest edition only"

  • Insert a processing note if needed: " CatMan: Transfer older editions to Main or Remote "RS." as new issues arrive. Make sure the note is check marked private NOT public. 

  • New items should be Restricted and non-circulating.

• Permanent location for bound issues.

  • Location matches the Reference location the most recent issue is held in (whether bound or unbound).

  • Call number, Library Congress > place the LC call number inside the call number box.

  • Public note ex. in00001182307:
    
    

    • MSU: Recent unbound issues in CURRENT PERIODICAL STORAGE

    • OR

    • MSU: Recent unbound issues arranged by title.

    • OR

    • MSU: Recent unbound issues arranged by title in CURRENT PERIODICAL STORAGE.

    • MSU: Recent unbound issues in CURRENT PERIODICAL STORAGE shelved by title.

    •  Add a processing note if needed: are bound issues pulled for Bindery, or does Bindery pick up periodicals as needed.

  • Split holdings between Main and Remote, place the note in the new holdings record for the most recent issues.

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MSU Main Library - Current Periodical Journals or Popular Magazines

• Temporary Location, Current Periodical mnnpo/mnnpr

  • Call number "other scheme" and call number box, "Shelved by title."

  • Public note: Unless noted, Bindery picks up journals as needed to bind, at which time, bound issues are held in Main Stacks (or Remote Storage).

• Permanent Holdings Location (mn, rs):

  • Holdings and item call number: Library Congress (LC) class.

  • Current periodical location (mnnpr/mnnpo) public note: Recent unbound issues in Current Periodicals.

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Reference Unbound issues

• Temporary location, ex. ho00000394591

  • Call number Library of Congress (LC)

  • Note:  Recent issues in MSU Main Library-Travel Collection -

• Permanent Location

  • Holdings and item call number: Library Congress (LC) class.

  • Latest edition in MSU Main Library or MSU Main Library-Travel Collection

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