SETTING UP SERIALS CONTROL RECORDS
Exporting / Importing New Records
NOTE: Follow these steps only if there is not already an acceptable title record in Symphony. Otherwise, proceed to "Setting Up the Control" below.
1. Follow these instructions to locate and export a title from CatExpress through Step 12. Please be careful. Along the way there are some special exceptions for serial records.
2. Welcome back. You will need to go into Modify Title to construct the 949 tag in this manner:
PERIODICAL |h Holding Code (eg: SCMAGREF)
PERIODICAL |h SCMAGREF - Use for REFERENCE
MAGAZINE |h Holding Code (eg: SCMAG)
MAGAZINE |h SCMAG - Use for CIRCULATION
JUV MAGAZINE |h Holding Code (eg: CHMAG)
JUV MAGAZINE |h CHMAG Use for CHILDRENS
MAGAZINE |h Holding Code (eg: GRMAG)
MAGAZINE |h GRMAG Use for GREEN RIDGE
JUV MAGAZINE |h Holding Code (eg: GRMAGJUV)
JUV MAGAZINE |h GRMAJUV Use for GREEN RIDGE
MAGAZINE |h Holding Code (eg: BKMAG)
MAGAZINE |h BKMAG
Use for
MAGAZINE |h Holding Code (eg: ABMAG)
MAGAZINE |h ABMAG
Use for
JUV MAGAZINE |h Holding Code (eg: ABMAGJUV)
JUV MAGAZINE |h ABMAJUV Use for ABINGTON
MAGAZINE |h Holding Code (eg: CAMAG)
MAGAZINE |h CAMAG
Use for
JUV MAGAZINE |h Holding Code (eg: CAMAGJUV)
JUV MAGAZINE |h CAMAJUV Use for CARBONDALE
MAGAZINE |h Holding Code (eg: DAMAG)
MAGAZINE |h DAMAG - Use for
JUV MAGAZINE |h Holding Code (eg: DAMAGJUV)
JUV MAGAZINE |h DAMAJUV Use for DALTON
MAGAZINE |h Holding Code (eg: NPMAG)
MAGAZINE |h NPMAG
Use for
JUV MAGAZINE |h Holding Code (eg: NPMAGJUV)
JUV MAGAZINE |h NPMAJUV Use for NORTH POCONO
MAGAZINE |h Holding Code (eg: TYMAG)
MAGAZINE |h TYMAG
Use for
JUV MAGAZINE |h Holding Code (eg: TYMAGJUV)
JUV MAGAZINE |h TYMAJUV Use for TAYLOR JUV
MAGAZINE |h Holding Code (eg: VAMAG)
MAGAZINE |h VAMAG
Use for
JUV MAGAZINE |h Holding Code (eg: VAMAGJUV)
JUV MAGAZINE |h VAMAJUV Use for VALLEY
Setting Up the Control
1. Invoke the Create Control wizard.
2. Search by PERIODICAL TITLE and, when search results appear, click on the appropriate title.
3. Select magazine title and pull up record. You can now set up the Serials Control Record.
4. Click on Create Control.
5. Select the appropriate Library and Holding Code. For Holding Code, see the chart above.
6. Go to the the Basic tab.
New Control ID: Use the "3,2,2,1" OCLC title construction. For example, New York Review of Books will have a Control ID of NEW,YO,RE,O
Status: ACTIVE
Vendor Title #: Used for Ebsco orders only
Base Call Number: The Base Call # will be either PERIODICAL, MAGAZINE, or JUV MAGAZINE plus the first word of the magazine title (e.g. PERIODICAL UTNE). If the title has a common name such as "American," add a second word to distinguish it from other titles (e.g.; PERIODICAL LIBRARY JOURNAL).
Category 1: Select BKM, REF, CIRC, GR, GOVDOC, or CHILDRENS. (NOTE: Item Category 1 is not used with the community libraries.)
Category 2: Not Used
Subscription ID: Use the account no. for billing purposes which can usually be found on the mailing label or invoice.
8. Do not set up Predictions. Instead, click on Close, OK, and then Modify Control.
9. Go to the Patterns tab.
10. Examine the magazine to determine the Enumeration pattern of the publication and fill in the required fields. Fill in the Chronology pattern and the Publication pattern.
11. When you are finished, click on Modify Control.
12. Go to the OPAC Display tab. Check "Automatically update MARC holdings." If the subscription belongs to Reference, put 3 in the "Number of most recently arrived issues..." field. If the subscription belongs to Circulation or Children's, put 0 in that field. The "Form of name to display" is always Chronology. In the "Copies to add to catalog" field, enter 0 for a Reference subscription and 1 for a Circulation subscription. When you are finished, click on Modify Control.
13. Go to the MARC Holdings tab.
14. Click on the desired "Location--Linked to."
15. Add an 866 line and click on Save and Close. See Serials Checklist for information on how to construct holdings statements.
.
16. Go back to the OPAC Display tab and uncheck "Automatically update MARC holdings." Click on Modify.
17. Go to the Subscription tab.
Copies to receive: Indicate the number of copies we receive under this control record.
Number of issues: Indicate the number of issues we will receive under the subscription term.
Expiration Date: Enter the Expiration Date of the subscription.
Fiscal Cycle: Enter the current year.
Vendor ID: Select the appropriate vendor. If the vendor is not listed, you will need to create one.
Library: This is always TECHSERVS.
18. Click on Modify Control.
19. Go to the Extended Info tab. Use the fields to enter the information as follows:
NOTE: Order #, Account #, Approval, Order Date, Cost, # of Issues etc.
NOTE: Physical processing / checkin instructions.
PHYSFORM: Publication cycle.
If needed, used the Insert Row After button to add additional lines.
20. Click on Modify Control.
21. Go to the Expected tab.
22. Click on the Generate Predictions helper.
23. Fill in the fields as in this example:.
24. If appropriate, go to the Routing tab. Use the Create a Routing button to create a routing.
25. Click on Modify Control.