Serial Holdings Record Workform

Use the Serial Holdings Record workform to:

• Add the serial holdings record to a route list - Select Tools, Add to Route List.

• Add the serial holdings record to a subscription record - Select Tools, Add to Subscription Record.

• Remove the serial holdings record from a subscription record - Select Tools, Remove from Subscription Record.

• Display the General view - Click  or select View, General.

• Display the Staff Notes view - Click  or select View, Staff Notes.

• Display the Public Notes view - Click  or select View, Public Notes

• Display the Orders view - Click  or select View, Orders.

• Link to other records - Select Links and select the type of record you want to open.

Serial Holdings Record Workform - General View

Use the Serial Holdings Record workform - General view to:

• Create a new serial holdings record - On a blank Serial Holdings Record workform, click Find, and search for a serials title. See Displaying Serial Titles in the PAC.

• Select the order type - Select either Subscription or Standing Order.

• Specify where this copy of the serial title is kept - Select the library in the Destination box and the collection in the Collection box.

• Specify the format of the serial holding - Select an option in the Material type box.

• Specify the status of the serial holding - Select an option in the Status box.

• Enter a copy number - Type a number in the Copy no. box.

• Enter the holdings information in the following fields:

  • The Call number and Shelving scheme indicate where the title can be found.

  • The Completeness Code indicates how much of the item is held by the library or branch.

  • The Retention designator indicates the period for which the parts of a serial or multi-part item are retained in the library.

If you select Retained for a limited period, select Latest retained or Previous retained and the number of editions, issues, months, supplements, weeks or years of this serial title to retain. If you select Latest retained, the latest publications are retained, including the current one. If you select Previous retained, the previous publications, not including the current ones, are retained.

• Check the Display in PAC box if you want the serials title to display in the public access catalog. The display also depends on the retention information you entered. If you leave the box unchecked, no serial issues will display for the title (unless there are linked item records that are set to display). If it is checked, the checked in issues display according to the retention information. See Displaying Serial Titles in the PAC.

• Use a publication pattern template - See Use a template to create a publication pattern.

• Create a publication pattern - Click . See Specify the publication pattern for a serial title.

• Edit a publication pattern - Select a pattern and click . See Modify a publication pattern.

• Open a publication pattern - Select a pattern and click or double-click a publication pattern.

• Print the list of publication patterns - Click .

Serial Holdings Record Workform - Staff Notes View

Use the Serial Holdings Record workform, Staff Notes view to:

• Indicate that the subscription is included in a membership to a professional organization - Select Membership, type the organization’s name, and the member’s name.

• If the subscription is for an online subscription, enter the electronic information - In the Electronic Access box, type a Listserv, URL, or e-mail address used to manage online electronic journal subscriptions or standing orders.

• Enter non-public notes - In the Non-public notes field, enter a free-text note regarding special processing that may be required for a title. If you want special attention given to this title, enter a note in the Non-public/Warning box. The non-public notes appear on the Check In workform.

 See Enter staff notes for a serial holdings record.

Serial Holdings Record Workform - Public Notes View

Use the Serial Holdings Record workform, Public Notes view to:

Enter notes that display in the Polaris PowerPAC - Type up to 4,000 characters in the Shared public note box. Enter line breaks where you want the text to break in the Polaris PowerPAC.

See Enter public notes for a serial holdings record.

Serial Holdings Record Workform - Orders View

Use the Serial Holdings Record workform - Orders view to:

• View the subscription status - The Subscription status indicates the status of the subscription, for example Canceled. Assigning “Not currently received” as a status disables automatic prediction for this serial holdings record.

• Identify the supplier of this copy - Click Find under Supplier.

• Specify the subscription start and duration information - Use the Start Number, Start Date and Expiration date, and Intent to cancel date boxes.

• Identify the ordering library of the copy - Select the library in the Ordered at box.

• Specify the plan associated with the subscription or standing order An order placed with a vendor or the publisher directly for all publications in a series, all volumes in a set, or all publications of a single publisher. - Use the Plan and Description boxes.

• Link to the purchase order for the standing order - Click PO. no. Find, and select the purchase order line item.

The supplier’s name and SAN are filled in, and the claiming information for the basic bibliographic unit (BBU) appears in the bottom right-hand corner of the workform. Up to five claiming intervals can be defined in the Supplier record for the basic bibliographic unit. You can define more claiming intervals for the basic bibliographic unit or enter claiming data for the serial title’s index or supplement in the Serial Holdings record.

• Enter the supplier’s subscription number for claiming - Under Claim Setup, type the supplier’s identification number for the subscription in the Subscription ID box. This number is printed on the claim notices.

When you link to the supplier record, the claiming intervals are added to the serial holdings records, but you can add more claims.

• Add claiming data -Click Add if you want to add more claims to the claiming data from the supplier record.

The Add Claim Interval dialog box appears.

• Select the type of publication in the Category box.

• Type the number of days between the last claim and the next claim in the Interval box.

• Click OK.

See Enter order data for a serial holdings record.