We have a similar process.  For us, these are all handled by cataloging since the volumes are classified.  When the new volume is cataloged and ready to be shelved, a slip is placed inside to alert the Reference folks to pull the older volume and send up to cataloging.  Our cataloging folks then update the item record and spine labels and stick it on the shelves for the regular stacks.

Buddy Pennington

Electronic Resources & Serials Librarian

University of Missouri - Kansas City

800 East 51st Street

Kansas City, MO  64110

Phone: 816-235-1548

Fax: 816-333-5584

Email: penningtonb@umkc.edu

UMKC University Libraries: Discovery. Knowledge. Empowerment.

From: SERIALST: Serials in Libraries Discussion Forum [mailto:SERIALST@list.uvm.edu] On Behalf Of Mary Paige Smith
Sent: Wednesday, December 02, 2009 2:13 PM
To: SERIALST@LIST.UVM.EDU
Subject: Re: [SERIALST] Moving ref titles to general stacks

Because we are a small library, and Technical Services takes care of all the steps in this process, we don’t generally have any problems. When our student assistant processes the new volume and creates an item record for it, s/he puts a code the item record for the volume currently in Reference (we have III’s  Millennium ILS). About once a week, our copy cataloging manager creates a list of all items containing this code, and gives the list to our student assistant. The student pulls the older volumes and brings them back to Technical Services, where the older volumes are reprocessed for the general collection, and the item records are updated. The only time we run into problems is when the older volume is not on the shelf when we look for it. We keep track of these situations with notes and codes in the item records as well, looking for the missing volumes until we find them or must declare them lost.

I have worked in larger libraries where the newer volume was physically flagged with an instruction to the shelver to return the older volume to Technical Services. That seemed to work well, although missing items were also a problem with that procedure.

Mary Paige Smith

Associate Director for Technical Services

Nova Southeastern University

Law Library and Technology Center

3305 College Avenue

Fort Lauderdale, FL 33314

954-262-6213 (t)

954-262-3840 (f)

smithm@nsu.law.nova.edu

http://nsulaw.nova.edu/library_tech/library/index.cfm

From: SERIALST: Serials in Libraries Discussion Forum [mailto:SERIALST@list.uvm.edu] On Behalf Of Palmiter, Sherry
Sent: Wednesday, December 02, 2009 1:15 PM
To: SERIALST@LIST.UVM.EDU
Subject: [SERIALST] Moving ref titles to general stacks

Our library keeps the ‘current year only’ of some print serial titles in our reference collection. When a new volume arrives the previous year’s edition is sent to the circulating stacks. This involves alerting the reference staff that a new volume has arrived, pulling the older one, remarking and reshelving it, etc. 

We have not yet come up with a step by step procedure for this which works really smoothly.  If anyone has a procedure that works well, please share it.  You may send your e-mails directly to me.  palmiter@seattleu.edu

Thank you.

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Sherry Palmiter

Serials Librarian

Interim Library, Seattle University

901 12th Avenue

Seattle, WA  98122

tel:  (206) 296-6204

fax: (206) 296-2572