---------- Forwarded message ---------- Date: Tue, 4 Apr 2000 10:00:53 -0700 From: Don Page <djpage@CSUPOMONA.EDU> Subject: INNOPAC Serial Retention Notes (Summary--Long) Here are the responses to my original posting. An outline-type summary of responses turned out to be too difficult because of the variety and length of responses, so I've cut & pasted them below, following my original posting. Don Page, Cal Poly Pomona. ---------------------------------------------------------------------------- ---------------------------------------------------------------------------- On March 30, 2000, Don Page wrote: "This is addressed to libraries which use INNOPAC checkin records for receipt and claiming of their serial titles. We often receive publication information either directly from the publisher or our serials agent, Ebsco. The information received is such things as publication behind schedule, publication delayed, last issue published, publication suspended, etc. There has been inconsistency as to where we’ve noted this information: either in the Retention Note or as notes in the checkin boxes. Those staff who perform the claiming process say that notes in the checkin boxes are easy to read, while similar notes in the Retention Note field show only the first line, necessitating extra keyboard steps to view the full note. Others feel such notes belong in the Retention Note field and not the checkin boxes. Overall, most staff feel that notes in the Retention field generally relate to the title overall, whereas notes in one or more checkin boxes should be issue specific. We want to set consistent instructions for all staff to follow. How are other libraries handling this situation?" ---------------------------------------------------------------------------- ---------------------------------------------------------------------------- This happens to us all the time. We've been checking in serials with Innovative since 1987, and have tried a number of variations of dealing with this type of situation. What we do now, and it works well for us, is to put this information into a check note and move that note to the top of the check notes in the record so it's easily seen. If the information is simply to say that there is a pub delay, we also modify the box for the issue involved to reflect the new expected date/cover info/whatever. And if it's really confusing, we'll add a note to the box to "see note". That alerts the person at check in that there is more info about that particular issue, or the subscription in general relating to that issue, and they then go look at the full record. We do NOT use the LIB HAS field for this information, because we feel that is strictly to record what we actually HAVE, not what is expected. HOpe this helps. Anne ----------------------------------------------------------------- Anne Myers | Head of Technical Services | Internet: amyers@bu.edu Boston University Law Library | Phone: 617-353-8877 765 Commonwealth Avenue | Fax: 617-353-5995 Boston, MA 02215 | ----------------------------------------------------------------- I think "delayed", "never published", "ceased" publication information is very useful to the patron. We record the information in the box note because it is usually specific to a particular issue. When a title is finally closed (no longer published, change of title, etc.) that information becomes part of the retention information in the Library Has field and the bib record. Anne Anderson, Acquisitions/Government Documents Librarian William Mitchell College of Law Library 871 Summit Ave. St. Paul, MN 55105 651-290-6303 aanderson@wmitchell.edu ---------------------------------------------------------------------------- ------------------------------------------------------------------------------ You ask a very good question. Since most of our titles are serials, we had a major problem putting information in the records for everyone to see. My director has set up a very complex system of notes and code to let Tech know when we are to accept or purchase supplement materials. We even had to develop a cheat sheet to keep the codes straight. What I decided to do was have the serials assistant check-in materials using the UPDATE function of the "Orders & Receiving Subsystem." This way she sees all the notes and decision codes we have put on the record. She must use these to tell if she can check-in the materials or not. We put major notes on the check-in record no matter what. For example code "d" says: BUY CUM SUPPS EVERY OTHER YR IN ODD YRS & REV VOLS. In this case we would accept the 99 supplement but not the 2000 if it came. We even have notes that tell us when a title is on notify which means we have to other the materials in question because a publisher is not to ship anything without our prior written approval. If the publisher or our jober says that an issue is late, not published, etc., or I have to return materials, I put a note in the check-in record and change the dates of the check-in box. If I claim an item by email or phone because we need it quickly, I put a note in the check-in box so I will not claim the materials again but the missing will appear when I run the claims file. In cases of returned materials, I also put notes in the order records so those materials are not accidentally paid for. We have found that having everyone look in one place for our notes has saved us a lot of time and effort. We have purchased the Millennium Serials module but have not installed it yet. In playing with Millennium, I have noticed that we will have some problems getting to the check-in record, so I have waited to bring it up for everyone. I am going to wait until the Acquisition module is up. I hope this helps. Julie ****************************************************************************** Julianna S. Davis uldavis@olemiss.edu Technical Services Librarian Phone: 662-915-6832 University of Mississippi Law Library Fax: 662-915-7731 University of Mississippi School of Law University, MS 38677 ---------------------------------------------------------------------------- ------------------------------------------------------------------------------ We changed from the NOTIS system to INNOPAC July 1999 so we are still making decisions about how to handle the many situations that serials present. My question is are you wanting this information readily available to the public or to the staff or to both? Also, when you say retention note are you referring to using a LIB HAS field. This is the field that we use to indicate retention for both staff and public display? Thanks for your question, I am interested in the responses that you receive. Anita Dawson Serials Librarian Tulsa City-County Library Tulsa, Okla. 74103-3830 (918) 596-7925 adawson@tulsalibrary.org ---------------------------------------------------------------------------- ------------------------------------------------------------------------------ Because the box notes on the checkin card display to the public, I'm careful about what notes I input there, saying only perhaps "delayed" or "discontinued"; I usually note more extensive info. about publications schedules, etc., in a note field on the checkin record. I'm used to quickly checking the whole record for pertinent notes before I initiate a claim. Marilyn Marilyn Creamer Serials Specialist Haverford College Library 370 Lancaster Avenue Haverford PA 19041-1392 USA mcreamer@haverford.edu (610) 896-1168 (610) 896-1102 Fax ____________________________________________________________________________ ___________ As the Serials Librarian, I prefer that type of note on the record rather than the box for the very reasons stated in your message. If my staff complained about the extra keystrokes though, I would be willing to consider a change since I am always concerned about carpal tunnel syndrome in the serials area. I think consistency is important so that all library staff and the patrons who've learned to look at the card info know where to look each time. I have also started using an scode for items that are delayed so that I can run a list to review delayed titles at any time. This could be used for separated claiming by also running a list of non-delayed titles. I'll be at NASIG in June if you are planning to go and would like to talk more about III. We are planning to move to Millenium this year. Are you using it? Lauren Corbett Serials Services Librarian Old Dominion University Norfolk, VA Ph (757) 683-4144 ____________________________________________________________________________ ___________ Here at Geisel Library/UCSD, we use the Retention field for information that applies to the title and check notes for issue specific problems. We also use the box note for specific issue information, i.e. title changes, ceased publication or re-order information etc, for the staff and library patrons. The one problem with box notes is that with a particular box label type, e for us, will print the box info and we do not want that info on the pocket part of the label. We then have to go back make changes and print another label. Check notes have to be monitored and deleted when that info is no longer current and sometimes they don't get deleted and we end up with too many check notes. Good luck Carlos Estrada Head, Serial Unit Geisel Library/Acquisitions Dept./UCSD Email: cestrada@ucsd.edu ____________________________________________________________________________ ___________ In my department, we use the n=note field which shows above the checkin box screen and displays to the patron to note any information that would be pertinent to the title as a whole. I use as few words as possible, i.e., DELAYED, with either ** or >>> <<< depending on the message. I use the Identity field for anything pertaining to the title that would be extraordinary. The note field in the checkin boxes are used for specific issue information, i.e., SUPPLEMENT. I hope this helps. Sharon From: Sharon <swieczor@mercyhurst.edu> ____________________________________________________________________________ ___________ After finding names of faculty and all manner of inappropriate information in the check-in boxes, I decided I had to get really serious about enforcing some kind of rules about check-in records. I think what we decided was that a term like delayed in the note field of a box was fine. It was the equivalent of terms that are already available as status codes, and were acceptable and intelligible for public viewing. Other kinds of internal notes should be temporarily placed in the first internal note field, with some kind of instructions to delete or to hand off to someone who will delete when the issue in question arrives. We don't have a retention note as such, just Lib has: and notes (public) and internal notes (not public). Assume you spotted the new status codes in Rel. 12 (can't remember what they were, but all seemed useful). You might consider requesting "delayed" or some other terms you use frequently as enhancements. Lysa %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Elysabeth (Lysa) Hall Email: ehall@willamette.edu J.W. Long Law Library Phone: (503) 370-6386 Willamette University College of Law Fax: (503) 375-5426 245 Winter Street S.E. Salem OR 97301 %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% ____________________________________________________________________________ ___________ From: Frances Tracht <ftracht@CI.BEVERLY-HILLS.CA.US> Subject: Re: INNOPAC Serial Retention Notes (Don Page) We usually put the note in the check-in record rather than in the check-in boxes. We definitely capitalized and try to highlight the best we can. The note field in the boxes is often times too small to include an understandable message. ____________________________________________________________________________ ___________ Your listserv question was forwarded to me by the librarian in our Magazine and Newspaper Center. SFPL uses the checkin record for notes regarding delay, suspension, etc., which refer to the subscription. Checkin card notes apply to a specific issue, and if it is just a delay, we change the expected date so that the issue won't come up on claims. Card notes are visible to staff, showing how many times we have called EBSCO or the publisher, if there is a payment problem, whatever. It is helpful to our public services staff to have access to this information, but we would just as soon not provide it to our public. - Sally Sally V. Houston San Francisco Public Library Periodical Processing Dept. 100 Larkin St. San Francisco, CA 94102-4705415 557-4315 ____________________________________________________________________________ ___________ Donald J. Page, Periodicals Coordinator, Access Services University Library, 15-210 Calif. State Polytechnic University, Pomona 3801 W. Temple Ave. Pomona, CA 91768 (909) 869-3089 djpage@csupomona.edu fax: (909) 869-6922
