I am in a somewhat similar, but also kind of reversed situation.

Being a public library, we do bind some titles and receive others on
microfilm (although the quantities of both continue to decrease as more
titles are available full-text online).  However, there are many popular
titles which we only retain for various periods of time (3 months, 1
year, 3 years, etc) and then discard.  However, even though these issues
are religiously checked in when received, they have not been removed
from the holdings when discarded.  This makes it appear in the OPAC that
we have older issues when we do not.  I am in the midst of trying to
clean up our holdings data, and am making notes regarding bound (and
where stored) and microfilm, as well as deleting the holdings which have
been discarded.  What a time consuming process, which would have been
considerably easier to accomplish with the actual issues being discarded
in hand to refer to.  Oh well, at least it keeps me gainfully employed
cleaning up all of this historical stuff.

It is encouraging to read that others struggle with similar situations
at their institutions as well.

Lori Rotterman
Serials Clerk II
Dayton Metro Library

-----Original Message-----
From: SERIALST: Serials in Libraries Discussion Forum
[mailto:SERIALST@list.uvm.edu] On Behalf Of Barbara Pope
Sent: Tuesday, November 11, 2008 12:50 PM
To: SERIALST@LIST.UVM.EDU
Subject: Re: [SERIALST] Notating bound serials in OPAC?

Hi, Pam.  I am at Pittsburg State University and after 3 1/2 years, am
still checking in old serials that were not checked in with our Dynix
implementation in the early 1990s.  I don't know what was going on then,

but the farther we progress into the technology age, the more important
it seems to have an accurate record of what we have and where it is
located.  I guess no realized the importance of that information at the
time, though.  I finished the journal microfilm collection last month
and have not yet done much with the bound volumes or newspaper
microfilm.  It's nice to see that I am not the only one who struggled
through retrospective check-in of many years of journal volumes.

Barbara M. Pope, MALS
Periodicals/Reference Librarian
Axe Library
Pittsburg State University
Pittsburg KS  66762
620-235-4884
bpope@pittstate.edu

Pamela Scott wrote:
> Bethany
>
> We use Dynix Horizon system so I'm not sure about Voyager's
functionality & display but maybe my experience might help you.
>
> Our system creates a summary of all holdings when individual issues
are checked in.  When we first got our system years ago, I was the
person who entered all of the holdings information for serials records.
I checked in the loose issues for that year, then I edited the summary
of holdings to reflect the back issues.  So the holdings would display
as: Vol. 22-. 1922-.  But this didn't reflect if items were bound.
>
> I did a retrospective conversion of our bound journals a few years ago
so now our bound volumes are recorded in the system.  Now, when I bind
journals I create an item for the journal title with a barcode.  In the
"Call no" field I enter the volume and year, and then the months if
appropriate (I don't enter the page numbers) - just enough information
to distinguish each volume.  In the OPAC view there is a list of the
bound volumes below the title information - similar to the display when
there are multiple copies of a book.  I think that this process is more
useful to library staff than users - we don't have to maintain a paper
shelf list and we can use the barcodes to track usage.
>
> An alternative would be to create a special run for bound volumes in
serials control and then just check anything that gets bound the same
way that you check in loose issues.
>
> Personally I'm not sure that it would be useful for users.  Maybe you
could ask people before putting out the extra effort.  I hope this makes
sense to you.
>
> Aloha
>
> Pam Scott
> Library Technician
> Tripler Army Medical Library
>
> ----- Original Message -----
> From: Bethany Pierce <bethany.pierce@BRIDGEW.EDU>
> Date: Friday, November 7, 2008 8:13 am
> Subject: [SERIALST] Notating bound serials in OPAC?
> To: SERIALST@LIST.UVM.EDU
>
>
>> Good morning,
>>
>> I hope someone out there can help me, I'm relatively new to the
>> serial world.
>>
>> Of those of you who bound your back issues, do you denote in the
>> OPAC which
>> issues are bound? We're currently using textual holdings along
>> with the
>> Voyager Serials Check-in module, so the display goes something
>> like this:
>>
>> Issues recently received: v. 36, no. 1 (2008 Jan/Feb)
>> Library has: v.21 (1993)-
>>
>> My boss would like to denote which issues are bound. I suggested
>> making a
>> non-public note in the holdings, simply for our own purposes;
>> however, he
>> thinks it may be of use to our patrons. Any thoughts? Hope this
>> is clear!
>>
>> Thanks a lot,
>>
>> Bethany Pierce
>> Technical Services Librarian
>> Bridgewater State College
>>
>
>