Closing Serial Records

The purpose of this procedure is to update our online catalog so that it reflects the actual publication status of the titles in our collection. If the item has a Kardex, it will provide the call letters and the title control number of the online record. Frequently the online record requires editing beyond adding closing information. The object of this editing is to complete all work on the title, upgrading to current cataloging rules, barcoding, and binding the remaining loose issues if necessary. Generally if it is a CSUP record, it is withdrawn and a new record imported from the Z39.50. The reason for doing this, instead of overlaying, is that Unicorn retains the 035 on overlayed records, and the record will remain a CSUP forever.

1. Call up the record. Check it briefly to determine what you will need to pull from the shelves and if the record reflects more than one title (i.e. has 247’s). Also look to see if the volumes are online.
2. Go to the shelves and pull all unbound material, if any, together with the box, or the latest volume so that you can add full closing information.
3. Search RLIN and overlay the record if you can find a better one, preferably with the closing information already added. However, if we have the last volume, and the record online has only a 362 1, we use the fuller information provided by the last volume. Generally try to make the cataloging conform to current standards (i.e. |v for form subheadings in the 6xx’s, no 247’s, etc.). If the item has been continued by another title, be sure that the 78x links are on both records.
   In some cases we cannot be sure that the title is truly closed. We have not received anything for several years, our claims have gone unanswered, but no record on RLIN supports closing the title. For these records, close the Marc Holdings only and bind any unbound issues. If additional issues are received in the future, we will open the Marc Holdings. If we receive additional information that the title is closed, we will close the record then.
   A similar situation occurs when the Library decides not to continue a subscription. For these titles, change only the Marc Holdings by adding to the 852: |zSubscription cancelled [date]. Also close the holdings in the 866, and remove any 863 that might be present.
4. Close Marc Holdings field. Check it to see if 852 has been completed, adding |t1 if it is not present, and |xli:xxx (your initials). If there is already a |xli:xxx on the record, you need only overtype your initials over the initials already there.
5. Check online volumes. If all are not barcoded, print out the record and put it in the Incoming Projects box to have it barcoded by a student. First be sure that TYPE and LOCATION are correct and that you have provided at least one volume with the correct form to use for |z. (Please see circulation rulesfor TYPE details.) If more than one record requires that volumes need to be added to it, print each separately and provide instructions on each record. The titles may be separated from each other and assigned to different students, so it is important to provide full information on each record.
   Bound with volumes: be especially careful if you have several titles and more than one title is in a particular volume. Students do not know what to do with these, and it is better to complete them (barcoding, etc.) before giving the rest to the students. Add notes to the respective Marc Holdings records to indicate that a volume from one title is bound with another.
   Example: 1977 is bound with 1975 (of a biennial report):
   For the 1975 report:
   852   |cSTACKS-1|t1|xli:kmw|zBound with the 1977 report
   866   |81|a1975
   For the 1977 report:
   852   |cSTACKS-1|t1|xli:kmw|zBound with the 1975 report
   866   |81|a1977
6. Take statistics for “closed” or “cancelled” titles as appropriate.
7. When the online work is completed, take unbound copies of the item and band them with a note explaining that the title is now dead, or with the continuing title information. Put them on the cart for serials binding.
8. Mark the Kardex in lower right corner: Closed, date, initials.
9. Put Kardex card in designated spot next to the Kardex morgue, in the cabinet near Rachel’s desk.
10. Pull shelflist card. Check pink binder for barcode if the smart barcode (barcode label with title and call no.) is not in first bound volume.
11. Remove line 1 from the acquisitions record
12. Close the serials control record, removing any 863 (currently received) fields from the holdings.