02/2006 (updated by Yan Liao)
EDITING PERIODICAL RECORDS
Usually a work order from Periodicals will indicate when an existing title is to be edited to reflect changes.
There are 3 places to edit each record:
1. Paper shelf list card.
2. Online record in Voyager.
3. LDR (Local Data Record) in OCLC.
1. Paper Shelf List Card
Get the card from the Periodicals Shelf List Card File outside office (Rm. 012D); make the changes (location and/or vol.) in pencil along the left margin. Keep the note as brief as possible, but record all important information: e.g., note volume gaps in our holdings; if beginning or ending volumes are shelved with the earlier or later title; if the treatment doesn’t follow the usual pattern.
When a title has ceased, fill in the ending volumes and dates with pen. If it is continued by a new title, note that on the card.
Do not worry about having the rest of the paper record match the online record. Notes and tracings will be accurate on the online record but not the paper record. The paper record is simply a second listing of all periodicals records, the location of the physical volumes, and our holdings.
2. Online Record in Voyager
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Bibliographical Record
Call up the record. Make changes on the bibliographical record if appropriate. If the title has ceased, add the closing information to the fixed and variable fields (260, 362). Add a 785 note if it is continued by a new title.
(Prior to 2004, we made a 500 note for a LIBRARY HAS statement of our periodicals holdings. Now this is no longer necessary as the MFHD can be displayed in Voyager together with the bib record. If any such 500 note is spotted, delete the note from the bib record.)
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Holdings Record (MFHD)
Change the 866 of the CURRENT periodicals record if necessary. If the title has been changed to BOUND, ADD a second holdings record for the bound volumes. Keep the CURRENT periodicals record for the loose issues but delete the 866 field and add to the 852 field a ‡z note “Current issues retained until bound.”
This also applies to titles that we have begun to receive on microfilm. Keep the CURRENT holdings record and ADD a MICROFILM holdings record. Delete the CURRENT 866 field. Add a ‡z note to the 852 field: “Current issues retained until microfilm received.”
If we have dropped our subscription to a title, usually the title is moved from the BOUND shelves to the COMPACT shelves. Richard Kleifgen will have made the location change in the 852 field when he moves the volumes from Bound to Compact. Edit the volume information in the 866 field to reflect the change. Double-check to be sure the tags and codes are correct, the volume information on the work order corresponds to the item records, and the volumes all have the Compact location designated on each Item record.
3. LDR records
Call up each LDR record in OCLC and edit to reflect the changes. Consult the LDR sheets for help in how to edit.
After all editing is completed, note on the work order “done, date, initial” and send it back to Periodicals (Sara Weisensel) in her mailbox.