02/2006 (Updated by Yan Liao)

PERIODICALS RECORDS IN VOYAGER

When editing periodicals records take the time to double-check the accuracy of the holdings information.  It is easy to make a mistake in typing volumes and dates.  The information on the

-         Periodicals cards

-         Items that are barcoded

-         MARC holdings statements

should all agree, with natural differences in the amount of detail.

Bibliographical record

1. Description:  If the title is no longer published (ceased), the bibliographical description should be edited to show that it is ceased: in the fixed fields, the 260 date, and the 362 issues field.

2. Delete any 510 index fields in the record.  We have tried to remove them but occasionally one shows up in a record.

3. If the title continues or is continued by another title, be sure the information is recorded in 780 and 785 fields.  These are indexed in Voyager.

4. 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.

MARC Holdings Record (MFHD)

1. If additional information other than the location and the holdings appears on the MFHD screen, the notes should be in a ‡z subfield for the public and in an ‡x subfield for staff.

2. When the permanent holdings are on microfilm or in Bound periodicals, the MFHD for current issues should have a note: “Current issues retained until microfilm received,” or “Current issues retained until bound.”

3. When a MFHD is no longer needed, delete it if possible.  Sometimes there is a purchase order attached to the MFHD and it cannot be deleted.  Then use the “del” location and a note.  See separate sheet for additional information.   

Items

1. The cataloger usually does not handle individual issues.  The physical processing of these is done by Periodicals.

2. Reorder the items display if necessary.