(If you are checking in batches of microfiche see the "Batch Microfiche Check-In" box.)
NOTE: These instructions are based on checking in Barron's, which was the last journal we had a subscription to in microfiche format. As of February 2020, we do not subscribe to any journals in microfiche, so these procedures can be adapted and modified in case we renew or start any new subscriptions to any microfiche journals in the future.
Because the microfiche shipments arrive quarterly in batches of around 13, the microfiche card’s frequency is set to quarterly w/ 30 days before claim (this is known as the “shipment frequency”). However, this creates complications when adding/updating boxes. Since it is a weekly title and each microfiche envelope contains a weekly issue, you will need to temporarily change the frequency to weekly (the “journal frequency”) in order to efficiently carry out the check-in process.
*****Remember to SAVE THE CARD after making any major changes, especially after completing the check-in process.*****
Follow these steps:
Here is an example of how microfiche boxes should look after updating them and entering the info (they will be yellow and say "expected" at first, and then green with "arrived" after check-in):
Item records require specific abbreviations when completing the volume field. Below is a list of acceptable Item Record Abbreviations:
You will frequently use:
Example: v.50 no.1 sh.1 Ja 8 1979, v.50 no.2 sh.1-2 Ja 15 1979, etc.
Note: Since Ja 15 1979 had 2 sheets of microfiche, they will be in one envelope.
Do not overfill microfiche envelopes:
There should not be more than 5 microfiche in an envelope. If you are working on a project or receive an item where there are more than 5 microfiche in an envelope, you should fix the problem. See below for an example.
Example: v.9 no.1 sh.1-5 Spr. 1976
v.9 no.1 sh.6-7 Spr. 1976
Here the 7 fiches have been broken into two parts, one with 5 fiche another with 2.
When you have a microfiche sheet that combines issue and index, the index should be noted as: & indx. If the index is for the contents on the fiche, then & indx is all you need. But if the index is for some other vol/year then you need to designate what the index covers. & indx 19 or & indx 1989.
Example 1: v.9 no.1 sh.1 Spr 1976 & indx. (this means the index covers volume 9).
Example 2: v.9 no.1 sh.1 Spr 1976 & indx 8. (this means the index covers volume 8).
Sometimes the volume information can get complicated. If you have questions ask you supervisor for instruction.