StaffGuide: Serials Receiving & Processing

Serials Receiving & Processing StaffGuide Home Page

Check In--Continuations Overview

Continuations are a classification of serials which require special check in procedures. 

Continuations titles can be identified by these features:

  • TITLE IS PUBLISHED ANNUALLY OR IRREGULARLY
  • PART OF A SERIES
  • PROCEEDINGS
  • ANNUAL REPORT
  • SPECIAL PUBLICATION
  • SPECIAL BULLETIN
  • EXTENSION BULLETIN
  • AGRICULTURAL PUBLICATION
  • MONOGRAPH  - (TITLE) by (AUTHOR) – MAY HAVE ISBN NUMBER INSTEAD OF ISSN NUMBER
  • MAJORITY OF OUR TITLES RECEIVED AS LOOSE LEAF MATERIAL (LOOSE LEAF THAT WILL BE ADDED TO A BINDER AND IT IS CONTINUOUSLY UPDATED BY STAFF. HOWEVER IF THE LOOSE LEAF IS KEPT IN SPECIAL COLLECTIONS, WE KEEP EVERYTHING UNLESS IT HAS BEEN RETRACTED).

Identifying Continuations and Common Check-in Instructions

Often, continuations will require you to create an item record. Most will also require a barcode, placed in either the top right-hand corner on the back cover for most items or on an archival flag for ARKCO materials. See the “creating item records” procedures. Most will have an instruction line in the check-in record reading something like this (example from the Razorback yearbook): COUNT.  ITEM 36-o.   FLAG: LATEST IN REFD.  Set trans date=09/25/YYYY.

This instruction note contains several common aspects of the continuation check-in process. "Count" means to count it on the volumes added stat sheet since an item record is being created. "ITEM 36-o" means to set the item record's type to 36 (the code for continuation) and status to "o" (meaning "noncirculating," since the item is going to the Reference shelves).

The "FLAG: LATEST IN REFD" note is a common occurrence in reference-related continuations. This means the latest edition (the one you are checking in) will be sent to the Reference collection, and the next latest will be transferred elsewhere, most likely MAIN. Sometimes this will apply to multiple volumes (i.e. if the latest edition comprises multiple parts). For these items:

  • A routing slip should print out when the item is checked in. Adhere the routing slip to a flag and place it in the item. This will trigger the volume-transfer process carried out by the item's destination department and serials cataloging.
  • There should be a note in the earliest check-in box reading "transferring to Main (d/i)." Cut & paste that note from this box to the next box and update your d/i.
  • Delete the earliest box. IMPORTANT: When it asks you if you also want to delete the item record(s), be sure to click CANCEL. We just want the check-in boxes deleted, not the item records.

Labeling Continuations

Many continuations have wide-enough spines that will allow you to place the call number label on the spine rather than the corner. If so, please place the call number on the spine. This will make the item easier to spot on the shelves.

Call number label visible on shelf

For continuations, labels can sometimes cover the volume, issue, or date on the piece if that info can be found elsewhere on the piece, such as the title page.

Many continuations will be checked in for MAIN. Bear in mind the labeling instructions for MAIN items.

Also, continuations will often require you to print their call number labels from item records.

More information on labeling can be found on this page.

 

Processing Continuations

For continuations going to MAIN, rather than putting them on the processing table, go ahead and finish the processing at your workstation and place them on the departmental pickup shelf.

  • Security strip the item on the inside back cover.
  • Apply a property stamp to the top of the item across the pages and, if the top of the item is too narrow to read the stamp, the first inner page. If you need to stamp the first inner page and the item is printed using glossy paper, obtain a sticker with the property stamp on it from the Serials processing table.
  • Once the piece has been properly checked in and the check-in record updated as needed, the item record has been created, and the piece has been fully prepped, place item on departmental pickup shelf.

Standing Orders

Many continuations are standing orders, which will require that you notate an invoice upon check-in.

Analyzed Titles

Many continuations will be analyzed titles.

Expected Dates for Continuations

Many continuations will have a frequency of annual (or even further apart, such as trienniel). These will often have boxes setup but only the next expected box will have an expected date. This is because these publications often vary as to when they publish new editions and get shipped to the library, sometimes due to an irregular pub schedule and oftentimes experiencing delays. For these items, always make sure at least one box has an expected date for the purpose of generating a claim, in case we need to follow up with the publisher and/or vendor to obtain the item. You can update the expected date by highlighting the newest received box and the next expected box and check "expected date" and "increment transaction dates" in the Update Boxes as a Group Sierra function (ctrl+u or Tools>>Box Menu>>Update Boxes as a Group). Click OK and Save the Card.

Continuation Duplicates

If you receive a duplicate of a previously checked-in continuation (as indicated by the check-in card stating "arrived"):

  • Make note of the item’s call number and location. Taking the newly-received duplicate with you, go to the location and verify that the we already had the item on the shelves. 
  • If the item is there, compare it to the new duplicate in a few places (i.e. the title & contents pages, an index section towards the back, a couple random pages in the middle).
  • If the two items appear to be identical and the title is a STANDING ORDER, notify the Serials Acquisitions Manager of the duplicate, who will contact the publisher for further instructions.
  • If the two items appear to be identical, you can discard the duplicate.
  • If you receive a duplicate of an item in LINX, please refer to the Duplicate Copies page and scroll down to "Items in the Library Annex."