StaffGuide: Serials Receiving & Processing

Serials Receiving & Processing StaffGuide Home Page

Processing--Filing Paperwork

Filing paperwork:

Through the course of general Serials maintenance, our department generates paperwork that must be filed. This is known as “Ready to File” paperwork. One of your job duties includes reviewing and filing “Ready to File” in the appropriate areas. 

Types of "Ready to File" paperwork include: Search Records (1x adds and set ups), Title Changes, and Drops.

SEARCH RECORDS= Green (Ark. continuation title), pink (Ark. periodical title), blue (Non-Ark. continuation title), yellow​ (Non-Ark. periodical title)
  • Search records Include new set up paperwork and all 1x adds (1x add, 1x added vol., and 1x added copy)
  • Make sure Cataloging and Maintenance is signed off/marked off on paperwork.
  • Pay attention to the Fiscal year date in red ink on the title change paperwork.
  • The current fiscal year and 1 past fiscal year paperwork will go in the filing cabinet in alphabetical order in the “Search Records” filing cabinets.
    • All older fiscal year paperwork go in a box or boxes. We only keep 3 past fiscal years plus the current fiscal year in Serials.
TITLE CHANGES= Orange paper
  • Make sure Cataloging and Maintenance has signed off/marked off.
  • Pay attention to the Fiscal year date in red ink on the title change paperwork.
  • The current and 1 past fiscal year will go in the Title Changes filing cabinets in alphabetical order. 
    • All older fiscal year paperwork go in a box or boxes. We only keep 3 past fiscal years plus the current fiscal year in Serials.
DROPS= white paper
  • Make sure the fiscal year is written in red ink in the top left handed corner and the bottom is signed off/marked off by Cataloging and Maintenance.
  • Make sure no small papers are stapled to the back of the paperwork. If it is, remove the staple, move the slip(s) to the second to last page, and re-staple the paperwork.
  • The current and 1 past fiscal year will go in the Drop filing cabinets in alphabetical order. Pay attention to the Fiscal year date in red ink on the drop paperwork.
    • All older fiscal year paperwork go in a box or boxes. We only keep 3 past fiscal years plus the current fiscal year in Serials.