StaffGuide: Serials Receiving & Processing

Serials Receiving & Processing StaffGuide Home Page


An issue contains an index or contents for an entire volume

Indexes or contents for an entire year/volume will usually be found in the back of the last issue of that volume, or in the first issue of the next volume.

Indexes/contents are mostly a feature of scholarly quarterly journals and scientific journals, but some monthly and bimonthly magazines may have them.

Many times there will be a staff note instructing you to “EXPECT INDEX” (or in a few cases, “EXPECT CONTENTS”). This note must be responded to in the form of a public note.

If an index is found:

  • Place a note in the public box that follows the format “Incl indx [v.#] or [year]” and erase the “EXPECT INDEX” staff note. 
  • If no index is found, erase staff note and add a public note “No indx”. If several years or volumes have passed with no index or contents found, it is OK to stop adding the EXPECT INDEX note in future years/volumes.
  • Contents for entire volumes use this same procedure, but are denoted “cnts” in the check in boxes.

If an index for a volume of a journal is found and there was no “EXPECT INDEX” note in the staff note, it may be necessary to start adding that note in boxes for future volumes, if the index is recurring.

EXPECT INDEXIncludes index

A loose index arrives

Some journals publish indexes and/or contents as separate items. These loose indexes will usually arrive with the first or last issue of a volume tucked inside the main issue (although in rare cases they will arrive with a mid-volume issue).

For a loose index:

  • Please be careful when handling these. Most of them consist only of a few pages without a sturdy cover and are fragile.
  • Check the loose index in as a separate item:
    • Often, the check-in card will already have an expected box in place for the index (see the image below for what an index/contents check-in box looks like in Sierra).
    • If you need to create an index box, be sure to place the index box directly after the last issue featured in the index:
      • Right-click the box after the last issue of the volume that the index is for.
      • Select “box menu” and then “insert index boxes before selected.”
      • In the Add Index Boxes table, verify that the date and enumeration are correct (generally the year and volume number), then click OK.
    • Loose indexes always go directly to BINDING. When the labels print out, with a pencil, cross out the location at the top of the call number label and pencil in “bind.” 
    • Count the loose index with a hash mark on the statistics sheet under Binding.
    • Drop it in the binding basket. Since it is going to Binding, do not stamp or strip.

Loose index check-in boxes as they appear in Sierra:

Index check-in boxes