StaffGuide: Serials Access & Claiming

Serials Access & Claiming StaffGuide Home Page

Not Published Issues

Not Published Issues:

 

  • When Serials finds out that an issue was not published, this means that an issue is known to the world as not being published. This is either confirmed with the publisher and/or the vendor. 
  • If it is not specified as being "not published" by the publisher and/or vendor then we cannot say that it it is not published. It must be confirmed either with the publisher and/or vendor.
  • If we are unable to obtain an answer on whether an issue was published or not, it is best to say that it is unavailable

When you receive information that an issue is NOT PUBLISHED:

 

  • Enter the claim note in the record, add five hyphens in front, and move to the 5-dash section of the claim notes (below the current claim notes), in chronological order of issue with the most recent issue on top.
  • Delete any other claim notes associated with the issue that are no longer needed.
  • Pull and discard all past claim slips.
  • Update the status of the public box to NOT PUBLISHED
  • Remove the transaction date from the box.
  • REVIEW, THEN ADD OR UPDATE A TRANSACTION DATE FOR THE NEXT EXPECTED BOX IF APPROPRIATE.

Be sure there is an expected date for the next issue due.  Without an expected date in the next expected box, the CLAIMON date will be blank and no future claims will be generated.

Issue or Replacement Issue is Out of Print or Unavailable & 2nd Location Copy is Out of Print or Unavailable

When you receive information that an issue/replacement issue is OUT OF PRINT (specified by the publisher or vendor) or UNAVAILABLE (unspecified by the publisher or vendor):

 

If the publisher or vendor lets you know that an issue is either out of print or unavailable, it may still be possible to obtain either a free or paid replacement copy from another source. Please refer to the replacement procedures page for further details. NOTE: These procedures will need to be followed whenever Harrassowitz sends you a notice in response to a claim that a replacement copy may be ordered (i.e. purchased, which requires approval). 


If it is determined the issue will not be replaced, the procedure is as follows:

  • Enter the claim note in the record, add five hyphens in front, and move to the 5-dash section of the claim notes (below the current claim notes), in chronological order of issue with the most recent issue on top.
  • Delete any other claim notes associated with the issue that are no longer needed.
  • Pull and discard all past claim slips.
  • Update the status of the public box to OUT OF PRINT or UNAVAILABLE.
  • Remove the transaction date from the box.
  • REVIEW, THEN ADD OR UPDATE A TRANSACTION DATE FOR THE NEXT EXPECTED BOX IF APPROPRIATE.

Be sure there is an expected date for the next issue dueWithout an expected date in the next expected box, the CLAIMON date will be blank and no future claims will be generated.

Additional procedures will be followed if the replacement sought is for a damaged issue, as explained here.


Issue or Replacement issue for the 2nd Location Copy is Out of Print or Unavailable:

 

Claiming a 2nd Location Copy but the 2nd Location Copy Is Unavailable

For some publications, we check in issues to multiple locations. In some cases, we request the correct number of copies, but only receive one. Because we already have received one copy, when claiming a second, don’t spend a substantial amount of time trying to obtain another copy (especially for MAIN), unless it is a substantial title/document. Note that multi-location titles generally include a copy to be checked in for ARKCO. Please prioritize ARKCO if we only receive one copy.

If after claiming, we are unable to obtain a 2nd copy, the person who is claiming should:

  • Change the check in box status to "Unavailable" and remove the expected date.
  • Insert a public note in the check in box letting patrons know that they can look at the copy already checked in.
    • Public note: "See [location] copy". 
      • ‚ÄčExample: "See Arkco copy".
  • Resolve the claims (pulling & discarding any claim slips and deleting any obsolete claim notes).

2nd Location Copy is unavailable, but we have received permission to print a copy for the library: 

If the 2nd copy is unavailable, but we have received permission to print another copy from a PDF, proceed to treat this as a publish on demand situation for this copy only. So, if a patron requests a print copy, then Serials will print a copy for them.

       For now, do the following:

  • Change the check in box status to "Unavailable" and remove the expected date.
  • Insert a public note in the unavailable copy's check in box  “PDF available @serials or see [location] copy”.
  • If we have permission to print, there should be a local note (MARC 947 field) in the bibliographic record. If there is not, insert a local note (MARC 947 field) stating: "PERMISSION GRANTED TO PRINT/BURN FILES FOR LIBRARY COLLECTION (date/initials)".
  • Resolve the claims (pulling & discarding any claim slips and deleting any obsolete claim notes).

Note: For frequently used items (often REF items), it may be necessary to go ahead and print the 2nd copy instead of treating it as publish on demand. If it is needed to go ahead and print a 2nd copy, you must contact the subject selector first before printing a 2nd copy.