Serial Control Record
To determine whether a SCR already exists:used as the basis for generating checkin records for receipt and claiming, recording subscription and binding information, etc. generally one per subscription linked at the call level; record must have a unique call no. or control# to attach. 1. Search title in the OPAC. Select record that you want by double clicking on it. 2. Use command Display 2 item. At library prompt, choose the desired library. Click on Go. If display is SERIALS CONTROLS: NONE, no SCR has been created. (All Serial Control records for all libraries will display).Creating:1. Search title in the OPAC. Select record that you want. 2. Scroll down to the end of the record where library and call no. display. 3. Observe whether call no. is unique or not.
If call no. is not unique, click on it. It will turn blue. Use command Display 1 Item. At the very top and middle of resulting screen above the line you will see the Acorn no. or a Sirsi-generated number for this title. Highlight the number from back to front, click on Edit, Copy to capture the number.Use the command Create Control. Paste this number into the control# field on the screen reproduced below. Note: If you have two non-unique call nos. in the same library, the system may default to the first non-unique call no. after the Create Controlcommand. Change the call no. on the screen reproduced below to the non-unique call no. that you wish to link a control record to and proceed. If call no. is unique, click on it. It will turn blue. Use command Create Control. Call no. will carry over onto the screen reproduced below.CREATE CONTROL Control ID: Control #: Call number: Library:
4. Be sure that you have the desired library; change if necessary. 5. Enter Control ID. Refer to Library Implementation Decisions. 6. Click on Go. 7. Resulting display:CREATE CONTROL CONTROL ID ____________________________________________ Title of serial base call no.:__________________ Correct base call no. by removing issue specific information (vol. nos., etc.) If you barcode issues, item specific information will be appended to the base call no. (Some libraries delete the base call no. altogether for periodical SCRs). class scheme:_________________[v] Fill in the appropriate class scheme. SISAC ID:__________________ The ISSN from bibliographic record (022 field) will be automatically pulled into the record, if there is one. (Be certain that this is the correct ISSN. Sometimes the system pulls in the ISSN from a record viewed on a prior search--delete this ISSN if it does not apply to the title in hand). If there is no ISSN on the record, the system will supply a number. vendor title#:__________________ Fill in vendor title no. (include any numbers and letters within the asterisks). display :____________________[v] Options are Automatic, Barcode, Latest-Iss, See-commnt, and Unbarcoded retro-hldg :____________________[v] Options are: Done, Not-Done status: ___________________ [v] Click on appropriate option for status: Active. Other options are: Cancelled, Ceased, Suspended, Title-Chng, and Unknown.
NUMERATION PATTERN
subdivisions
| use 1:N [v] | label:__ | form:N [v] | next:1 | ||
| use 2:N [v] | label:__ | form:N [v] | next:1 | cont: __[v] | limit:___ |
| use 3:N [v] | label:__ | form:N [v] | next:1 | cont: __[v] | limit:___ |
| use 4:N [v] | label:__ | form:N [v] | next:1 | cont: __[v] | limit:___ |
| use 5:N [v] | label:__ | form:N [v] | next:1 | cont: __[v] | limit:___ |
| use 6:N [v] | label:__ | form:N [v] | next:1 | cont: __[v] | limit:___ |
Numeration refers to the numbering scheme on the issue in hand.
Levels of numbering are hierarchical.
Use field: Click on Y for every level of enumeration that is used.
(Vol. 6, no. 7 has 2 levels, Vol. 3, no. 2, pt. A has 3 levels, etc.)
Label: fill in caption information, up to a maximum of 5 characters.
As a general rule, use captions that have already been used on the record
before and display in holdings (use V. if holdings appear as v. , BD. if
holdings appear as Bd., etc., even if captions on the issue in hand differ
somewhat. If English captions have been used for foreign language titles,
use labels in English in the Numeration Pattern).
Form: Click on N for numeric data, or A for alphabetic data. The first
level is always numeric.
Next: Change default value 1 to the number of the issue that you are
beginning your pattern with.
Continuous: Click on N if the numbering starts over, or Y if the
numbering is continuous (whole numbering). Numbering at the highest level
is always continuous.
Limit: Refers to the number of units in the next higher level. The limit
for a monthly would be 12, for a quarterly, 4, etc.
NAME PATTERN
enter name type:___[v]
Name pattern refers to the chronology, or dates, on the issue in hand.
Click on appropriate option. Options are: Bimonthly, Custom, Date, Month,
Numeration,Season. (Refer to Name Pattern Chart for examples)
NAME PATTERN CHART
| On Journal | Name Type | Definition | SIRSI NAME PATTERN |
|---|---|---|---|
| February 22, 1994 | DATE | issue names should be a specific month, day and year | FEB 22, 1994 |
| September 1993 | MONTH | issue names should be a month and year | SEP 1993 |
| July/August 1994 | BIMONTHLY | issue names should be specific combined months names and year | JUL/AUG 1994(system assumes the odd month is first; if not use CUSTOM) |
| Spring 1994 | SEASON | issue names should be a specific season | SPR 1994 |
| Number 1124 vol. 6 | NUMERATION | no alternative issue names | NO.1124 V. 6 |
| Winter/Spring 1991 | CUSTOM | issue names do not fit any Sirsi standard pattern and are defined in the "if CUSTOM, enter list of names" field | WIN/SPR 1991 |
if CUSTOM, enter list of names:__________
Up to 12 custom entries may be listed, separated by commas and a space.
Fill in custom entries in the order in which they will cycle through
the publication pattern. For example, if you have a monthly French title,
you could use JANV., FEBR., MARS etc. in the Custom field.
CALENDAR:
Fill in this area of the SCR if you plan to generate predictive checkin
records.
receipt cycle:_____
cycle type:_____[v]
Treat these two fields as a pair. Options for cycle type are: Days, Months,
Weeks, Years; and receipt cycle refers to the interval between receipts.
To determine the correct values, try this sentence: This serial comes every
{ ___} { ___}, where the first value is the receipt cycle and the second
value is the cycle type. A quarterly comes every {3] [months], a semimonthly
every [2] [weeks], etc.
position of future checkin:_____
(position is 1-7 if DAYS; 1-52 if WEEKS; 1-12 if MONTHS; 1-10 if YEARS)
If cycle type is Days, use 1 for Sunday, 2 for Monday, etc.
If cycle type is Weeks, use the week of the year (1-52) when the issue
in hand is published (Refer to 1996 Calendar Guide)
If cycle type is Months, use 1 for Jan., 2 for Feb. etc.
If cycle type is Years, 1 identifies the current year, 2 identifies
next year, etc.
For season, select a "month" ; for winter use 1, 2, or 3, for spring
use 4, 5, or 6, for summer use 7, 8, or 9, for fall use 10, 11, or 12.
future checkin receipt date:_____
Fill in the date that the issue in hand was received, or the date in a given
month when the issues is normally received. It is important that this date
reflect the normal receipt history of the title, as it establishes the
expected receipt date for all predictive checkin records generated and forms
the basis for accurate claiming.
future checkin name:_____
Enter the date (chronology) of the issue in hand. This field defines the
starting point for generating checkin records.
If the name type is Date, enter a three letter month abbreviation
with no periods, a space, a date, a comma, a space and a two or four digit
year. Ex: JUL 1,1996
If the name type is Month, enter a three letter month abbreviation
with no periods and a year. Ex: JUL 1996
If the name type is Bimonthly, enter abbreviated combined months
separated by a slash and the year. Ex: JUL/AUG 1996
If the name type is Season, enter WIN, SPR, SUM, or FALL and the
year
If the name type is Custom, enter custom data as defined in the
Custom field.
If the name type is Year, enter the appropriate year.
If the name type is Numeration (i.e. the issue has no date), leave this
field blank.
PUBLIC CATALOG ENTRIES
Options selected in this section of the SCR determine how and whether
holdings and piece-level information displays in the OPAC automatically as
a result of the checkin process.
# of copies to add to catalog: _______
Fill in if you wish to automatically generate an item record at the point of
receipt that displays in the Public catalog--defaults to 0. Use 1 if you
receive 1 subscription for a given library. Use 2, etc. for multiple copies
in the same library.
# of latest issues to
display in descriptive note: _______
Data is recorded in the 599 field of the bibliographic record as issues are
checked in to produce an issue-by-issue display with the last issue checked
in displaying first. (Example: V. 127 NO. 21 MAY 20 1996; V. 127 NO. 20 MAY
13 1996; ) Issues received out of sequence will display out of sequence,
unless this field is manually edited on the bibliographic record. This field
may be used for newspapers at the discretion of the libraries.
form of name to add to catalog: _______[v]
Defines how the issues should display if # of latest issues ... option above
is selected. Options are: BOTH, NAME, NUMERATION
location: _______[v]
Fill in correct library location from options list.
CLAIMS
days to wait before claiming : ______
Enter the number of days beyond the expected receipt date that the system
should wait before considering an issue overdue. This value is based on the
frequency and receipt history of the title. Refer to Library Implementation
Decisions for these values. A "do not claim" title has a value of 0.
SUBSCRIPTION
Refer to Library Implementation Decisions for this section of the Control
Record.
copies to receive: _____
Enter the number of copies of each issue that the library should receive.
Default value is 1.
number of issues: _____
Enter the no. of issues in a subscription, if known.
expiration date:______
Enter the date the subscription expires. Defaults to NEVER.
order ID:______ line item #:_______
change link:______
Provides link to the order record for Law and Medical records.
fiscal cycle:_____
REQUIRED FOR CLAIMING; Enter 1997 for 1996/97 subscriptions, etc.
vendor ID:_____
REQUIRED FOR CLAIMING; Enter vendor ID.
MARC HOLDINGS LINKS
automatically update using control info:
attach this control record to which of the following holdings records:
These two fields are used to link pattern information in the SCR to holdings
records so that holdings can be automatically generated at the point of
check-in.Vanderbilt is not currently using this option.
BINDING DATA
Refer to Library Implementation Decisions for this section of the Control
Record.
number to bind:_____ date to bind:_____
date sent to bindery:_____
copies to bind: _____
type of binding:_____
material:_____
color:_____
binding title:_____
Click on Go to create your Serial Control Record.
At this point, additional fields will appear in the Serial Control Record.
A receipt calendar will be generated based on the data you have input
in the Calendar section. Different frequencies generate different calendars.
X’s indicate the dates that issues are published; an asterisk marks the
starting point for generating checkins. (If issues are skipped on a regular
basis, you may delete X’s from the calendar and no checkin records will be
generated for those dates).
A Comments area allows staff to create notes that display when issues
are checked in using the Receive Item command.
# of new checkins to generate:Fill in this box after your SCR has been
completed to create predictive checkin records. Generate enough so that you
can observe whether the pattern that you have established is predicting
correctly (i.e. beyond the point at which the volume turns over). Click on
Go. The message, Record updated, appears in red at the bottom of the screen.
Observe that the Numeration pattern, Future checkin receipt date, Future
checkin name, and Calendar fields all advance to the point at which you will
generate more checkins as needed.
To see the checkin records that you have generated, use the command
Display 1 Checkin. The resulting screen appears below.
DISPLAY 1 CHECKIN
control ID: ______ max. number to display: _______
checkin #: __1___
numeration: ______
date expected: ______
date received: ______
library _______[v]
Control ID and library fields should be carried over from the previous
screen. Checkin records are assigned sequential numbers as they are
created by Sirsi. You can choose which and how many records to display
by changing the numbers in the checkin# and max. number to display
fields. To display a range of checkin records, enter the number of
the first record you wish to see in the checkin# field, edit the max.
number to display field as desired , then click on Go. If the option
to display a single checkin record is chosen, additional
fields containing claim information and staff comments display.
If your pattern does not appear to be set up correctly:
1) use the command Remove Checkin. In the checkin# field,
indicate the number of the first checkin you wish to delete, and enter
an appropriate number in the number to remove field. Click on Go.
Your checkin records will be deleted.
2) Use command Edit Control to edit your pattern. You will need
to edit the pattern back to your starting point (change Numeration pattern,
Position of future checkin, Future checkin receipt date, and Future checkin
name fields). When you are ready to generate new checkins, fill in the # of
new checkins to generate field and take a look at your checkin records
with the command Display 1 Checkin.
If your basic pattern appears correct, but an issue or two do not
match the publication pattern of the title, use the command Edit Checkin
to fix the checkin record before the issues are received. For example
if a monthly periodical always has a combined June/July issue, use
Display 1 Checkin to find the number of the checkin record you
wish to edit, place your cursor over the number till the spy glass appears,
use the commands Edit Checkinand Go to bring up the record,
edit the June checkin record to June/July, click on Go to save
changes.
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