Serials — Submitting New Gift/Comes On Titles Received Direct in SSL for Cataloging

Author: smoody
Posted in: Acquisitions Group, BTech

Submitting New Gift/Comes On Titles Received Direct in SSL for Cataloging

The following procedures are for new serial titles being received directly in the Subject Specialty Library requiring cataloging.

Only the first issue of the new title is needed to send to Serials Cataloging Unit for active or inactive titles.

Prior to submitting the title for cataloging, an “In Process” bibliographic record with attached holdings record and check-in card for the new title is created.


1.     Keying bibliographic record for new title


Create a “New BIBLIOGRAPHIC Record” / “New” icon (ctrl-n).  DO NOT SUPPRESS THE RECORD.

The brief bibliographic record should include the following fields:

Bib Level  = s SERIAL

Material Type  = a PRINTED MATERIAL

Language = …

Location = owning location

022 ISSN =  key as appropriate, include hyphen

245 Title = title as it appears on the title page

110 Author = Add if necessary to distinguish non-unique titles e.g. Newsletter (Ohio State Library)

The following fields are optional and may be included for clarification or identification of the new serial title if title may be difficult to identify or find in Millennium prior to its being cataloged:

Added title (246)

Publication Info. (264_1) e.g., Dec 2012-

2.     Attach holdings record for the new title

Accurately update the following fixed fields:

Acq Type(C)


Recv Location

Vendor = Coded or none for gift

Insert the following variable fields

Check Note = IN PROCESS

Vendor Address if not a coded vendor

Vendor Note [if a comes on title] EG: COMES ON o10127641

Insert other local notes only as necessary.  Do not fully update the new holdings record, this should be done in your post cataloging processing.

Do not add an 866, this will be done by the Serials Cataloging Unit.

3.     Create check-in card:

Following standard procedures for setting up card parameters create a complete check-in card.  Check in the issues, make sure there are an adequate number of expected boxes.  Add a “Staff Note” to check-in boxes for any issues being sent to Serials Cataloging Unit, including date and initials:   e.g., To Ser/Cat [initials] tsjcw. 12-4-17

4.     Printouts:

Make a printout of the holdings record and the check-in card, fold pages in half and insert them in issue with the completed SDF (Serials Decision Form)

FILL OUT THE SERIALS DECISION FORM for PRINT (and other tangible formats) ONLY

In addition to creating the records above, you must fill out a Serials Decision Form (SDF) to send with the issue for cataloging.  Please fill it out as completely as possible so that the order record and cataloging can be properly processed by Order Unit, Serials Cataloging staff and Post Cataloging Processing Staff.  It is important to send these first to the Ordering Unit so that a proper type order record can be created before they forward the material to Serials Cataloging Unit.


Send the following package to the order unit: First issue of new title with printouts and SDF.  The Order Unit will create an appropriate order record for the title then forward it on to the Serials Cataloging Unit.  If the title is not active and the issues in hand are the only ones you will receive (this is indicated by checking the “NEW TITLE, INACTIVE box), the title does not need an order record created and the material can be sent directly to the Serials Cataloging Unit.

Legacy Metadata
Last updated date: 11/16/17
Author: Judith Weeks
Update Group: BTECH

Created: August 26, 2016
Last revised: May 8, 2018
Review date: None set

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