Serials Processing: Checking in Newspapers

Purpose: To check in physical issues of our newspaper subscriptions, some of which arrive daily.

Begin by logging onto Sierra Serials Checkin module.

  1. Search
    • From Index pull down select the title search option
    • Type in the newspaper title (eg. Bangor Daily News)
    • Read check notes regarding weekend vs. daily edition check in (eg. Sun Journal)
  2. Check in issue
    • Insert any new boxes before checking in the last box otherwise card status will change to f=filled. (Adding a range of boxes for dailies is more efficient)
      • If card is full (will not allow you to to add boxes), go to the top and consolidate a range of boxes into one
      • Right click, type B A. Fill in number of boxes desired, adjust cover date if necessary, enter or click OK.
    • Whatever box is highlighted will be checked in (NOTE: be sure to check the issue in hand against the automatically highlighted box. May not be the same. Move mouse to appropriate box to switch to another issue)
    • Click checkin box or type c, checkin box dialog opens.
    • Check for the following details—don’t assume the pre-filled information is correct.
      • Adjust cover date if necessary
      • Notes: enter notes if needed (eg.: partial number of copies received, copy damaged, etc)
      • Click OK. Box changes to Arrived with today’s date.
    • For modifications (eg. incorrect date for paper coming in thrice weekly)
      • Highlight the boxes to be changed. Hold the <ctrl> key to highlight multiple boxes.
      • Right click on one of the boxes highlighted
      • Select the “box menu”
      • Select “update boxes as a group”
      • In resulting dialog box see window options for updating cover date, expect date, volume, etc.
      • Click OK when changes done
    • Close checkin card and save changes
    • Set aside copies headed for Special Collections archive (e.g. Bangor Daily News). The Weekly from the BDN on Thursday is pulled out and stamped separately.
    • For Special Collections copies, apply their stamp (adjust the date) and place on shelf by water cooler. Staff will pick up daily.
    • Count and deliver rest to North checkout desk. Circulation staff will then date with Sharpie.
  3. Check in record updates (as needed)
    • Expected dates: review to be sure in sync with time of receipts in hand; seldom required. If so:
      • Click last box checked in
      • Hold down and highlight subsequent expected boxes
      • Right click and select box menu –> update boxes as a group
      • In resulting dialog box check boxes for expect dates
      • Check box for cover dates if that requires updating as well
    • Card status: right click on any box, click Card Menu, Edit Card.
    • Checknotes: Delete as necessary.
  4. Print label—does not apply.
  5. Claiming—does not apply.

Additional Tips

If more than one copy arrives and our records indicate one current subscription, check the label on the paper. May need to route to other campus locale. Bring to on-campus out bucket in the Mail Room.

Contact: um.library.technical.services@maine.edu

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