Serials Processing: Attaching a Checkin Card

Purpose: To create a Sierra check-in card for new serials titles.

  1. Do title search in Serials Module
  2. Choose correct bibliographic record (watch out for electronic vs. the print record that you are after)
    1. If multiple options with same title, look for ‘O’ for Orono and [periodical] next to title
  3. Once you have the correct bib record and are in Summary mode, be sure the View drop-down is on “c Checkin” and click on the “Attach New Checkin” button.
  4. Select template: Scroll down and highlight cumeor; click select button.  This template includes the most common default values for the list of elements below.  You will need to review or change these accordingly.  A selected template will hold after selecting for your first checkin creation in a given session.

The system will prompt for all of the following options in creating a new card.  If it matches, accept the default and click next.  If you need to change, Hit space bar to see choices for each option. Scroll and highlight choice then hit select to move on to next field.  Use checklist below:

  • Label type =   N (no label)
  • Fund/Keyer = 3 (for 763 fund account)
  • Frequency    (Find inside journal issue.  Usually in the front matter)
  • Copies = 1
  • Location     (Find in the order record already attached to bib)
  • Rloc = 7 (for receipt location which is Serials Unit)
  • Vendor    (Find in the order record; See Hope Magazine example)
  • Identity (use only for microforms or a multi part issue, eg. Part A)
  • Checkin note (eg. limited retention or “claim with x days”
  • Create card dialog box appears
    • Number of items on card (Based on frequency.  For example, if bi-monthly then create 6 boxes. Can put as little as 1)
    • Frequency – Will be filled in, can be changed
    • Start/Cover Date of Card (usually present on cover of issue)
    • Expected date for the first issue you will check in
    • Starting volume number
    • Starting issue number
    • Issues per volume (check inside front matter)
    • Numbering continuity – most restart, but some continue counting up
    • Days before claim (half the number of days between issues)
    • Unit of binding (generally determined by issues per volume by bindery Assistant. NOTE: value set here will be registered in binding module – a one way street). Type in ‘0’ for no binding
    • Binding Delay (default value of 1 indicates first issue of next volume so current periodical shelf will not be empty)
    • Can go to Advanced if more detail is needed
    • Click OK
  • Use the Insert icon (top of window towards the right side) to insert any necessary fields not prompted.  Here are some examples
    • call no. (eg. State Docs)
    • customer #    (eg. Ebsco = RB7791000)
    • lib has    (eg. “1 year + current”)
    • vendor address
    • vendor note    (eg. “do not mail claims” or “call vendor directly”)
    • bind info    (eg. “in-house bind” or “commercial bind” or p=2 where p is the number of issues per bound unit)
    • internal note    (generally not used; prefer check notes option)
  • Click Close icon (upper righthand corner of window) and will be prompted to save new record.

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

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