Creating checkin records Marcia Tuttle 06 Feb 1992 13:44 UTC
Date: Wed, 5 Feb 1992 15:15:04 EST From: Amanda Harmon <ALI00ALH@UNCCVM> Subject: Creating checkin records At the University of North Carolina at Charlotte, we created online bibliographic, order, and checkin records for approximately 4,000 serial/periodical titles through the INNOVACQ serials control system as items were received, with most of the work occurring over a 6-8 month period. Since the INNOVACQ acquisitions and fund accounting system had been implemented a year ahead of serials control, we had the advantage of becoming familiar with system capabilities and records. Determination was made as to which fields and codes would be used for subscription titles. In preparation for record creation over a period of about six months, serials staff located and recorded OCLC numbers of the bibliographic records for titles in the kardex. (Numbers were taken from the MARC records in the Library's online catalog.) Paper kardex and bindery cards (filed together in the kardex) were placed in the first issue received for each title. All records were created based on the issue in hand, previously established coding guidelines and procedures, and on the information included on the paper checkin and binding records. A brief bibliographic record was created for each new title consisting of the title, imprint, ISSN, Faxon ID, and the OCLC number (the last two from the kardex). The order record required completing 8-10 fields with established or self-evident coding. For the checkin, coding included label type, frequency, number of copies, location(s), call number, and special notes. Parameters were established at this time: # of days between issues, beginning volume and issue, # of issues per volume, binding frequency. Serials staff accidentally found it most effective to have one person do bib and order records, then pass the piece to the other checkin assistant to create the checkin records. Paper cards were color coded to show they had been converted, and INNOVACQ record numbers were transcribed on the cards for future reference. The checkin card was then placed in a basket, and the Library Technical Assistant supervisor of the serials area downloaded OCLC records overlaying the brief bib record created in INNOVACQ. This last process, in conjunction with the earlier location of OCLC numbers, provided a much needed opportunity to clean up and update serials records, and many problems were sent along to Cataloging. We later decided to use INNOVACQ to generate a printed listing of periodicals and serials and completed another four month project involving keying holdings on the INNOVACQ checkin records, creating bibliographic records with holdings for earlier titles, and even developing and entering cross references.