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INNOPAC Serial Retention Notes (Summary--Long) )Don Page) Marcia Tuttle 04 Apr 2000 17:29 UTC

---------- Forwarded message ----------
Date: Tue, 4 Apr 2000 10:00:53 -0700
From: Don Page <djpage@CSUPOMONA.EDU>
Subject: INNOPAC Serial Retention Notes (Summary--Long)

Here are the responses to my original posting.  An outline-type summary of
responses turned out to be too difficult because of the variety and length of
responses, so I've cut & pasted them below, following my original posting.

Don Page, Cal Poly Pomona.
On March  30, 2000, Don Page wrote:

"This is addressed to libraries which use INNOPAC checkin records for receipt
and claiming of their serial titles. We often receive publication information
either directly from the publisher or our serials agent, Ebsco. The information
received is such things as publication behind schedule, publication delayed,
last issue published, publication suspended, etc.
There has been inconsistency as to where we’ve noted this information: either
in the Retention Note or as notes in the checkin boxes. Those staff who perform
the claiming process say that notes in the checkin boxes are easy to read,
while similar notes in the Retention Note field show only the first line,
necessitating extra keyboard steps to view the full note. Others feel such
notes belong in the Retention Note field and not the checkin boxes.
Overall, most staff feel that notes in the Retention field generally relate to
the title overall, whereas notes in one or more checkin boxes should be issue
specific. We want to set consistent instructions for all staff to follow.
How are other libraries handling this situation?"
This happens to us all the time. We've been checking in serials with
Innovative since 1987, and have tried a number of variations of dealing
with this type of situation.
What we do now, and it works well for us, is to put this information into
a check note and move that note to the top of the check notes in the
record so it's easily seen. If the information is simply to say that
there is a pub delay, we also modify the box for the issue involved to
reflect the new expected date/cover info/whatever. And if it's really
confusing, we'll add a note to the box to "see note". That alerts the
person at check in that there is more info about that particular issue, or
the subscription in general relating to that issue, and they then go look
at the full record.
We do NOT use the LIB HAS field for this information, because we feel that
is strictly to record what we actually HAVE, not what is expected.
HOpe this helps.
Anne Myers |
Head of Technical Services | Internet:
Boston University Law Library | Phone: 617-353-8877
765 Commonwealth Avenue | Fax: 617-353-5995
Boston, MA 02215 |
I think "delayed", "never published", "ceased" publication information is
very useful to the patron. We record the information in the box note
because it is usually specific to a particular issue. When a title is
finally closed (no longer published, change of title, etc.) that information
becomes part of the retention information in the Library Has field and the
bib record.
Anne Anderson, Acquisitions/Government Documents Librarian
William Mitchell College of Law Library
871 Summit Ave.
St. Paul, MN 55105
You ask a very good question. Since most of our titles are serials,
we had a major problem putting information in the records for everyone
to see. My director has set up a very complex system of notes and
code to let Tech know when we are to accept or purchase supplement
materials. We even had to develop a cheat sheet to keep the codes
What I decided to do was have the serials assistant check-in materials
using the UPDATE function of the "Orders & Receiving Subsystem." This way
she sees all the notes and decision codes we have put on the record. She
must use these to tell if she can check-in the materials or not. We put
major notes on the check-in record no matter what. For example code "d"
we would accept the 99 supplement but not the 2000 if it came. We even
have notes that tell us when a title is on notify which means we have to
other the materials in question because a publisher is not to ship
anything without our prior written approval. If the publisher or our
jober says that an issue is late, not published, etc., or I have to return
materials, I put a note in the check-in record and change the dates of the
check-in box. If I claim an item by email or phone because we need it
quickly, I put a note in the check-in box so I will not claim the
materials again but the missing will appear when I run the claims file.
In cases of returned materials, I also put notes in the order records so
those materials are not accidentally paid for.
We have found that having everyone look in one place for our notes has
saved us a lot of time and effort. We have purchased the Millennium
Serials module but have not installed it yet. In playing with
Millennium, I have noticed that we will have some problems getting to the
check-in record, so I have waited to bring it up for everyone. I am
going to wait until the Acquisition module is up. I hope this helps.
Julianna S. Davis
Technical Services Librarian Phone: 662-915-6832
University of Mississippi Law Library Fax: 662-915-7731
University of Mississippi School of Law
University, MS 38677
We changed from the NOTIS system to INNOPAC July 1999 so we are still
making decisions about how to handle the many situations that serials
present. My question is are you wanting this information readily available
to the public or to the staff or to both? Also, when you say retention
note are you referring to using a LIB HAS field. This is the field that we
use to indicate retention for both staff and public display? Thanks for
your question, I am interested in the responses that you receive.
Anita Dawson
Serials Librarian
Tulsa City-County Library
Tulsa, Okla. 74103-3830
(918) 596-7925
Because the box notes on the checkin card display to the public, I'm
careful about what notes I input there, saying only perhaps "delayed" or
"discontinued"; I usually note more extensive info. about publications
schedules, etc., in a note field on the checkin record. I'm used to
quickly checking the whole record for pertinent notes before I initiate a
Marilyn Creamer
Serials Specialist
Haverford College Library
370 Lancaster Avenue
Haverford PA 19041-1392
(610) 896-1168
(610) 896-1102 Fax
As the Serials Librarian, I prefer that type of note on the record rather
than the box for the very reasons stated in your message. If my staff
complained about the extra keystrokes though, I would be willing to
consider a change since I am always concerned about carpal tunnel syndrome
in the serials area. I think consistency is important so that all library
staff and the patrons who've learned to look at the card info know where
to look each time. I have also started using an scode for items that are
delayed so that I can run a list to review delayed titles at any time.
This could be used for separated claiming by also running a list of
non-delayed titles. I'll be at NASIG in June if you are planning to go and
would like to talk more about III. We are planning to move to Millenium
this year. Are you using it?
Lauren Corbett
Serials Services Librarian
Old Dominion University
Norfolk, VA
Ph (757) 683-4144
Here at Geisel Library/UCSD, we use the Retention field for information that
applies to the title and check notes for issue specific problems. We also use
the box note for specific issue information, i.e. title changes, ceased
publication or re-order information etc, for the staff and library patrons. The
one problem with box notes is that with a particular box label type, e for us,
will print the box info and we do not want that info on the pocket part of the
label. We then have to go back make changes and print another label. Check
notes have to be monitored and deleted when that info is no longer current and
sometimes they don't get deleted and we end up with too many check notes.
Good luck
Carlos Estrada
Head, Serial Unit
Geisel Library/Acquisitions Dept./UCSD
In my department, we use the n=note field which shows above the checkin box
screen and displays to the patron to note any information that would be
pertinent to the title as a whole. I use as few words as possible, i.e.,
DELAYED, with either ** or >>> <<< depending on the message. I use the
Identity field for anything pertaining to the title that would be
extraordinary. The note field in the checkin boxes are used for specific issue
information, i.e., SUPPLEMENT. I hope this helps.
From: Sharon <>
After finding names of faculty and all manner of inappropriate information
in the check-in boxes, I decided I had to get really serious about
enforcing some kind of rules about check-in records. I think what we
decided was that a term like delayed in the note field of a box was
fine. It was the equivalent of terms that are already available as status
codes, and were acceptable and intelligible for public viewing. Other
kinds of internal notes should be temporarily placed in the first internal
note field, with some kind of instructions to delete or to hand off to
someone who will delete when the issue in question arrives. We don't have
a retention note as such, just Lib has: and notes (public) and internal
notes (not public). Assume you spotted the new status codes in Rel. 12
(can't remember what they were, but all seemed useful). You might
consider requesting "delayed" or some other terms you use frequently as
Elysabeth (Lysa) Hall Email:
J.W. Long Law Library Phone: (503) 370-6386
Willamette University College of Law Fax: (503) 375-5426
245 Winter Street S.E.
Salem OR 97301
From: Frances Tracht <ftracht@CI.BEVERLY-HILLS.CA.US>
Subject: Re: INNOPAC Serial Retention Notes (Don Page)
We usually put the note in the check-in record rather than in the check-in
boxes. We definitely capitalized and try to highlight the best we can. The note
field in the boxes is often times too small to include an understandable
Your listserv question was forwarded to me by the librarian in our Magazine
and Newspaper Center. SFPL uses the checkin record for notes regarding
delay, suspension, etc., which refer to the subscription. Checkin card
notes apply to a specific issue, and if it is just a delay, we change the
expected date so that the issue won't come up on claims. Card notes are
visible to staff, showing how many times we have called EBSCO or the
publisher, if there is a payment problem, whatever. It is helpful to our
public services staff to have access to this information, but we would just
as soon not provide it to our public.
- Sally

Sally V. Houston
San Francisco Public Library
Periodical Processing Dept.
100 Larkin St.
San Francisco, CA 94102-4705415 557-4315

Donald J. Page, Periodicals Coordinator, Access Services
University Library, 15-210
Calif. State Polytechnic University, Pomona
3801 W. Temple Ave.
Pomona, CA 91768
(909) 869-3089
fax: (909) 869-6922