38.2. Managing Serials Records

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Create a Subscription

Create a Distribution

Create Captions and Patterns

Pattern Code Wizard

Create an Issuance

Generate Predictions

38.2.1. Create a Subscription

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A subscription is designed to hold all information related to a single serial title. Therefore, each library is likely to have only one subscription per serial title.

A subscription must be added to a catalogue record, so to start you must locate the record in the catalogue. If the record is not already in the catalogue, you can import it via any of your preferred methods (MARC import, Z39.50 search, etc.)

  1. Search the catalogue. (F3)

  2. Select the bibliographic record for the magazine or periodical.

  3. Click on the title to open the Record Details screen.

  4. Click on Actions for this Record and select Serial Control View.

  5. Click on the Subscriptions tab.

  6. Select the branch that will own the subscription. (Your Library).

  7. Click on Actions for Selected Row , and select Add Subscription.

  8. Complete the subscription information.

    • Owning Library: This field is automatically populated with the library you selected in step 5.

    • Start Date: Use the calendar to select the date that the subscription begins, and click Apply.

    • End Date: Enter the date that the subscription ends. (This date is required to generate renewal reports)

    • Bibliographic Record Entry: This field is automatically populated with the record ID of the bibliographic record.

    • Expected Date Offset: (Optional) Enter the difference between the nominal publishing date of an issue and the date that you expect to receive your copy. For example, if an issue is published the first day of each month, but you receive the copy two days prior to the publication date, then enter -2 days into this field.

  9. Click Save.

38.2.2. Create a Distribution

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You must create a distribution to indicate:

  • Which branches should receive copies of a serial.

  • The number of copies that should be sent to each branch.

To create a distribution:

  1. Click on the Distribution tab

  2. Click on New Distribution

  3. Complete the Distribution information.

    • Apply a new label to the distribution. Example: Magazine Title or Branch Code MPL. Click Apply.

      Note

      If you are creating multiple distributions (multiple copies of each issue) the name of the label becomes more important. Multi branch libraries setting up a subscription at a system level will want to use the branch code as the label to easily determine which copy is sent to each branch.

    • The holding library is filled in by default and is the library to which you attached the subscription.

    • Display Grouping should be set to Enumeration

    • Receive Unit Template: This is the template that should be applied to copies when they are received. Select a template from the drop down menu and click Apply.

      Note

      If you have not yet created a serial copy template please refer to 35.1 Create a Copy Template

  4. Click Save.

Note

Instruction on how to setup a Routing List can be found here Serials Routing

38.2.3. Create Captions and Patterns

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Caption and Pattern objects define the same material that would be described in an 853, 854, or 855 MARC tag. Here you define how your issues will be captioned and how often you get them.

  1. Click on the Captions and Patterns tab.

  2. Click the Add New button.

  3. Click Wizard.

    Alternatively you can copy and paste a Caption and Pattern string into the empty Pattern Code box. See Section 45.1, “Caption and Pattern Codes” for a list of pre-defined Caption/Pattern strings to choose from.

Note

Sitka support has created pattern codes for many popular periodicals / magazines. Whenever possible please use the pattern codes created by Sitka support. If your periodical / magazine is not in the list, contact Sitka support, or create a pattern using the Pattern Code Wizard.

38.2.4. Edit Captions and Patterns

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If the publication pattern changes you will need to delete the current caption/pattern information and enter a new caption/pattern as well as a new "dummy issuance"

  1. Click the arrow beside the subscription

  2. Click the Captions/Patterns row beneath the subscription.

  3. Click the row with the Caption/Pattern #

  4. Click in the "Pattern Code" box and paste the new pattern code, or click on the button for Pattern Code Wizard to create a new pattern string.

  5. Click on Modify Caption and Pattern

  6. Add an Issuance as per Section 38.2.6, “Create an Issuance ”

  7. Make predictions as per Section 38.2.7, “Generate Predictions”

38.2.5. Pattern Code Wizard

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  1. Click on the Pattern Code Wizard button.

  2. Enumerations:

    • To add an enumeration, check the box adjacent to Use enumerations?

    • A field for the First level will appear. Enter the enumeration for the first level. A common first level enumeration is volume,vol., or "v".

    • Click Add Enumeration.

    • A field for the second level will appear. Enter the enumeration for the second level. A common second level enumeration is number, or “no.”

    • Enter the number of bibliographic units per next higher level.

    • Choose the enumeration scheme from the drop down menu.

  3. Calendar:

    • To use months, seasons, or dates in your caption, check the box adjacent to Use calendar changes?

    • Identify the point in the year at which the highest level enumeration caption changes.

    • In the Type drop down menu, select the points during the year at which you want the calendar to restart.

    • In the Point drop down menu, select the specific time at which you would like to change the calendar.

    • To add another calendar change, click Add Calendar Change. There are no limits on the number of calendar changes that you can add.

    • When you have finished the calendar changes, click Next.

  4. Chronology:

    • To add chronological units to the captions, check the box adjacent to Use chronology captions?

    • Choose a chronology for the first level. If you want to display the terms such as “year” and “month” next to the chronology caption in the catalogue, then check the box beneath Display in holding field.

    • To include additional levels of chronology, click Add Chronology Caption. Each level that you add must be smaller than the previous level.

    • After you have completed the chronology caption, click Next.

  5. Compress and Expand Captions

    • Select the appropriate option for compressing or expanding your captions in the catalogue from the Compressibility and Expandability drop down menu.

    • Choose the appropriate caption evaluation from the drop down menu.

    • Choose the frequency of your publication from the drop down menu. For irregular frequencies, you may wish to select Use number of issues per year:, and enter the total number of issues that you receive each year.

    • Click Next.

  6. Regularity Information

    • If needed, check box for Use specific regularity information.

    • Choose the appropriate information for combined, omitted or published issues.

    • If you selected Use number of issues per year: in the previous step, you will need to specify when the issues are published using the specific regularity information.

    • Choose the appropriate frequency and issue. Add additional rows as required.

    • Click Finish.

  7. Captions and Patterns

    • To complete the wizard, click Create Pattern Code.

    • Click Create Caption and Pattern.

38.2.6. Create an Issuance

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Issuance is a simple,uncompressed MFHD field 863.

  1. The Issuances function allows you to manually create an issue. Evergreen will use the initial issue to predict future issues. You need to create a “dummy” issuance that will be deleted after you have done your predictions. This should be created for the issue BEFORE your first issue.

  2. Click on the Issuances tab.

  3. Click on New Issuance.

  4. Complete the Issuance information

    • Label: Enter a name for this issuance.

    • Date Published: Enter the date for the issue before the first one in your subscription. For example, if your subscription starts in January 2014, enter a pub. date for the December 2013 issue.

    • Click the Wizard button. Enter Holding code information [Enumeration and Chronology].

    • Click on Compile.

    • When finished, click Save.

38.2.7. Generate Predictions

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  1. Open the Subscriptions tab.

  2. Click on the subscription row.

  3. Click Actions for Selected Row and select Make Predictions.

  4. A pop up box will ask you how many items you want to predict. Enter the number, and click OK.

  5. A confirmation message will appear. Click OK.

  6. Delete first Issuance

    • Click on the arrow beside the subscription

    • Click on the arrow beside Issuances.

    • Right Click on the “dummy” issuance you created and choose Delete Issuance.

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