Procedures for Annals of the Academy of Political and Social Sciences

Department: Technical Services

Procedure: Annals of the Academy of Political and Social Sciences

Purpose: This procedures documents how we are going to clean up the records for this title and process it in the future.

Overview: In the past, this title was cataloged as both a monograph and a serial. Item records were attached to the serial record and then linked to the monographic record. This resulted in a double-display of volume numbers in the public catalog if done one way, or a confusing call number browse screen display if done another way. The solution is to attach only a checkin record to the serial bib, and attach the item records only to the monographic bibs. This means the individual volumes will be checked in as serials first, and then cataloged as monographs second, but we will no longer link the item records to two different bib records.

To fix the current situation, we must transfer all the item records from the serial bib record to their respective monographic records. This will break the link. The records will require clean up as noted below. Currently we have 288 item records that need to be transferred. Issues published 1919-1984 may require full monographic cataloging (possibly 300 titles), so this is a big project.

Required Knowledge/Skills: For Part 1, Transferring item records when monographic record exists in Sierra: How to transfer and edit records in Sierra.

Equipment/Supplies: Access to Sierra.

Procedure: Annals of the Academy of Political and Social Sciences

Part 1: Breaking the item record link to the serial record

I. Break the link to serial bib record (b11744315)

A. Scan the barcode. Whether the serial or monographic record appears depends on the order in which they were linked. When you break the link, the item record will remain attached to what you see on the screen, so for this project, make sure the monographic bib record is on the screen.

B. Once the monographic record is on the screen, look at the lower left corner for the bib record number to the serial record (.b11744315)

C. Put your mouse pointer on that number and right click. A menu will appear with the option to unlink the record. Highlight that option and click.

D. A dialog box asking if you want to unlink the record and retain the source bib will appear. Click on “yes.”

II. Clean up the records.

A. Make sure the call number in the bib record appears as H1|b.A4 v. \[number\]. The volume number should appear in the call number field. The volume designation is v. and not vol. Correct the call number as needed

B. If the call number also appears in the item record, delete it.

C. If the volume designation also appears in the item record, delete it.

D. Save the records.

III. Relabeling.

A. If the volume number is missing from the volume label, send the volume for relabeling. If not, return it to the truck for reshelving.