Transcript How to Add New Serial Records

Adding
New Serial Records
A tutorial for librarians who use
Agent-Verso
by Jennifer Carless
WARNING:
The processes described in this
tutorial require permissions and
access to the AG CatAdmin
module.
In addition, the librarian
following these instructions
must use his/her staff login.
These instructions cannot be
followed if the librarian is logged
in as a user.
Before you add a new bibliographic
record for a journal, please search the
OPAC to see if another campus has
already added the record.
The process for appending new issues
to an existing record is covered in the
separate tutorial:
Adding New Issues of a Journal to an
Existing Bibliographic Record
The process for adding your
campus to the list of locations for an
existing bib record is covered in the
separate tutorial:
Adding a Journal Subscription
to the Autographics Database
for Your Campus
Adding a new Serial title is
accomplished in Two Parts:
The first part is creating the new
bibliographic / MARC record.
The second part is
adding the first issue.
The process for creating the
bibliographic / MARC record for a journal
is by using copycat cataloging.
This process is not complete, until you
add the first issue, including its real
barcode and call number.
After the first issue has been added, it’s
easy to add additional issues as they
arrive in the mail.
Adding the bibliographic record is a
complex process that must be done
correctly. If not done correctly, it is very
easy to create mistakes that become
problems.
It is recommended that one person in
your library be the expert in entering
these records. Then, other library
personnel may add additional issues to
the record, as needed.
Getting Started:
To get started, find the EARLIEST issue
in your library for the journal you are
entering, and log into the Autographics
screen on the Library Home Page.
Uncheck the box next to
“KES Library Catalog.”
Check the box next to
“Z39-50.” This action, in
turn, automatically
checks all of the boxes
beneath it.
Return to the top of the page, and enter the ISSN
as shown, and choose “ISSN” from the list.
Alternatively, if a search by ISSN proves fruitless,
you may search again, using the journal title. Be
sure to select “Journal Title” from the list, as shown.
Your results list consists of library records from three
providers. Please do not use any records from LC,
unless they have the only viable record available.
Scroll down to either National Agency
Bibliographic Files and choose an obvious “Print
Version” from them, or if they don’t have any
viable records, scroll down to A-G Canada.
Just click on the TITLE of the journal to bring
up the bibliographic record.
From this screen, click
“Edit this record” to reach
the MARC record screen.
To capture this record,
click “HLD” in the bar at
the top of the screen.
The popup window
initially looks like this.
Simply fill out the information
as shown, for the beginning issue
that your library owns.
Then, click OK.
The system returns you to the
MARC record screen. Notice that
your library’s name has been
added at the top.
You have captured the
MARC record!
The next step is to add this
record to the AG database.
To do this, click File in the
Menu, and select “Save to
Database” from the
dropdown menu.
Mission Accomplished! This
record has been uploaded.
Click OK on the popup window.
Next, close the MARC record (click the
X in the upper right corner or click “close”),
and go to the Staff Menu.
From the Staff Menu, click on the Serials tab.
From the Serials tab, click on “Subscription Setup.”
From Subscription Setup, enter the
name of the journal and click Submit.
In this example, there are 3 titles matching the
name we typed in. Click on this link.
On the next screen, we see the newest entry on
the last row for the title. Since we just entered it,
this is to be expected. In addition, the other 2
entries are for books, so we want the journal.
To select the title on that row, scroll to the
right, and you will see a link to click.
From this screen, click
“Modify Prediction
Algorithm.”
This is how the Prediction Algorithm screen looks initially.
Choose the frequency
from the drop-down menu.
If the issue is marked for a
season (Winter, Spring,
Summer, Autumn) PLEASE
DO NOT USE the
“seasonal” choices from
this drop down menu.
Please select “Quarterly.”
Complete other sections
as shown, and as needed.
To set the expected receive dates, scroll back up
and click the link to the calendar, as shown here.
To set the calendar dates, choose the first day of the
month expected. Here are some examples:
Monthly: Click the first day of every month.
Bimonthly, Jan/Feb, Mar/Apr: Click the first day of
Jan, Mar, May, Jul, Sep, Nov.
Bimonthly, Feb/Mar, Apr/May: Click the first day of
Feb, Apr, Jun, Aug, Oct, Dec.
Quarterly: Assume these are numbered 1, 2, 3, and 4.
Seasonal notation is not used on this screen, but will
be used in the next step. Click the first day of Jan,
Apr, Jul, Oct.
Complete the calendar ONLY for the first year you
have issues to add. Generally, you should have the
current year, plus the prior year, unless this is new.
When finished,
click SUBMIT,
then click
CLOSE.
NOW, you can click the radial next to “Manual
Calendar Selection.” Be sure to click this AFTER
you have set the calendar.
Then,
click SUBMIT.
Returning to the Subscription Setup
screen, click on “Add Subscription.”
This is what the Subscription
Add/Edit screen looks like initially.
Here is the top portion of the screen,
filled out, with attention drawn to
specific values and fields.
Here is the bottom portion of the screen, with
attention drawn to specific drop down (or up)
menus. Select your campus from the list.
Be sure to
select the
material type
as “Serial.”
Here is the other drop down (or up) menu.
Select “Serial” from the list.
Review all of your choices on this page, and
then click “Submit.”
Return to the Keyword Search screen (or Advanced
Search, if that’s your preference), and RE-CHECK the
KES Library Catalog box.
In addition, scroll down and click the box
next to Z39-50 TWICE. This will uncheck
all of the other boxes beneath it.
Enter the journal title in the search box, and
select “Journal Title” from the drop down menu.
In the Item Record, click “Serials Checkin.”
Note that the barcode is
system generated. We will
take care of this later.
This is the screen where issues may be checked in.
You can access this screen from the Serials menu, but
when you are doing Setup, it works more predictably,
if you enter it from Searching.
Click “Checkin
issue.”
This is what the Issue Checkin
screen looks like initially.
Here is an
example of how
this screen may be
filled out.
Note that this
barcode has been
assigned by the
librarian, and not
the System.
An alternative way to fill out this screen is given as
an example, below. THIS is where you enter the
seasonal issue information for a quarterly journal.
This is also where you can specify that you are
adding a SUPPLEMENT.
Be ABSOLUTELY SURE that you have
clicked the radial field next to “Checkin,” as
shown on the previous screen, then click
SUBMIT. The screen below will appear.
After verifying the
information below,
you may close this
screen.
As a final step, we will search by journal
title to find the system generated barcode,
and then delete it.
At this point, you can
either write down the
barcode, or copy it to
the clipboard.
Go now to CatAdmin and click “Edit Item.”
I favor the “copy and paste” technique of
entering the barcode.
Note that you
MUST include
the asterisk.
Click Submit to
bring up the Item
Record.
Once inside the Item Record, click “Delete this Item.”
It will never show up again, and deleting this system
generated barcode will not affect your Serials.
The reason you want to delete it is, so that the system
doesn’t have a lot of system generated barcodes in it. It
helps to keep the system “clean.”
Technically, that barcode is your first issue of that journal.
But, if we enter a REAL barcode, instead of the system
generated one, it causes a whole host of problems with
duplicate barcodes you have to erase, and then it doesn’t
show your checked in issues properly. Doing it this way is
a workaround for these issues.
So, please DO use the system generated barcode when
copying the MARC record (before adding to the database),
but after you Checkin your first issue, please also go back
and delete this barcode.
Now, let’s verify our Serials are checked in
properly, by going to Staff Menu and the
Serials tab, and clicking “Checkin.”
Search by full title. If the title begins
“Journal of” then you must enter that part,
in order to find your journal.
Select your title from the list.
Select the correct link.
Verify your issues!
Now, there are two possibilities for your
predicted issues. Here’s the first one:
If these dates
appear like this,
don’t panic!
When you click “Checkin Issue,” simply erase the
data that already appears on the Checkin screen and
replace it with the correct data. It will be fine.
The second possibility for what appears
under issue predictions is this:
Again, there is no real problem.
Although it would be helpful to us to be able
to look at this screen and depend upon it to
tell us when an issue is coming, as long as
we enter the real information on the Checkin
screen, it will all turn out all right.
For those who will sleep better at night,
just knowing that your serials prediction
is set up right, you can verify it by
clicking on the link to the calendar under
Modify Prediction Algorithm.
First, go to Serials, click Checkin, search by
title, and choose your journal from the list.
Click “Subscription/Prediction Setup.”
Click “Modify Prediction Algorithm.”
Click “Set Predictions.”
Don’t click the
radial! – Yet.
When the calendar pops up, scroll to the
bottom – and there you will find your true
predictions. Click “Close” to close this screen.
All finished!
Now, when you enter additional issues, all
you need to do is go to the Serials tab,
select Checkin, find your journal by title,
and then click the link “Checkin issue.”
(Or, you may use the Search screen and search
by Journal Title and click “Checkin issue.”)
Then, on the Checkin screen, enter the
new issue information, and Submit.
This tutorial was created on June 11, 2009
and revised on July 7, 2009
by Jennifer Carless, Library Director for
Keiser University’s Orlando campus.