Department Manual
Processing Cat Seps and Analytics

New volumes are placed on the Serials shelves in the Labelling area. The shelves should be checked and materials retrieved by the serials copy catalogers at least two or three times a week.

1. Checking in new volumes.

   Retrieve the journal title in VOYAGER.
   Retreive the authoriity record for the series.

• Authority records with 948 |d [date], where the series has not been verified within the previous 36 months, must be re-checked on OCLC; if there is no OCLC authority, the Serials Cataloger should review the form of the series and the tracing practice.
  • Series is accurate: update the 948 |d with the current date.

  • Series has changed: import the new series, update the old series entry, retrieve a new serial record and catalog the title change before proceeding.

  For conflict resolution on tracing practices, refer to Series Authority Processing on Voyager.

• Check in the new volume on the appropriate holdings record or in serials check-in and holdings, if applicable.
  NOTE: if captions are added, dropped or changed, continue to use the old caption (in the series tracing and in analytic call numbers) in order to prevent indexing problems in the online catalog.

• Note the series treatment decision in the |x of the holdings 852:
  • cs = cat sep
    • Insert a CAT SEP flyer into the piece.

  • anal = analyzed
    • Write the call no. on the page facing the verso of the title page.

    • Insert an ANALYZED flyer into the piece.

1. Search for the matching OCLC record for the monograph.
   • Import the OCLC record.
     • If there is no OCLC record, create a brief record.

   • Verify the form of the series; if the series on the piece differs from the form on the authority record, code the bibliographic record appropriately with 490/8XX tagging.

   • Create a holdings record:
     • Update the holdings 008: verify that the correct default template (for monographs) has been chosen.

     • 852 8 |b [location from serial record] |h In Process

2. Route the book to the current date In Process shelves.