5.4.1 Field 1 Publisher: 60 characters, display only

Purpose: to display the name of the publisher as a convenience to the user editing the copy. The name is taken from the first MARC bib tag 260 subfield b.

5.4.2 Field 2 Serial Title: 65 characters, display only

Purpose: To display the Serial's title.

5.4.3 Field 3 Copy Number Display: 2 characters, display only

Purpose: To display the selected Copy Number.

5.4.4 Field 4 Established Date: 10 characters, display only

Purpose: To display the date that the copy was started in the catalog.

5.4.5 Field 5 MARC Number: 9 characters, display only

Purpose: To display the database MARC Number.

5.4.6 Field 6 Function Keys

5.4.7 Field 7 Title Display Dates: 20 characters, tab stop

Purpose: To specify the dates that will be displayed after the serial title in the OPAC Search Results. Display Date will also appear on the Issue Check In window. This field is useful if you have two collections of the same title; entering different dates allows you to distinguish between the two. Note that the Display Date is associated with the serial title, thus it is independent of each Copy. In other words, all Copies of a serial title share the same Display Date.

Format: It is free text.

Example: JAMA, the Journal of the American Medical Association, had the title "The Journal of the American Medical Association" from 1883-1960. In 1960, it changed the title to "JAMA". Accordingly, there are two unique bibs. To minimize confusion on the two titles, the first should have a Display Date of "1883-1960", and the second should have a Display Date "1960- Current." Quotes should not be used.

Even for a static title with a single copy, the Display Date enhances the OPAC Search Results display for patrons.

5.4.8 Field 8 Vendor for this Copy: 30 characters, tab stop

Purpose: To specify the vendor who provides the resource.

Format: It is a look up table. If the vendor is not in the Vendor Table, the vendor can be added dynamically.

5.4.9 Field 9 Subscription Identifier: 20 characters, tab stop

Purpose: To specify the identifier that this Copy's Vendor has given this Copy. This value will be used in placing a claim for missing issues. It should be unique among all of the copy/ subscription identifiers given per vendor.

Format: It is any characters except circumflex "^".

5.4.10 Field 10 Current Year: 4 characters, mandatory, tab stop

Purpose: To specify the current year for the journal.

Format: It is any four digit year in the form NNNN.

5.4.11 Field 11 Current Month (or Period): 9 characters, tab stop

Purpose: To specify the current month (e.g., April) or period (e.g., Winter) for the most recent issue.

Format: It is a table selection.

Table Values:

April
August
December
Fall
February
January
July
June
March
May
November
October
September
Spring
Summer
Winter

5.4.12 Field 12 Current Day for Weekly Issues: 10 characters, tab stop

Purpose: For weekly publications, this field specifies the day of the current issue.

Format: It is a number for the day in the current month.

5.4.13 Field 13 Current Volume: 10 characters, mandatory, tab stop

Purpose: To specify the current volume for the copy of this journal.

Format: It is a number that represents the current volume.

5.4.14 Field 14 Current Issue: 10 characters, mandatory, tab stop

Purpose: To specify the current issue for this copy of this journal. Note that this is not the Running Issue. The Issue is the minor value associated with a Volume.

Format: It is an integer.

5.4.15 Field 15 Current Running Issue: 10 characters, tab stop

Purpose: If used by the journal, then this field specifies the Running Issue value. Some journals, such as The Lancet, have a " running" issue value instead of or in conjunction with the volume issue value. If the running issue and the volume issue are both used (e.g., the running issue is 6485 and the volume issue 21), then both numbers must be entered in order for a correct prediction of subsequent issues.

Format: It is a positive integer.

5.4.16 Field 16 Issues Per Volume: 3 characters, mandatory, tab stop

Purpose: To specify the number of issues per volume.

Format: It is a valid integer.

Example: The New England Journal of Medicine has 26 issues per volume.

5.4.17 Field 17 Volumes per Year: 3 characters, tab stop

Purpose: To specify the volumes per year for the journal.

Format: It is a valid integer.

5.4.18 Field 18 Issue Publication Frequency: 3 characters, tab stop

Purpose: To specify the frequency of the issues' publication. If the frequency is not known, then select "Irregular" unless it is a "Monographic Series".

Format: It is a table selection.

Table Values:

A   Annual
BE  Biennial
BM  Bimonthly
BW  Biweekly
CAN Cancelled
D   Daily
DED Dead Title
I7  Irregular (7/yr)
I8  Irregular (8/yr)
IM3 Irregular (3/mon)
IR  Irregular
M   Monthly
MS  Monographic Series
Q   Quarterly
SA  Semiannual
SM  Semimonthly
TA  Triennial
W   Weekly
Z1  BBA frequency
ZZ  'No Freq' Default

5.4.19 Field 19 Late Warning Days: 3 characters, tab stop

Purpose: To specify the number of days before a late warning is issued.

Format: It is an integer in the range of 1 to 365.

5.4.20 Field 20 Late Warning Permanent: tab stop

Purpose: Used in conjunction with the Late Warning Days value, this flag ensures that the new Late Warning Days value will not be affected by the late warning initialization process.

Format: It is a check box selection.

Menu Style: Radio Button/Check Box

Menu Values:
Warnings Permanent

5.4.21 Field 21 Bind per Volume: 2 characters, tab stop

Purpose: To specify the number of times per volume the library binds the serial issues. This value is independent of the publication Issues per Volume.

Format: It is a valid integer.

5.4.22 Field 22 Bindery Priority: 1 character, tab stop

Purpose: This optional field is used to help select which copies are included in the compilation of a Bindery Work List. Some libraries bind some titles more frequently than others based on use and/or funds. For example, National Geographic might be bound more frequently than Scientific American, even though both are monthly and have similar widths, but the library's priority is for National Geographic to be bound before the other.

Format: This field accepts a valid integer. The value has no intrinsic interpret by the Serials Management software other than all copies with the same number will be compiled when that Bindery Priority is selected in Bindery Work List Compilation.

Example: a high priority bind might be 1, a medium priority bind might be 2, and a low might be 3. This software does not care. The library may use more gradation or a reverse scale, e.g., 9 is critical, 8 very high, 7 high, etc., and 1 is very low. It would serve you well to establish some values and use them consistently!

5.4.23 Field 23 Block in OPAC: tab stop

Purpose: To specify if this copy should not be displayed during inquiry in the Online Public Catalog.

Format: It is a check box selection.

Menu Style: Radio Button/Check Box

Menu Values:
Block in OPAC

5.4.24 Field 24 Bar Code Each Item Flag: tab stop

Purpose: To specify if each item should receive a bar code at Check In.

Format: It is a check box selection.

5.4.25 Field 25 Circulation Location: 40 characters, mandatory, tab stop

Purpose: To specify the circulation location where the Serial Copy will reside.

Format: It is a table selection.

5.4.26 Field 26 Circulation Class: 30 characters, mandatory, tab stop

Purpose: To specify the loan period that a new issue can be lent. The Circulation Class is the loan period. NON-CIRCULATING is a valid loan period.

Format: It is a table selection.

5.4.27 Field 27 Circulation Status: 30 characters, mandatory, tab stop

Purpose: To specify the circulation status of a new issue at the time of Issue Check In. For example, select AVAILABLE if the issue may be circulated. Select NON-CIRCULATING if new issues should not be lent to patrons.

Format: The field is a table selection.

5.4.28 Field 28 Notes: tab stop

Purpose: To select a function to edit the relevant Copy Notes.

Check In notes appear on the Journal Issue Check In window, typically as instructions to staff. If the notes are extensive, they first appear in a pop-up window in total, and then only the first few lines appear in the Journal Issue Check In window. The notes typically address production issues. For example, many libraries have a Check In note similar to this for Scientific American: "PUT A SECURITY DEVICE ON EACH."

The Free Text Holdings String note appears in the OPAC immediately before the Compile Holdings String. This note typically express historical information, e.g., "VOLS 1-201 (1845- 59) ON MICROFILM." Function [Import SERHOLD Data] copies the SERHOLD Holding Report holdings string to this note.

Local Notes is used as a free form note database for each Serial Copy. It is not displayed anywhere other than Journal Copy Edit.

Bindery Work List Notes appear on the Bindery Work List, typically as instructions to staff. For example: "PLACE A BLOCKING STICKER OVER SECURITY DEVICES, ALSO CHANGE CIRC LOCATION AT END OF BINDERY PREP FROM 'CIRC DESK' TO 'JOURNALS'."

Menu Style: Push Button

Menu Values:
Check In
Free Text Holding String
Local
Bindery Work List

5.4.29 Field 29 Controls Ok, Cancel, & Help: tab stop

Purpose: To specify an action that controls the window's flow. [Ok] will save and apply the displayed values, whereas [Cancel] will reject the changes. [Help] will display all of the documentation for the window. Press the Help key for context sensitive help for each field.

Format: It is an action that toggles the push button.

Menu Style: Push Button

Menu Values:
Ok
Cancel
Help
Delete Copy...

Function Delete Copy will permanently expunge the Copy record from the database. As a prerequisite, the Copy's issues (the item, a.k.a. the holdings) must first all be individually removed from the database.

If the deleted Copy leaves no more Copies, then the software will ask if the serial title should stay in Serials, be removed from Serials, or be removed from Serials and the catalog.