Metadata Unit

General Cancellations

• In the Acquisitions Module, Serials Check-In:
  • Search for the title.
  • Click to the right of the title in the title box to see ellipsis, and bring up the bib record.
  • From the bib record, click “Get Hldgs” to bring up the holdings record (hldgs).
• Transfer any necessary notes from the pop-up box to the hldgs:
  • Highlight the notes to transfer, then copy & paste each note into a |x subfield of field 852 in the hldgs (no need to copy notes about editing the predicted pattern, etc.)
• While in hldgs: Check that the following fields have been updated by Acquisitions staff:
  • Field 852 The following note should be present: |x Cancelled [current fiscal year]: [dollar amount]
  • Field 008 Expected acquisition end date should be noted
  • Field 008 Receipt Status should be coded “5”: Not currently received
• Return to Serials Check-In: Click on the “History” button to display the Receipt History screen.
  • Do one of the following: 
    • If we have received all the issues we are entitled to:
      • Note the number of the last complete volume and the year and return to the hldgs
      • Update the summarized holdings statement
      • Delete the 866 :  : |80 |x PREDICTIVE note
      • Save the record
    • If we have NOT received all the issues we are entitled to:
      • Highlight the first issue of the last volume received. 
      • Click the “Edit Issue” button to bring up the Change Enumeration/Chronology box
      • Copy the entry
      • Click OK
• Return to the hldgs
  • Create an 866 receipt line (shift F6)
  • Paste in the entry copied from Receipt History followed by a dash 
• Return to Receipt History
  • Copy the last issue of the volume received
  • Paste it into the hldgs current receipt line after the dash
  • ***Do not revise the receipt line to conform to the punctuation style used in the hldgs***
  • Add a |x “Last expected issue: “ note to the end of field 852
  • Check to see whether the last volume is complete or incomplete and update the summarized holdings statement accordingly
  • Change the 866 field note |x PREDICTIVE to |x UPDATE HOLDINGS
  • Save the record
• Return to Predictive check-in, History. Check for outstanding claims under the “Claims History” or “Problem History” tabs:
  • Email orders@uvic.ca to follow up with any claiming if necessary, then delete outstanding claims. (The predictive check-in cannot be deleted as long as there are outstanding claims.)
• Click the “Maintenance” button to bring up the Subscription Maintenance screen.
• Click the “Delete” button. This screen will appear:
  • ​​​​​​​Click Yes

• Return to Serials Check-In and search the title to verify that the check-in record has been deleted.
• Advise orders@uvic.ca when the predictive check-in has been deleted; the holdings have been updated and that the PO can now be cancelled.
• Once the final issue of a volume has been received, update the summarized holdings statement and delete the 866 |x UPDATE HOLDINGS field. Advise orders@uvic.ca when the last issue has been received. If in doubt about what we should receive, check the PO notes or consult with Acquisitions staff.
• For all Law location material: advise lawlib@uvic.ca of cancellation. Check for and delete "current issue" item record if applicable.

Law Loose-leaf (Integrating Resource)

Law looseleaf cancellations generally follow the same procedure, but with the following exceptions:

• While in Hldgs record:
  • Code the field 008 General Retention Policy: 2 : Retained except as replaced by updates
  • Code the field 008 Completeness: 2 : Incomplete
  • Add to field 852 public display note: ‡z Subscription cancelled after the ‡x Cancelled note
  • (Delete generic check-in/processing notes from 852 if evident, but retain any notes that may be of continued relevance to Law staff)
  • Update the summarized holdings statement(s) by adding the last binder vol. received (if not already stated), followed by semi-colon ( ; ) ‡z filed to [last looseleaf release received] only
  • (Delete/replace the existing ‡z Looseleaf. Retained except as replaced by updates)
  • Do this for any 866 / 867 / 868 holdings statements that may be affected, and record the enumeration/chronology of the last looseleaf release as it appears on the material itself (if known), or as it appears in the Bib record field 362 (if evident)

e.g. 866 main vols. = looseleaf binder vols., but with 867 softcover suppls.

e.g. both 866 and 867 updated, with differing enum/chron formats

e.g. 866 bound vols., with 867 looseleaf suppls.

e.g. 866 only one looseleaf binder coded as “1 vol.” – leave as is

Advise orders@uvic.ca - with a c.c. to ptotze@uvic.ca - when the cancellation procedure has been completed.

Dummy Acquisitions Record (DAR)

When an individual e-journal ordered on a DAR is cancelled, the DAR should be coded for deletion as it is no longer needed for payment purposes.

Dummy Acquisitions Records for  cancelled Memberships and Combined Subscriptions should also be coded for deletion if no longer needed for payment purposes.

DARs are coded for deletion by Acquisitions staff after the PO has been cancelled:

• In the holdings:
  • click on Suppress from OPAC
  • click on Leader and change record status to d, click OK
  • delete 852 |h
  • retain 852 |x Order cancelled note
  • add 852 |x RECORD DELETED directly after the 852 |b location code
  • delete all other notes
  • SAVE and close.
• In the bibliographic record:
  • click on suppress from OPAC
  • click on Leader and change record status to d, click OK
  • add field 590 |a RECORD DELETED.
  • SAVE and close.

JSTOR

Unless otherwise indicated, the print backfile will be completely discarded at the time of cancellation even if we do not have full archival coverage via JSTOR. “Orphan volumes” - volumes that would be left in the main stacks because they are not covered via the online archive – will also be withdrawn if only 5 or fewer volumes would remain. Consult the Metadata Supervisor, Serials, if questions regarding retention arise.

Do not delete |x JSTOR from the holdings record if the print holdings are to be retained.

Split Sets Cancellations

Return to hldgs and check for “split sets” in Reference, Basement Compact Selving or departmental reading room locations:

• Split Sets in Reference:
  • Delete the “Latest volume…” note from the holdings record and ensure all Reference volumes are reprocessed and relocated to the permanent location in the main stacks.
• Departmental Reading Room: Inform the secretary that the title has been cancelled
  • Delete any 852 |x or |z prelocation and routing notes (i.e. |x ROUTE TO: CHEMISTRY)
  • Save the record

Holdings in Both main & main,sto (Basement Compact Shelving)

When a title with holdings split between the main stacks and Basement Compact Shelving (BCS) is cancelled, current practice is to advise the Stacks Maintenance supervisor (ccurrie@uvic.ca). She will check shelf space and determine whether or not the holdings can be moved to sit together in one location. These BCS/main split sets were initially meant to be temporary and are typically expressed via a note in a second summarized holdings statement. (On occasion, due to a variation in past practice, a second main,sto holdings statement may have been created instead.) If the stacks maintenance supervisor determines that a relocation is possible, she will follow up and advise when the material has been moved. The holdings must then be updated.

Cessations for Print Titles With Purchase Orders Attached          

Rev. GLJ 4/8/2016

Notifications of changes yet to take place:

• Add a note to the check-in record for the current title (i.e.: WILL CEASE PUBLICATION WITH [issue number/date]. SEE CESSATIONS/C/T BINDER. ROUTE FINAL ISSUE TO SERIAL CATALOGER TO UPDATE RECORDS)
• Print out the source of your information (i.e. email notification, information on publication, etc.), add the current title to the top right corner of your printout, and file in the CESSATIONS/CHANGES OF TITLE binder

Once the final issue is received, proceed as follows:

• Prelocations : notify the Departmental Secretary by phone or email that the title has ceased and request that it be sent back to Serials. Reprocess and send to its permanent location
• For any titles that are designated Current year only retained, use judgment or consult the subject selector about whether the issues should be discarded immediately (and the record deleted) or retained until the end of the year (make note of the title for follow-up later)
• If Predictive checkin exists, call up the Predictive check-in record.  The Check-In Note will pop up
  • Retrieve the MHLD record & paste the notes that were copied from Predictive into 852 |x field(s)
  • Copy any notes that need to be transferred to the MARC Holdings (MHLD) record (i.e. no need to copy notes about editing the predicted pattern, entering & processing new issues, etc. but do ensure that any FOR USE IN LIBRARY ONLY, ANALYZED SERIALS, DO NOT MARK OR STAMP … notes are in the MHLD
  • Return to the Predictive checkin record. Display the Receipt History screen & make note of the holdings received & any outstanding items in the Claims or Problems History tabs. Transfer this information to the MHLD if deemed important to have on record
  • Return to the Predictive checkin record’s Maintenance screen & click on the Delete button
  • Update the Holdings record as follows: Update the Bib. record as follows: 
    • 008 Receipt status=2
    • 852 |z and |x - remove any notes that are no longer needed (e.g. routing information) but keep notes such as:
    • FOR USE IN LIBRARY ONLY, ANALYSED SERIALS, DO NOT MARK OR STAMP
    • Delete 866: :|80 |x PREDICTIVE 
    • 866: 0 - update the summarized holdings statement 
    • ​​​​008 – Publication status = d - Continuing resource ceased publication
    • 008 – Date 2 (yyyy) = the year of the final issue
    • 362 – update with the final issue’s enumeration/chronology
      • Formatted: Vol. 75, no. 218 (Oct. 3, 1983)-v. 104, issue 19 (Apr. 2, 2012).
      • or, preferred: Unformatted: Ceased with vol. 104, issue 19 (Apr. 2, 2012).
      • 362 |1|  | ‡a Ceased with vol. 27, no. 6 (July/Aug. 2013)

*NOTE: If continuing online add a 776 field (and 785 if it is a change of title as well)

• 776 |0|8| ‡i Online version: ‡t American journal of health promotion ‡x 2168-6602

• Discard the cessation notice if one was removed from the Cessations/Changes of Title binder.
• Notify orders@uvic.ca (so the purchase order can be “completed”)
• For all Law location material: advise lawlib@uvic.ca of cessation. Check for and delete "current issue" item record if applicable.

Changes of TItle

SJ/Feb. 2013SFM/July 2018

Notifications of changes yet to take place:

• Add a note to the check-in record for the current title
  • e.g.: WATCH FOR TITLE CHANGE TO: Resurgence & Ecologist BEGINNING WITH SEPT/OCT 2012. SEE CESSATIONS/C/T BINDER
• Print out the source of your information
  • e.g. Harrassowitz email notification, information on publication, etc.
  • Add the current title to the top right corner of your printout, and file in the CESSATIONS/CHANGES OF TITLE binder
• Add the new title to the Unsolicited File, including pertinent information (use judgment as to whether this is necessary for each change)

Once the new title arrives:

• Pull the change of title notice from the Cessations/CT binder and delete the title from the Unsolicited File
• Search/download/import a record for the new title or create a new, original bib record
• Catalog the new title. Be sure that the former title & ISSN are traced in field 780 field.
  • If the former title’s ISSN is still appearing on the new title’s issues, add the ISSN in field 022|y
• Classify using the same call number as the former title (unless the scope of the journal has changed significantly enough to require a new classification number. Or, if the title has begun a new enumeration sequence, code the record in field 780 as “superseding” the previous title and create a new call number – if possible, to sit next to the previous title on the shelf – for example, change cutter from A5 to A52) OR  create an “In Process” MARC holdings record
• Add the summarized holdings in field 866: 0:|80|a
• Enter the material in hand in the field 866:  :|80|a
  • OR if Predictive check-in is going to be created, add field 866:  :|80|x PREDICTIVE (Or add NOT FOR PREDICTIVE/Send first volume of XX for new predictive pattern if the pattern cannot yet be determined)
• Add notes intended for public display to the MARC holdings field 852 |z ( ie.g.: Current issues only retained, etc.).
• Add notes intended for staff use only in field 852|x (e.g.: BARCODE, etc.)
• Create Predictive check-in for the new title (if the frequency is predictable) & check in the issues in hand
• Process the material

Former title:

• If Predictive check-in exists, call up the Predictive check-in record. The Check-In Note will pop up
• Copy and paste into the MHLD any notes that will be need to be retained
  • (e.g. no need to copy notes about editing the predicted pattern, entering & processing new issues, etc. but do ensure that FOR USE IN LIBRARY ONLY, ANALYZED SERIALS, DO NOT MARK OR STAMP … notes are in the MHLD).
• Copy and paste into the new title’s predictive check-in or MARC Holdings record any notes that need to be transferred
• Retrieve the MHLD record 
• Paste the notes that were copied from Predictive into 852 |x field(s)
• Return to the Predictive checkin record. Display the Receipt History screen & make note of the holdings received & any outstanding items in the Claims or Problems History tabs
• Return to the MHLD record & update the summarized holdings statement & any other coding that needs updating, including the 008 fixed fields Receipt status
• Delete the 866 :  : |80 |x PREDICTIVE note
• Delete any routing information appearing in filed 852|z or |x
• Return to the former title’s Predictive checkin record’s Maintenance screen & click on the Delete button
• Update the bib record as follows:
  • search OCLC, etc. for updates to the bibliographic information for the title and revise our record accordingly, especially the following fields:
  • 008 – Publication status = d - Continuing resource ceased publication
  • 008 – Date 2 (yyyy) = the year of the final issue
  • 362 – update with the final issue’s enumeration/chronology
  • 785 – update with the new title’s main entry & ISSN
  • 856 – if coded, check for a WaSeSS record and, if one exists with this access, delete this field and the related tracings in field 530, 550, 710 or 730

If the title has a Purchase Order Attached: Notify orders@uvic.ca when the old predictive check-in has been deleted and a new bib record exists for the new title. Acquisitions staff will then close off the old PO and create a new PO attached to the new title. When that is done, Serials staff is notified and a new predictive record can be created if necessary.

For all Law location material: advise lawlib@uvic.ca of cancellation. Check for and delete "current issue" item record if applicable.

Delete, Weed, Withdraw, Deaccession

• Retrieve bibliographic and holdings records using a call number search to ensure that all affected records are updated as needed
  • (e.g. there may be several changes of title involved) or the title is analyzed or to identify any related COPPUL SPAN titles for which we are the archive holder.
• Look for a 583 COPPUL SPAN note and DO NOT WITHDRAW if present.
  • If related titles with the same call number exist then take a look at each record with the same call number and watch for any titles that have a COPPUL SPAN note in field 583 in the bibliographic or in the holdings record. If we are the archive holder for any related title with the same call number, advise the serials supervisor and do not weed.
• If there are multiple holdings records attached to a bib record, be sure to update only the holdings record stipulated on the Deletions form and keep the bibliographic record.
• Check the summarized holdings statement to be sure all material has been collected.

If a Purchase Order is attached (Alt R Q or CTRL M):

• Check the purchase order to be sure it has been cancelled.
  • If not, refer to Acquisitions for follow-up and do not change any records.
  • If the request to delete the record was initiated by Acquisitions, the cancellation notes may not be in the record until after you notify them that you have updated the bib and holdings records.
  • NOTE: if the purchase order is a “one-shot” order, there is no need to inform Acquisitions - proceed to the next step:
• Delete all item records
• In the Holdings record:
  • Check Suppress from OPAC
  • In the Leader, change the record status to d
  • Add 852 |x RECORD DELETED directly after the 852 |b location code
  • Delete 852 |x BOUND note
  • Delete all other 852 subfields
  • Delete all 856 and 866 fields
• In the Bibliographic record:
  • Check Suppress from OPAC
  • In the Leader, change the record status to d
  • create field 590 |a RECORD DELETED.

If no Purchase Order is attached:

• Delete all Item records
• Return to the Holdings record
• Go to the Record drop-down menu and select Delete
• Go to the Bib record and from the Record drop-down menu select Delete

Update the deletions spreadsheet as necessary and advise Stack Maintenance supervisor when material is ready to be withdrawn.

Relinking Purchase Orders to Different Bib & Holdings Records

SJ/Jan. 26, 2012 Rev.SFM/GLJ Sept.16, 2016

FOR CHANGES OF TITLE WITH PURCHASE ORDERS ATTACHED SEE SEPARATE PROCEDURE

• In Voyager Cataloging module, call up the Bib record you want to “unattach” the Purchase Order from View Line Items in Acquisitions (CTRL M or Alt R Q to get to the Purchase Order first & then display the Line Item Record)
  • *NOTE: If there is more than 1 line item attached, keep in mind you will need to relink all of them, one-by-one, or you will not be able to ultimately delete the unwanted Bib & Hldgs records.  An exception to this would be if you are purposely relinking 1 specific line item PO due to an error/confusion in the order. e.g. Ordered as mono but actually a serial, etc.
• Click on the Bib Record tab (if not already defaulted to it)

• Click on the Change Bib Record button at bottom of Bib Record tab screen
  • This will bring up a Search screen in Voyager Acquisitions module.
  • Do a search for the record you want to relink the PO to

• Select the correct record from the Search results hit list & Click OK

• The next step is to select exactly which Hldgs record you want to relink the PO to…

• Click the blue field under “New Holdings” to bring up the ellipses (…) button.
• Click on the ellipses (…) button to see all available Hldgs record(s)
  • *NOTE: If you did not already create a Hldgs record under the new desired Bib record, you will need to Cancel out of this and do so before proceeding!

• Select the desired Hldgs record you want to relink the PO to &
  • Click Re-Link
  • You will now see your selection reflected under the “New Holdings” field
  • NOTE: If you do not take this step of “telling the PO where to go”, then you run the risk of a completely separate Hldgs record being created by accident & then the additional work/confusion of getting rid of it afterwards.  Best practice is to always specify exactly which Hldgs record you want.

ALSO NOTE: The e.g. screenshot below is not an ideal one, as both the unwanted “Current Holdings” and the desired “New Holdings” are identical in information in this case, but yours will likely differ.

• Click SAVE

• You will get a warning message explaining what is about to happen.
  • Click OK
  • The PO will now be attached to the selected/desired Bib & Hldgs record!
• Lastly, go back to the unwanted Bib & Hldgs records and Delete the records!

***Another e.g., with possible time-saving step:

IF you are also certain that you wish to delete the current Hldgs record of the record that you are about to “unattach” the PO from, then you may also choose to click the white box under “Delete Current Holdings” until you see the check mark appear.

*NOTE: Only click the white box if you are certain you’ve already taken what information you needed from the existing Hldgs record and it’s definitely safe to delete. (Really, this is just saving a step that you must definitely take later re. deleting the old Bib & Hldgs record anyway, so no harm in leaving it until later either)

Again,

• Click the blue field under “New Holdings” to bring up the ellipses (…) button.
• Click on the ellipses (…) button to see all available Hldgs record(s)

• Select the desired Hldgs record you want to relink the PO to & 
  • Click Re-Link
  • You will now see your selection reflected under the “New Holdings” field
  • (NOTE: unlike the 1^st case, in this 2^nd e.g. below, the unwanted “Current Holdings” and the desired “New Holdings” do indeed differ)

• Click SAVE

​​​​​​​

• You will get the same warning message explaining what is about to happen.
  • Click OK
  • The Hldgs record for the unwanted record will now have disappeared & the PO will now be attached to the selected/desired Bib & Hldgs record
• Lastly, go back to the unwanted Bib record and Delete the record! (in this 2^nd e.g., the Hldgs record will have already been deleted in the process of clicking the white box, but you will still need to delete the Bib)

Serializing Monograph Records    

SJ/May 8, 2012 / GLJ Rev.Jan.17, 2017

• Retrieve the monograph from the Stacks
  • EXAMINE THE ASSOCIATED BIB. and ITEM RECORDS:  Is there a COPPUL SPAN retention note in field 583 of the bib record? The free text field of the item record?? If yes, route material to SFM for follow up.
• Catalog the serial 
• Complete the serial’s Holdings record, including the enumeration/chronology for the new issue as well as the issue previously cataloged as a monograph. 
• Add a field 852 |x note with the purchase order information for the monograph issue (e.g. 1985 PO=XXXX).
  • Alternatively, you can choose to relink the monograph purchase order to the serial’s Holdings record.
  • If there is no purchase order attached to the monograph record, skip this step.
• Note the serial’s Holdings record number 
• Retrieve the Bib record for the monograph, display the Holdings record, then display the Item record
• Update the Item record by adding the enumeration and/or chronology as applicable.
  • Save the record
• Relink the Item record to the Holdings record for the serial
• Delete the monograph’s Holdings record. If you can not completely get rid of the record, add field
  • 852 |x RECORD DELETED – SERIALIZED – SEE HOLDINGS [serial holdings #]. Code 008 Record Status = d : Deleted  and Suppress the record
• Delete the monograph’s Bib record. If you can not completely get rid of the record, add field 
  • 590 :  : |a RECORD DELETED. Code 008 Record Status = d : Deleted and Suppress the record
• Reprocess the monograph issue as needed