April 1993
Updated by Margaret Christean, Dec. 3, 1998
Approved by: DISC section, Dec. 3, 1998
Approved by: Acquisitions Committee, Feb. 18, 1999

Revised by: SCDPP WG, Nov. 2, 2005

CHECKIN RECORD NOTES: RETENTION, IDENTITY, CHECK NOTES AND CHECKMSG

The following retention, identity, check notes and checkmsg notes are added to checkin records by Serials/Documents Acquisitions, serials catalogers, or branch serials processing staff. NOTE: Checkin records for ejournals are suppressed in Roger. Therefore, public notes (retention and identity) in ejournal checkin records will display in the Melvyl catalog only.

1. Retention notes (internal tag: "r")
These notes describe retention decisions made by subject bibliographers. Use standardized wording in retention notes, following the format below. Retention notes display on Roger and in the Melvyl catalog. There is no space limitation on the Roger display.

Retention note examples:
Latest in [location]

Retain latest [...]

Retain until micro received
 

2. Identity notes (internal tag: "i")
Identity notes display on Roger and in the Melvyl catalog. Add only information that users will find helpful such as format of item, special shelving location of some issues, shelving location when there is no location code established, or abrupt changes in the holdings field. There is no space limitation on the ROGER display.

Identity note examples:
CD-ROM
Annual directory shelved SSH Ref HF 5001 F62
Volume numbering dropped in 1997
Transfer to S&E
Withdrawn per hc. mc050907
Special Collections copy restricted: material extremely fragile; please use the microform copy: SSH Micro XF 2014


3. Check notes (internal tag: "n")
Check notes are informal internal notes that reside in the checkin record. They do not display on Roger or in the Melvyl catalog. Check notes do not display in the checkin card. A checkin record may have several check notes. Add check notes (with initials and date) to provide information to Serials Acquisitions and branch staff on processing incoming issues, to indicate cataloging treatment, or to record peculiarities regarding the serial title. Serials catalogers should not delete check notes, unless they originally created them.

Check notes are often used to record claims made for the serial. Usually these notes are deleted when the issue arrives or the problem is solved, but if there is a series of problems with a particular order, the claim notes may need to be retained to provide a documented history of problems. Check with Serials Acquisitions or branch staff before deleting claim notes.

Acquisitions and branch serials staff use check notes such as "continues ..." or "continued by ..." for title changes when sending issues to the Serials Cataloging Unit for cataloging. Title change check notes are helpful to bindery staff so keep them in the checkin record until the new title is cataloged and the old title is bound. Title change check notes are not added to e-journal checkin records.

Occasionally, retention notes are repeated in check notes if serials processing staff need to view. Consult Serials Acquisitions or branch staff before deleting retention information from check notes.

Check note examples:
Special editions are numbered arbitrarily as they are received. e.g. Suppl. no.1, no.2, etc.
ANALYZED
Not analyzed per sd 11-6-04
Recd Business news weekly sun, forwarding to Nobuko for title clarification, treated as a new title (.b3359059x) and not title change. djk7-20-05
Analyze only vols. with distinctive titles
Ceased with v. 17, no. 1, summer 1997 per pub.mc11-5-04 [use "ceased" if confirmed by publisher]
Suspended with 1999 per EBSCO. vpc 051014 [use "suspended" if cessation not confirmed by publisher]
Frequency varies
When last issue received for 2005, close out holdings, change c activity to i and remove this note. sn 09-05
Followed up on v. 23, nos. 1-2 in email to Claire at swets. sn 1-28-2004
STO/SAE
SUB/SAE
Do not check in annual report from the Center here. It is cataloged separately, check in on .c1881371 mc050915
Record by year of coverage
Issue numbering assigned. summer=1,spr=2
Check in by year after Proceedings ..., not year of main journal
Vol. num. dropped with v.37, 1997. Check in by whole no.
Suppl called Papers in money, macroeconomics and finance is treated as a separate serial
Serial within serial. Also check in on .c11070181
Recd on sub to American statistics index .c1219133
Continues Geographical with v.67:5, May 1995
Continued by Royal Geographical Society magazine with v. 69:6, May 1997
Print edition ceased with 2004. Continues online with same title
Superseded by PBS
Discard if online
Discard hard copy when micro recd
Keep in binder
Claim within 30 days
11-5-04 Claimed to date
11-5-04 Vendor reports no due date for 1998 issue
Send superseded vols. to: John Brown, 0177K

4. Checkmsg notes (internal tag: "m")
The checkmsg (check note message) is a "pop-up" instant check note message that displays in the checkin card. Since the checkmsg instantly displays in the checkin card upon retrieving the record, use the checkmsg option if there is vital immediate information that needs to be viewed by the serials processing staff. Multiple checkmsg notes can be added and will display in the checkin card.

Checkmsg example:
Please show next issue received to serials cataloger. vpc