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Workflow for Currently Received Mudd Serials & Ongoing Mudd Multiparts

To: Technical Services Staff
From: Joan Swanekamp
Date: (May 19, 2008 issue date/ 10/05/2009 5:15 PM revision date)


Beginning May 19, 2008, new volumes of currently received* serials at the Seeley Mudd Library will no longer be added to the Mudd location volume holdings in order to minimize material for future transfer. Mudd serial titles will be reclassed to LCC prior to the binding of the next volume received, added to the volume holdings of a separate SML MFHD, and shelved in SML, along with all subsequent volumes. Although the workflow described uses periodical processing as the default model, staff should be aware that "serial" in this document applies also to annuals and to volumes of classed-together monographic series. For these, the references to volume issues and the details of binding processing may not apply. Volumes added to ongoing multiparts held at Mudd will use a different procedure described at the end of this document under Workflow for Ongoing Multiparts Held at Mudd.

*If the serial order is being closed upon receipt of the latest issue, it should remain in the original Mudd classification.

1. Acquisitions checks MFHD upon receipt of the next issue of a volume. MFHD indicates call number uses Old Yale classification.

2. Acquisitions creates new MFHD with sml location code, links the item record for the new volume to the new MFHD & sends the volume to Catalog and Metadata Services as priority reclassification to LCC.

3. CMS cataloger

  • enters call number with LC classification in the new SML MFHD
  • adds a public note to the Mudd MFHD: $z <caption> <vol. number>- shelved at SML <Number>
  • adds a staff note to the SML MFHD: $x Recl. from <old number>, mm/yy, <team/initials>
  • within 24 hours, returns the volume to Acquisitions to set up check-in for the new SML location

Example 1

852 8 1 ‡b mudd ‡h Cc22 ‡i 402 ‡z Vol.19(2008)- shelved at SML E457.7 A18 (LC)
866 4 1 ‡8 0 ‡a v.1(1929)-v.18(2004)


852 0 1 ‡b sml ‡h E457.7 ‡i .A18 (LC) ‡x Recl. from Mudd Cc22 402; hss/cam
866 4 1 ‡8 0 ‡a v.19(2008)

Example 2 (Oversize)

852 8 1 ‡b mudd ‡h Nkf10 ‡i P88 ‡m Oversize ‡z 83.Bd.:Heft 1(2008)- shelved at SML GN700 P75 (LC) Oversize
866 4 1 ‡8 0 ‡a Bd.61(1986)- Bd.82(2007)


852 0 1 ‡b sml ‡h GN700 ‡i .P75 (LC) ‡m Oversize ‡x Recl. from Mudd Nkf10 P88 Oversize; hss/cam
866 4 1 ‡8 0 ‡a Bd.83:Heft 1(2008)


4. When the issue with the new LC classification is returned to Acquisitions,

  • Serial support staff create the predictive pattern for the new MFHD and check in the issue
  • if the issue is the first part of the new volume, it is marked and sent to SML stacks
  • if the issue completes the volume, Acquisitions has the earlier issues retrieved from Mudd, the volume is added to the volume holdings of the new location, and sent for binding under the new call number
  • if the issue is not the last, it is marked and sent to SML stacks; any earlier issues still at Mudd are retrieved, re-marked, & sent to SML stacks; when the volume is complete, it is added to the volume holdings of the SML location & sent for binding

5. Subsequent volumes received for the reclassed title are added to the SML location.

6. Volumes at Mudd received prior to reclassification will not be re-labeled to LCC or transferred to the new SML MFHD.

Workflow for Ongoing Multiparts Held at Mudd

1. Volume for an ongoing multipart is received by acquisitions. If the Mudd multipart is classed separately, the in-process record is re-assigned to SML. If the Mudd multipart is classed together, it is routed to Catalog Management.

2. CMT recatalogs the bibliographic record based on the volume received:

  • revises the most current date in 260 $c
  • if there is a 505 field, it is updated
  • if the first volume is received, revises the description if necessary
  • accounts for publisher changes if necessary
  • closes the set when appropriate

NOTE: if the multipart set is analyzed, the volume can be cataloged if usable copy is available. If not, the analytic title will need to be cataloged by the Original Cataloging Team.

3. Catalog Management recalls the Mudd volumes to SML and processes these and the new volume for transfer to Mudd LSF under the original call number.

4. CMT adds the volume to the MFHD for the Mudd location, inserts an LSF flag in the book and places it on the LSF truck for Preparations. CMT sends the recalled Mudd volumes to Access Services for end-processing and shipment to LSF.

5. Subsequent volumes should be flagged for LSF and routed to the cataloging teams for adding and recataloging.

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