Serials Acquisitions Section: Procedures

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Address changes
Aleph 18 Client Overviews and Customizations (in process of being updated 061009 Lisa)
- Serials Tab Overview
- Column Defaults in the Serials Tab
- Items Overview (coming soon)
Barcodes (you can get red-line barcodes from SerAcq)
Cataloging
- E-journals: If you are a local processing person, and you want to report the existence of an e-version of a
  print title, check out these links:
- First piece(s) of a New STO/Subscription to SerCat for Cataloging and Summary Holdings Updating
- New Comes On Titles
Checkin
- Batch Checkin for Student Workers
  - NBER working papers (yellow books and green books)
  - SPIE proceedings
- Checkin Notes abbreviations
- Checkin Procedures and Physical Processing (after Checkin) (for SerAcq)
  - Searching for Serials During Checkin
  - Legal Serials (including WEST): This link goes to the ALS wiki- you must have an account to view the document.
  - End Checkin: Local Processing Checkin of Serials Received by SerAcq(for Local Processing)
- Comes On Titles: what do I do with them?! (including the White Slip process for SerAcq)
- Copyset Notes Database
- First piece(s) of a New STO/Subscription to SerCat for Cataloging and Summary Holdings Updating
- Looseleaf publications
- Patron Notification
- Physical Processing (after Checkin) (for SerAcq)
- Predicting Issues
  - Automatic Prediction, using a Publication Pattern
  - Manual Prediction
- SERM workflow (general information for Processing, and SerAcq)
- SERM checkin for Receipt History and Mono-in-Parts records (for SerAcq)
- White Slip process
Claiming
- The Art of Claiming: all you need to know about claiming
  - Background Information
    What is a Claim; Why Claims Exist; Common Types of Orders, Vendors, and Publishers; the Payment Cycle; When to Claim; Essential Information to Include on a Claim; Claiming Statistics; etc.
  - How to Claim
    Deciding what to claim; using the claim report; noting claims in Barton; communicating claims to our vendors and your SerAcq liaison; claim letter template, gift claim template, etc.
  - Resources to Use in Claiming
    Publisher Web sites, Vendor databases, WorldCat, etc.
- Current Claim Report (.xls (Excel) format) July 1, 2008)
  - Preparing the Claim Report for Use (Andrea/Kim only)
Commitments
- Adding Comes On Records to Commitments (for SerAcq and Ejournals Team)
- Commitments Backups (for Kim)
- Searching Commitments on the Web
- Updating Commitments on the Web (for Kim)
Duplicate Issues Are Arriving (for Local Processing)
Exchange Agreements
- Sloan School Papers for Harvard Business School Papers
Holdings (HOL) Records
- Creating HOL records (when you aren't a cataloger...) (not yet updated for Aleph 18)
- Deleting HOL records (when you aren't a cataloger...) (not yet updated for Aleph 18)
- Editing HOL records for Serials (when you aren't a cataloger...) (not yet updated for Aleph 18)
- 852 subfield codes: $b: location (sub library) | $c: collection | $k: call number prefix
- Summary holdings (866) level cheatsheet
- Z39.71 Holdings Standard from NISO
  You can download the entire document for free at the above link, but I can't put it up locally because it is copyrighted.
Item Records
- Abbreviations to use in Item Records (v. for volume, pt. for part, etc.)
- Item Data Map
- Item Processing Statuses
- Item Statuses
- Items Overview in Aleph 18 (coming soon)
- Linking / Unlinking an Item Record to a Subscription Record
- Moving Items from Bib to Bib, in the context of title changes
- Piece Level Holdings (aka Item Descriptions) in the NISO Format
- Item Sorting - how do Items sort in Aleph 16 clients?
- Z39.71 Holdings Standard from NISO
  You can download the entire document for free at the above link, but I can't put it up locally because it is copyrighted.
Invoices and Payments
- Documentation
  - Currency in Aleph
  - Invoice Data Map (see Kim for username and password)
  - The Payment Cycle
  - SEE EXTERNAL DATABASE: When the Note in the General Invoice / Invoice Header couldn't migrate from ADV to Aleph
  - Type vs. Status: a helpful explanation
  - Tax Exempt Form (scroll to "Sales Tax Exempt Form and List" and choose the ST-5 form; you will need personal certificates to access the form)
  - Unbalanced Invoices in Aleph (known problems, email from Christine)
- Procedures
  - Foreign Currency Invoices
  - Invoice Coding
  - Invoice Paying (Manual Entry)
  - Invoice Paying (EDI invoices)
  - Membership Invoices
  - Proof of Payment Requests
  - Refund Checks, and what to do with them
  - Some Mono Orders, Some Serial Orders, Same Invoice
  - Split Payments
  - Statements Processing
  - Visa payments
- Reports
Labels and Stamps
- See Stamps

Mail
- Mail Sorting in SerAcq
- Procedures and Information from Delivery Services
- Unsolicited Mail (free stuff we get, and what the USPS has to say about it)
Memberships
- Are we a member? Search Commitments on the Web to find out (search by name of organization)
- Paying membership invoices: see under Invoices and Payments
- Recording membership information in Commitments (SerAcq staff only)

Newspapers delivered by Wellington's News
Ordering
All orders for Continuing Resources should be sent to Kim Maxwell, 14E-210. The only exception is NERD orders, which go directly to Ellen Duranceau, 14E-210A.
- For Local Units
  - How to Order a Continuing Resource Using Serials Funds
    - Online Order Form
  - Comes On Titles (tangible formats only): what to do with a new title coming on an existing title (for Processing and SerAcq)
- Back Issue/Volume Ordering (do this through MonoAcq)
- For SerAcq/DigAcq Staff
  - Placing Subscriptions and Standing Orders (for Kim and Andrea)
  - Creating Receipt History Records (for Kim and Andrea)
  - Combined print and electronic orders (SerAcq/DigAcq procedure only)

Patron Notification
Publication Pattern Help (see Checkin above)
Publisher Verification Project
Receipt History Records (needs updating for Aleph)
- Creating New Receipt History Records (for Andrea and Kim only)

Reports to Kardex
- Reports to Kardex: Major MARC Tags in Serial Records
Returns
Serforms
- Serform Manual
- Processing Serforms through Serials Acquisitions (for SerAcq staff ONLY)
- Where to get more serforms: ask Melissa Fox or Jennifer Murphy in the Director's Office, diroff-lib@mit.edu; SerAcq may have extras to tide you over in a pinch
Serials Terminology in the MIT Libraries
SERMs (see Checkin above)
Stamps (not postage, but rubber stamps)

All our stamps, and their uses
Call Number Labels (handwritten)
MIT Libraries Received Stamp (and the new label!)

Student Employee Guidelines
Title Change Workflow: What to Do When the Serform and Pieces are Returned to SerAcq Staff or Local Processing

[SerAcq Home]

Maintained by Kim Maxwell, kmaxwell@mit.edu
Created on April 10, 1998, last updated July 3, 2008