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Serial Added Volumes and Fill-In Issues

11/17/2008

Scope: Serial added volumes and fill-in issues are serial pieces being added to SUL, and there is already a fully cataloged serial record in Symphony. Usually these pieces are received as gifts or as part of large collections.

Exceptions: All serial pieces for Special Collections should be routed to the Metadata Development Unit, Meyer 3rd floor.

Serials that are not part of a named collection:

If the serial pieces are dated 1999 or later and were received as part of a standing order or subscription, please contact: Serials Access and Maintenance, Acquisitions Dept., Meyer 3rd floor, Attn: Linh Chang (linchang@stanford.edu)

If the serial pieces are dated prior to 1999 or were not received as part of a standing order or subscription, send them to Data Control Unit, Meyer 3rd floor (datacontrol@stanford.edu).

Instructions for Data Control Unit staff:

• Update the MARC Holdings as necessary.
  
• Send the pieces to the shelving location. If the pieces are for SAL3, barcode them.

Serials received as part of a named collection (requiring a 690 access point):

Send to Data Control Unit, Meyer 3rd floor (datacontrol@stanford.edu).

Include documentation giving the name of the collection exactly as it should appear in the 690 access point. Bookplate should be inserted if required.
Example:
690 _4 Wells Fargo Steinbeck Collection.

Instructions for Data Control Unit staff:

• Add a 590 note to list the individual issues that were received as part of the named collection. The format of the note is:
  Library name and copy # (individual issues, given in parentheses): Name of collection (matching the 690).
  Example:
  Green Library copy 1 (v.5-6): Ludwig Lauerhass Jr. Braziliana Collection.
  
• Add the 690 for the collection name.
  Example:
  690 _4 Ludwig Lauerhass Jr. Braziliana Collection.
  
• Update the MARC Holdings as necessary.
  
• Process the pieces for the shelving location.

For more information and instructions for large Collections, please see: Collections Policy and Procedures.

If additional maintenance is required, please refer to: Symphony Serials Maintenance Requests.

If there is not a fully cataloged serial record in Symphony:

The serial pieces are not added volumes -- they require cataloging:

• Send requests for cataloging to the Metadata Development Unit, Meyer 3rd floor, attn.: Kay Teel (kteel@stanford.edu).
• If the serial pieces were received as part of a standing order or subscription, please contact: Serials Access and Maintenance, Acquisitions Dept., Meyer 3rd floor, Attn: Linh Chang (linchang@stanford.edu)

Last modified: November 20, 2008