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home>>support>>librarian's corner>>Tip of the Week
Tip of the Week
Tip for: 01.31.2005
Cataloging Magazines
Summary: There are many different ways to deal with subscriptions. Some libraries don't check them out at all, some use folders or envelopes to track magazines as temporary items, and others catalog each issue to be checked out. This tip covers cataloging each issue of a subscription.
Cataloging a subscription is very much like cataloging items, though some information is different. There are two ways to catalog magazines. The first option is to have the subscription set up to inventory on receipt (see Fig. 1). This option opens a cataloging window after you have received a subscription allowing you to quickly catalog the individual issue to be added to your collection. This approach has the advantage of quickly and easily adding subjects, etc., for individual issues (see Fig. 2). Please note that this option does catalog each issue as a separate item record, which can be advantageous if you want to have separate subjects to indicate information available in each issue to make it easily searchable.
Figure 1. Clicking on the Inventory on Receipt check box when setting up a new subscription enables you to catalog the issue when marking it received.
Figure 2. If the Inventory on Receipt box was checked and the issue is marked received, this window will display, allowing you to quickly catalog it and add it to your collection.
The second option is to set up a title record and then add each issue as a copy to that title record. Although you can indicate subjects with this option, you cannot define subjects relating to a particular issue (as when cataloging an issue individually).
The information from magazines, for instance, is slightly different from books. It can sometimes be confusing to know where to best store the issue information. We suggest that the issue information (i.e. V. 101, No. 19) be stored in the volume field of either the title window or copy window (depending on whether you are cataloging the issue individually or as a copy). See Fig. 3 for an example of entering the volume information on the copy window.
Another item to consider when cataloging each issue of a subscription as a copy of a single title record is how to easily differentiate which issues are available by date. To make it easier for patrons to tell whether the issue they are looking for is available, you can add the issue date at the end of the copy call number (see Fig. 3). It then becomes easy to see the date and availability of the issue when looking at an item's details from Researcher.
Figure 3. If adding issues as copies to a title record for the magazine, use the Copy Volume field to enter the issue information and the Copy Call Number field to add the date of the issue.
Thank you,
The Alexandria Staff Librarians
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