CEASED OR CANCELED TITLES RECEIVED AS CONTINUATIONS
This document is intended for staff members who check in periodicals, classed together serials, or classed separately series and discover that a title has ceased or been canceled. It also covers titles where the print has been discontinued in favor of an electronic subscription. This discovery may occur in several ways:
- The serials vendor or publisher sends a notification stating that the title has ceased.
- Check-in staff or Vendor Liaison learns of a ceased title on a listserv or through word of mouth.
- The serial itself contains a note stating that it is the final issue.
- Vendor Liaison places a note in the pop-up to inform check-in staff that a title will be canceled or switched to e-only as of a certain issue.
Periodicals and Classed Together Serials
Noting cancelation or cessation of title
After discovering that a title has ceased or been canceled and the final issue is not yet in hand, add the following information in the pop-up check-in note: when/with what issue the title is canceled or ceased, and your initials:
Examples:
Title canceled eff. 12/31/02. Notify Vendor Liaison when final issue arrives/krs
Title will cease with v.23:no.12(2002) per EBSCO. Notify Vendor Liaison when final issue arrives/krs
Closing the records
When the final issue is in hand, the bibliographic and holdings records must be closed.
Ceased titles
If holdings are to be retained:
- Search OCLC for updated record and export. If there is no lc, lcd, or pcc record available, give the item to a cataloger, who will complete the cataloging.
- If a suitable record is found, overlay the bibliographic record in Voyager with the updated record. Check the cataloging as per the Copy Cataloging of Classed Together Serials Guidelines or Copy Cataloging of Periodicals Guidelines.
- Delete the 945 zSTANDING ORDER field from the bibliographic record if present.
- Move the holdings from the check-in record to the holdings record and send title ceased/binding/superseded issues flags as necessary.
- Remove any temporary locations or notes from item records as necessary. Delete "Recent Issues" item record for periodicals.
- Delete check-in component from the Purchase Order.
- Add “Print version no longer received” note to the holdings record (866 |x).
- For periodicals, notify person responsible for local holdings maintenance of ceased title via e-mail.
If all holdings are to be discarded:
- Search OCLC for bibliographic record and remove holdings symbol.
- Delete item, holdings and bibliographic records in Voyager. If unable to delete the records because of an attached PO, remove the holdings from the holdings record and suppress the bibliographic and holdings records.
- Delete the 945 zSTANDING ORDER field from the bibliographic record if present.
- Complete discard flag and send to appropriate staff.
- Delete check-in component from the Purchase Order.
Canceled titles
If holdings are to be retained:
- Move the holdings from the check-in record to the holdings record and send title ceased/binding/superseded issues flags as necessary.
- Remove any temporary locations or notes from the item records as necessary. Delete "Recent Issues" item record for periodicals.
- Delete check-in component from the Purchase Order.
- Delete the 945 zSTANDING ORDER field from the bibliographic record if present.
- Add “Print version no longer received” note to the holdings record (866 |x).
- For periodicals, notify person responsible for local holdings maintenance of ceased title via e-mail.
If all holdings are to be discarded:
- Search OCLC for bibliographic record and remove holdings symbol.
- Delete item, holdings and bibliographic records in Voyager. If unable to delete the records because of an attached PO, remove the holdings from the holdings record and suppress the bibliographic and holdings records.
- Delete the 945 zSTANDING ORDER field from the bibliographic record if present.
- Complete discard flag and send to appropriate staff.
- Delete check-in component from the Purchase Order.
Classed Separately Series
Noting cancelation or cessation of title
After discovering that a series has ceased or been canceled and the final issue is not yet in hand, add the following information in the pop-up check-in note (if there is no check-in component, place information on the holdings record in an 866 |x): when/with what issue the title is canceled or ceased, and your initials:
Examples:
Title canceled eff. 12/31/02. Notify Vendor Liaison when final issue arrives/krs
Title will cease with v.23:no.12(2002) per EBSCO. Notify Vendor Liaison when final issue arrives/krs
Closing the records
When the final issue is in hand, the bibliographic and holdings records must be closed.
If holdings are to be retained:
- Delete check-in component from the Purchase Order.
- Delete the 945 zSTANDING ORDER field from the umbrella bibliographic record if present.
- Notify Vendor Liaison that the last issue has been received.
- Vendor Liaison completes the Purchase Order.
If all holdings are to be discarded:
· Search OCLC for bibliographic record and remove holdings symbol.
· Delete item, holdings and bibliographic records in Voyager for all associated individual serial bibliographic records and umbrella bibliographic records.
· If unable to delete the records because of an attached PO:
Individual serial bibliographic records:
· Suppress the bibliographic and holdings records, mark the holdings record as withdrawn.
Umbrella bibliographic records:
· Suppress the bibliographic and holdings records, delete the 945 zSTANDING ORDER field from the bibliographic record, delete "CLASSED SEPARATELY" from the holdings record and replace it with "SO Canceled."
- Delete check-in component from the Purchase Order if present.
- Notify Vendor Liaison that the last issue has been received.
- Vendor Liaison completes the Purchase Order.
11/04/10
For questions about the content of this page, please contact Sarah Haight Sanabria shaight@mail.smu.edu.
This page is maintained by ciptech@smu.edu.
Last updated 11/05/2010