Re: Serials Workflow

[Claudia Chester <cchester@xxxxxxxxxx>]

Hi Amie,

I notice no postings have come to the list yet in response to your query.
For what it's worth, here's what we do.

We are a medium/small academic library with about 1000 current
subscriptions at our main library (we also have 2 much smaller branches).

One 3/4 time library assistant handles all of our journal processing. About
95% of our journal subscriptions come from EBSCO, which helps simplify the
process.

Another staff member sorts all library mail. We try to make sure that all
subscription periodicals are addressed in the same way, so that they are
easily identified, but sometimes judgement calls must be made, as with
sample issues, etc.

The Serials assistant:

	1. Searches the journal by title or ISSN in the Serials Checkin function
and checks in the issue, making any necessary notes or numbering adjustments.
	2. Either stamps or labels the journal cover and stamps the title or
contents page (our label says: 'JFKU Libraries/Noncirculating'), security
strips the journal.
	3. If the journal is not indexed in any indexes we subscribe to, and falls
into certain subject catagories, a photocopy of the table of contents is
made and filed in the appropriate binder.
	4. The journal is shelved.

Moving from the Cardex to the III Serials module has not really changed our
basic journal processing workflow, but it has shifted some work from the
paraprofessional to the professional level and increased the skills level
required of the Serials Assistant.

First, in the past, our journals were not cataloged. We relied on a Union
List which was maintained in the Access database by the Serials Assistant.
Now any newly added or deceased title or change such as a change in
frequency or title has to be subjected to the full cataloging process.

Whereas in the past we might have had problems with legibility of the
Cardex notations, we now have a steeper learning curve when training new
staff in checkin and records maintenance. Sometimes an error in keying or
misunderstanding of how the software works can create inaccurate holdings
information.

There are also additional steps, such as archiving and creating cards,
which were less of an issue in the Cardex world. However, if the cards are
set up properly, the claiming process is much less labor intensive than it
was with a paper system.

Finally, we have the added value of providing our users with real-time
knowledge of which journal issues have arrived in the library, and a
detailed catalog record which may even include clickable links to online
versions of the publication. Currently, all the indexes we subscribe to
through WebSPIRS (SilverPlatter) also provide links from abstracts to the
holdings data in our catalog. Eventually, we plan to track in-house use of
periodicals by creating a barcode for each title and wanding it into III
before reshelving journals.

Hope this is useful.

At 02:24 PM 6/20/2000 -0400, you wrote:
>We have been on iii for 2 years now and have not yet adjusted our
>periodicals workflow patterns.  We are a mid-sized academic/research
>library with approx. 4000 current periodical/serials subscriptions and
>are in the process of building a new library.  I feel that there may be
>some more efficient ways to produce/process our periodicals in a more
>effective way minimizing space and furniture needs.
>
>I would appreciate some ideas on what other libraries'
>periodicals/checkin workflows are and how or if iii has had an affect on
>the workflow.  An answer to some of these types of questions would be
>helpful:
>-What are the steps to processing the periodical from beginning to end?
>Including:
>-Who processes the incoming periodical mail?
>-How do you search innopac for the title you are wanting to checkin?
>-Who does the tattletaping (if any) on your periodicals?
>
>-Does automation make processing items easier or more efficient or is it
>easier to leave things as they were before?
>
>I have searched the archives somewhat, but could find any answers to the
>questions.  Any hints or suggestions would be helpful.  Please email me
>directly.
>
>Thanks, Amie Pifer
>
>Attachment Converted: "C:\INTERNET\EUDORA\Attach\Amie.S.Pifer1.vcf"
>
*****************************************************************
Claudia Chester				E-mail: cchester@xxxxxxxxxx 
Technical Services Librarian		Phone:  925.258.2362
Fisher Library				FAX:    925.254.8136
John F. Kennedy University
12 Altarinda Rd.			Nothing is simple. It 
Orinda CA 94563				takes time and work.
					- Buffy the Vampire Slayer
*****************************************************************

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