Re: Creating serial records

["Amie S. Pifer" <Amie.S.Pifer@xxxxxxxxxx>]

Dianne:

We converted to innopac 2 years ago and the whole process took approx. 6-8
weeks.  We have around 4500 periodicals/serials at a mid-sized academic library.
We began by having our student assistants double check the pub. schedules for the
periodicals, seems redundant but it truly helped in the prediction process.
Next, we began migrating the issues that would come in on a daily basis, we
receive our "stack" of journals and go through one by one and find the correct
bib., add your checkin, order and item records to each title.  NOTE: There must
be a "dummy" item record attached in order for the opac to display the call no.,
loc. and status. (Unless millenium is different) Also, if you barcode all loose
issues this would not be necessary.  When volume was low in Aug. we began using
our card file A-Z (because you don't have an issue right in front of you, this is
where the defn. check made by the students really helped).  Be sure to make
notation on the card that the journal has been migrated, so that when you begin
to go A-Z you are not wasting time looking up titles that are done.  As far as
how long each one takes, if you have a template made for all 3 types of records
it is wonderful.  For an item record, if you do not enter specific issue
information your template can be set up so that all you have to do is A(add),
I(item)!  For a checkin, it takes some calculating but same thing goes for making
a template if you only prompt the necessary information and default the most
common info it only takes a couple of minutes (unless of course it is an
unpredictalbe pub.).  We created all of our order records during migration, we
had all of the prompts necessary so that the clericals that were not familiar
with bookkeeping could still input the info. from the printouts.  We process and
pay for our titles w/in the serials section.

If all of your cardex cards/orders are current it will be a breeze...

I would be glad to address any other concerns for migrating.  Amie Pifer

Dianne Schaefer wrote:

> Good afternoon,
>
> Though we are still in the testpac stage of our implementation, one of
> the issues coming is that of converting our paper serial checkin
> records. We have approximately 6,500 serial titles that are cataloged
> and have item records for bound volumes, but we have paper kardex.
>
> I am hoping that other libraries that have gone through this process
> would be willing to share their procedures, experiences, etc. Though we
> we be converting from paper to Millennium, any information would be
> helpful. Some questions that come to mind, include: Whether additional
> staff was hired for this project? How long does it take to create one
> serial checkin record? Are there templates or defaults that can be used?
> Did the project begin with an intensive effort to get most done and then
> do the rest when the new issue came in? Or do all as they came in? Or
> something in between? Etc.
>
> Any comments or suggestions would be greatly appreciated.
>
> Thanks,
> Dianne Schaefer
> --
> Dianne Schaefer
> Systems Librarian
> Social Law Library
> 1200 Court House
> Boston, MA  02108
> Phone: (617) 523-0018, ext. 318
> Fax:   (617) 523-2458
>
> --
> This message was distributed through the Innovative Users Group INNOPAC list.
> Private replies:  dschaefer@xxxxxxxxxx (Dianne Schaefer)
> Public replies:   INNOPAC@xxxxxxxxxx
> Archives:  http://innopacusers.org/list/archives/
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