Holdings & End Processing of Serials


  1. Holdings/Item records: location, item type, status (Note: as of Jan. 2006 no current subscriptions have item records, which were normally created at serials check-in, in Serials Acquisitions; also, as a rule, item records are created only for non-print media serials in Bibliographic Services, either as the main item or as an accompanying item or supplement (see also documents for processing non-print media), but this document can also be used whenever requests are made for item records to be created for serial issues):


Selected List of Most Common Holdings Locations and Item Types


Holdings Location code

Item Type




Latin American Library






Math Library



Rare, see Rare section below



Reference (also as a sub-location, e.g. lal,ref)







No item record for main Ref location in HTML





·        For other locations and items types, see the document Item type: alphabetically by location. Using this document for journals, replace the part of the item type “book” with “journal”. For example, the location “arch,over” for oversize materials in the Architecture Library would have an item type “arjournal”. Other special item types such as “office” or “special” would not be changed for journals.


·        Reference: for serials only reference sub-locations receive item records.

Journal with latest issue in Reference: <ref> location with $z note in holdings 852 field: Latest issue in Reference, previous issues in Howard-Tilton Stacks


·        Some serials may have temp location and temp item type for latest issues.

·        Assign no special status, such as “In process”, etc., to serial item record.



  1. Rare (Including as a sub-location)


·        Do not in any way mark Rare location serials (except for rare,ref): record the call number and bibliographic record number on the routing slip; do not apply a barcode.

·        Hand-deliver Rare serials to Rare or the rare sub-location.

·        Item record:

1.      Item type: all Rare locations and sub-locations receive the item type: rare.

2.      Since no barcode is used for Rare, do not enter a number in the barcode window.

·        SEAA Garden collection: location: Seaa,garde are also treated as rare and receive the item type: rare.

·        Maintain the routing slip indicating “Rare” location/sublocation with the rare item.


  1. Barcode Placement


·        Periodicals, unbound: back cover, upper left-hand corner.

·        Serial published annually or less frequently: inside back cover, upper middle.

·        When placing barcodes avoid covering important bibliographic information.


  1. Bibliographic record number


·        Write the Voyager bibliographic record number on serials issued annually or less frequently on the lower middle of the inside back cover.


  1. Call number: holdings field 852


·        Follow guidelines set forth in Voyager MARC Holdings Record, 9. Call Number . 

·        For Math Library, place “MATH” in $h of 852, with 1st indicator set to “8” (other).


  1. Call number: written/label placement on item


·        Periodicals: front cover, upper left-hand corner; do not transcribe volume designations.

Example:   D





·        Serials published annually or less frequently: inside back cover, upper right-hand corner; transcribe one type of designation: volume designations preferred over years; years preferred over edition numbers (see Serials Cataloging Volume/Chronological Designations)

Example:   Z





·        Locations: write the location abbreviations (see, Table of locations for correct notation) at the end of the call number for serials intended for special locations.

Example:   N                     JV

6655        1

.P374                                                .N47

2003        LAL [periodical; spec. location]

LAL [Annual; spec. location]



·        MATH: do not write on MATH periodicals or annuals; maintain the routing slip indicating “MATH” location with the journal/serial issue(s).


  1. Labeling/Boxes:


·        Ensure each serial title in a special location has a routing slip indicating the location.

·        If there are multiple issues and it is not visually evident that the issues belong together, or if the issues are flimsy, an elastic or clip may be necessary to hold them together.

·        Route MATH periodicals directly to the Mail Room bin marked for the Math Library.

·        Place serial volumes in their correct shelf locations in the processing unit:

o       Periodicals requiring boxes (HT locations only)

o       Periodicals (locations outside of HT; see above for Rare)

o       Serial annuals

o       Rush/Ref annuals.


  1. Preservation/Bindery


·        Only serials that need pages cut or need repair work are sent to the bindery from Cataloging.

·        Title changes: see, Notifying Preservation about Serial Title Changes



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Processing            Serials Cataloging            Local Documentation            Cataloging Department



Reviewed, October 4, 2006