South Dakota Library Network

ALEPH Serials Overview

South Dakota Library Network1200 University, Unit 9672Spearfish, SD 57799www.sdln.net

© South Dakota Library Network, 2008©Ex Libris (USA), 2004Modified for SDLNVersion 16.02

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Serials

Overview

The ALEPH Serials portion of the Acquisitions module enables you to manage serials check-in and follow-up, maintains a listing of expected journal issues, tracks those that arrive and routes them, and claims those that are missing.

Serial issues can be loaned using the circulation function of the system, provided that they have been given a barcode.

The first prerequisite in serials management is a bibliographic record that has been entered into the system via the Cataloging module.

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Serials

Prerequisites for serials

•Bibliographic record

•Holding record

•Vendor record

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Serials

Different records used in serials

•Subscription record •Prediction patterns

•Item records

•Routing lists

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Serials

Subscription record

The subscription record contains information relevant to the individual subscriptions (copies) of the serials held by the library

There must be one subscription record per each ‘physical copy’ received by the library

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Serials

Prediction patterns

You may enter a new pattern in one of two ways:

In the Cataloging Module, during normal cataloging Create from a pattern template (recommended) orCreate from scratch

In the Acquisitions and Serials Module – after catalogingUsing special forms

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Serials

Item records

Item records are created automatically for every expected issue. One item record is created for each physical copy of the issue received or expected.

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Serials

Routing lists

Routing lists are optional. They may be created for specific subscriptions. Every subscription can have several routing lists linked to it.

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Serials

Workflow Option 1Defining a New Serial (via the Acquisitions Module)

•Open Acqusitions/Serials Module•Retrieve a bibliographic record•PUSH to Orders•Create an ORDER for the title•Create a SUBSCRIPTION record for every copy ordered by the library, and PUSH to Serials•Link the subscription to a Holdings record•Create publication PREDICTION PATTERN•Create ROUTING LISTS (optional)•Open expected items – you’re ready to start check-in

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Serials

Workflow Option 2

Defining a New Serial (bypassing the Acquisitions Module)

•Open Acquisitions/Serials Module•Retrieve a bibliographic record•PUSH to Serials•Create a SUBSCRIPTION record for every copy ordered by the library•Link the subscription to a Holding record•Create publication PREDICTION PATTERN •Create ROUTING LISTS (optional)•Open expected items for the subscription

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Serials

Issue check in

Can be accomplished in two ways:

•Check-In node for single issues

•Group node for multiple issues (also allows for special issues)

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Serials

Claims

•Manual claiming – per item

•Batch claiming – Print claim report and print claim letters