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Procedures for Closing Serial Titles

urpose: To close out records representing our holdings on URSUS.  When the last volume or issues of a journal we no longer will be receiving (ie. ceased publication, cancelled, or title change) returns from the bindery, we need to delete the checkin card and update the remaining checkin so it now serves as a holdings record.

Begin by logging onto Millennium Serials.

  1. Overlay the Bib record (Albie)
    • Print a copy of the BIBLIOGRAPHIC record.
    • Overlay with updated OCLC record to reflect the closed status.
  2. Edit the Order record (Jim)
    • Unless you are working with a title change where the order record will be transferred to the new title.
    • Enter CDATE (date you are closing out the title)
    • Change STATUS (O) to Z (for cancelled)
  3. Edit the Checkin Record (note: normally during bindery returns process.
    • Call up specific record by title
    • Review the holdings statement to be sure it is complete
    • Change location to bound periodicals (obper)
    • Delete the checkin card

If title has a limited retention policy indicating ultimate discard, you will need to suppress this title in URSUS if Orono only holdings

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Created by: Library Staff | Revised: 01/10/2014
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