MEMORANDUM
Subject: New DMSC Policy -- Item Record Usage
Date: March 28, 1996
From: Carol P. Diedrichs, Chair, Database Management and Standards Committee
The following new policy has been approved by the Database Management and Standards Committee and the OhioLINK Steering Committee. It will also be distributed in paper form shortly to be added to your OSCAR manuals.
Background
The policy was designed for two purposes:
1. to define a uniform format for identifying missing serial volumes within an item records
This will allow some locations to move their missing issue information into the online file rather than continue to maintain a separate paper file.
2. to allow the addition of item records for individual pieces when absolutely necessary
This will allow some locations such as the Regional campuses to circulate unbound periodical issues using item records.
Who the policy affects: anyone building or editing item records
Item Record Usage
In some locations, information on missing serial volumes is currently available only in paper form. These guidelines allow for the use of an OSCAR staff note to record issues/volumes that are lacking. Use of the note would be voluntary on the part of locations. It is important that standard vocabulary be followed so boolean searches can be done to collect records as needed.
Item records are intended to reflect physically distinct pieces. Providing item records for individual journal issues is not encouraged but is acceptable on OSCAR.
Volume identifiers should be consistent with other items attached to the same BIB record and with existing guidelines for records on OSCAR and OhioLINK.
PROCEDURES -- Reflecting missing parts of journal volumes on OSCAR (grouped as one physical piece)
Missing parts of "bound" items may be identified in a STAFF NOTE (field = n) in the Item Record. The STAFF NOTE must be composed of the word "lacking" followed by a brief, clear description of what is absent from the item. This note is standardized using the word "lacking" instead of "missing" to avoid conflicts when doing boolean searches. Remove this note and update the volume line when piece(s) are replaced.
Examples:
VOLUME NO466-467 469-477
STAFF NOTE Lacking NO468 bv 9/10/94
VOLUME V41NO2-6
STAFF NOTE Lacking NO1 since 12/94 960104 dkh
VOLUME V1-5 7-8
STAFF NOTE Lacking V6 mh
VOLUME V2NO2-6
STAFF NOTE Lacking NO1 1/24/96
Approved 3/26/96
Return to the SRI menu of Serials Cataloging Documentation.
Return to Technical Services Documentation menu.