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SERIALS IN SPECIAL COLLECTIONS PROCEDURE FOR CHECK IN The Special Collections area receives some materials (monographs and serials) directly, bypassing the Acquisitions area. In a recent project to catalog materials in Special Collections (Archives, Rhode Island Collection, and Rare Books), bibliographic records were entered into the HELIN catalog for many materials, including serials. Joe Lawler, in the Catalog Unit, cataloged about 50-100 dead serial titles in Special Collections, mainly in Archives, and verified URI’s holdings of all these titles. He also cataloged some current serials. None of these serials presently has Checkin records.
Now that there are Bib records in HELIN for these Special Collections serials, Acquisitions has agreed to create Checkin records for them and handle checkin of current subscriptions. Special Collections will forward currently received serials to Acquisitions. We will attach Checkin records (if necessary); check in each piece; and send materials back to Special Collections.
Acquisitions Unit Procedures: There are three separate locations in the Special Collections area: Location Location Code Archives riua Rhode Island Collection riui Rare Books riur Serial titles with no Checkin record will go to M. Jackson to enter a Checkin record, with proper codes, including location code, call number, and checkin "card" set up. If a Bib record cannot be found, Marjorie will send the issue to the Catalog Unit for cataloging. Checkin staff will check in each current issue, write one of the three Locations and call number on the cover, stamp with received date, and send back to Special Collections. Annuals and irregulars will be handled by K. Farrell; periodicals received more than once a year will be handled by J. Wilk and P. Warren in CPR. Staff will verify the correct location code for each piece; do not use " Special Collections." Joe Lawler recorded holdings for all the titles he cataloged. He will send us a photocopy of the holdings. We will attach holdings records to all the Special Collections dead serials as a special project (like the Serials List project) when time permits.
M. Kellogg 1/13/98
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