SirsiDynix Symphony 3.2 Serials Check In Training Guide DOC- SCKTGEN -S

Transcription

1 SirsiDynix Symphony 3.2 Serials Check In Training Guide DOC- SCKTGEN -S

2 Publication Name: SirsiDynix Symphony 3.2 Serials Check In Training Guide Publication Number: DOC- SCKTGEN -S Updated: March 2009 Additional copies of this document can be downloaded from the SirsiDynix Client Care website, clientcare.sirsidynix.com SirsiDynix. All Rights Reserved. The processes and all the routines contained herein are the proprietary properties and trade secrets of SirsiDynix. Except as provided by license agreement, this manual shall not be duplicated, used or disclosed for any purpose or reason, in whole or in part, without the express written consent of SirsiDynix. The information in this document is subject to change without notice and should not be construed as a commitment by SirsiDynix. Use, duplication, or disclosure by the U.S. Government is subject to restrictions as set forth in sub-paragraph (b)(3) of the Rights in Technical Data and Computer Software clause in DFARS Rights for non-dod U.S. Government departments and Agencies are as set forth in FAR (c)(1,2). Sirsi, WebCat, Vizion, WorkFlows, Unicorn, UnicornECOLE, UnicornOASIS, UnicornSTILAS, Site Source, DRA, DRA Net, Inlex, MultiLIS. Taos, JurisLink, Corinthian, Dynix, URSA, Horizon, Remote Patron Authentication, and TeleCirc are trademarks of SirsiDynix. Other product and company names herein may be the trademarks of their respective owners. All titles, versions, trademarks, claims of compatibility, etc., of hardware and software products mentioned herein are the sole property and responsibility of the respective vendors. SirsiDynix makes no endorsement of any particular product for any purpose, nor claims responsibility for its operation and accuracy.

3 Table of Contents Introduction...5 Conventions...6 Chapter 1: Check In Review...7 Chapter 2: Checking In Issues...9 Check In Predicted Issues... 9 Check in an Issue Out of Order Check in an Issues without Prediction Check in Special Issues Check in Combined Issues Check in and Modify an Issue Check in Different Copies Centralized Check in Understanding OPAC Display Chapter 3: Correcting Check In Errors...31 Unreceive an Issue Remove 599 Entry Remove Item Records Remove MARC Holdings Chapter 4: Claiming...39 Create a Claim Manually Create a Claim with Reports Prediction as Late Report...41 Serial Claim Notices...43 Chapter 5: Maintenance of MARC Holdings...47 Removing the 863 Field Working with Electronic Access Chapter 6: Routing...53 Print Routing Slips at Check-in Serial Check In Exercises S e r i a l s C h e c k I n iii

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5 Introduction The Serial Check-In training guide will help you learn how to check in the serials of your collection with SirsiDynix Symphony WorkFlows. The guide presents serials check in workflows in task-driven settings and it s supported by exercises to help you master the training objectives. This training guide is can accompany instructor-led training. It can also be used as a review, reference, or independent study document. The goal of this course is to train library staff members so that they in turn may act as trainers for others at their branch, campus, or institution. The Serial Check In training guide comprises ## chapters. Below is a short summary of each chapter. Chapter 1: Check In Review. Reviews predictions in a serial control record and claim records. Chapter 2: Checking In Issues. Introduces the process of checking in predicted issues in multiple ways and how they display in the OPAC. Chapter 3: Correcting Check In Errors. Introduces how to unreceive an issue. Chapter 4: Claiming. Introduces the process of creating claims manually and with reports. Chapter 5: Maintenance of MARC Holdings. Introduces the process of removing and modifying MARC Holdings. Chapter 6: Routing. Introduces the process to configuring the routing slip. Serials Check In 5

6 Conventions This training guide has been designed for use during a SirsiDynix training that is conducted by an instructor. It also has been designed to be used as a reference source following the class. Icons are used throughout the training guide for different purposes. The purpose of each icon is described below. This icon is placed beside a note that will contain extra information. This icon is placed beside warnings. Pay particular attention to this information. This icon is placed beside a reference. This information will direct you to other manuals or other chapters within this manual. 6 March 2009

7 Chapter 1: Check In Review There are two ways to create batches of predictions: using the window that appears after adding a new serial control record in the Create Control wizard or with the Generate Predictions helper, which can be found in the Modify Control wizard. Both of these methods utilize the information supplied in the Patterns tab of the serial control record. When generating predictions, you can use information about the issue you have in hand to serve as a model for all predictions created. A prediction record is linked to the serial control record and represents each expected issue. The following window shows the Expected tab of a serial control record for a serial title: Prediction is necessary for claiming. If you do not receive an issue of a title by the Date expected, SirsiDynix Symphony reports can be used to create a late claim and then generate a notice to the vendor of the late issue(s). The following window shows a claim record within a serial control record: You can also create claims manually. This is particularly important when you need to claim damaged issues. Serials Check In 7

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9 Chapter 2: Checking In Issues The Check In wizard guides you through the process of checking in your serial issues. Upon completion of this chapter, you will be able to: Check In Predicted Issues Check in predicted issues Check in issues received out of order Check in issues without predictions Check in special issues such as indexes or supplements Combine two or more issues Modify issues as they are checked in Check in a different number of copies than you expect Understand centralized check in procedures Understand how checked-in issues display in the OPAC Follow these steps to check in predicted issues: 1. Navigate to the Serial Control toolbar and click the Check In wizard. The following window appears: Serials Check In 9

10 2. Type your search terms in the Search for field and click Search. You can change the default search by going to the properties of the Check In wizard. 3. If more than one record matches your search, select the one you want and click Check In Issue. The following window appears: 4. Verify that the Expected Issue displaying is the issue in hand. Click Check In Now. The following window appears if you do not create items upon check-in and do not update MARC Holdings: 10 March 2009

11 If you create items upon check-in, the following screen would appear after clicking Check In Now: 5. Scan the barcode and see the following window: Serials Check In 11

12 6. Click OK. 7. From here you can: Click Next Issue to check in the next issue of the same title. If all of the issues have been received for this particular serial title, you may be prompted to generate additional predictions, or check in the issue without a prediction. Click New Search to check in an issue for another title. 8. Click Close to exit. 12 March 2009

13 Check in an Issue Out of Order Follow these steps to check in an issue out of order: 1. Navigate to the Serial Control toolbar and click the Check In wizard. The following window appears: 2. Type your search terms in the Search for field and click Search. 3. If more than one record matches your search, select the one you want and click Check In Issue. The following window appears: 4. If the issue in hand is not the displayed in the Expected Issue area, click Different Issue. The following window appears: Serials Check In 13

14 5. Highlight the issue received and click Selected Issue. The following window appears: 6. Type a receipt comment if needed. 7. Click Check In. 8. From here you can: Click Next Issue to check in the next issue of the same title. If all of the issues have been received for this particular serial title, you may be prompted to generate additional predictions, or check in the issue without a prediction. Click New Search to check in an issue for another title. Click Close to exit. 14 March 2009

15 Check in an Issues without Prediction There are two ways to check in an issue without prediction: According to Pattern and Special. You can use the According to Pattern option if no more prediction records are in the Expected tab or if you receive an unexpected replacement for an old issue. It best used for missing, fill-in, or claimed issues. When you select According to Pattern, the enumeration and chronology fields are available to be filled in. The values entered will conform to the same prediction pattern established in the serial control record. Follow these steps to check in an issue According to Pattern: 1. Navigate to the Serial Control toolbar and click the Check In wizard. The following window appears: 2. Type your search terms in the Search for field and click Search. 3. If more than one record matches your search, select the one you want and click Check In Issue. The following window appears: Serials Check In 15

16 4. Click Different Issue. 5. Click Special Issue. The following window appears: 6. Verify that According to Pattern is selected. 7. Type in an enumeration and chronology. 8. Change the Number expected and Number received if necessary. 9. Type a receipt comment if needed. 10. Click Check In. 16 March 2009

17 11. From here you can: Click Next Issue to check in the next issue of the same title. Click New Search to check in an issue for another title. Click Close to exit. Check in Special Issues You can use the Special option if none of the prediction records match the enumeration and chronology printed on the issue or if you receive a supplement or index. When you select Special, the fields are not associated with the serial control record s regular patterns. Although the enumeration and chronology must be supplied, you can type in any value. The Special option is best to use with supplemental issues, extra issues, or indexes. Follow these steps to check in a Special issue: 1. Navigate to the Serial Control toolbar and click the Check In wizard. The following window appears: 2. Type your search terms in the Search for field and click Search. Serials Check In 17

18 3. If more than one record matches your search, select the one you want and click Check In Issue. The following window appears: 4. Click Different Issue. 5. Click Special Issue. The following window appears: 6. Select the Special option. 7. Type an enumeration and chronology. 8. Change the Number expected and Number received if necessary. 9. Type a receipt comment if needed. 18 March 2009

19 10. Click Check In. 11. From here you can: Click Next Issue to check in the next issue of the same title. Click New Search to check in an issue for another title. Click Close to exit. Check in Combined Issues If a title combines two or more issues in a single issue, you can do this upon check-in. Follow these steps to check in combined issues: 1. Navigate to the Serial Control toolbar and click the Check In wizard. The following window appears: 2. Type your search terms in the Search for field and click Search. 3. If more than one record matches your search, select the one you want and click Check In Issue. The following window appears: Serials Check In 19

20 4. Click Different Issue. 5. Click Combine Issues. The following window appears: 20 March 2009

21 6. Click the Combine Issues Options helper to determine how the combined issue will display. When clicked, the following window appears: These display options can also be set in the Check In wizard properties. 7. Select the check boxes of the issues you want to combine and click Combine Issues. The following window appears: 8. Change the enumeration and/or chronology if necessary. 9. Change the Number expected and Number received if necessary. 10. Type a receipt comment if needed. Serials Check In 21

22 11. From here you can: Click Next Issue to check in the next issue of the same title. Click New Search to check in an issue for another title. Click Close to exit. Check in and Modify an Issue If you need to change any of the issue information this can be done during check-in. Follow these steps to check modify an issue upon check-in: 1. Navigate to the Serial Control toolbar and click the Check In wizard. The following window appears: 2. Type your search terms in the Search for field and click Search. 3. If more than one record matches your search, select the one you want and click Check In Issue. The following window appears: 22 March 2009

23 4. Click Different Issue. 5. Highlight the issue and click Modify Issue. The following window appears: 6. Make the appropriate changes to the information. If you type in a Comment it will appear as Special Instructions. 7. Click Modify Issue. 8. Change Number received if necessary. 9. Type a receipt comment if needed. Serials Check In 23

24 10. From here you can: Click Next Issue to check in the next issue of the same title. Click New Search to check in an issue for another title. Click Close to exit Check in Different Copies You can receive a different number of copies than you expect. Follow these steps to check in a different number of copies than what you expect: 1. Navigate to the Serial Control toolbar and click the Check In wizard. The following window appears: Type your search terms in the Search for field and click Search. 2. If more than one record matches your search, select the one you want and click Check In Issue. The following window appears: 24 March 2009

25 3. Click Different Copies. The following window appears: 4. Type the number of copies you received. 5. Type a receipt comment if needed. 6. Click Check In Copies Now. 7. From here you can: Click Next Issue to check in the next issue of the same title. Click New Search to check in an issue for another title. Click Close to exit Serials Check In 25

26 Centralized Check in SirsiDynix Symphony allows multi-library systems to centralize serial control record maintenance and check-in procedures. After issues are received and checked-in centrally, they are then sent to the appropriate branches The Distribution and Subscription tabs in the serial control record work together to define the number of copies and the distribution of those copies. The Check In wizard allows for you to receive all or partial shipments of serial issues. The steps for receiving issues in at a central location are not different than receiving issues in a non-centralized environment. After completing the steps for receiving issues, the Check In wizard presents a confirmation that also indicates where issues should be distributed. Follow these steps to check in serial issues that will be distributed to other libraries: 1. Navigate to the Serial Control toolbar and click the Check In wizard. The following window appears Type your search terms in the Search for field and click Search. 26 March 2009

27 2. If more than one record matches your search, select the one you want and click Check In Issue. The following window appears: 3. Verify that the Expected Issue displaying are the issues in hand. Click Check In Now. The following window appears: Serials Check In 27

28 4. From here you can: Click Next Issue to check in the next issue of the same title. Click New Search to check in an issue for another title. Click Close to exit. Understanding OPAC Display Depending on the settings of the serial control record, the OPAC can show recently arrived issues, volume holdings, and/or MARC holding information. These are automatically updated when an issue is checkedin using the Check In wizard. When the serial control record is set to display the recently arrived issues, this is what the public will see in the OPAC: When the serial control record is configured to create a call number and a barcoded item upon check in, this is what the public will see in the OPAC: 28 March 2009

29 If you do not wish for the empty call number to appear, this can be removed with the Delete Title, Call Numbers, or Items wizard or the Call Number and Item Maintenance wizard in the Cataloging toolbar. If it is removed, this is what the public will see in the OPAC: When the serial control record is configured to create and update a MARC holdings record when you check in issues, this is what the public will see in the OPAC: If none of these settings are configured in the serial control record, this is what the public will see in the OPAC: Serials Check In 29

30 Notice that the holdings will reflect None. An alternative to leaving the holdings as such would be to add a dummy item to the bibliographic record of the serial title. When a dummy item record is added, this is what the public will see in the OPAC: 30 March 2009

31 Chapter 3: Correcting Check In Errors Unreceive an Issue If an issue is received in error, you can remove it. However, if the MARC holdings were updated, those will need to be manually corrected. If copies were created upon check-in, the copies will need to be removed before they can be received again. Also, if the OPAC reflects the most recently arrived issues, this will need to be adjusted if you unreceive an issue. Upon completion of this chapter, you will be able to: Unreceive issues checked-in. Remove 599 entry in bibliographic record after check-in. Remove volume holdings after check-in. Remove MARC holdings after check-in. Follow these steps to unreceive an issue: 1. Navigate to the Serial Control toolbar and click the Modify Control wizard. The following window appears: 2. Search for the title you want to unreceive. 3. Click the Received tab. Serials Check In 31

32 4. If necessary, sort the order of the received issues that display. This can be done either by the Order of issues or Sorted by options. 5. Click the Unreceive Issue(s) tool. The following window appears: 6. Select the box of each issue you want to unreceive or select Unreceive All Issues box. 7. Click Unreceive Issue(s). The following window appears: 32 March 2009

33 8. Click OK. 9. Click Close. Serials Check In 33

34 Remove 599 Entry If the serial control record is set to update the 599 recently arrived note in the bibliographic record of the serial title, deleting a received issue will not automatically remove the 599 entry from the bibliographic record. Therefore, you will need to remove it manually using the Modify Title wizard. Follow these steps to remove the 599 entry in the serial bibliographic record: 1. Navigate to the Cataloging toolbar and click the Modify Title wizard. The following window appears: 2. Search for the title you want to modify. 3. If more than one record matches your search, select the one you want and click Modify. 34 March 2009

35 4. In the Bibliographic tab, click on the 599 entry and remove the information of the unreceived issue. 5. Click Save. Serials Check In 35

36 Remove Item Records If copies were created when the issues were received, when you unreceive an issue you will need to remove the copies before receiving the issue again. Follow these steps to remove item records: 1. Navigate to the Cataloging toolbar and click on the Delete Title, Call Numbers or Items wizard. The following window appears: 2. Search for the title for which you want to remove items. 3. If more than one record matches your search, select the box of the item you want to remove. 4. Click Delete. 5. Click Close. 36 March 2009

37 Remove MARC Holdings If MARC holdings were updated when the issues were received, when you unreceive an issue you will need to correct the MARC holdings manually. Follow these steps to manually correct MARC holdings: 1. Navigate to the Serial Control toolbar and click on the Modify Control wizard. The following window appears: 2. Search for the title you want to modify. 3. If more than one record matches your search, select the one you want and click Modify. 4. Click on the MARC Holdings tab of the serial control record. Serials Check In 37

38 5. Click the button under the Location-Linked to column for the appropriate library. The following window appears: 6. Select the 863 field to remove. 7. Either right-click on the field and click Delete Field or click the Delete the current field helper. 8. Click Save. 9. Click Close. 38 March 2009

39 Chapter 4: Claiming There will be times where you must create a claim record for a serial title within the serial control record. This may be because an issue did not arrive on time, it arrived damaged, or you did not receive a sufficient number of copies. Additional claim reasons may be used by your library. Claim records can be created manually with the Modify Control wizard and automatically by SirsiDynix Symphony reports. A claim record contains the same information about an issue as a prediction record, such as enumeration, chronology, and number of issues expected. It also contains information about the dates and copies that have been or need to be claimed. Upon completion of this chapter, you will be able to: Create a claim manually Create claims with reports Create a Claim Manually Creating claims manually is particularly important when you need to claim damaged issues. This will be done in the Modify Control wizard. Follow these steps to create a claim manually: 1. Navigate to the Serial Control toolbar and click on the Modify Control wizard. 2. Search for the title you want to modify. 3. If more than one record matches your search, select the one you want and click Modify. 4. Click on the Claimed tab of the serial control record. 5. Click on the Create a Claim tool. 6. Select the issue you want to claim and click Create Claim. The following window appears: Serials Check In 39

40 7. Select a claim reason from the dropdown. The claim reason is required. 8. Change the times claimed value to 1 if you are not going to use Symphony reports to notify the vendor of the claim. 9. Click on the Nxt claim date gadget and select a date. 10. If necessary, click on the Response date gadget and select a date. 11. Type in a Claim comment and/or Response comment in the fields provided if necessary. You do not need a Response code. This is used with EDI reports when claiming serial issues. 12. Click Modify Issue. 13. Click Close. 14. Click Close to exit the wizard. 40 March 2009

41 Create a Claim with Reports Prediction as Late Report There are two reports that can be used to maintain claim records. They must be run consecutively in order to generate the claim notices to be sent to the vendor. Prediction as Late Serial Claim Notices The Prediction as Later report marks serials as late based on the prediction record s Date to Claim box. When an issue is not checked in on time, the report will automatically create a claim record of ISSUELATE in the serial control record so that claim notices can be generated. This report should be scheduled to run regularly to identify issues that should have been received but have not been. The report will not pick issues that have already been claimed as late. The report prints claim information for each issue claimed by the report. This list can be used to search for titles that were actually received but just never checked in using the Check In wizard. Once they are checked in, the Serial Claim Notices report will not include that title in the notice to the vendor. Follow these steps to schedule the Prediction as Late report to run automatically: 1. Navigate to the Reports toolbar and click on the Schedule New Reports wizard. 2. Click on the Serial tab of reports. 3. Double-click the Prediction as Late report or highlight it and click Setup & Schedule. 4. Click on the Serial Control Selection tab. 5. Click on the Library gadget and select your library from the list. If you are running this for all of your libraries or if you are a single library site, you do not need to make this selection. Serials Check In 41

42 6. Click Schedule. The following screen appears: 7. Click Daily if you want to run this report daily. Click Weekly and select the days of the week you want to run this report. Or click Monthly and select the day(s) of the month you want to run this report. 8. Click a date in the calendar to indicate which date to start running the report. 9. Change the time that you would like the report to run. 10. Click Schedule. 11. Click Close. You can also save this as a template first and then schedule it to run regularly. 42 March 2009

43 Serial Claim Notices An issue is not actually claimed until claim notices are generated through the Serial Claim Notices report. This report generates standard paper letters and automatically sorts notices by vendors and serial control library. You can the vendor the notice automatically or print it out to send by mail or fax. Notices can also be generated using the X12 Serial Claim Transactions report for X12 capable vendors. To learn how to run X12 reports, refer to the SirsiDynix Symphony 3.2 Electronic Data Interchange (EDI) Training Guide. The serial control record for the serial title must be linked to a vendor cycle in order to be selected by the report. Follow these steps to schedule the Serial Claim Notices report to run automatically: 1. Navigate to the Reports toolbar and click on the Schedule New Reports wizard. 2. Click on the Serial tab of reports. 3. Double-click the Serial Claim Notices report or highlight it and click Setup & Schedule. 4. Click on the Vendor Selection tab. 5. If you want to send notices to specific vendors, click List of specified vendors. Type in the Fiscal cycle and the vendor IDs. 6. Click on the Serial Control Selection tab. Serials Check In 43

44 7. Click on the Library gadget and select your library from the list. If you are running this for all of your libraries or if you are a single library site, you do not need to make this selection. 8. Click on the Serial Claim Notice tab. 9. Select the Count as a notice sent box. This will update the Date claimed field in the Claims information of the claim record. 10. Click Schedule. The following screen appears: 11. Click Daily if you want to run this report daily. Click Weekly and select the days of the week you want to run this report. Or click Monthly and select the day(s) of the month you want to run this report. 44 March 2009

45 12. Click a date in the calendar to indicate which date to start running the report. 13. Change the time that you would like the report to run. 14. Select the Auto to recipients with addresses in their patron record box to send the notice automatically to the vendor. 15. Select the address of the user who is receive replies to the ed report using the dropdown. 16. Click Schedule. 17. Click Close. You can also save this as a template first and then schedule it to run regularly. Serials Check In 45

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47 Chapter 5: Maintenance of MARC Holdings Libraries will follow retention schedules for serial publications in the collection. When physical items are removed from the collection you will want to remove the corresponding information from the MARC holdings records. The 863 field represents a specific issue that was checked in; therefore, it will be necessary to remove these 863 fields from the holdings record to correspond to what has been removed from the collection. Upon completion of this chapter, you will be able to: Removing the 863 Field Remove MARC holdings information Work with electronic access Follow these steps to remove 863 fields from the MARC holdings tab: 1. Navigate to the Serial Control toolbar and click on the Modify Control wizard. The following window appears: 2. Search for the title you want to modify. 3. If more than one record matches your search, select the one you want and click Modify. Serials Check In 47

48 4. Click on the MARC Holdings tab of the serial control record. 5. Click the button under the Location-Linked to column for the appropriate library. The following window appears: 6. Select the 863 field to remove. 7. Either right-click on the field and click Delete Field or click the Delete the current field helper. 8. Click Save. 9. Click Close. You can also remove MARC holdings using the Modify Title wizard in the Cataloging toolbar. 48 March 2009

49 Working with Electronic Access Electronic access to subscriptions can be managed in a MARC holdings record. An 856 field can be added to the holdings record that will provide a hypertext link to a web destination or a file in the OPAC display. Follow these steps to add an 856 electronic access field to the MARC holdings tab: 1. Navigate to the Serial Control toolbar and click on the Modify Control wizard. The following window appears: 2. Search for the title you want to modify. 3. If more than one record matches your search, select the one you want and click Modify. 4. Click on the MARC Holdings tab of the serial control record. 5. Click the button under the Location-Linked to column for the appropriate library. The following window appears: Serials Check In 49

50 6. Highlight the box where you would like to put the new 856 field. 7. Click the Add a field after the current one helper or right-click and select Add Field After. 8. In the new field, type 856 in the Tag column. 50 March 2009

51 9. Type u and the address to provide a hyperlink text. 10. Click Save. 11. Click Close. Serials Check In 51

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53 Chapter 6: Routing When a routing list has been created in the serial control record, the Check In wizard can be configured to print the routing slip when an issue is checked in. You can determine whether you want them to print automatically or with Print Preview. Upon completion of this chapter, you will be able to: Understand how to print routing slips during check-in. Print Routing Slips at Check-in Follow these steps to configure the Check In wizard to print routing slips: 1. Navigate to the Serial Control toolbar and right-click on the Check In wizard. 2. Click on Properties. 3. Select the Print Routing Lists for Received Issues button. 4. Select the Print routing lists without confirmation if you would like the routing list to print without pausing at each routing list for a confirmation. 5. Use the available gadgets to select what will be printed for the header, general fields, user fields, and the footer. Serials Check In 53

54 There is no way to reorder the list selected in the Receipt general fields and Receipt user fields. Select the fields in the order you would like them to print on the receipt. 6. Click OK. 7. Click OK to complete this task. 54 March 2009

55 Serial Check In Exercises For the following exercises, you will need to create a serial control record to check in. Create a serial control record for a monthly publication. Make sure that the MARC Holdings are set to update and that the OPAC Display shows 3 most recently arrived issue notes. Also, change the Copies to add to the catalog in the Distribution tab to the value of 1. Create predictions for the issue you have in hand which is V. 3 No. 4. Use the current year and the month of April for the predictions. 1. Check in the next issue of your monthly publication. 2. Check in an issue received out of order. 3. Check in a special issue (not According to Pattern). 4. Combine two issues. 5. Add a comment to an issue upon check-in. (Hint: Use the Modify button.) 6. Unreceive the first issue you checked in. 7. Remove the 863 MARC holdings tag that was created for that unreceived issue. 8. Remove the 599 field from the MARC record of the serial title for the issue unreceived. 9. Remove the item record created upon check-in for that unreceived issue. 10. Create a claim for one of the issues with a Claim reason of DAMAGED. Serials Check In 55