Creating or Editing a Copy Record
You create the first copy record of a title by entering information in each field. You can create subsequent copy records for the title by copying the first record and editing it. You edit a copy record by opening the record and changing the information.
To create or edit a copy record
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Search for the serials title you want and send it to Serials Control, if necessary. |
Horizon displays the Copy List window.
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Choose the copy record that you want to change, or create a new copy record. |
Horizon opens the first page of the Edit Serial Copies window:
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Enter holdings information in these fields: |
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Location. Enter the location where the copy is housed. To display a list of locations, click Codes to the right of the Location field. |
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Serials Location. If you want to check in and claim issues of this copy record at a serials checkin location other than the default specified by your system administrator in the Table Editor, enter the new serials checkin location in this field. (For more information about the Serials checkin and claiming location, see Specifying Locations to Check In Issues.) |
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Collection. You specify the collection type—periodical, newspaper, and so forth—this copy belongs to. To display a list of collection types, click Codes to the right of the Collection field. |
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Enter information in these fields: |
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Media Type. Enter the media type of the copy record. This specifies the medium that the copy is published in (magazine, microfilm, CD‑ROM, and so forth). To display a list of media types, click Codes to the right of the Media Type field. |
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Description. Enter a description of the copy record. This should describe the function of the copy, such as circulation, reference, or routing. |
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Checkin Priority. Enter the order in which each copy is checked in. Highest priority begins with “1,” which Serials gives as a default. Checkin priority determines the issues that you need to check in if fewer than the number expected arrive. |
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Enter copy information in these fields: |
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Call No. Enter the call number of the copy record if you plan to circulate issues of the copy and wish to print spine labels with the call number on them. |
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Copy No. Enter a number to specify the order in which the copies of this title appear in the PAC and staff searching display. |
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Click Page Down or resize the window to display these fields in the Edit Serials Copies window: |
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Mark the appropriate Acq. Status button to specify the acquisitions status of the copy. |
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Unknown. Horizon automatically assigns this status to copies that you create in Cataloging. You can also assign this status in Serials. |
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Other Receipt or Acquisitions Status. Horizon does not automatically assign this status to copies. You must assign this status to copies in Serials Control. |
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Completed. Horizon does not automatically assign this status to copies. You must assign this status to copies in Serials Control that have all their pieces received or in the system. |
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On Order. Horizon automatically assigns this status to copies that are ordered but not received. |
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Currently Received. This is the default selection. |
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Not Currently Received. Horizon does not automatically assign this status to copies. You must assign this status to copies in Serials Control |
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Not Currently Published. Horizon does not automatically assign this status to copies. You must assign this status to copies in Serials Control. |
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Specify claim type and cycle information: |
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Claim After Time OR Gap. Mark this to generate claims after the days entered in the Claim After (Days) field have elapsed. |
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Claim After Gap Only. Mark this to generate claims on unreceived issues only after you receive the next issue; this creates a gap between received issues. |
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Do Not Claim. Mark this to generate no claims for issues of this serial copy record. |
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Claim After (Days). Enter how many days after an issue’s expected date that Serials should generate the first claim. |
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Interval (Days). Enter how many days that should elapse between each subsequent claim. |
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Maximum Claims. Enter the maximum number of claims Serials generates. |
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Enter vendor information in these fields: |
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Library Ref. No. Enter a reference number that your library assigns this serial title. This number helps you track this serial title when claiming issues with vendors. This number appears on printed claims. |
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Vendor Title No. Enter the title number your vendor assigns this serial title. This number helps vendors track items for claiming purposes. This number appears on printed claims under the heading of “Title #” and on X‑12 electronic claims in the REF* entry. |
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Subscr. No. Enter the subscription number that the vendor has assigned to the subscription of the title. This number helps vendors track items for claiming purposes. This number appears on printed claims under the heading of “Subscription #”. |
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Click Page Down or resize the window to display these fields in the Edit Serials Copies window: |
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Continue to enter the Vendor information: |
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Renewal Date. Enter the date when the vendor plans to renew the subscription. You can leave this field blank or change this date as necessary. |
Note: If you need to enter any dates that are either earlier than 89 years in the past, or later than 10 years in the future, you must enter the century with the date. (For example, if it is the year 2002, any date before 1894 or after 2012 needs the century as part of the date, such as 1884 or 2015.)
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Cancel Date. Enter, if appropriate, the date when you plan to change vendors. Horizon will stop generating claims to the previous vendor on this date. |
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Enter notes in these fields: |
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Special Handling Note. You can enter instructions or comments for the checkin staff. This message appears on the screen when checkin staff check in issues of the copy. Press CTRL+ENTER to enter text on the next line in the field. |
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Workslip note. You can enter instructions or comments that you want printed when each issue is checked in. Press CTRL+ENTER to enter text on the next line in the field. |
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Mark the check boxes to: |
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Route This Copy. This specifies that an issue of the copy will be routed upon checkin. Horizon prints the routing list upon checkin. |
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Print Labels. This prints a label for each issue/copy upon checkin. Generally, print labels only for copies that circulate. Your system administrator should set label configuration and the printer designated to print these labels. |
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Sum. of Hldgs. This indicates that PAC and staff searching displays holdings for the copy. Use this check box to indicate that Horizon should keep track only of holdings for the library copies, not for other copies such as routed ones. |
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Mark the appropriate Item Creation radio buttons. |
This controls whether and in what manner Serials Checkin creates item records for checked‑in issue copies. Options include these types of item creation:
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None. Does not create items. |
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W/O barcodes. Creates items upon checkin but does not prompt for barcode entry. |
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With barcodes. Creates items upon checkin and automatically prompts the checkin clerk to assign a barcode to the item. |
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Enter the item type in the Item Type field. You specify the item type the copy belongs to. Fill in this field if you have flagged the copy for item creation. To display a list of item types, click Codes to the right of the Item Type field. |
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Click Page Down or resize the window to display these fields in the Edit Serials Copies window: |
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In the PAC Display Note field, enter information that you want displayed for the copy record in PAC and staff searching. |
This field is limited to 255 characters. Press CTRL+ENTER to enter text on the next line in the field.
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Mark the appropriate boxes: |
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Staff only. Specifies that the holdings for this copy record’s title display at staff workstations only. |
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Hide next expected issue. Specifies that the next expected serial issue for this copy record will not display in the summary of holdings in PAC and staff searching. |
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Enter information that you want displayed for the staff in the Staff Note field. This field has an unlimited number of characters. Press CTRL+ENTER to enter text on the next line. |
Horizon displays the new copy record in the Copy List window.
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