Serial Adds


Verify that the issues in hand are indeed adds. Check that the call number, often supplied by Printed Acquisitions, is correct; especially in instances where a title change may have resulted in different call numbers for issues from different time periods.

Items can only be added to records that have BRBL holdings. If there is a bib record for the serial title, but no BRBL holdings, then it is not an add. Pass along for new serials cataloging.

Rarely will issues add to a name collection call number. If the only holdings for a title are under a name collection call number, it is probably not an add. Pass along for new serials cataloging.


Add the issue(s) in hand to the appropriate holdings record. Create additional mfhds as necessary when adding duplicate copies of issues already held. Use ‡t to indicate copy number.


If the issue has provenance, add this information to the bib record in a 590 note and 69X tracing. Follow the guidelines found in Provenance Notes and Tracings, listing the relevant issue numbers at the end of the 590 note.

590     ‡ BEIN Za Zp75 copy 2: Autograph of W.P. Henderson: 9:5; 10:1.
590     ‡ BEIN Za ZP75 copy 4: Bookplate: Lynn Riggs: 1:2-5; 2:1-2; 2:4-6; 3:1.
692 1 4 ‡ Henderson, William Penhallow, ‡d 1877-1943 ‡x Autograph.
692 1 4 ‡ Riggs, Lynn, ‡d 1899-1954 ‡x Bookplate.

For issues that have come from a manuscript collection, see the Special Provenance Instructions for Collections list instructions for relating to specific collections and individuals.

590     ‡ BEIN [call number]: From the Sarenco Papers: [issue no.]
692 1 4 ‡ Sarenco, ‡d 1945- ‡x Ownership.


Record the call number and enumeration either vertically or horizontally as space permits. Do not write “Beinecke Library” before the call number when marking serials.

Some bound and paperbound issues will have been plated rather than sourcemarked; mark the call number in the upper left-hand corner of the plate. Do not include the words “Beinecke Library.”


Items housed individually

Bound volumes of multiple issues should be housed individually in CMI boxes. Thicker paperbound issues should be housed individually in gaylords or CMI boxes. Currently received (i.e., subscription) serials often have an 856 ‡x note in the mfhd stating that they should be housed/shelved individually, but this note will not be present in most other cases.

Items Housed together

The majority of serial adds can be housed in folders in Hollinger boxes. The issue number is marked on the top right-hand side of the folder. If there is more than one copy, include the copy number. Larger-format issues are housed in appropriate folio-sized folders and boxes, with the issue number marked on the lower right-hand corner of the folder.

Sometimes there may be one or more issues housed in a Gaylord. If the new issue fits, it can be added to the Gaylord; otherwise, issues must be re-housed into folders in a box.

If adding to the end of a run, and there is no room in the last box for the new issue, add the issue to a new box.

Requesting Material

In order to house the new issue with the rest of the title, multiple boxes must be requested from BRBL or LSF. It is safest to assume there will not be room for your issue inside the box where it would normally fit; you will need to request more than one box from your title, even if you only have one issue to add. All boxes from the intended one onward should be requested, as many issues might have to be shuffled from box to box to accommodate the new addition.

For material shelved at BRBL (dated after 1701), request all issues and transfer the entire title to LSF.


If all issues are housed in one box, the label has the call number only, with no enumeration included: Za
If there is more than one copy in one box, add the copy number: Za
Copy 1&2
If there is more than one box and more than one copy, then each copy is boxed separately: Za
Copy 2
If there is more than one box, the inclusive volume and/or issue number is on the label: Za
If the last box is not filled, the label will only have the first issue in the box followed by a dash: 1996

When shifting issues between boxes, create new labels if the old ones no longer accurately describe the contents of the box.

Rehousing Items Accessioned at LSF

If issues housed in a Gaylord that was accessioned at LSF are rehoused into a box, the new box will not fit into the space at LSF where the Gaylord was shelved. Instead, the box must have a new barcode and item record assigned to it, with an in-process location code. It can then be accessioned to LSF via the usual transfer protocol. The barcode attached to the Gaylord must be withdrawn from LSF, thus de-accessioning it, and deleted from Voyager.

To permanently withdraw an item from LSF, follow the instructions found in Permanently Withdrawing Barcodes from LSF.