Currently Recieved Serials

These are instructions for both acquisitions assistants and the cataloging assistant. At the present time the acquisition work is being done in the Visual Index.


  • Acquisition Assistant will add issue(s) to the Visual Index.
  • Technical Services staff will physically process the new issue(s).


Beinecke Library subscribes to over 100 serial titles. They include monthly, quarterly and annual publications. After an issue is added to the Visual Index, the issue is placed in alphabetical order on the “CURRENT ADDS/TO BE DONE” shelf near the Cataloging Assistant’s workstation in the West Wing. The Cataloging Assistant, following the detailed instructions below, takes the issue(s), adds the issue(s) to the Voyager MFHD and marks the call number on the issue(s) and on the folder(s), if necessary. See List of Serial Adds for those titles which the Serials Cataloger does not have to review.

Add the issue(s) to the appropriate holdings record. Holdings for Beinecke are recorded using the 852, 866, 867 and 868 fields. See Serial Volume Holdings Standards for more information.

852 8 0 ‡b beinycal ‡h Za ‡i Zp75 ‡2 local
866 4 1 ‡8 0 ‡a v.8(1916)-12:no.1(1918:Apr.),
866 4 1 ‡8 0 ‡a v.12:no.3(1918:June),
866 4 1 ‡8 0 ‡a v.12:no.6(1918:Sept.)-v.13:no.3(1918:Dec.),
868 4 1 ‡8 0 ‡a v.1/10(1912/1917):index

Most paperbound, soft cover serial titles are placed individually in folders and the folders in a box. The call numbers are marked on the issues and at the top, right hand side of the folders. Do not write Beinecke Library before the call number and do not write the title on the left side:


The folders are put in boxes which have call number labels.

  • For titles which are in one box, the label has the call number only
  • If there is more than one copy in a box, add the copy number, e.g. Copy 1, Copies 1&2
  • If there is more than one box and more than one copy, then, each copy is boxed separately
  • If there is more than one box, the inclusive vol. and/or issue number is on the label, e.g., 1-4:1; 4:2-7; etc.
  • If the last box is not filled, the label will only have the first issue or volume followed by a dash, e.g., 8- ; 12:2-
Label Examples:


Copy 1&2
Copy 2

  • Add the folder to the appropriate box on the shelf. Have a new label typed if the old one no longer accurately describes the contents of the box.
  • If the new issue(s) are already in a box, have Technical Services make a label.
  • If there is no longer room in the box for the new issue(s), add the issue(s) to a new box and have a label made.
  • If a box with a new label has to be reshelved, remove yellow discharge slip and give it to Public Services staff, and put box on Public Services shelving truck.
  • For missing issue(s): If the missing issue is more than 2 or 3 issues back, ask the Acquisitions Assistant to check the VI index.

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