Current Volume In
email link
Contact


Princeton University Cataloging Documentation

index link
Index
Serials

What goes where?

Brief cataloging

Current v in/next to current/current v only

"Current issues in" list

Holdings / Items

Early US newspapers

Geology field trip guides

Newspapers

Reprints

Call number decisions

Serial adding

See also
Print and computer file relations

Current Volume In / Next to Current Volume In / Current Volume Only Retained
Current Volume In
Next to Current Volume In
Current Volume Only Retained
Current Volume Only Retained Not to be Bound
Combination
NOTE: Current Volume Only Retained Title Changes

Introductory Note

Please refer to the examples for the proper capitalization of: "Current Volume In", "Next to Current Volume In", and "Current Volume Only".

Current Volume In

Occasionally, a location in the library system wants to hold the most recent volume of a continuing single issue (bind) serial, but wants to keep the remainder of the set in another location.

To account for this situation on the cataloging for a new title, it is necessary to create two MFHD records -- one for the location of the current volume of the serial, and one for the permanent location of the serial. It is essential that the MFHD to which the acquisitions record is attached is the one for the current volume.

Although two MFHDs are created, the MARC holdings record of bound holdings is kept on the location structure of the permanent (i.e. non-Current Volume) location only.

The item record containing the barcode, however, is added to the Current volume location.

"Current Volume In" example

MFHD for F:

852 0_ |b f |h DS61.8 |i .G73
866 _0 |a 1998-2000
866 _0 |z CURRENT VOLUME IN: (SY)
866 _0 |x DESIGNATOR: year

MFHD for SY:

852 0_ |b sy |h DS61.8 |i .G73
866 _0 |a CURRENT VOLUME

In the example above (which is an annual publication) the 2000 volume is located in SY and the 1988-1999 volumes are located in Firestone stacks. Note that the record of bound volumes is kept on the Firestone location structure.

When a new volume is added to a "Current Volume In" record, the holdings (on the permanent location MFHD) are updated.

The volume itself is given the location symbol of the "Current Volume" location (in the example above, it is SY).

When SY receives the new volume, the previous volume is sent by SY to DBIU to have the location on the volume changed to F.

The location is changed in the volume, and on the spine, and the volume is forwarded to its permanent location (in the example above, it is Firestone stacks). the catalog record is not altered during the transfer to firestone stacks.

Next to Current Volume In

"Next to Current Volume In" is used when two locations wish to hold a recent volume of a continuing single issue (bind) serial, without holding the remainder of the volumes.

To account for this situation on the cataloging for a new title, it is necessary to create three MFHD records -- one for the location of the current voume of the serial, one for the location of the next to current volume of the serial, and one for the permanent location of the serial.

Although three MFHDs are created for this situation; the record of bound holdings is kept on the location structure of the permanent location only.

"Next to Current Volume In" example

MFHD for F:
852 0_ |b f |h QE1 i .G87
866 _0 |x DESIGNATOR: vol.
866 _0 a Vol. 1 (1989)-v. 4 (1992)
866 _0 |z CURRENT VOLUME IN: (SG) a NEXT TO CURRENT VOLUME IN: (ST)

MFHD for SG:
852 0_ |b sg
866 _0 |a CURRENT VOLUME

MFHD for ST:
852 0_ |b ST
866 _0 |a NEXT TO CURRENT VOLUME

When a new volume is added to a "Next to Current Volume In" record, the holdings (on the permanent location structure) are updated by the Serial Record Unit.

The volume itself is given the location symbol of the "Current Volume In" location (in the example above, it is SG).

When SG receives the new volume, the previous volume is sent by SG to DBMS to have the location on the volume changed to ST.

The location is changed in the volume and on the label, the item record is attached to the appropriate MFHD, and the volume is forwarded to its "Next to Current Volume In" location (in this case, it is ST). When ST receives the volume, it sends its previous volume to DBMS to have the location on the volume changed to F.

The location is changed in the volume and on the label, the item record is attached to the appropriate MFHD, and the volume is forwarded to its permanent location (in the example above, it is Firestone stacks).

The catalog record is not altered during the transfer from SG to ST and during the transfer from ST to Firestone stacks.

Current Volume Only Retained

"Current Volume Only Retained" (or "Current Edition Only Retained") occurs when a location in the library system wants to hold the most recent volume of a continuing single issue (bind) serial but older issues are not to be retained.

This may occur because:
1) The item is of current interest only and not worth retaining permanently.
2) The library is already retaining permanently the title.
3) Each new volume is cumulative, making previous volumes obsolete.

In this situation, only one MFHD is required for each "Current Volume Only Retained" location. This contrasts with "Curent Volume In" and "Next to Current Volume In" in which two or three MFHDs are required.

"Current Volume Only Retained" example

852 0_ |b dr |h HD4756 |i .S28
866 _0 |x DESIGNATOR: vol.
866 _0 |a Vol. 10 (1993)
866 _0 |a CURRENT VOLUME ONLY RETAINED

Note that in the example above the holdings are indicated in the location structure of the "Current Volume Only Retained" location. The phrase: "Current Volume Only Retained" (or "Current Edition Only Retained") is recorded in an 866 field.

When a new volume is added to a "Current Volume Only Retained" record, the holdings are updated by the Serial Record Unit. Since only the current volume will be retained, holdings will be removed and the new holdings indicated.

In the example above, when vol. 11 is received, the Serial Record Unit will update the 866 to: Vol. 11 (1994).

The volume itself is given the location symbol of the "Current Volume Only Retained" location.

When the "Current Volume Only Retained" location (in the example above, it is DR) receives the volume, it sends its previous volume to DBMS to withdraw. DBMS then withdraws the volume.

The catalog record is not altered during the withdrawal.

"Current Volume Only Retained" Not to be Bound : A Special Case

In a few exceptional cases, a library holding a "Current Volume Only Retained" title requests that the title not be bound.

The following are the additional steps required for such titles:

1. The title is treated as a bound volume with regard to type and placement of GEAC labels.

2. The title is added to GEAC but NOT charged.

3. The title is hand carried to Plating and Labeling for the creation of a spine label.

4. The cataloger or adder should send the book directly to the location after the spine label has been made.

5. The notation: NOT TO BE BOUND is added as a a:sl note in the ANT field of the RLIN holdings screen.

Combination

It is possible to have a combination of "Next to Current Volume In: (or "Current Volume In") with "Current Volume Only Retained".

"Combination" example:

852 0_ |b f |h QE246 |i .P36
866 _0 |x DESIGNATOR: vol.
866 _0 |a Vol. 1 (1989)-v. 4 (1992)
866 _0 |a CURRENT VOLUME IN: (SG) a NEXT TO CURRENT VOLUME IN: (ST)

852 0_ |b SG
866 _0 |a CURRENT VOLUME

852 0_ |b ST
866 _0 |a NEXT TO CURRENT VOLUME

852 0_ |b SQ
866 _0 |a Vol. 4
866 _0 |a CURRENT VOLUME ONLY RETAINED

NOTE: Current Volume Only Retained Title Changes

If the title changes in a "Current Volume Only Retained" record, delete the record for the old title.