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Library Technical Services > Procedures & Documentation > Serials & Periodicals Processing > Updating Ceased Publications 

Updating Records for Ceased Publications (LTS Procedure #58)
 

Scope:  The document below outlines the procedures that Library Technical Services serials receiving staff follow when updating records for ceased publications.

Contact: Elizabeth Perenyi

Unit: Serials Management

Date last reviewed: 04/30/08

Date of next review: April 2009

Check-In Records
Purchase Orders
Bibliographic Records
Holdings Records
Distribution of Notifications
A. Check-In Records
  1. Review Receipt History
    1. Are all published issues received?
    2. Should claiming be done?
    If the answer is yes, proceed to generate a claim, follow the Unit's guidelines.
  2. Review Payment History
    1. If no credit from vendor is needed proceed to 3.
    2. If credit or refund is needed:
      • Request credit by e-mail, correspondence or telephone. To note that credit has been requested, use the Add Issue or Change Issue function in the check-in pattern
      • Create a note: "Credit requested for [issue information]"
      • Set an Expected Date for the credit to be received, using best judgment considering vendor practices

  3. Set Display in OPAC for all issues received to No in Receipt History.
  4. Add all issues received, even if incomplete, to holdings.
  5. Close the check-in pattern after the last published issue and/or credit is received.
  6. Make notation in Check-in Note: CEASED.

B. Purchase Orders

  1. Make notation in the Line Item Note: CEASED.
  2. If no further action is needed, COMPLETE the purchase order record.

C. Bibliographic Records

Please also refer to LTS Acquisitions Condensed List of Frequency Codes for Continuing Resources

  1. Fixed field (008)
    • Change Publication Status from c (Continuing resource currently published) to d (Continuing resource ceased publication).
    • Change Date 2 to ceasing year (when available) or to the closest decade.

      Example: If there are holdings for the 1990's, but nothing was published following 2000, change Date to 199u

  2. Variant fields:
    Field 260 (Imprint)
    With issue in hand, close publishing year.

    Example: New York, NY : |b American Telephone and Telegraph Co., |c 1956-2003.

    Field 362 (Dates of publication and volume designation)

    362:0: (formatted style) Use if Cornell University Library owns the actual issue the publication ceased with. 
    Pre-AACR2 cataloging (Check Leader: Cataloging Form:  _ Non-ISBD) 
    Examples:
    v. 1-36; 1961-1996.
    v. 1-36, no. 5; Jan. 1961-May 1996.
    1930-1992.

      -1996.
    AACR2 cataloging (Check Leader: Cataloging Form: a : AACR2)

    Examples:
    Vol. 1, no. 1 (Jan. 1987)-v. 9, no. 3 (Mar.  1986).
    Vol. 77, num. 1 (enero-feb. 1981)-    v. 89, num. 12 (dec. 1993).
    -v. 9.
    -2 (2001).
    Oct.-Dec. 1980 ; New ser., v. 1, no. 1 (Jan. 1981)-v.  15, no. 5 (May 1995).  
    '90-'96.
    362:1: (unformatted style) Use if Cornell University Library does not own the actual issue the publication ceased with.
    Began in 1980; ceased with July 2000.
    Began with v. 1, no. 1 (Jan./Mar. 2007); ceased with v. 6, no. 4 (Oct./Nov. 2007)
    Ceased in 2003.
    Ceased with v. 4, published in 1995.
    Ceased with third series, Vol. 1, No. 1 (Jan. 2000).
    Ceased publication.

D. Holdings Records

  1. Check holdings (Are all items received listed, including incomplete holdings?)
  2. Change Receipt Status to 2 (Received and complete or ceased) in fixed field 008.
  3. Add note in 852 |x CEASED PUBLICATION
  4. Update records for all copies of the same title that LTS staff are responsible for with the same ceasing information.

E. Distribution of Notifications

  1. On the notification letter, write the title in red in the upper right hand corner.
  2. Place the letter in the designated tray for filing (keep letters from publishers only, information that we do not have access to otherwise)
  3. Print a copy of the Holding record for each title.
  4. Distribute the printouts as follows:
    • For titles held in Olin, Uris & Asia, including O/K/U Reference Collections, send the printout to Access Services with a note stating "Ceased Publication."
    • Notify unit libraries either by sending a copy of the printout, or through e-mail.