Linking Magazines / Adding or Editing Holdings Statement

Linking Magazines / Adding or Editing Holdings Statement

You will find two records for most current subscription magazines in Sierra, one with items attached which you will link each item to, and one with a holdings statement for each library that retains that title. The Bib record with items attached will not be shown in the OPAC. Only the Bib record with the holding statement will display. Patrons will need to place holds on magazines through library staff.

Creating Item Records (Linking)

  1. Select the “Catalog” function from the dropdown menu in Sierra, under the Cataloging workflow.
  2. Search by Title, and type in the title of the magazine. Alternatively, you may search by Standard no. and use the ISSN, if available. You may limit your search by material type.
  3. Find your title among the list. Check the Summary to be sure it is the Bib record with actual items attached. FOR SELECT WEEKLY, COMMONLY OWNED, AND RETAINED MAGAZINES LOOK FOR THE TITLE AND APPROPRIATE YEAR. A COMPLETE LIST IS INCLUDED LATER IN THIS DOCUMENT, INCLUDING BIB NUMBERS FOR EASE IN SEARCHING. MOST TITLES DO NOT HAVE RECORDS WITH A SPECIFIC YEAR. If you do not find your title, contact the cataloging department at cataloging@midhudson.org. Please, do not create a new Bib Record! Choose the Record that includes the phrase “[*for linking items and placing holds]”.
  4. Open the full record and look for items attached with barcodes and volume fields to be sure you have the correct Bib record and NOT the Holding statement Record.
  5. Click “Attach New Item”. The item templates prompts will begin:
  • For Annual report choose “e periodicals”
  • For Itype, choose ”21 periodicals” or “22 periodicals-no holds”
  • Enter the price of the item
  • Select or type your 4 letter location code
  • Scan or type your barcode
  • Do not enter a call number
  • Add an Internal note (which does not pop up) if you wish.
  • Insert a volume field –Type the issue’s date here.
  • Save & Close the record.

 

Adding/Updating Holding Statement

Finding the Holdings Statement -The Holdings statement will contain a single item record for each library. The call number of these records will contain a “holdings statement” describing the library’s run of that title.

  1. Search for and pull up the bib record by title or ISSN in the “Catalog” function.
  2. Click “Attach New Item”. The item templates prompts will begin:

            o For Annual report choose “e periodicals”

                o For Itype, choose ”2 non circulating”

                o Select or type your 4 letter location code

                o For price, enter “$0.00”, the price of one issue, or your annual subscription cost

                o Do not enter a Barcode, simply click “Next”

                o For call number, use the descriptions listed below.

                o Add an Internal note if you wish.

                o CHANGE THE STATUS FIELD TO “ASK STAFF”

                o Save & Close the record.

Certain magazines are particularly prolific in our systems catalog. Because they have so many items added to them, we have broken them into annual bibliographic level records. Please link the current year’s magazines for the titles listed below to the corresponding bib record. Using the record number as your search strategy will make these records much easier to locate. Please share with data entry staff.

2020 Magazine Bib. Records

Magazine Bib Record #
Business Week 2020 b31007181
Consumer Reports 2020 b31008112
Hudson Valley Magazine 2020 b31009086
National Geographic 2020 b3100572x
New York 2020 b31008136
New Yorker 2020 b31005731
People 2020 b31007247
Sports Illustrated 2020 b31009062
Time 2020 b31005676

You must use a statement from the list below to describe your holdings for each title:

Most Holdings Statements are designed so that they don’t have to be updated, until you break a run of subscription or change the amount of time you keep back issues.

X Years + Current Year – replace “X” with the number of years that you own. Use this if you retain a set number of years of a publication, including the current year.

Current X Months – (replace “X” with the number of months that you own)- Use this if you retain a certain number of months up to the current issue.

Retains X Weeks – (replace “X” with the number of weeks that you own) – Use this if you retain a certain number of weeks to the current issue.

Current X Quarters – (replace “X” with the number of quarters that you own) – Use this if you retain a certain number of quarters up to the current issue.

Current Issue Only – Use this if you retain only the current issue.

May 1880-June 1920 – Use this if you retain a range of dates that are specific and an inclusive run.

May 1880-Current Issue – Use this if you retain from a specific date to the current issue.

If you have multiple formats of the same title, include a separate holdings statement for each format, and include the format label at the head of the call number field:

            Print: Current X Months

            Microfilm: January 1920-June 1980 –