1.

Serials control

Importance
Compliance


NB: This section covers ongoing control of serials, i.e. check-in, claiming, routing and binding. Bibliographic record creation for serials is covered in 2 above; ordering, subscription control, invoicing and fund maintenance is covered in 5 above



General





The system must provide for ongoing control of serial issues with regard to:


R1


check-in


R2


claiming


R3


routing


R4


binding


R5


The system must allow for site-specific check-in, displaying only ‘their’ issues for check-in




It must be possible to access directly the following information attached to a serial title:


R6


receipt details


R7


claims details


R8


routing details


R9


binding details


R10


invoice details


R11


The system must display latest issue information on the OPAC and update serial holdings data automatically



Check-in





The system must:




allow access to serial records by the following keys:


R12


title


R13


ISSN


R14


issue barcode


R15


offer the option to show several expected/outstanding issues as well as just the next expected issue


R16


allow the creation of free-text notes at both title and issue level


R17


display notes at point of check-in


R18


allow for check-in of non-standard issues, including:


R19


supplements


R20


special issues


R21


parts received out of sequence


R22


combined and double-numbered issues


R23


duplicates


R24


indexes


R25


allow staff to ‘unreceive’ an issue receipted in error


R26


alert staff to gaps in receipted issues at point of check-in



Prediction of issues





The system must:


R27


provide the facility to predict a wide range of publication patterns in terms of number of issues per week, per month, per year or over several years (biennial, triennial etc)


R28


allow patterns to support irregular but predictable publications such as combined issues, supplements and indexes


R29


handle irregular and unpredictable publications


R30


allow for changing the prediction pattern within a subscription year


R31


allow for stopping or suspending prediction for an individual title


R32


accommodate delays of any duration between nominal and actual date of publication


R33


support at least four levels of enumeration


R34


allow any combination of numeric, alphanumeric or date descriptors


R35


allow for volumes commencing at any time during the year


R36


allow for volumes covering more than one year


R37


allow for multiple volumes within a year


R38


allow for both continuous and restart issue numbering within volumes


R39


provide the option either to require a subscription renewal before parts are predicted for the next subscription period, or to allow subscriptions/predictions to roll over without manual intervention



Claiming





The system must:


R40


generate claims based on predicted expected issue date together with library-defined claim period (by title or supplier)


R41


allow prior review of claims by staff


R42


generate claims for skipped issues automatically on receipt of subsequent issues


R43


allow for linking to e-mail/fax functions for sending of claims by these methods rather than print/EDI


R44


allow for supplier reports to be added to issues claimed; amendment of delivery date should reset the claims cycle


R45


Claim formats and claim messages must be library-defined



Routing





The system must:


R46


allow the creation and maintenance of routing lists for specific copies of individual titles using the borrower file


R47


allow lists of titles/recipients to be edited on an individual or global basis


R48


alert staff to a routing list at check-in


R49


allow printing of routing lists at check-in, either on an individual basis or at the end of a check-in session


R50


alert staff to routed issues not returned


R51


Format of routing slips must be library-defined



Binding control





The system must:


R52


flag and identify items ready for binding according to library-defined requirements


R53


hold binder details and instructions


R54


record items at binding (issue, return, overdue)


R55


offer financial controls for binding