The Manual kardex will soon close. Details are below:
Effective September 2004, the current manual Kardex will no longer be
used for the on-going check-in and management of the currently received
print journals at Gerstein. As preparation for closing and moving it the
following plans/procedures are in place:
1. The kardex is being reduced in size by an estimated 40-50% by:
• pulling cards for closed/cancelled pre 1996 titles.
• moving the remaining cards back to fill drawers after completion of
the initial pull.
2. The remaining cards will be retained in a kardex format, at least in
the short term, to better facilitate use by staff for procedures
involved with binding, resource sharing and SIRSI serials check-in.
3. The Kardex will re relocated to the empty desk opposite Bonnie
Horne’s office in the Access & Information area.
4. The “Old Kardex” cards plus outdated cards for “straight to stacks”
titles will be kept as separate (non kardex) files for staff use.
5. As binding information (status of specific volumes/issues) is a major
focus, it was determined that binding information would be added to the
record of individual titles. This will be handled through using the Marc
866 field for the creation of a note as titles are prepared for binding
on a bi-weekly basis and editing this note upon return from binding. The
information entered via the SIRSI serials module will thus be available
both to staff (work flows and opac) and patrons (as notes in the
catalogue record in the opac). This will begin with the August shipment
(using both old and new procedures) and with new only, to begin in
September 2004.
6. Retention and access to information on supplements to journal titles
is another important aspect of the existing kardex records. As such,
check-in of supplements received will be handled electronically through
the SIRSI serials module as follows:
• Infrequent supplements will be checked-in as special issues
• Separate controls for more substantial supplements will be created as
appropriate.
• When supplements are very substantial ( regular , numbered etc.) the
serials cataloguer will also be consulted and given the option of
separately cataloguing the supplements of a given title.
Thanks.
Sylvia Newman
Periodicals Librarian