Adding New Journal Issues to an Existing Bibliographic Record A tutorial for librarians who use Agent-Verso by Jennifer Carless

Unlike adding a new bibliographic record, adding new issues of a journal or serial can be done by any librarian or library staff.

However, similar to the requirements for adding a new record, the librarian or staff member following these instructions must use his/her staff login. These instructions cannot be followed if the librarian is logged in as a user.

Before getting started, have the journals or magazines in front of you, that need to be entered. Assign them barcodes, and affix barcode and call number labels.

Also, be certain that a bibliographic record for the serial exists – for any campus. If it does not exist, please refer that title to your library director, so the bib record can be added to the database. If it does exist, but not for YOUR campus, again – please refer that title to your library director, so the subscription can be added to the database.

If your campus subscription has been added to the database, your campus will appear in the list of locations on the Checkin Issue screen. If you have previously added journal issues in a different way, and you do NOT see your campus listed as a subscription location on the Checkin Issue screen, then please refer that title to your Library Director, so that the subscription may properly be added to the Autographics database.

If you are a Library Director, and you need to append your campus to the journal bib record in Autographics, please refer to the tutorial: Adding a Journal Subscription to the Autographics Database for Your Campus.

All right then, let’s get started! Log in using your Staff ID login, and go to the Search screen.

Be certain that the box next to “KES Library Catalog” IS CHECKED. Be certain that the box next to “Z39-50” is NOT CHECKED.

Search for the journal by title. If a journal name begins “Journal of,” then you must include that part, to bring up the right record. Select “Journal Title” from the drop down menu and click Search.

From the results screen, click on the journal title.

In the Item Record, click “Serials Checkin.” (Scroll down the page, if necessary, to find this button.)

If the predicted dates are displaying correctly, the screen looks like this. If this is the case, choose the matching date for your issue copy, and click “Checkin issue” to proceed.

On the next screen, verify that the information displayed is correct. If it is not correct, you may simply change the information given to the correct information.

Then, scroll down the screen, until you find the Checkin information for your campus.

This is what a Checkin screen for more than one campus looks like.

Just enter the barcode, click the radial for “Checkin,” and click SUBMIT. (Be sure you are entering only for YOUR campus!)

If the dates on the List Issue Checkin screen look like this: Don’t panic!

Or like this: Don’t panic!

Simply click “Checkin Issue,” erase the data that already appears on the Checkin screen and replace it with the correct data. It will be fine.

Remember to scroll down, enter the barcode, click the radial for “Checkin,” and click SUBMIT.

Be ABSOLUTELY SURE that you have clicked the radial field next to “Checkin,” as shown on the previous screen, before clicking SUBMIT. The screen below will appear. After verifying the information below, you may close this screen OR click “Continue” to check in another issue of this same journal.

All finished!

This tutorial was created on June 15, 2009 and revised on July 7, 2009 by Jennifer Carless, Library Director for Keiser University’s Orlando campus.