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Houghton Reading Room and HD Serials:


Houghton Reading Room has three serials rotated to reflect the three most current years.  All Reading Room copies are assigned Library of Congress call numbers.  When new serials come in, the Bibliographic Assistant will update holdings and item records, give the items to end-processing for spine labels and barcodes only, and upon completion, take them down to the Reading Room.  The Bibliographic Assistant is also responsible for removing older years for placement in the Houghton stacks.  Any front matter and binding received with a new issue should be stored in the Bibliographic File, under the LC call number of the journal.

  • The Library
  • The Book Collector
  • Papers of the Bibliographical Society of America

Harvard Library publishes two serials, 4 copies of which Houghton is responsible for archiving at HD.  The Bibliographic Assistant will retain all archival copies until a volume is complete.  Each volume will then be housed in a box and sent to HD as part of the Publications Archive. 

  • Harvard Review
     -  2 issues per year
     -  4 copies of an issue to the Houghton Publications Archive at HD, 1 copy to Houghton stacks, any additional copies give to the Technical Service Librarian.
  • Harvard Library Bulletin
     -  3 issues per year
     -  4 copies of an issue to the Houghton Publications Archive at HD, 1 copy to Houghton Reading Room which remains there.
     -  Regardless of current size, each issue will be assigned the folio prefix (f) due to a size change in the 1980s.
Additional Serials:

All other current serials Houghton receives are processed by the Bibliographic Assistant following the pattern of earlier issues, and sent either to the stacks or to HD.

  • Emily Dickinson International Society Bulletin  --each volume/year gets a prefab, with ownership label for the year attached to the prefab, and tab with the year range on the prefab. Each piece within the prefab gets a spine label only (no ownership label or barcode).
  • Emily Dickinson Journal --upon arrival of a new issue, recall the group box from HD. Pencil in original accession number, followed by vol:num.(year); no other end-processing is required for the piece. Update holdings, add piece to box, and return box to HD.
  • History of Photography –this requires special end-processing for the P&G Arts department.
  • John Updike Review  --upon arrival of a new issue, recall the group box from HD. Pencil in call number, followed by vol:num.(year); no other end-processing required for the piece. Update holdings, add piece to box, and return box to HD.
  • Johnsonian Newsletter
  • The Original British Theatre Directory --Latest edition housed in Theatre Collection Reading Room (HTC-RR on spine label); the rest are sent to HD. Upon arrival of a new edition, send last year's to HD.
  • THS Annual –also with the heading “Annual for ... (Theatre Historical Society (U.S.))”, this run began as a serial record on Hollis no. 000147841. As of 2011, we are cataloging each piece by individual title and assigning separate call numbers.  Be sure each record has a traced series statement reflecting the journal, year, and number.  For example, see Hollis no. 013688852:

490 1 _ $$a Annual / Theatre Historical Society of America ; $$v no. 39, 2012

830 _ 0 $$a Annual (Theatre Historical Society (U.S.)) ; $$v no. 39.

  • Theodore Roosevelt Association Journal --Current 5 years are stored in a Hollinger box on shelf. After 5 years are amassed, send them for a CMI case. Individual issues receive a spine label only; no barcode.
  • ...etc.
Examples and Instructions for accessioning Houghton Reading Room and HD serials:

The Library

  • Go to Hollis Classic.  Locate the journal by performing a title browse under the Journal tab.  Copy the Hollis number and pull it up in Aleph Cataloging Module.
  • Go to the HOU RR holdings first; update holdings to reflect new arrivals.  Create new item records by duplicating from the earlier issues.  Make sure 'Issue' is selected, the order link is present, and the four serial levels are filled in appropriately.
  • Create routing slip for the new item. 
    Example: RR
                   Z671 .L69 Ser. 7: v.13:2 (June 2012)   (if the call number is too long for the form, write in the rest by hand)
                   no accession number/date filled in
                   000133204
                   Check-mark Spine label; leave Plate and Ownership label blank.
                   Under additional Instructions:  Spine label and barcode only.  Please return to Bibliographic Assistant after pasting and counting.

Harvard Review

  • Go to Hollis Classic. Locate the journal by performing a title browse under the Journal tab.  Copy the Hollis number and pull it up in Aleph Cataloging Module.
  • Open the HOU GEN holdings first.  Update holdings to reflect the new copy for Houghton stacks.  Create a new item record by duplicating the previous issue and editing the description.
  • Create routing slip.  If you have a run, create only one slip.
    Example:  no prefix
                   AC9.H2618.992h2  no. 40[-41]^(2011)   (if call number is too long to type, write in the rest by hand)
                   no accession number/date filled in
                   002605196
                   Check-mark Spine label; leave Plate and Ownership label blank.
                   Under additional Instructions:  Spine label and barcode only.  Please return to Bibliographic Assistant after pasting and counting.
  • Open the HOU HD holdings and update to reflect the new items.  This record should remain suppressed so the public will not be able to request archived copies.
  • Copies are sent to HD in CMI boxes. Each CMI box should contain the issues of one year, therefore there will be 8 items in each box.
  • Create an item record for CMI box.  Include the number range and year in the description.  Be sure item record is marked "88" (Suppressed).
  • Create a routing slip for the box and give items to End-Processing.
    Example:

              Temporary barcode: xxxxxx    (this is so end-processors can quickly identify the correct item record needing the barcode)

 
              Publications Archive

AC9.H2618H.B992h2

no.40-41 (2011)


               no accession number/date filled in

002605196

Check-mark Spine Label and Prefab/CMI

Additional Instructions:
                       - Spine label and barcode on CMI case only.

        


Harvard Library Bulletin

  • After pulling up the Bib record in Aleph Cataloging Module, start with the Houghton Reading Room holdings record.  Its designation is HOU RRF because of the previous folio size.
  • Add $$j if the year is incomplete, to indicate the season.  Drop the $$j as soon as the year is complete.
  • Create a routing slip and give to end-processing.
    Example: RR
                   f Z881.H3403 v.23:1/2 (Spring/Summer^2011)   (if call number is too long to type, write in the rest by hand)
                   no accession number/date filled in
                   000132710
                   Check-mark Spine label, leave Plate and Ownership label blank.
                   Additional Instructions:  Spine label and barcode only.  Shelve in Houghton Reading Room.
  • Copies for the Publications Archive are sent to HD in paige boxes.  There are 5 holdings records for HOU HD, some of which are closed.  The active holdings record for all new issues is HOU HD Z881.H3403.  Only use HOU HD AC9.H2618H.B947h if you are filling gaps in the holdings for the original series.  Only use HOU HD AC9.H2618H.B990h if you are filling gaps in the holdings for the new series.  Use HOU HD Z881.H3403 for issues dated 2010 or later.  (The journal was recently re-classed to Library of Congress classification).
  • Retain copies in one location until the year is complete.  There are 3 issues per year, but occasionally two of them are combined in one volume. 
  • Create an item record for the paige box.  Include volumes and year range in the description.  Be sure item record is marked "88" (Suppressed).
  • Create a routing slip for the box, with the following instructions:

               Temporary barcode: xxxxxx    (this is so end-processors can quickly identify the correct item record needing the barcode)
               Houghton Publications Archive
               no accession number/date filled in
               000132710
               Additional Instructions:
                       -  Requires a box label and a barcode.
                       -  Barcode should replace the 'dummy' barcode listed above
                       -  Use the broadside label template to create a box label, reading:
                                      Houghton Publications Archive
                                            Harvard Library Bulletin
                                         v. x - x (year range)
                                             Houghton Library 

                       -  Stabilize the books with packing paper.

  

Papers of the Bibliographical Society of America

  • This serial has a supplement titled The Bibliographical Society of America: List of Members and Annual Reports.  This list used to be included in the December issue, but is now published as a supplement.  Include it with the rest of the issues for that year.
  • Houghton has 3 active holdings: HOU-RR, HOU-GEN (we have one HRef copy for v.79:3), and HOU-HOULC (destination of all copies after they are no longer 3 years current).  Use only HOU-RR and HOU-HOULC.

 



 

 

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