In order to place a title under serial control, it must first have a title record in the SirsiDynix Symphony catalog. This title record may contain full descriptive text information or only a title. Once a title record exists, the receipt of each copy of each issue of the title can be monitored through the serial control processes.

The first step of the serial control process is establishing a control record for the title. The control record acts as a link between the title in the catalog and any issues received for that title. Part of the check in process can update the title with new volumes and copies and/or update the bibliographic description with a latest issues note. The control record may contain notes about subscription and binding cycles.

Each time an issue is checked in, the receipt date, numeration, and name are automatically recorded in the receipt file. Each receipt record is linked to a control record by its control ID. You can create individual prediction records containing the predicted numeration, name, and expected receipt date of future issues, or generate batches of prediction records following a specified name, numeration, and calendar pattern in a control record. By viewing the receipt records on the Received tab of a serial control record, you can see the whole history of issues received by the library.

If prediction records predicting future issues are created, then the receipt of issues is easy. Since SirsiDynix Symphony is already expecting particular issues, you can record the receipt of an expected issue with a single keystroke. The same receipt process allows unexpected issues to be received.

If no prediction patterns are entered in the control record and no receipt records are generated, then the receipt of issues simply requires you to type the numeration and name of the issue being checked in and the number of copies received.

Reports generate claim notices for missing issues. Electronic (EDI) claims can be sent if your vendor record is configured with the EDI address information. You can specify the claim reason in the prediction record on the Expected tab, or SirsiDynix Symphony can supply a default claim reason. The vendor name in the linked control record contains the address to which claims are to be sent. The claim record displayed on the Claimed Tab of the control record retains the number of claims made and the date of the most recent claim notice.

A routing list for each copy can be established and maintained through the control and routing records.

Why do I need serial control records?

It is important to maintain serial control records for the following reasons.

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Serial control records contain publication pattern information so that SirsiDynix Symphony can predict issues.

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Serial control records link to either the Order record or Vendor record to help the library automate the claiming process.

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Serial control records keep track of what you have received and can display this information to staff and patrons.

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Serial control records provide e-Library display options.

What do I need to know before placing titles under serial control?

To place a title under serial control, it must first have a title record in the catalog. This title record may contain full descriptive text information or only a brief title. The title record should have the format set to SERIAL so that the Frequency Code fixed field will appear. Once a title record exists, the receipt of each copy of each issue for the title can be monitored through various serial control processes.

For more detailed information, go to Setting Up Serial Control Titles.

Can I link serial control records to orders or vendors, so that order/vendor data is updated as issues are checked in?

Yes. In fact, in order to generate claims for missing serial issues, the serial control record must be linked to either an order or a vendor. To find out more, go to Linking Controls to Either Orders or Vendors.

Can we rollover vendor fiscal cycles in serial control records?

Yes. The Rollover Vendor Cycles in Serial Control Records Report provides the ability to automatically rollover vendor information links in serial control records. This report can assist sites with their serial claiming functions when claims span vendor fiscal cycles.

The Rollover Vendor Cycles in Serial Control Records report updates vendor cycle links in serial control records from a specified fiscal period to a new fiscal cycle. Typically, this report would be run once a year.

What do I need to know about checking in serial issues?

Prediction patterns can be established in the serial control record, and prediction records can be created so that, as serial issues are received, you can automatically check in new issues, distribute copies, update MARC holdings records, update the e-Library display, print routing lists, and create claim records, if necessary. You can also receive irregular serial issues, supplements, special issues, and more.

For more information about checking in serial issues, see FAQs: Checking in Issues of a Serial.

How do we create predictive patterns for receiving serial issues?

SirsiDynix Symphony provides default pattern information for common publication patterns. These default patterns are based on the Fixed Field Frequency Code in the bibliographic record. You can adjust the pattern information for specific titles, or create custom pattern templates, if needed. For more information, see the Patterns Tab topic and FAQs: Creating and Modifying Publication Patterns.

What are serial distributions?

Through distributions, one centralized processing unit may check in issues for other libraries. You may also create distribution records for different locations within the same library.

The serial distribution record, or holding code if the library is not configured to use distributions, is used in the management of many aspects of individual issues. The following types of information are controlled by the distribution record or holding code.

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Creation of call number and item record on issue receipt

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Creation of MARC holdings entries

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Printing routing lists

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Updating 599 Recently Arrived note entries

For more information, see Using Distributions.

How do received serial issues display in the e-Library?

A serial control record may be created or modified so that when items are checked in MARC holdings records will be created for display in the catalog. Also, the Recently Arrived entry (599) in the bibliographic record can be updated to display a pre-determined number of issues for each serial distribution.

For detailed information, see the OPAC Display Tab topic and FAQs: Serial Records in the e-Library Display.

Can we control which libraries view or modify our serial control records?

Yes. Multilibrary or consortium sites may want to control which libraries can modify their control records, and even which libraries can view the control records. See FAQs: Understanding Serial Display and Maintenance Libraries for more information.

What do I need to know about claiming missing serial issues?

A claim is a demand for a title, for issues, or for copies of an issue made by a library to the jobber or vendor responsible for a subscription. Claiming an issue is based on the fact that a prediction record exists for an issue that, for some specified claim reason, was not received by the library through the serial control receipt process.

Serial claim records are created from prediction records. Predictions that are late and subsequent claims may be marked automatically for claiming using the Prediction As Late (Issuelate) report under the Serial Group of reports. For more information about claim records, see the Claim Records topic. Serial claim notices are generated through reports. Additionally, electronic claims (EDI) can be generated. Usually a claim is in the form of a letter detailing the required vendor response.

For detailed information about creating serial claims, see FAQs: Claiming Serials. For information about EDI claiming, see FAQs: Working with EDI and Reports.

What do I need to know before setting up serial routings?

Any title to be routed must have a serial control record. A routing list can be maintained for each copy of an issue received. A routing list specifies individuals to whom you should route a specific serial issue copy when it arrives. A routing record contains information about a particular user who should see the issue copy. Routing records for an issue’s table of contents may also be created. A routing list is made up of one or more routing records. For more information about routing records, see the Routing Records topic.

For detailed information about creating serial routings, see FAQs: Creating and Modifying Routings

How is the reports module used by serial control?

The Serial Group of reports assists in the maintenance of periodical publications that are received on a subscription or on some other regular basis. Serial reports accomplish the following tasks.

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Count and list information about predictions, control records, routings, and vendors

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Manage the receipt and claiming of serials issues

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Update MARC holdings from the serial control links

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Provide tools to assist in the routing of periodical issues and Tables of Contents

To view a list of serial control reports and descriptions about how they are used, go to Serial Group Reports.

What policies need to be in place before using the Serial Control module?

Serial control policies are used to create and modify pattern templates used for receiving serials, gather statistics about control records, and track claims and claim responses.

To see a list of serial control policies and descriptions about how they are used, go to Serial Control Configuration Wizards.

Some serial control policy values are required. To view a list of standard serial control policies, go to Delivered Serial Control Policy Values.