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There are instances where staff outside of the Cataloging & Metadata Services department will need to create and record call numbers for serials, such as when receiving new journal issues or when collating issues for binding. These instructions are intended to assist non-C&MS staff with formulating call number numbers for serials items as well as how to record those call numbers in Alma.
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In cataloging, serials are titles that are issued in successive parts and have no predetermined end (such as journals and magazines, newspapers, and monographic series). A periodical is a type of serial, and the word is often used to mean magazines and journals, collectively. The library's Acquisitions department uses the terms "serial" and "periodical" in a slightly different way; they are used with PO lines to specify how an order should be handled be Acquisitions staff. In these instructions, serial will be used in the cataloging sense and not restricted to the "serial" order type.
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- The base call number indicates the serial's subject matter and is shared by all issues. The base call number should be consistent for all shelf locations. For example, if a journal has holdings in STACKS, WRC, and LSC, the base call number should be the same in all three locations.
- Enumeration is how the issues are numbered. Frequently the enumeration consists of a volume number and issue number, with each volume comprised of multiple issues.
- The chronology Chronology specifies the date designation of the issue. Frequently this consists of the year and month.
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How to edit holding records for serials
Editing holdings records when receiving new issues
For serials, holdings records tell us which issues we should have and where they are shelved. This section is included on this page because holdings records and item records are closely linked; the holdings record should accurately summarize the items that are held in that specific location and provide valuable information about the disposition of items.
Editing holdings records when receiving new issues
When new issues are received, the holdings records should be updated to reflect the additions. In most cases, adding a new issue only requires minor editing of the holdings record. Here is an example of how a holdings record would be updated upon receipt of a new issue (volume 47, 2025):
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When items are bound, it is usually not necessary to edit the holdings record because the issues we own have do not change. Only the way the issues are grouped changes, and this information is recorded in the item record. However, here are some exceptions:
- The holdings record is not up to date. It is good practice to verify that the issues being collated for binding have been recorded in the holdings record. If issues are missing, add them to the holdings record.
- The bound volume is missing material (in other words, it is incomplete). The best time record missing material is when issues are being collated for binding because the issues are readily at hand. Check the holdings record to verify that missing issues have been noted. See below for more information about incomplete bound volumes.
- Bound volumes are shelved in a different shelf location than unbound issues. In these instances, update the holdings records for both locations to reflect the move. The holdings record for each location should accurately summarize what material is being held at that location. If a holdings record does not yet exist for the destination location (for example, if bound issues should be sent to the LSC but an LSC holdings record has not be been created), notify C&MS to create one.
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When items are moved from one location to another (such as PER-3RD to STACKS, or STACKS to LSC) the holdings records for both locations should be updated to reflect the move. The holdings record for each location should accurately summarize what material is being held at that location. If a holdings record does not yet exist for the destination location (for example, if bound issues should be sent to the LSC but an LSC holdings record has not be been created), notify C&MS to create one. ( Yes, this is repeated information from the previous section.)
How to record call numbers in item records
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Many of the call numbers we use for serials do not follow the standard call number structure due to a variety of reasons. When formulating a call number for an issue, the most important rule to follow is BE CONSISTENT and follow the format that was used with previous issues, even if the format does not follow current practice. The only exception to the BE CONSISTENT rule is when the publication changes its enumeration or chronology (for example, if the title changes from having volume numbers and year desginations designations to only having years). In these cases, the issue should be given to C&MS staff to review.
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| Field | Description | Examples |
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| Enumeration A | The primary (broader) level of numbering. Also use this field if there is only one level of numbering. Enter the number only–-do not include captions. For all fields: Ranges are indicated with slashes (for issues published together) or hyphens (for issues later bound together). If a bound volume contains issues published together as well as other issues, only use a hyphen. |
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| Enumeration B | The secondary (narrower) level of numbering. Leave this field empty if there is only one level of numbering. Enter the number only–do not include captions. |
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| Chronology I | The primary (broader) level of chronology, usually the year. |
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| Chronology J | The secondary (narrower) level of chronology, usually the month or season. Leave this field empty if there is only one level of chronology. |
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| Description | This field is printed on the spine label immediately after the base call number, so include captions. Be consistent and format the description to include the same levels of enumeration and chronology and the same captions as previous issues or bound volumes. Follow the input convention rules above to format this field. Note: The description does not have to include all elements from the enumeration and chronology fields. |
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