Procedure for Missing Journal Issues
Keep incomplete volumes in the Current Journal's Room
until missing issue is found or three months have passed.
Month 1
Step 1: Enter missing issue's title, volume, number, year, month, and/or
day into two separate excel spreadsheet files; Missing Journal Spreadsheet
and Upgrade Missing Journal Spreadsheet. The Missing Journal Spreadsheet contains
all journal issues currently missing from the library. The Upgrade Missing
Journal Spreadsheet is used to keep track of the process of locating missing issues.
Record the date the missing journal issue was entered in both spreadsheets.
Step 2: Claim issue through Voyager's Serials Check-in Record. Enter the date
the claim was made in the Upgrade Missing Journal Spreadsheet. If the missing
issue was previously claimed by the Voyager system enter
the date of the claim in the Upgrade Missing Journal Spreadsheet.
Step 3: Search for missing issue in EBSCO's Missing Copy Bank the
same day as the claim is made. EBSCO's Missing Copy Bank contains a
list of current back issues available free of charge to EBSCO customers.
Record the date that this step was performed in the Upgrade Missing Journal
Spreadsheet.
If missing issue is received from either the publisher or EBSCO's Missing Copy
Bank, record the date received in the Upgrade Missing Journal Spreadsheet. Delete
missing journal issue from the Missing Journal Spreadsheet.
If publisher can't provide a replacement, or if a copy can't be found
in EBSCO's Missing Copy Bank, proceed to step 4.
Month 2
Step 4: Search Backserv for available serial
issues. Backserv is a list devoted exclusively to the informal exchange
of serial back issues among libraries. This needs to be done several times
since new listings are posted daily. Record the date(s) that the search was
made in the Upgrade Missing Journal Spreadsheet.
If the missing issue is received from Backserv record the date the
issue was received in the Upgrade Missing Journal Spreadsheet. Delete
missing journal issue from the Missing Journal Spreadsheet.
If missing issue can't be provided by the Publisher, EBSCO's Missing Copy
Bank, or Backserv, proceed to step 5.
Month 3
Step 5: Request missing issue(s) from USBE (United States Book Exchange).
USBE is an organization that supplies back issues of serials for a fee.
Record the date the request was made in the Upgrade Missing Journal
Spreadsheet. Try to request several missing issues at once since cost
of shipping is steep.
If missing journal issue is received from USBE, record the date the
issue was received on the Upgrade Missing Journal Spreadsheet.
Delete the missing journal issue from the Missing Journal Spreadsheet.
If the missing issue can't be supplied by USBE proceed to step 6.
Month 3+
Step 6: Bind volume incomplete when locating missing issue was unsuccessful.
Pull incomplete volume from the Current Journal's Room. Incomplete volume will
be sent to the bindery with special instructions to affix a missing note on the spine
label. Enter the date the incomplete volume was sent to bindery on the Upgrade
Missing Journal Spreadsheet.
Step 7: Bindery tickets are printed and given to the Catalogers. Bindery tickets
contain bindery instructions for each journal title sent to the bindery. Special notes
are printed on the tickets to notify the catalogers which volumes are bound incomplete.
Catalogers then create an item record for the incomplete volume indicating what issues are
missing. Catalogers also create a public note on the mfhd . This note will appear
in OPAC to inform patrons that a particular volume is incomplete.
Step 8: When the incomplete volume returns from bindery enter the return date on
the Upgrade Missing Journal Spreadsheet.
***When a missing issue is found after the incomplete volume has been bound,
rebind volume to include the missing issue.
Don't delete missing journal issue from the Missing Journal Spreadsheet until
the issue is received. Missing issues listed in the Upgrade Missing Journal Spreadsheet
won't be deleted even though missing issue was received. The information is saved
for future references.
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Procedure for Missing Journals author: Barbara Shipman