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Charles B. Sears Law Library University at Buffalo School of Law

Loose-leaf Titles


Loose-leaf Binders

  1. Determine if the item is:
    1. Loose-leaf format (finite, no intent to update)
      • Catalog per cataloging rules and MARC21 standards for Monographs or Continuing Resources, as appropriate
    2. Updating loose-leaf publication
    3. Note about circulation status:

      All updating loose-leaf publication items that meet these criteria will circulate for 7 days:
      1. Are currently received (open order)
      2. Are not located in a special location
      3. Are not local codes or large loose-leaf service sets with transfer binders or bound volumes.

      HOL: Fixed field 008(06) = 4 (currently received)
      Fixed field 008(12) = 5 (retained until replaced by cumulation, replacement volume, or revision)
      ITEM: Item Status = 08

  2. Special handling of subsequent editions
    1. When a new edition is received, check Acquisitions module for an open order record on the previous edition.
      • If there is no open order, give to Head of Collection Management for order work.
      • If there is an open order, move the order record from the previous to the new edition's bibliographic record. Update or delete any call number or year data in the order record as needed.
    2. Once the open order record has been moved, Arrive the new item on this record.
    3. Catalog and end process the new edition as normal. Be sure to include the SER field as needed.
    4. Pull previous editions for withdrawal, with the exception of New York State titles, which will be bound.

Loose-leaf Titles to be Bound (New York State only)

When loose-leaf title is complete, signaled by receipt of a new edition of title:

HOL: Fixed field 008(06) = 2 (received and complete or ceased)
  852 subfield c = GEN
ITEM: Item Status = 01
Head of Cataloging will prepare it for bindery according to the following:
  • Insert a sheet at the front of each piece saying it ceased, along with the last release date.
  • Re-use existing item records in Aleph.
  • Discard binders (do NOT count).

Canceled Titles

All canceled loose-leaf titles will be withdrawn, except for New York State titles, which will be bound. Head of Cataloging will prepare it for bindery according to the following:
  • Insert a sheet at the front of each piece saying it was canceled, along with the last release date.
  • Re-use existing item records in Aleph.
  • Discard binders (do NOT count).

 

Content last updated: em, 11/16