Libraries Policies: Cataloging Policies
Incomplete Serial Volumes
In order to make materials accessible to patrons, serial volumes, whether complete or incomplete, are bound or otherwise prepared for permanent storage in a timely manner, and made easily accessible to library users by placing them on shelves in the appropriate public areas.
Holding incomplete unbound volumes in non-public areas is contrary to Libraries policy. (Note that this refers to static housing of materials. Unbound volumes that are being actively worked on may be temporarily located to non-public locations.)
- Notification of Missing Issues
When journal volumes are scheduled to be bound, the holding location collates them to determine if any issues are missing, and notifies Serials Acquisitions of any missing issues via the standard purchase request form.
- Missing vs Never Received
The Serials Department distinguishes between issues never received and issues once received but now missing, but this distinction is irrelevant to the holding locations.
- Reasonable Effort to Replace Issues
The Serials Department follows its written procedures and makes every reasonable attempt to secure replacements for missing issues. "Reasonable" consists of:
- Two claim attempts, unless time limit has expired
- Order from the source, unless declared out of print
- Order from out-of-print vendor, with usual time limit of six months
- Investigate feasibility of securing through ILL, within statutory limitations
- If replacement copies have not been secured by A-D within 9 - 12 months, further attempts are unlikely to be cost effective. Because of some variation among disciplines, decisions to discontinue replacement attempts are made on a case-by-case basis.
- Decision to Bind Incomplete
A decision to bind incomplete or choose alternate means of making journal volumes available is made when steps in #4 above have been unsuccessful, or when missing issues are 5 or more years old (subject to variation among disciplines)
- Alternatives to Binding Incomplete
Journals for which missing issues cannot be obtained must be made easily accessible to library patrons. Binding incomplete is one option. Alternatives to binding incomplete are:
- Retain on shelf unbound. Unbound volumes may receive a form of temporary "binding", or may be housed in boxes.
- Purchase microform replacements.
- Partial Replacement
Having isolated years of microform copies as part of a hardcopy run is less convenient to users than total microform replacement of the journal, but if a journal is not frequently subject to missing issues, it may be the best solution.
- Replacement of full run, or all future
If a journal frequently has missing issues, it may be better to purchase microform volumes in lieu of binding either for the entire title, or for all future volumes. (see MICROFORMS IN LIEU OF BINDING)
- Debinding Previously Bound Volumes
Generally, volumes previously bound incomplete are not unbound to insert issues missing at the time of binding. Decisions about appropriate binding steps are made on a case-by-case basis by the Head of the Preservation Department.
Related documents: Microforms in Lieu of Binding
Additional Descriptors: Binding Short; Replacement Issues for Serials