Latest Volume in Reference

[   Introduction  |    Procedures  |    Second Latest Volume and Other Arrangements  |    Example  |    Table of Contents (Location-specific Guidelines)  |    Table of Contents (Top)]

Introduction

At Queen's, at least in Stauffer Reference and Engineering/Science Reference, there are a number of reference tools where the latest, most up-to-date volumes are kept in Reference, and the older volumes are transferred to the stacks as the newer volumes are received. This is most likely to be done with directories or handbooks of current information.

Please note that this procedure should not be used if you only think we will be receiving updated volumes. Reference has been requested to order material of this type through the Serials Unit so that it can be set up properly. If you encounter any records for materials that appear to be of the "latest in Reference" type, but are not set up with the appropriate locations and messages, please check with the Serials Librarian to see whether this method should be used. It would not be used if a new editions appears only at quite long intervals.

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Procedures

1. In the |b subfield of the 852 field on the Holdings record, assign the location code for the stacks in the appropriate library.
2. Add a |z note after the call number in the 852, to indicate the location of the latest volume. The most common note is: "Latest volume shelved in: Stauffer Library - REFERENCE". If necessary, add any further information for staff in a |x note in the 852.
3. On the Item record for the latest volume, add the temporary location of the appropriate Reference collection (e.g. Stauffer Ref), and change the Item Type to ref.

When a new volume arrives, it will be given the above treatment. The Item record for what is now the second latest volume will have its Temporary Location deleted and Item Type re-changed in the location, so that the information in the catalogue is as current as possible.

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Second Latest Volume and Other Arrangements

In some cases variations on the Latest in Reference pattern have been established for particular titles. For instance, more than one volume of a serial may be affected.

Since there are two main Reference areas, Stauffer and Engineering/Science, reference tools can be shared between them. In some instances, the latest volume of a reference work is kept in Stauffer Reference, and the second latest volume is held by Engineering/Science Reference. However, as more reference information becomes available online, this practice is becoming less common.

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Example

A record which still contains examples of this procedure is Bib645100, Canadian Almanac and Directory. The attached Holding 776630 contains an example of the procedure described above for Stauffer Reference. Holding 776626 provides an example of a note for "Latest only retained" for the Education Library.

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Section 10, Subsection Rf, Part vl
Created March 31, 1998 by E. Read
Revised June 4, 2004 by D. Rutherford

Page maintained by Elizabeth A. Read, readel@queensu.ca. Created: 31/03/1998 21-Jun-2004 12:22 PM