Serials/Journals

Recording retentions for serials is very similar to recording retentions for monographs. The 583 is used with an additional normalized holdings statement in a subfield ‘3’. For EAST, these will almost always be closed holdings, as libraries commit only to what they currently own. These holdings ranges may be extended at any time if the library so desires.  A breakdown of the marc 583 for EAST serials/journals is below. A single "committed to retain" 583 is required.

Example:

583 1b |a committed to retain |c 20160630 |d 20310630 |f EAST |3 v.1-V.50 (1951-2005) |u http://eastlibraries.org/retained-materials |5 MeWC

If a library is also doing validation of serials holdings, two additional 583s** may be used to record this information. These have the subfield ‘a’ of ‘condition reviewed’ or ‘completeness reviewed’. While validation is not required, most EAST Serials and Journals Partners have expressed a desire to do volume level validation of holdings before assigning retention commitments. This can be recorded in the subfield ‘i’ using either ‘volume-level’, issue-level’ or ‘page-level’ depending on the level of validation conducted. Subfield ‘l’, status, may also be used to note problems, e.g. gaps. See the preferred print archiving terms in the Shared Print Actions: Terminology for MARC 21 Field 583 (SPA), and note this terminology is used by including a subfield ‘2’ of spa . Use the ‡z Public Note to specify the physical units for which condition or completeness problems have been identified. 

See also the Slides and Recording of the 'Recording Serials and Journals' webinar.

Here is a sample for a Colby College journal, committed to retain and with volume level validation done, and condition reviewed:

583 1b |a committed to retain |c 20160630 |d 20310630 |f EAST |3 v.1-v.50 (1951-2005) |u http://eastlibraries.org/retained-materials |5 MeWC

583 1b |a completeness reviewed |c 20181101 |f EAST |3 v.1-v.50 (1951-2005) |i volume-level |l missing volumes |z missing v.6-v.7 (1959-1960) |2 spa |5 MeWC
583 1b |a condition reviewed |c 20181101 |f EAST |3 v.1-v.6, v.8-v.50 (1951-1959, 1961-2005) |i volume-level |l v.1-v.2 tight bindings |5 MeWC

Here is a sample of a Completeness Reviewed 583 from the OCLC guidelines where the material is a reprint:

583 1b ‡3 v.1-v.50 (1951-2005) ‡a completeness reviewed ‡c 20110101 ‡f WEST  ‡i issue-level  ‡l reprints ‡z reprints v.3-v.5 (1951-1958) ‡2 pda ‡5 AzTeS 

*See list of preferred terms for subfield l when recording condition on p.22-23 of the Shared Print Actions Terminology

Several examples are also available on the OCLC Detailed Metadata Guidelines. 

Note that 2024 the Shared Print Actions Terminology added options for several other 583 subfield a Actions. These include:

• metadata reviewed

• confirmed scarcity

• transferred to optimal storage

Use of these additional fields is encourage but not required.