Serials Check-in in the library automatic databases by Millennium System in Serials Control Module

1. Serials Check-in in the library automatic
databases by Millennium System in
Serials Control Module
Chutikarn
Butprom
Serials Check-in in automatic library system
databases of INNOPAC Millennium version in Serials
Control Module is the recording process for serial check-in
the new journals in databases. Each check-in record
contains information about name of series, imprint etc.
Each check-in record is attached to a single bibliographic
record which contains the name of series imprint etc.
(note that each bibliographic record may have many
check-in records attached)
Diagram for Creating Check-in Card
Bibliographi
c Record
Check-in Check-in Check-in
Record Record Record
Check-in Check-in Check-in
Card Card Card
Logging in serials Check-in by Millennium in
Serials Control Module
1. Turn on computer
2. Double click at Millennium Icon for open
Innovative Millennium.pif
program

2. 2
3. Enter username and password for Login to program
Clic
k
4. When you are enter to main menu, enter Initials and
Password. The picture as illustrated below.
Cli
ck
Note: If you quit after you have finished, click Admin on
Menu bar, after that click Clear initials. System will be
logout of program. Picture are illustrated below.
Clic
k

3. 3
Serials Check-in
1. Click Serials Check-in on Navigation Bar. The picture
is shown in this picture.
1.3 Type journal’s
name, select s
1.1 JOURNAL TITLE or
Click type ISSN in text
Soil science 1.4 Click
Search
1.2 Click Drop down
and select s
JOURNAL TITLE or I
When the display appear the name of serials Check-in,
check Cover date on journal compare with any issue box,
and then Check- in
2.2 Click
Check in
2.1 Click
select
issue box
3. Program will record automatically serial check-in, and
change EXPECTED to ARRIVED, change Expected date

4. 4
to transaction date and then the number of journals issue
will be appear on display . For example as shown in this
picture.
4. After you got finished, for serial check-in in library
database, please click Save on icon bar, after that click
close on icon bar for back to first page to starting the
next new serials check-in.
From Check – in Card display, the other
function as illustrated below.

5. 5
Function
button
Definition of the other Function on Chick-in
display
 Card = open or using check-in card
 Summary = back to summary data page about
the status of check-in card. Summary device into:
- RECORD NUMBER = There are serial number
of journal (C following 7 numberings.
- Location = location box contains library
code.
- IDENTITY = Identity contains the list of
journal data in check-in card such as cover
date.
- STATUS = Status of check-in card contains
current, filled, unused
- FREQUENCY
 Record = Check-in Record contains fixed length
field such as
- LABEL TYPE data record about lapel spine
code on journal
- SCODE1 = data record about journal index (–
= NO INDEXING, I = INDEXING
- SCODE2 = data record about journal
supplier (- = no identify data c, Complement
s = Subscribe, e = Exchange)

6. 6
- COPIES = data record about copy of journal
(normally 1:225 copy)
- CLAIMON = data record about cover
- LOCATION = data record about code of
library’s name
- RLOC Received location = data record about
institute code who are receive journal such as
a Agriculture, c Acquisition
- VENDOR = data record about code of book
store
- SCODE4 = journal data do not have code for
record
- UCDPNT device into:
z Do not count
- Do not count
i Increment
p Prompt
- PCOUNT piece count = data record about
issue number of journal
 Holdings = open or adjust journal list in
library’s check-in card
 Routing= open or use journal cycle
 Bib-Level Holds = open or adjust bibliographic
record

7. 7
Registering journal Issue, Index Issue,
Supplement Issue
Apart from annual printing, the journal will be printed
in issue box. Before to register, journal must be specified
the parameter, and created issue box. This procedure
contains :
1. Open Check-in card for add or insert issue box,
slide the cursor to the issue box closer up to the
insert issue box.
1.1
right
click
and
1.2 select select
edit Card Card
Menu
2. Template will be appeared, select type of journal
for add issue box,following:
Original journal click Issues
 Supplement, Special, click at Supplements
 Index issue click Indexes
2.1 The procedure of index journal to specify
parameter and creating the adding issue box are
shown in this picture.

8. 8
Click
2.2 The message will be appeared on template.
You can create caption and pattern for index journal.
Clic
k
٢.٣ The display will be appeared Simple
template for record parameter which involved Click Drop
the indexes
down
journal such as frequency, numbering continuity
select r
Restart if
new
Click Drop down arrange the
select Frequency of issue,
journal select

9. 9
The message
will appear on
Opac display
Clic
k
Click Advanced for specify to display or not display the
cover date, volume and issue number in issue box on
OPAC display such as not show year or mount on display
but show v.and/or no. in front of volume and /or issue
number. For example are shown in this picture.
Click √ on
Opac Display
cover date
data in Issue
box on Opac Click
display Drop
Automatic
จะ down for
claim date, select
number of Levels,
issue to do not over
page making
for a book Click
number of ok
each issue on will return to Serial Check-in page. Slide the
2.5 Program
cursor into the box which want to insert boxes and
following this procedure.
2.5.2 select Insert 2.5.1
Index boxes Right
before Selected click for
open
instruct
ion set,

10. 10
4.5 The template will be appeared for record data
which involved index journal into specify text box.
For example as illustrated below.
4.5.1 add amount of
insert box
4.5.2 add
cover date
4.5.3 add expected
date
4.5.4 add
volume
add Issue
number
Click Drop down
select A ARRIVED
Enter
amount of
issue receive
Click
ok
4.6 Back to serials check-in display. The register index
issue will be inserted in original issue box, but in the
upper left corner of issue box will be appear I.

11. 11
Note: Creating issue box for Supplement Issue or Special
issue, the procedure is the same of creating issue box of
index issue.
Adding issue box in check-in card
If the issue box is full, the box for register will be
created. The procedure as show below.
1. open Check –in card which want to add issue box.
1.3 select
1.1 Click
Extrapolate
all issue
Boxes
box of
Volume

12. 12
1.2 right
click to
open
instructio
n set,
From above sample, the adding issue box can
select follow as type of journal.
 Extrapolate Boxes
 Add Issue Boxes at End of Card
 Add Supplement Boxes at End of Card
 Add Index Boxes at End of Card
2. The template which inform volume and issue
number, cover date of next issue will be appearing.
Enter the number of Extrapolate in number of time
such as if creating 1 volume to enter 1 and click ok,
for example as illustrated below.
2. Enter the
Automatic number of
system Extrapolate
will add Automatic
volume system will
and issue add cover
number of date the next
Automati
c system
will add
expected

13. 13
2.2
Click ok
3. Program will add box follow as issue in each
volume. for example are show in this picture.
Creating Check-in Cards
In case of check-in card have been full registered up
to 84 box. The check-in card will be created. The
procedure of creating check-in card as below.
1. Open Check-in card of journal which want to
created card. The picture as illustrate below.
1.1 enter journal
name in text box
1.2 Click
Search
1.3 Click journal name which
want to add Check – in card
1.4 Click
Select

14. 14
1.5 Click
2. Check in record will be appeared on display, to
specify the fixed length
Field which involved administration of journal by code in
the program.
2.1 Click
Next
2.2 Click NO
INDEXING or
INDEXING
2.3
Click ok
2.5 Click 2.4 Save Note
Next

15. 15
3. Simple template will be appeared, save the initial
parameter of issue box from the full check-in card.
Click drop
down
select C
Add number of
issue boxes in
card
Cli
Click drop
down select
frequency
Starting
Starting Cover
Volume
Add starting
จะปรากฏ
transaction
Starting
date drop
Click
Issue
number down select
c Continue
Add
or r Restart
Issues Automatic
per days before
claim
Automatic
unit of
Clic binding
k Automa
tic
Binding

16. 16
4. Advanced template will be appeared on display for
show or not show data control cover date and v.
or no in front of volume number and issue
number. The picture as illustrate next page.
click  in
Click in Suppress
display for OPAC display
show data for not show
control on card on Opac
Click drop down
Data select Number 1-
control 6 levels
Cover
Click drop
down select
Data
mode
control
Volume
and
Click
ok
Definition of template are show create card
and edit card
 Status: Drop down value of Status divide to
- Current (C Current)
- Filled
- Unused

17. 17
- Incomplete
 Display Mode: Drop down value of Display
Mode divide to
- C Box Display
- L Line Display
Check-in card
- select ISSUES
- select SUPPLEMENTS
- select INDEX
 FREQUENCY : Drop down value of FREQUENCY
devide into
- Annual
- Bimonthly
- Semiweekly
- Biennial
- Semiannual
- Triennial
- 3 Times a Week
- 3 Times a month
- Monthly
- Quarterly
- Semimonthly
- 3 Times a year
- weekly
- Irregular
- Custom
 OPAC LABEL : Showing automatic message
which you want appeared on Opac display,
6. Chronology Captions = data control cover
date
Lavel Caption Display
OPAC display
year
Lavel 1
Lavel 2 mon 15 Feb
2008
ARRIVED
on

18. 18
Lavel 3 day
If you don’t want to show year, month, day on display
you should click  in Display box
 Claimming Binding: specification of journal
demand and combination volume contain:
 Days before claim
 Unit of binding
 Binding delay
 Enumeration : specification of check-in card
detail consist of
 Number of levels: Drop down of number
levels are show 1-6 levels
 Caption: Abbreviations are specified on
OPAC display automatically
Such as v. no pt. Is
 Display: If you want to show abbreviation
in text box of Caption on
OPAC display click  in display box.
 Mode: Regulation of alphabet pattern are
shown in form of Arabic number, Roman number or
alphabet
 Pieces Per level: Identification the
amount of annual journal.
 Numbering Continuity: Drop down value of
Numbering Continuity devide into
- Restart
- Continue

19. 19
Suppress OPAC display: use this option for
not show data of check-in card on Opac page if
data in check-in card is not completed. click  in
front of sentence.
5. New Check in card will be appeared, Click New
CHECKIN for adding code in fixed field of check in
record. This picture as illustrated below.
5.1 Click New
CHECKIN
6. Check in record display have been appeared for
adding code in fixed field.
6.5 Click
Save
6.1
Double
Click 6.3 Double
6.2
select Click select
Double service
Click
select s
Subscri

20. 20
6.4
Double
Click
7. Check inselect contains card number will be
record
display as below.
7.1 Click Card c1028145 for
return to Check in card display
8. The new create will be appeared as illustrate
below.

21. 21
Editing Data in Issue boxes
Check-in card consist of issue box which show details
of volume and issue number, cover date and amount of
journal in each year, all of these bring to convenient to
check-in but in some case, data, year , issue are not
correct related with receive journal because of some of
journal are print less than or more than original journal
etc. Therefore, some of journal might be edit data when
check-in in issue box.
The procedure of editing check-in card
1. If you want to edit only one issue box should
following this procedure.
Example of editing issue box for combination of 2
issue into 1 issue.
1.3 select Menu
Modify Boxes
Individually
1.1
doubleCl
ick issue
box
1.2 Right
Click and
selectง
Box Menu

22. 22
2. The template will be appeared for modify boxes
individually as show in this picture.
2.1 Enter
Cover date
2.2
Enter
number
2.3
Click ok
1. Status : Drop down value devide into
EXPECTED
A ARRIVED
PARTIAL
MISSING
BOUND
TO BIND
BIND PRED
REMOVED
BLANK
OUT OF PRINT
UNAVAILABLE
NOT PUBLISHED

23. 23
LATE
CLAIMED
5. System will be changed data immediately, data is
appeared correctly following date, mount, year of issue
such as 29 Sep 2005-6 Oct 2005 and correct issue is
no.2-3. For example are show in this picture.
Note: If you want to edit data in many issue box
together, click selected all box and select sub menu
Update Boxes as a Group.
Exit program
Click Close on Window or click File then click Exit.
Display will appeared illustrated below.
Select Yes or press Alt+y for exit program.
References

24. 24
Jansuwan A. Journal system of the automatic library
system: Millennium Serials, 2004.
(Copy filed)
Thongseesuksai S. Evaluation control of journals in
automatic library system (INNOPAC).
2nd. Khon Kaen library university. 2002.
Appendix

25. 25
Appendix A : serial check-in for foreign journal in
automatic database by Millennium system in Serials
Control Module. start
Unwrap
Check member number
of journal
No Librarian
Check
provide serial
Serial
check-in
check-in
Yes
Check-in
Check service location
(Faculty)
Seal journal
Incorrect
Check correct/incorrect by repa
librarian Correct
Scan content to development
system office
Faculty
Identify library Catalogue Print
follow
and sent to
service Library
library
Center
Bring to
En
Appendix B serial check-in for Thai journal in automatic
database by Millennium system in Serials Control Module)
star

26. 26
Unwrap
Librarian
No Create
provide serial
check-in
check-in
Yes
Check-in
Check status to create index
with inform status in
database
Seal
Check correct/incorrect by rep
incorrect
correct
Type list of
Identify journal and
index type of sent to 6th
do not index
Erase Not and
Bring to
inform status in
database
En