Written by Suzette Schmidt, Preservation Services

At Iowa State University Library, the process of transferring serial titles from the General Collection (Stacks) to the Periodical Room follows a certain protocol which requires interdepartmental collaboration.

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First, an upper-level Library employee in the Collections & Technical Services Division authorizes the transfer of the individual serial title from the General Collection into the Periodical Room.   Transfers are made for two reasons: 1) to make these issues more easily accessible to patrons; 2) to free up needed shelf space in Stacks.

This authorization then goes to another Library employee in Serials Acquisitions who updates the physical call number label and the serial’s check-in records online.

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The next step is performed by an employee in Serials Cataloging who retrieves the journals from the General Collection, completes a Serials Change Form, and then changes the location from “Gen” to “Per” online before giving the issues and a photocopy of the form to the Library Assistant in Preservation Services.

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The Library Assistant in Preservation Services will search each title online to determine if it is also held electronically or on microfilm.  Then, a new shelf label (with the call number and title) for the serial will be created for the Periodical Room.

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When the shelf label is completed, someone from Preservation Services will then install the label and new serial in the Periodical Room in call number order.  There may be a need to shift the journals already located in the Periodical Room to allow room for the incoming ones, so that step is done whenever dictated by space limitations.   If a significant amount of shifting is required, then Preservation Services will call on Stacks Management to assist them in that endeavor.

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