College and Research Libraries B y F L E M I N G B E N N E T T A Multi-Purpose Serials Record Mr. Bennett, audio-visual aids librarian, West Virginia University, until last Sep- tember, is now a student at the Graduate Library School, University of Chicago. LIBRARIANS w i l l r e c a l l the d i f f i c u l t i e s i n -' v o l v e d a n d the h o u r s c o n s u m e d in 1 9 3 9 - 4 0 , a n d a g a i n in 1 9 4 3 , w h e n t h e y w e r e asked t o r e p o r t the serial h o l d i n g s o f t h e i r l i b r a r i e s f o r t h e Union List of Serials. T e n s o f t h o u s a n d s o f m a n - h o u r s w e r e e x - p e n d e d in c h e c k i n g the p r e l i m i n a r y e d i t i o n s o f this list a n d its Supplement against li- b r a r y c a t a l o g s in the a t t e m p t t o m a k e c o m - p l e t e , a c c u r a t e r e p o r t s o f h o l d i n g s . T h i s w a s t r u e , at all e v e n t s , if W e s t V i r - g i n i a U n i v e r s i t y L i b r a r y ' s e x p e r i e n c e w a s t y p i c a l . T h e flow o f m a t e r i a l s t o be c a t a - l o g e d w a s b l o c k e d , e x c e p t f o r " r u s h " i t e m s , and a b a c k l o g a l l o w e d t o a c c u m u l a t e w h i l e c a t a l o g e r s p u r s u e d the d o u b l e c h o r e o f g o i n g t h r o u g h t r a y a f t e r t r a y o f the c a r d c a t a l o g , a n d t h e n t r a n s c r i b i n g t h e r e c o r d o f h o l d i n g s f r o m the shelf list. T h e e n d - p r o d u c t w a s a m p l e c o m p e n s a - t i o n f o r the t e d i u m o f t h o s e l o n g h o u r s , since f e w w i l l a r g u e t h a t the U.L.S. is n o t w o r t h the e f f o r t t h a t w a s p u t i n t o its c o m - p i l a t i o n . S t a f f m e m b e r s at this l i b r a r y , r e a l i z e d h o w e v e r , t h a t s o m e t h i n g s h o u l d be d o n e t o p r o v i d e a s p e e d i e r , m o r e e f f i c i e n t a n d w h o l l y a c c u r a t e m e t h o d o f c h e c k i n g s u c h lists. T h e y w e r e w e l l a w a r e t h a t b o t h the c a t a l o g a n d s h e l f l i s t c o n t a i n e d i n a c c u r a c i e s . T h e a n s w e r , t h e y a g r e e d , p r o b a b l y lay in the s e t t i n g u p o f a c o m p r e - h e n s i v e serials r e c o r d in w h i c h a c c u r a c y , o n c e a c h i e v e d , c o u l d be s u s t a i n e d . B e c a u s e o f i n a d e q u a t e p e r s o n n e l , n o staff m e m b e r c o u l d be s p a r e d at the t i m e t o a t t a c k the p r o b l e m . L a t e in 1 9 4 5 , h o w - e v e r , the w r i t e r w a s assigned the task o f d e v i s i n g a serials r e c o r d w h i c h w o u l d m e e t the n e e d s o f the l i b r a r y . A n i n v e n t o r y o f the b o o k c o l l e c t i o n . ( t h e first in n e a r l y t w e n t y y e a r s ) w a s u n d e r w a y , a n d it s e e m e d a l o g i c a l t i m e f o r r e o r g a n i z a t i o n . T h e w r i t e r b e g a n a s t u d y o f the p e c u l i a r p r o b l e m s p o s e d by the a c q u i s i t i o n a n d p r o c e s s i n g o f serials. C e r t a i n e l e m e n t s o f c h a o s w e r e i m m e d i a t e l y d i s c e r n i b l e ; o t h e r s w e r e s o o n r e v e a l e d . M a n y c o n t i n u a t i o n s a n d p e r i o d i c a l s , f o r e x a m p l e , w e r e i n a d e - q u a t e l y o r i n c o r r e c t l y c a t a l o g e d . M a n y serials h a d been c a t a l o g e d as separates, a n d had e l u d e d the c h e c k e r s o f the U.L.S. D a s h - s t a t e m e n t s o f h o l d i n g s in the m a i n c a t a l o g h a d n o t b e e n k e p t u n i f o r m l y u p - t o - d a t e . M a n y s h e l f l i s t e n t r i e s w e r e i n a c c u r a t e . I n e a r l i e r , years, m a s s accessions o f serial sets h a d been listed in b l o c k s , a n d all t o o o f t e n the b l o c k s c o n t a i n e d f e w e r o r m o r e u n i t s t h a n c a l l e d f o r b y the n u m b e r o f v o l - u m e s r e p r e s e n t e d . D a t e s i n d i c a t i n g t i m e spans c o v e r e d by i n d i v i d u a l v o l u m e s w e r e o f t e n o m i t t e d o r i n a c c u r a t e l y l i s t e d ; e . g . , r e p o r t s c o v e r i n g fiscal years, a n d v o l u m e s c o v e r i n g o n l y a p o r t i o n o f a y e a r , w e r e d e s i g n a t e d s i m p l y b y c a l e n d a r y e a r s . S e p a r a t e c h e c k i n g r e c o r d s f o r d i f f e r e n t types o f serial p u b l i c a t i o n s w e r e m a i n - t a i n e d , a n d the need f o r u n i f i c a t i o n w a s a p p a r e n t . I n 1 9 4 2 t h e r e had b e e n set u p in the r e f e r e n c e d e p a r t m e n t a k a r d e x c h e c k i n g r e c o r d f o r p e r i o d i c a l s . C h e c k i n g r e c o r d s f o r state d o c u m e n t s a n d f o r c e r t a i n serials r e c e i v e d o n e x c h a n g e , w e r e in n e e d JULY, 1948 •231 of reorganization. For many serial titles no checking records were maintained at all. T h e shelflist, in many instances, provided the only checking record for series. O r d e r w o r k had not been efficiently organized at that time, and much of the purchasing of monographs and other series was hit-or- miss. V e r y f e w standing orders had been placed with publishers of important serial titles. M a n y volumes in the stacks were dis- covered to have been bound incomplete, and the shelflist, in most cases, carried no notes about missing issues. Little progress had been made in setting up definite policies about the binding of serials, and construc- tive action in this area was needed. In an attempt to discover what ap- proaches had been used in other libraries to solve serials problems, a number of let- ters were sent out, asking for information and advice about methods, equipment, and card forms. Responses indicated that some libraries had good checking records, but that none had established multi-purpose records containing more or less complete information about individual titles. It was determined that, if at all possible, the library's record should be a complete record, in which any question about a serials title could be answered quickly, (e.g., W h a t exactly are holdings? H o w do we acquire issues, and f r o m w h o m ? A r e the volumes in the stacks complete volumes? H o w many issues of an annual report do w e bind together?) It was realized that, of course, in many instances only the main catalog could be expected to carry full information. A f t e r a careful exploration of deficien- cies and present and future needs, the head cataloger and the writer determined what functions our serials record might reason- ably be expected to perform, and what needs it could be shaped to meet adequate- ly. These discussions were influenced by the seeming desirability of establishing, within a very f e w years, a serials and bind- ing department in which acquisition and processing activities w o u l d be combined with the servicing of all serials publications. Requirements A statement of the functions and needs agreed upon—all of which have been in- corporated into a serviceable r e c o r d — should be accompanied by the qualification that, although a sizable portion of the rec- ord has n o w been in service for t w o years, a longer period is needed for testing whether or not all contemplated needs have been provided for. O n l y minor snags have appeared so far, and the flexibility of the record has made ready solutions possible. I. Complete Record. First of all, the serials record was to be both checking rec- ord and shelflist record in alphabetical order. It was realized that a shelflist record arranged alphabetically by author and title was a new departure, and w o u l d not be universally sanctioned. H o w e v e r , its practical merits far outweighed those of a classified arrangement. T h e latter, it was felt, would be completely justified only at inventory times, the intervals between which at W e s t Virginia University Library are so great as to present no serious objec- tion to the alphabetical arrangement. It was believed that, for inventory purposes, the cards in a single tray could be removed, arranged in classified order, rearranged after checking against stack holdings and location file, and replaced within a day's time. Furthermore, an alphabetical arrange- ment would greatly facilitate the task of reporting the library's holdings to the com- pilers of the U.L.S. T h e speed with which dealers' catalogs and exchange lists of seri- als could be checked against an alphabetical 232 COLLEGE AND RESEARCH LIBRARIES record was also a factor of particular im- portance, since great emphasis has neces- sarily been laid upon filling gaps in the library's serials sets. T o prevent duplications in assigning call numbers it was determined that referral cards bearing call number, author, a n d / o r title, and stamped with the legend, " F o r Holdings See Serials R e c o r d , " would be inserted in the shelflist. 2. Duplication of Effort to be Prevented. In earlier years, countless hours had rou- tinely been spent in withdrawing cards f r o m the catalog when new volumes were added, revising dash-statements of hold- ings, and refiling cards. T h i s was felt to be a needless expenditure of staff time, de- spite the convenience afforded borrowers by carrying such information in the main cata- log. It was decided that, as w o r k on the serials record progressed, cards in the main catalog would also be stamped " F o r H o l d - ings See Serials R e c o r d , " and that holdings would no longer be indicated by pencilled dash-statements. D u r i n g the t w o years, no serious objec- tions to this change in policy have been voiced. T h e patron is n o w instructed to fill out call slips on the assumption that the volume he wants is among the library's holdings. If the volume is not in the stacks or its book card not in the location file, reference to the serials record quickly pro- duces a correct report for the borrower. Since the catalog formerly contained many errors in dash-statements of holdings, and circulation assistants had usually to check the shelflist to confirm or disprove pen- cilled notes in the catalog, the present pro- cedure assures improved service. 3. Provision for Separately Cataloged Items. A s in many libraries, a host of items published as parts of series have been cataloged separately in W . V . U . Library. Inclusion of separately cataloged serials in the record seemed fairly important, particu- larly if complete holdings were to be re- ported to U.L.S. T h e i r inclusion would be useful also when time could eventually be found for recataloging them as series. These three were essential considerations, and came first in planning, but there were a number of others which can be stated more briefly. It was agreed that the serials record should make provision f o r : 4. Essential notes c o v e r i n g irregularities in publishing history of many titles. 5. A p p r o p r i a t e cross r e f e r e n c e s if entries used in W . V . U . L i b r a r y v a r y f r o m the U.L.S. entry. 6. System f o r claiming n u m b e r s o r v o l u m e s not r e c e i v e d — p o s s i b l y by v a r i - c o l o r e d metal signals attached to cards in a systematic m a n - ner. 7. L i s t i n g of second copies, particularly W e s t V i r g i n i a items, of w h i c h t w o copies are regularly accessioned. 8. R e c o r d i n g s of items f o r w h i c h standing o r d e r s have been placed with the L i b r a r y of C o n g r e s s f o r analytics. 9. Listing binding specifications. 10. Inclusion of closed entries. 11. C o l l a t i o n r e c o r d , w h e n needed. 12. N o t i n g sources of serials publications, and m e t h o d s of acquisition. W i t h these requirements determined upon, it was possible to select equipment and devise card forms, and to establish routines for securing and transcribing ac- curate information about the library's ser- ial holdings. Equipment and Card Forms T h e problem of selecting equipment was rather easily solved. F r o m the beginning, it was felt that only a visible-index ar- rangement would be suitable, for the record must possess in high degree the essential virtues of compactness, flexibility, and sim- plicity. Several types of visible-index equipment were inspected and the possible choices narrowed down to two well-known types JULY, 1948 •233 o f c a b i n e t s . A f t e r c a r e f u l l y w e i g h i n g t h e i r r e s p e c t i v e m e r i t s , o r d e r s w e r e p l a c e d f o r t h r e e A c m e d u p l e x c a b i n e t s , o f t h e h i n g e - a n d - h a n g e r t y p e . E a c h o f these c o n t a i n e d t h i r t e e n 1 8 8 - c a r d t r a y s , w i t h a c a b i n e t c a p a c i t y o f 2 4 4 4 4 " x 6 " c a r d s . S i n c e an e s t i m a t e d 5 2 0 0 serials titles are r e p r e s e n t e d in the W . V . U . c o l l e c t i o n , this n u m b e r o f c a b i n e t s w o u l d a l l o w f o r an e x p a n s i o n o f a l i t t l e o v e r 2 0 0 0 titles. I t is p o s s i b l e in this t y p e o f c a b i n e t t o use b o t h sides o f a c a r d f o r r e c o r d - k e e p i n g ( a p p r o x i m a t e l y 4 8 s q u a r e i n c h e s ) , a n d , w h e n n e e d e d , t o e m p l o y 4 - p a g e f o l d e d c a r d s w i t h a l m o s t d o u b l e t h e w r i t i n g s p a c e a v a i l - a b l e o n s i n g l e c a r d s . I t is a l s o p o s s i b l e t o use a u x i l i a r y r i d e r sheets p r o v i d i n g a d d i - t i o n a l r e c o r d i n g s p a c e , w h i c h c a n be h u n g o v e r the m a s t e r c a r d s , a n d r e p l a c e d o r s u p p l e m e n t e d b y o t h e r s as the n e e d arises. J u d i c i o u s u t i l i z a t i o n o f these f e a t u r e s has r e s u l t e d in f a r g r e a t e r flexibility in t h e r e c o r d t h a n w a s a n t i c i p a t e d in the e a r l y p l a n n i n g stages. T h e c h a l l e n g e s f a c e d in d e v i s i n g c a r d f o r m s f o r the serials r e c o r d w e r e m a n y . T h e a l l o t m e n t o f s p a c e f o r s h e l f l i s t i n g p u r - p o s e s w a s o f p r i m a r y i m p o r t a n c e , o f c o u r s e , b u t first t h e r e had t o be d e t e r m i n e d the a m o u n t o f s p a c e n e e d e d f o r c a r r y i n g o t h e r essential i n f o r m a t i o n , s u c h as a u t h o r a n d title, c a l l n u m b e r , s o u r c e a n d m e t h o d o f a c q u i s i t i o n , a n d b i n d i n g i n s t r u c t i o n s . M a n y e x p e r i m e n t a l f o r m s w e r e d r a w n a n d d i s c a r d e d in f a v o r o f i m p r o v e d o n e s . B y a g r a d u a l r e f i n i n g p r o c e s s , t w o b a s i c m a s t e r f o r m s ( a n d 4 - p a g e v e r s i o n s o f e a c h ) w e r e d e v i s e d . T h e first o f these w a s d e s i g n e d f o r t h e t y p e o f serial w h i c h r e q u i r e s o n l y t h e s i m - plest o f n o t a t i o n s ; e . g . , Harvard Economic Studies. 806 _ W V U L - S R I O I A C M E 4 2 8 » « - 6 — — V O L . N O . A C C E S S I O N N O . V O L . N O . A C C E S S I O N N O . V O L . N O . A C C E S S I O N N O . V O L . N O . A C C E S S I O N N O . no .17 79108 no .34 125455 no .20 117794 no .53 125499 no .22 67991 no. 7 82105 no .39 125204 no .41 125293 no .57 39554 no .42 192390 no* 11 172129 no .2 7 125296 no .43 192391 no .59 87098 no .44 99468 no .60 79058 no .45 78697 no .61 43667 no .46 125502 no «31 79059 no .47 125513 no .63 75401 no .32 80007 no .48 86595 806 C72s n o . l - 1912- literature* . Columbia university*/ Studies in English and comparative n o . l - 1912- literature* . Columbia university*/ Studies in English and comparative F I G U R E I . Front of Basic Card Described in Text 234 COLLEGE AND RESEARCH LIBRARIES Vol. Acc. No. 18 123456 19 134567 20 145678 T h e s e c o n d w a s d e v i s e d f o r serials w h i c h r e q u i r e , in a d d i t i o n t o v o l u m e a n d acces- s i o n n u m b e r , a d e s i g n a t i o n o f d a t e s s p a n n e d b y s i n g l e v o l u m e s . I n t h e case o f p e r i o d i c a l s issued w e e k l y , f o r e x a m p l e , v o l - u m e s o f w h i c h o f t e n c o v e r o d d p o r t i o n s o f c a l e n d a r y e a r s , a f a i r l y l o n g e n t r y is needed; e.g., Saturday Review of Litera- ture. Vol. Date Acc. No. v. 18 A p . 3 0 - O . 2 2 . 1938 176430 v. 19. O . 29. 1938-AP.22 '39 187697 T h e s a m e a d a p t a b l e f o r m c a n a l s o be u s e d , f o r e x a m p l e , in t r a n s c r i b i n g the s h e l f l i s t r e c o r d f o r acts o f a state l e g i s l a t u r e , w h i c h r e q u i r e s e v e n l e n g t h i e r n o t a t i o n s ; e . g . , West Virginia. Legislature./ Acts of the Legislature. Year Session Acc. No. J 9 3 3 J a . 1 1 - M r . 13, 41st & E x t S e s s ; 129691 A p . i o - J e . 3 , E x t Sess T h e t w o basic f o r m s are i d e n t i c a l in m o s t respects, so t h a t r e f e r e n c e t o t h e m f o r i n - f o r m a t i o n o t h e r t h a n s h e l f l i s t i n g is u n i f o r m . O n the first o f these f o r m s , s h o w n in F i g u r e s 1 - 2 , s p a c e is b l o c k e d o f f f o r 1 0 9 e n - tries. T h e 4 - p a g e v e r s i o n , i d e n t i c a l e x - c e p t f o r a f o l d e d u p p e r s e c t i o n a c c o m m o - dates 1 2 0 a d d i t i o n a l e n t r i e s . T h e s e c o n d basic f o r m d i f f e r s f r o m the first in o n e r e s p e c t o n l y . N o c o l u m n - h e a d i n g s o r v e r t i c a l c o l u m n a r lines are p r i n t e d in the s h e l f l i s t i n g areas o n e i t h e r t h e f r o n t o r v e r s o o f the c a r d . D e p e n d i n g u p o n the n a t u r e o f l i s t i n g r e q u i r e d b y in- d i v i d u a l titles, the s h e l f l i s t i n g space c a n " ~ ' P U B L I S H E R Columbia univ pr 2960 B'nay, NYC 27 S O U R C E Publ. ffl A N A L Y Z E 3 S O - L C A N A L S . B I N D I N 1 V O L U M E B I N D C O V E R S ' P U B L I S H E R Columbia univ pr 2960 B'nay, NYC 27 S O U R C E Publ. T P I N D E X B U C K R A M N O S I Z E ' P U B L I S H E R Columbia univ pr 2960 B'nay, NYC 27 co,T varies T P I N D E X r - R U B H E L D B Y . , _ V O L . N O . A C C E S S I O N N O . V O L . N O . A C C E S S I O N N O . V O L . N O . A C C E S S I O N N O . 1-115 laok num- bering; 1st numbered,116, 1934. no«65 125512 no* 80 79109 no«95 182950 1-115 laok num- bering; 1st numbered,116, 1934. 66 45826 81 56166 1-115 laok num- bering; 1st numbered,116, 1934. 1-115 laok num- bering; 1st numbered,116, 1934. 6 8 125482 - 1-115 laok num- bering; 1st numbered,116, 1934. • v . . 1-115 laok num- bering; 1st numbered,116, 1934. 70 84499 85 162349 1-115 laok num- bering; 1st numbered,116, 1934. 71 92465 101 69830 1-115 laok num- bering; 1st numbered,116, 1934. 72 116224 87 192005 102 101200 1-115 laok num- bering; 1st numbered,116, 1934. 88 98111 1-115 laok num- bering; 1st numbered,116, 1934. 7-4 89279 89 82339 1-115 laok num- bering; 1st numbered,116, 1934. 90 111435 1-115 laok num- bering; 1st numbered,116, 1934. 1-115 laok num- bering; 1st numbered,116, 1934. 77 60737 1-115 laok num- bering; 1st numbered,116, 1934. 1-115 laok num- bering; 1st numbered,116, 1934. 1-115 laok num- bering; 1st numbered,116, 1934. • - - - F I G U R E 2 . Verso of Basic Card Described in Text JULY, 1948 •235 be d i v i d e d i n t o t w o , t h r e e , o r f o u r c o l u m n s , p r o v i d i n g f o r the l i s t i n g o f f r o m 6 2 t o 1 0 9 v o l u m e s . O n the 4 - p a g e v e r s i o n o f this s e c o n d f o r m , f r o m 1 2 2 t o 2 2 9 v o l u m e s c a n be l i s t e d . T h r e e a u x i l i a r y r i d e r s are used f o r r e - c o r d i n g c u r r e n t l y r e c e i v e d , u n a c c e s s i o n e d issues. T h e first is d i v i d e d i n t o t h r e e c o l - u m n s , w i t h spaces n u m b e r e d 1 t o 5 0 ; t h e s e c o n d is n u m b e r e d 51 t o 0 0 . T h e s e r i d e r s a r e used f o r c h e c k i n g n u m b e r e d series, a n - n u a l p u b l i c a t i o n s c h e c k e d b y c a l e n d a r y e a r , r e p o r t s c o v e r i n g fiscal y e a r s , a n d p u b - l i c a t i o n s b e a r i n g v o l u m e n u m b e r a n d d a t e . T h e t h i r d r i d e r w a s d e v i s e d f o r c h e c k - i n g issues o f c e r t a i n u n i v e r s i t y s t u d i e s a n d o t h e r series issued in p a r t s , a n d f o l l o w i n g n o p r e s c r i b e d p a t t e r n o f issue. I t is used also f o r c h e c k i n g p r a c t i c a l l y all m o n o g r a p h series w h i c h are a n a l y z e d in the m a i n c a t a - l o g . T h i s f o r m p r o v i d e s f o r c h e c k i n g v o l u m e o r p a r t n u m b e r , d a t e o f r e c e i p t , c o s t , o r d e r i n g o f L . C . c a r d s , a n d a c t u a l i n - s e r t i o n o f a n a l y t i c s in t h e c a t a l o g . A f o u r t h r i d e r , d e v i s e d l a r g e l y in a n t i c i - p a t i o n o f f u t u r e n e e d s , c a n be used as a c o m b i n a t i o n c o l l a t i o n a n d b i n d i n g r e c o r d . O n e p o r t i o n o f the sheet is f o r l i s t i n g i n - c o m p l e t e v o l u m e s , e i t h e r v o l u m e s b o u n d i n c o m p l e t e a n d h e l d in the stacks, o r u n - b o u n d v o l u m e s h e l d f o r m i s s i n g issues, t o be sent t o the b i n d e r y w h e n t h e g a p s are f i l l e d . T h e o t h e r p o r t i o n o f the r i d e r is f o r l i s t i n g v o l u m e s p r e p a r e d a n d sent t o the b i n d e r y , a n d f o r c h e c k i n g t h e i r r e t u r n . F o r p e r i o d i c a l s , t h e serials r e c o r d at p r e s e n t c o n t a i n s o n l y s h e l f l i s t i n f o r m a t i o n , since t h e c h e c k i n g o f c u r r e n t issues is d o n e in the r e f e r e n c e d e p a r t m e n t , w h i c h s e r v i c e s t h e m f o r b o r r o w e r s . I f , as is c o n t e m p l a t e d , a serials a n d b i n d i n g d e p a r t m e n t is o r g a n - i z e d , a d d i t i o n a l r i d e r s w i l l be d e v i s e d f o r c h e c k i n g p e r i o d i c a l s at the serials r e c o r d . L o n g b e f o r e t h e w o r k o f d e v i s i n g c a r d f o r m s h a d b e e n c o m p l e t e d , r o u t i n e s f o r m a k i n g a c o m p l e t e file o f serials r e p r e s e n t e d in the l i b r a r y ' s c o l l e c t i o n w e r e set u p , a n d t h e w o r k o f s e c u r i n g c o m p l e t e , a c c u r a t e i n - f o r m a t i o n w a s b e g u n . A w o r k c a r d w a s m a d e f o r e a c h t i t l e t h a t h a d b e e n r e p o r t e d t o U.L.S. E n t r i e s w e r e v e r i f i e d a n d n o t e s m a d e a b o u t c r o s s r e f e r e n c e s r e q u i r e d b e c a u s e o f v a r i a t i o n s b e t w e e n the U.L.S. e n t r y a n d the o n e e s t a b l i s h e d in t h e W . V . U . L i b r a r y ' s c a t a l o g ( u s u a l l y an L . C . e n t r y ) . C a l l n u m - bers w e r e v e r i f i e d f o r e a c h t i t l e , a n d p l a c e d o n the w o r k c a r d . T h e n b e g a n the s e a r c h f o r all titles w h i c h h a d n o t b e e n r e p o r t e d t o t h e U.L.S. T h e k a r d e x c h e c k i n g r e c o r d f o r p e r i o d i c a l s w a s c o m b e d f o r o m i t t e d titles, i n c l u d i n g all o f t h o s e w h i c h h a d e i t h e r n o t b e e n b o u n d a n d c a t a l o g e d in 1 9 3 9 , o r w h i c h h a d b e g u n p u b l i c a t i o n s i n c e t h a t t i m e . T h e c h e c k i n g r e c o r d f o r state d o c u m e n t s w a s c a r e f u l l y s e a r c h e d , a n d w o r k c a r d s m a d e f o r titles w h i c h w e r e t o be i n c l u d e d in the serials r e c o r d . T h e g i f t a n d e x c h a n g e c h e c k i n g r e c o r d s y i e l d e d m a n y u n r e p o r t e d titles also. A f t e r this c o m b i n g p r o c e s s h a d b e e n c o m - p l e t e d , the w o r k c a r d s w e r e a r r a n g e d in classified o r d e r f o r a c a r d - b y - c a r d c h e c k i n g o f t h e s h e l f l i s t . T h i s w a s d o n e t o c h e c k the a c c u r a c y o f e n t r i e s a n d s h e l f l i s t i n f o r - m a t i o n , t o d i s c o v e r titles w h i c h h a d n o t b e e n u n c o v e r e d in t h e c o m p i l a t i o n o f w o r k c a r d s , a n d t o d e t e r m i n e f o r e a c h t i t l e w h i c h o f the basic c a r d f o r m s w a s t o be used in t r a n s c r i b i n g s h e l f l i s t i n f o r m a t i o n in the seri- als r e c o r d . T h i s c a r d - b y - c a r d c h e c k r e v e a l e d n o t o n l y i n c o r r e c t l y c a t a l o g e d titles b u t also h u n d r e d s o f i t e m s b e l o n g i n g t o series w h i c h w e r e c a t a l o g e d as separates. S l i p s w e r e m a d e f o r these l a t t e r i t e m s a n d f i l e d a l p h a - b e t i c a l l y f o r i n c l u s i o n in the r e c o r d . D u r - i n g this p e r i o d , c a t a l o g e r s w e r e r e v i s i n g the f i l i n g in t h e m a i n c a t a l o g a n d t u r n e d u p m a n y s e p a r a t e l y c a t a l o g e d v o l u m e s . S l i p s 236 COLLEGE AND RESEARCH LIBRARIES f o r these i t e m s w e r e also f i l e d a n d l a t e r i n - c o r p o r a t e d i n t o the r e c o r d . A f t e r the p r i n t e d c a r d f o r m s w e r e r e - c e i v e d , a n d as s e c t i o n s o f the s h e l f l i s t w e r e c o m p l e t e l y c h e c k e d , the w o r k o f t r a n s c r i b - i n g h o l d i n g s a n d o t h e r i n f o r m a t i o n w a s g o t - ten u n d e r w a y . R e f e r r a l c a r d s f o r serials in the i o o ' s a n d 2 0 0 ' s w e r e p l a c e d in the m a i n s h e l f l i s t , a n d s h e l f l i s t c a r d s w i t h - d r a w n . A s the p r e p a r a t i o n o f serials r e c o r d c a r d s f o r these s e c t i o n s w a s c o m p l e t e d , the c a r d s w e r e p r o o f r e a d , r e v i s e d , a n d filed in classified o r d e r , w i t h w o r k c a r d s c l i p p e d t o t h e m . C r o s s r e f e r e n c e s w e r e t y p e d o n u n - p r i n t e d l i g h t g r e e n c a r d s , a n d filed w i t h t h e titles t o w h i c h r e f e r e n c e w a s m a d e . A t first this w o r k w a s d o n e b y the w r i t e r . L a t e r the c l e r i c a l staff w a s i n c r e a s e d , a n d c o r r e c t e d s h e l f l i s t c a r d s w e r e g i v e n t o a typist f o r t r a n s c r i b i n g . W h e n c h e c k i n g o f the s h e l f l i s t h a d b e e n c o m p l e t e d ( w i t h t w o e x c e p t i o n s : the 5 0 0 ' s a n d 6 o o ' s ) , a n d serials r e c o r d c a r d s m a d e , the c a r d s w e r e a l p h a b e t i z e d a n d i n s t a l l e d in the c a b i n e t s . A s c a r d s w e r e m a d e f o r the o t h e r s e c t i o n s o f the c o l l e c t i o n , t h e y w e r e i n t e r p o l a t e d in t h e i r p r o p e r a l p h a - b e t i c a l s t a t i o n s . A l t h o u g h it is p o s s i b l e t o r e m o v e c a r d s f r o m t h e i r h a n g e r s , a n d t o insert t h e m i n t o a t y p e w r i t e r f o r a d d i n g n e w v o l u m e s , it has b e e n t h o u g h t u n w i s e t o s u b j e c t t h e c a r d s t o a n y h a r d e r use t h a n n e c e s s a r y . W h e n n e w v o l u m e s are a d d e d n o w , the e n t r i e s are m a d e in b l a c k I n d i a i n k . F o r p u r p o s e s o f k e e p i n g a c c u r a t e sta- tistics, e a c h a d d i t i o n is c h e c k e d l i g h t l y in p e n c i l , a n d a s m a l l m e t a l s i g n a l a t t a c h e d t o the e d g e o f the c a r d . A t r e g u l a r i n t e r - v a l s , these a d d i t i o n s are c o u n t e d f o r the m o n t h l y statistical r e c o r d , a n d s i g n a l s r e - m o v e d . A l o n g e r p e r i o d s h o u l d d o u b t l e s s be a l - l o w e d f o r t e s t i n g f u l l y the e f f i c a c y o f the serials r e c o r d w h i c h has b e e n p u t i n t o s e r v - ice in the W e s t V i r g i n i a U n i v e r s i t y L i - b r a r y . H o w e v e r , it is n o t t o o e a r l y t o m a k e a f e w g e n e r a l i z a t i o n s a b o u t its use. W h e t h e r o r n o t s u c h a c o m p r e h e n s i v e r e c o r d w o u l d p r o v e e n t i r e l y w o r k a b l e in a l a r g e u n i v e r s i t y o r p u b l i c l i b r a r y is p e r - h a p s o p e n t o q u e s t i o n . I t s c o m p a c t n e s s m i g h t c o n c e i v a b l y be a d i s a d v a n t a g e if t o o l a r g e a n u m b e r o f staff m e m b e r s h a d t o m a k e c o n s t a n t r e f e r e n c e t o it. F r o m t h e c a t a l o g e r ' s p o i n t o f v i e w , the r e c o r d m a k e s f o r g r e a t s i m p l i f i c a t i o n in a d d i n g serials. A d d i t i o n s c a n be m a d e d i - r e c t l y in the r e c o r d , a n d as s o o n as v o l u m e s are l a b e l e d , t h e y c a n be sent o n t o t h e stacks, u s u a l l y w i t h o u t a n y necessity f o r w i t h - d r a w i n g a n d r e v i s i n g c a r d s in the m a i n c a t a l o g . T h e o r d e r s e c t i o n has f o u n d the c h e c k i n g o f e x c h a n g e lists a n d d e a l e r s c a t a l o g s e x - p e d i t e d b y an a l p h a b e t i c a l r e c o r d in w h i c h g a p s in the l i b r a r y ' s h o l d i n g s are easily dis- c e r n i b l e . T h e c i r c u l a t i o n d e p a r t m e n t ' s use o f the r e c o r d is s i m i l a r l y f a c i l i t a t e d by t h e ease w i t h w h i c h the c o m p l e t e n e s s o r i n - c o m p l e t e n e s s o f h o l d i n g s c a n be s c a n n e d . U n d e r the c o n d i t i o n s w h i c h f o r m e r l y p r e v a i l e d , staff m e m b e r s o f t e n h a d t o s e a r c h in as m a n y as t h r e e o r f o u r p l a c e s f o r i n - f o r m a t i o n a b o u t a serials t i t l e . C h e c k i n g r e c o r d s , f o r m e r l y s c a t t e r e d , h a v e n o w been c o n s o l i d a t e d , a n d c o m b i n e d w i t h the s h e l f - list r e c o r d . I t has p r o v e d g r e a t l y a d v a n - t a g e o u s t o h a v e a c o m p l e t e r e c o r d , easily accessible t o c a t a l o g e r s , assistants in the o r d e r s e c t i o n , r e f e r e n c e l i b r a r i a n s , a n d c i r - c u l a t i o n assistants. T h e f o u n d a t i o n s t o n e f o r a n e e d e d phase o f r e o r g a n i z a t i o n o f the l i b r a r y has b e e n f a s h i o n e d a n d m a d e s e r v i c e a b l e . D u p l i c a - t i o n o f e f f o r t has b e e n e l i m i n a t e d , a n d the p o s s i b i l i t y o f c o m p l e t e a c c u r a c y in a s i n g l e r e c o r d o f serials assured. JULY, 1948 •237