HIT:magazine circ.

[Mary Zell <Zellm@MAIL.ASSUMPTION.PVT.K12.IA.US>]

Greetings, media specialists!  I was asked to compile a hit list for the =
various responses to my query regarding cataloging magazines. Here they =
are:
*****
Once you have the system set up, it really shouldn't
take much time at all. I set up a MARC record (on
Follett) for PEOPLE WEEKLY, with the year in the 245b.
Then each issue was simply an added copy. We
subscribed to 75 magazines, and I found that I spent
no more than 10 minutes a day on this. I did try to
make sure that everyday, or nor more than every 2 days
I took care of the magazines that came in, so the task
went quickly. This makes it much faster if you have a
class checking out, and having to creat records on the
fly. We did that for a while, and decided that bar
codes are cheap, and the task was easier to do the way
I described above.


*****
I use a different automation system, but I do the same thing as when
we had a DOS Follett system:  number old book cards and make a
"temporary" item when a student checks out a magazine.  I type in the
title and date of the magazine, plus cover price.  The card gets
stapled inside the back cover of the magazine.  Originally, I printed
actual barcodes and stuck them on the cards, but now I just write the
number on both sides of the card.  This is not as fast as the method
many libraries use, but it allows me to keep track of exactly what was
borrowed.

*****
Hi, Mary,
We use the expandable manila folders with closed sides. Put barcodes on a
bunch of those. When someone wants to check out a magazine, scan the
barcode, and it will say something to the effect this barcode does not
exist. Do you want to create a permanent or temporary? If you click on
temporary, then it will let you type in title. We put title and date of
magazine all on one line, Dirt Bike, May 2000 (example) and hit enter and =
it
records it as a specific item. We do overnight checkout on magazines and
have the program set up to do a one-day for temps. Our magazines circulate
heavily and I can't imagine barcoding every magazine we  have.

*****
At our school, we don't let students check out magazines. They can read =
them,=20
but only in the LMC. It saves a lot of time and effort bar-coding them, =
etc.

*****
I do not barcode any magazines. What a waste of time
and money!!

What we did was barcode a magazine kids want to check
ouy, since that wasn't many magazines.  However, we
found that it was still an nihgtmare purging these
records from the database when we were throwing
magazines out.  And, inventory was more difficult.=20
What we do now is barcode 15 of those magazine covers
and cataloged them as "Magazine".  When a kid checks
out a magazine, we put the mag in the cover and
actually check out the cover, not the magazine.  This
means less work and less waste.

*****
We used Follet in the elementary school where I used to work. We did
something like the envelop thing, but put them in clear ziplock bags with
barcodes on the bags. The periodicals went out as temporaries and we put =
the
name of the magazine and the issue date in as a temporary circulation. It
worked pretty well.

*****
It's been years  since I used Follett, we use Mandarin now, but when=20
we check out magazines
we use a temporary bar code that we mount on an index card. Then we put=20
a temporary record
in the system and file the index card. When the student brings the=20
magazine back, we find the card,
check it in, cross of the information on the card and use it again. I=20
gather the only draw back for
Mandarin is that there is no record of circulation. I don't really care=20
about that but if you did you
could count the circulation on the index cards.

*****
I use Follett and circulate magazines in envelopes.=20
The envelopes are barcoded in advance.  When it is
scanned the message "barcode not on file" comes up and
asks if you want to make a temporary entry.  You can
then enter the name and date of the issue. =20

I always stress to students that the magazine must be
returned in the envelope.  I charge .25 for no
envelope.  You can search by title if the magazine
comes back by itself.

*****
We have temporary cards with bar codes on them that we use for magazines & =
any
other temporary items.  When you scan the bar code, you get to fill in the
blanks so you put title & issue of magazine, price & any other infor you =
want to
put. Then we just paper clip the card to the magazine & tell them not to =
lose
the card!  Works fine; we've used it for years.  We also have some manila
envelopes with bar codes attached.  We use these for college catalogs & =
they're
all entered just as Guidance Materials (they came from the Guidance =
Dept.).  We
don't really worry about them; if they come back, fine. If not, that's ok. =
 We
don't charge fines on them.

*****
I use Follett, and to check out magazines I use temporary bar codes. I =
took=20
about 40 of my title bar codes (which is actually more than I need) and=20
affixed them to checkout cards. When a child wants to check out a =
magazine,=20
I scan one of those bar codes and the program tells me that that bar =
code=20
does not exist and do I want to add? I say yes, and the default comes =
up=20
that it is a temporary entry. I type in the magazine, etc. On the =
checkout=20
card I use one of those smallest post-it notes and on it I write the =
title=20
and date of the issue. Then I file the cards in an old checkout card =
file.=20
When the magazine comes in, I find the card, scan the bar code, and the=20
computer deletes the temporary entry. This works great unless you feel =
the=20
need to keep statistics on your magazines. If you want to keep stats,=20
you'll have to keep bar coding your mags like books.

*****
we also use Follett and have a sheet of unassigned barcode stickers near
the check out station. When a student wants a magazine, I stick on a
barcode, add it as a temporary title (inputting name, month and year of
the periodical) and then sign it out to the student. As a result, only the
popular mags end up getting labels. Since this is a temporary record, the
barcode gets 'released' after the mag returns. If it circulates again, I
use the existing sticker to "re-enter" the mag as a temporary title. Seems
to work well for us!

*****
      You are right students check out very few magazines.  I would =
think=20
barcoding them would be a waste of time and money.  We simply copy the=20
article and do not checkout magazines at all.

*****
I let kids just take the magazine, telling them to bring it back tomorrow.
We don't barcode them. Most of them show up the next day. Magzines are so
fragile that I'm not going to waste time barcoding, but I do want kids to
use them. I always try to remember that 5 uses then discard beats no use =
and
keeping it pristine.

*****
We do 2 things:  most of our magazines don't go circulate except for the =
period because they are too easily lost. =20

We put current issues in plastic magazine binders and barcode those; when =
the current issue is taken, we can check it out.

For past issues (for teachers or "emergencies") we barcode a set of large =
envelopes (the kind for inter-office mail) and as people need magazines, =
we put them in there, scan the barcode and create a "fast add" with info =
for that particular check-out.  We have Dynix, but I'm sure Follett has =
something similar.  Problem:  people don't always realize that we need the =
envelope back!

*****
I'll take a minute to respond from the opposite idea of magazine circulatio=
n.
In our district, we barcode all the magazines.  We have a lot, and keep =
them for
a long time, especially at the H.S.  The H.S. subscribes to 34 different
magazines with some of those titles duplicated because we have
two H.S. libraries in the same building.  So, yes, the beginning task =
seems
overwhelming.  But, it isn't really - especially if you don't bite off the
entire task in one mouthful.  By this I mean that you may want to start by =
just
barcoding the current and the past year.  As time permits, you can back up =
and
get the rest or wait until their time comes for discarding.  Once you =
create the
record for the serial, adding copies to it is an easy task that a =
volunteer or
student aide can do.  Our H.S. librarians do suggest making a separate =
MARC
record for each year, to facilitate circulation & weeding
aspects.
We have been barcoding all our magazines (at all levels) for over 5 years =
and
don't regret that decision at all.   When someone wants to check out a =
magazine,
there's nothing extra to do.  So, they can quickly check out without any
delays.  And, we get circulation & useage records for our magazines.
This also puts our magazines in our OPAC, so patrons know which magazines =
are
actually available in print & on site.
Just some thoughts to keep in mind as you make your decision.  If you =
circulate
a lot of magazines, that's a lot of temporary items you are creating - and
probably at a time when you are in a hurry because the bell is about to =
ring!

*****
We use envelopes, but the bar codes on the envelopes are not entered into =
the system.  When scanned, the system askes if we would like to add a =
temporary title.  We then type in the title and issue # of the magazine, =
and the price.  (I keep a "cheat sheet" of magazine prices taped to my =
circulation computer monitor.)  When the magazine is returned, scanning =
the envelope erases the temporary title and bar code, and it's ready for =
re-use with another magazine.  (I charge 50 cents for a lost envelope, and =
try to remind the kids that the magazine and envelope must be returned =
together.)

If you choose to use this method, I recommend investing in the nice =
mailing envelopes made of a no-tear, fabric-like material.  They have a =
much longer life.  Each envelope has a bar code and is marked with our =
library name.

*****
We have a binder of pages with book pockets in it. Each pocket has a=20
barcode. When a student checks out a magazine, we hand write the mag =
title,=20
date and the students name on an old due date slip and put it in the =
pocket.=20
We then wand the bar code on the pocket. We catalogued our 50 magazine=20
pockets as "OR magazine #1-OR magazine #50". We then write the pocket =
number=20
inside the magazine so we know which pocket to "check bak in"  The =
system=20
works well-- we also don't let kids check out a magazine until it is at=20
least two months old so we keep the most current info available for =
people.

*****
We do not barcode our magazines instead we put a regular card and pocket =
on the
magazine.  When a student checks out the magazine & signs the card, the =
card and
pocket are stamped with date and then the card is paperclipped to a card =
with a
barcode (catalogued as a generic MAGAZINE). We keep a stack of barcoded =
cards at
the circulation desk for this purpose and file them by the date.

*****
Thank you to everyone!  LM_NET is a wonderful resource!
Blessings for a safe, serene, spiritually-uplifting holiday!
Mary Zell
Media Supervisor
Assumption High School
Davenport, IA
zellm@mail.assumption.pvt.k12.ia.us=20

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