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Accessions list overview

Introduction

The Accessions List Service allows libraries to receive an electronic report that contains a listing of all of their recently cataloged current acquisitions. The List includes the author, title, place, publisher, date, call number. You may also choose to include subject headings.

Format and contents

Format

The accessions list is available as an HTML file, suitable for mounting on a Web site or loading into a word processor. Note: Accessions lists are not available in print.

Bibliographic record selection

All Cataloging Full mode and Enhance mode produces for each holding library are included in the report. You may choose to include or exclude serials.

Call numbers

If a record has 2 call numbers with the same tag, the call number closest to the 049 field appears on accessions lists. Either move your call number closer to the 049 field or delete unwanted call numbers to ensure your accessions lists have the correct call numbers.

Subject headings

The rules governing subject headings in accessions lists are the same as those for catalog cards.

Characters supported

The characters supported in accessions lists are listed below.

  • All digits

  • All letters (both upper and lower case)

  • The blank:

  • The following special characters: | @ # $ % * ( ) _ : ; " ' , . < > &

    Note: Superscripts, subscripts, and diacritics are not supported in accessions lists.

Report Posting

Lists posted

Accessions list reports are posted on the first day after the end of the frequency period.

Frequency

You may choose to receive your accessions list semimonthly, monthly, or quarterly.

Frequency Content
Semimonthly Covers cataloging activity from the 1st-15th of the month, and from the 16th-end of the month
Monthly Covers cataloging activity from the 1st-end of the month
Quarterly Covers cataloging activity for January-March, April-June, July-September, and October-December

File longevity after posting

The table below describes how long accessions lists are retained on the Product Services Web:

File type File longevity
Semimonthly 90 days from the posting date
Monthly 90 days from the posting date
Quarterly Current list plus the most recent one retained (rolling retention)

Obtain list

Accessions lists are available from the Product Services Web.

For information on how to use the Product Services Web, see the Product Services Web Quick Reference.

Filenames

Form of filenames

Accessions list filenames are in the form below.

Filename Element Description
(s or m or q) yyyymm (a or b) s Semimonthly
  m Monthly
  q Quarterly
  yyyy Year
  mm Month
  a First half of month
  b Second half of month

Filename examples

Below are examples of accessions list filenames:

Filename Description
S199910A Semimonthly for first half of October 1999
M199910 Monthly for October 1999
Q199912 Quarterly for October to December 1999

Sorting

Options

The table below contains the sort options for accessions lists:

Primary Sequence Secondary Sequence
Institution 1 Author
  Call Number
All holding libraries1 Title
  Subject (first occurrence of a heading)3
Selected holding libraries2 Subject (all occurrences of a heading) 3
1 Entire list has same secondary sort sequence
2 Each holding library may have a different secondary sort sequence.
3 Subject headings appear on lists only if chosen as the secondary sequence.

Entries on the list

The table below describes the entries included and excluded from accessions lists.

Entries Included Entries Excluded
Items cataloged using the Produce command(p) by Full-mode, Enhance mode, or CONSER mode users Items cataloged under a retrospective conversion authorization mode
Replaces of master records
Records processed with an Update transaction.
Multiple produces on a record within the same subscription period are excluded from lists which are sorted by institution.
Note: Libraries that use update transactions to avoid receiving cards can change their profile to a tape-only profile. This allows them to produce and to receive accessions lists without receiving cards.

Example of an accessions list

The following example illustrates a list sorted by title without regard to holding library. Examples of the other secondary sort sequences are on the Web.

Example accessions list

Examples of accessions list sort order

OCLA Author Sort Sample

OCLC Call Number Sort Sample

OCLS Subject, First Sort Sample

OCLT Title Sort Sample

OCLU Subject, All Sort Sample

Summary of entries by holding library