Creating a New Serial Holdings Record

Without Copying

There are two ways to start. You can start from the bibliographic record and in the Tools menu select “Create Serials Holding Record.”

Or, you can start from the Polaris taskbar, click “File” and select “New” or click on the sheet of paper icon.


A window will come up with a list of objects that can be created. You can narrow what you see by selecting “Serials Objects” in the View. Then select “Serial Holdings Record” and click “Ok”.

A blank SHR will open.

If you started with a new SHR, click “Find” to search for the bibliographic record. Double click the title to link it to the SHR. If you started from the bibliographic record, it will already be linked.


Use the drop down boxes on the SHR to fill in:

  • Material Type – Usually “Magazine” or “Magazine New”

  • Collection – Usually “Magazines” or “Youth Magazines” or “Teen Magazines.” Can also be Nonfiction or other collections if you have magazines shelved within other collections.

  • Status – Usually “Currently Received”

  • Copy number – Automatically filled in when starting new

  • Call number – Will come from Serials Item Template

  • Shelving Scheme – Usually “Title”

  • Completeness code – Usually “Incomplete”

  • Retention designator - Be sure to leave the retention designator blank to avoid complications with how holdings are displayed in the catalog.


Click on Save.

Move to the Staff Notes view of the SHR. This is where you would put any notes you want the person checking-in issues to see.


Move to the Public Notes View of the SHR. This is where you would add notes that can be seen in the PAC. This is where you would put your retention statement. Example: Keeps current plus one year.


Move to the Orders View of the SHR. Add in the Supplier Name. Adjust claiming intervals based on the frequency of the magazine.


Click on Save.


The SHR has been created! A prediction pattern still needs to be added.

Kathy Schmidt