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W.E.B.
Du Bois Library Cataloging Manual
ROUTING SLIPS
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Discussion
Guidelines for titles with multiple volumes and/or copies
Discussion
Routing slips are placed in books in Acquisitions, accompany the books when they are sent to Cataloging or Information Processing for cataloging, and remain in the volumes until they are ready to go to the stacks/branches. Because the cataloging copy and volumes become separated after cataloging has been completed, the most important function of routing slips in Information Processing is to provide the correct location, call number and volume/copy number for each volume. This information determines where an item is shelved in the end processing holding area and allows proper matching of computer-produced call number labels to volumes or correct typing of the call number information onto labels.
Now that all volumes will have item records and most will be barcoded and linked, the identification of volume numbers and copy numbers becomes extremely important, especially in the case of new multi-volume or multi-copy titles which will be linked by the double-barcode method, where one copy of the barcode label is placed on each volume and the corresponding label on the copy. For example, if a set comes through with 3 volumes, and there are two copies of volume 3, matching barcode labels will be put on the cataloging edit sheet and on the physical piece for all four volumes. On the edit sheet, the appropriate volume/copy information will be written next to each barcode label. When applying the call number label, the end processor needs to know which of the two copies of volume 3 is copy one and which is copy two; if there is a mix-up, wanding the barcode on the volume will bring up the item record for the wrong copy.
Therefore, Catalogers and Cataloging Assistants should follow the routing slip guidelines given below when cataloging multi-volume or multi-copy titles, even if someone else will actually be applying the barcode labels to the volumes and copies.
Guidelines for titles with multiple volumes and/or copies
1. Multi-volume set, one copy of each volume: If the spine or cover of each volume is clearly marked with the correct volume number, use one routing slip, listing additional volumes on the routing slip, and placing it in the first volume. If there could be any question at all of the correct volume information, insert a routing slip in each volume of the set, giving the call number and volume number for the volume. 2. Multiple copies of a single-volume title: Insert a routing slip into each physical volume, giving the call number and appropriate copy number (if greater than 1). 3. Multi-volume set with multiple copies of some or all of the volumes: Insert a routing slip into each physical volume, giving the appropriate volume number and copy number (if greater than 1) whether or not there are multiple copies of the particular volume and whether or not the volume information is clearly marked on the spine or cover of the volume. While time-consuming, this practice should eliminate possible barcode and item record problems. 4. Rushes, holds, and notifies: If more than one copy or volume of a title is going through, and one or more of the pieces is to be rushed, or has a "hold" or "notify" note, use a separate routing slip for each piece, giving the correct call number and copy and/or volume number. Write the "rush," "hold," or "notify" information only on the routing slips of those pieces which will receive this special treatment.
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2000 University of Massachusetts, Amherst
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