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five_college_annex_processing_procedures [2019/01/31 15:41]
ldegozzaldi
five_college_annex_processing_procedures [2020/11/23 13:25] (current)
mbanach
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 This is the long-version update to the existing 5-College Depository Policy for adding materials to the Five College Library Annex in Hatfield. This is the long-version update to the existing 5-College Depository Policy for adding materials to the Five College Library Annex in Hatfield.
  
-__For short cheat-sheet/​version__ RE Repository transfers, see {{ :annextransfers_corrected.docx |}}+__For short cheat-sheet/​version__ RE Repository transfers, see {{ :annextransfers.docx |}} NOTE:  The Depository request URL listed under 9. Monos/ Serials vs. Periodicals (versus the screen shot under 6.) can be copied and pasted.
  
 __For packing slip__, see end of this document. __For packing slip__, see end of this document.
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     - __If no bib record in DEP50__: ​  ​Duplicate the bib record from our own ADM, and review the cataloging for accuracy. ​ Create items for volumes being transferred and include packing slip with the shipment. ​ Add an HOL record with correct holdings statement in the 866 field.     - __If no bib record in DEP50__: ​  ​Duplicate the bib record from our own ADM, and review the cataloging for accuracy. ​ Create items for volumes being transferred and include packing slip with the shipment. ​ Add an HOL record with correct holdings statement in the 866 field.
     - __If bib record exists in DEP50__: ​  ​Review the record for accuracy. ​ Since we do not want to send duplicate volumes to the Depository, we need to determine what items/​volumes are missing from DEP50. ​ Create items for any new volumes being transferred (following the coding practices for those items already in DEP50) and include packing slip.  Update HOL record as necessary.     - __If bib record exists in DEP50__: ​  ​Review the record for accuracy. ​ Since we do not want to send duplicate volumes to the Depository, we need to determine what items/​volumes are missing from DEP50. ​ Create items for any new volumes being transferred (following the coding practices for those items already in DEP50) and include packing slip.  Update HOL record as necessary.
-    - __If duplicate bibs. exist in DEP50__ (most likely FCDPT and UMDPT records which have not yet been merged): ​ Make sure to send no duplicates held by either record. ​ Attach new items to the record that will require the least amount of cleanup work when Depository staff merges the two records. ​ Typically this will mean adding to the record with the greatest number of “valid” items—meaning fewer will have to be transferred. ​ (Since some of these records contain duplicate volumes which need to be deleted and removed from their trays, we should not count these items as “valid.”) ​ If unsure about which record is best for adding new material, call the Depository staff. ​+    - __If duplicate bibs. exist in DEP50__ (most likely FCDPT and UMDPT records which have not yet been merged): ​ Make sure to send no duplicates held by either record. ​ Attach new items to the record that will require the least amount of cleanup work when Depository staff merges the two records. ​ Typically this will mean adding to the record with the greatest number of “valid” items—meaning fewer will have to be transferred. ​ (Since some of these records contain duplicate volumes which need to be deleted and removed from their trays, we should not count these items as “valid.”) ​ If unsure about which record is best for adding new material, call the Depository staff. 
 + 
 +d)      __EAST Commitment__: ​ EAST Commitments belong to specific OCLC numbers. ​ If an EAST Commitment statement is present in the UM record of the item being transferred,​ it __must__ be added to the DP record, if OCLC number is the same.  If creating a new DP record, add entire 583 field. ​ If converting a UM record to DP, edit the 583 field to reflect Repository information. ​ Only subfields z and 5 need to be changed. ​ See {{ :​eastexample.docx |}}  This example can be copied and pasted. ​ Report that the item was transferred to the Annex on the [[east_reallocations_spreadsheet|EAST Reallocations Spreadsheet]]
    
 **II. DEP50 HOL records:** **II. DEP50 HOL records:**
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 Some monographs such as UMass theses and Federal and State government documents have 856 fields that link to electronic full text.  These 856 fields should be retained. ​ Some monographs such as UMass theses and Federal and State government documents have 856 fields that link to electronic full text.  These 856 fields should be retained. ​
  
-5.  __Affiliate titles__: ​ Affiliate collections will have their appropriate collection title added to the 590 field. The collections are:+5.  __Affiliate titles__: ​ Affiliate collections will have their appropriate collection title added to the 500 field with a $5 MU at the end. The collections are:
    
-    * ACS TITLE – American Chemical Society journals +    * ACS TITLE – American Chemical Society journals ​$5 MU 
-    * APA TITLE – American Psychological Association journals +    * APA TITLE – American Psychological Association journals ​$5 MU 
-    * APS TITLE – American Physical Society journals +    * APS TITLE – American Physical Society journals ​$5 MU 
-    * IOP TITLE – Institute of Physics journals +    * IOP TITLE – Institute of Physics journals ​$5 MU 
-    * JSTOR TITLE – JSTOR +    * JSTOR TITLE – JSTOR $5 MU 
-    * PROJECT MUSE TITLE – Project Muse journals  +    * PROJECT MUSE TITLE – Project Muse journals ​$5 MU 
-    * RSC TITLE - Royal Society of Chemistry Journals+    * RSC TITLE - Royal Society of Chemistry Journals ​$5 MU
  
-We have agreed not to put “history notes” pertaining to individual libraries into DP HOL records, although important linking information may be added into the 590; e.g., “This title is ANA-linked.”+We have agreed not to put “history notes” pertaining to individual libraries into DP HOL records, although important linking information may be added into the 500; e.g., “This title is ANA-linked.”
  
 6. __Split Holdings FCDPT/​FCANN__: ​ It is possible institutions will wish to send volumes to the Annex that are already held in the Repository Collection at the Depository and will already have an FCDPT HOL statement. When new items are sent to FCANN, these items will require a separate HOL statement. The HOL statements for both FCDPT and FCANN should be identical so all volumes added to FCANN should be included in the HOL statement for FCDPT and FCANN in the 866 field. ​ 6. __Split Holdings FCDPT/​FCANN__: ​ It is possible institutions will wish to send volumes to the Annex that are already held in the Repository Collection at the Depository and will already have an FCDPT HOL statement. When new items are sent to FCANN, these items will require a separate HOL statement. The HOL statements for both FCDPT and FCANN should be identical so all volumes added to FCANN should be included in the HOL statement for FCDPT and FCANN in the 866 field. ​
five_college_annex_processing_procedures.1548967280.txt.gz · Last modified: 2019/01/31 15:41 by ldegozzaldi
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