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Shelf-Ready Shipment Processing

Unpacking and Organizing Shipments

There are two major types of shelf-ready books we receive reguarly: Music Approval Books, which come in small shipments, usually under ten books, in a single box, and Firm Orders, which arrive in much larger shipments of anywhere from about fifty to several hundred books in multiple boxes.

Unpacking Shelf-Ready Music Books

Music Approval Books are unpacked and a check mark put next to each title on the invoice if the book is there (It's very rare for a book to be on the invoice and not in the box, but it does happen from time to time.) The invoice remains with the books until after they are received. The books are placed on a shelf near the Monographic Receiver's (Susan's) desk, and an e-mail sent to selectors to let them know that the books are there, and will be available to review for a few days.

Unpacking Shelf-Ready Firm Orders

Boxes that comprise large shipments (over 150 books) of Shelf-Ready books need to be organized before unpacking, because such shipments contain multiple invoices. Each box has a number on its label corresponding to its invoice number. Boxes with the same associated invoice number should be unpacked together, in alphabetical order by title, onto book trucks. The Monographic Receiver then checks each book off its invoice, but doesn't give the invoice to the Ordering Assistant until after all books have been received. (Although Shelf-Ready books cannot usually be returned to the vendor, there are some situations, such as missing pages found during receiving, in which they must be, and a refund or replacement sought from the vendor.)

Processing Procedures for Each Book

♦Go to the Search function in the Acquisitions Mode of Aleph and scan in the book's barcode.

♦Check to make sure that the book and Aleph record match in terms of call number, title, author, publishing information, and number of pages. For more detail about the minimal standards required for a book to be sent to the stacks without further cataloging work, consult FASTCAT Instructions

♦Click on “Orders” button on the right hand side and go to the “2.General” tab, if not brought there automatically, and look at Order Status box.

♦If everything matches correctly then the book is ready for the stacks or the New Book Shelf so leave the Order status as “SV”.

♦If the book needs a call number label or other work you cannot complete, change the Order Status to “WP”.

♦Press “Update” button to save order record changes.

♦Arrive the book by clicking on “Arrival 0/1” to the left of the screen. Then click on “Add” button on the upper right, then on “add” on the lower right.

♦To get to the item record, click on “Overview” on the left of the screen, then click on “Items” button on the right.

♦If the book is ready for the stacks (fully processed Reference and Science books), change the “Item Process Status” code to NI (New Item.)

♦If the book will go to the New Book Shelf, change the “Item Processing Status” to “PW”.

EXCEPTION: If there are more books than the new book shelf can hold (15 red book truck shelves or the equivalent of 2.5 red book trucks using both sides of the trucks) the item processing status should be set to blank on the excess books and they should be put on trucks for items going to Stacks Management for shelving directly to the Du Bois stacks.

♦If the book is not yet ready for the New Book Truck or the Science Truck, change the “Item Processing Status” to “PC”.

♦Click “Update” to save item record changes.

Additional Steps for Non-Rush Books Lacking Call Numbers and/or completed Physical Information (300) Fields

If an OCLC search for the item reveals updated acceptable bibliographic copy for the item, on the same OCLC numbered record as the one already in ALEPH:

♦Overlay the updated OCLC record

♦Add a “928 AUTHORITY” field to the updated record in ALEPH

If an OCLC search for the item reveals updated acceptable bibliographic copy for the item, on a *different* OCLC numbered record as the one already in ALEPH

♦Replace the OCLC number in the 035 field in the bibliographic record in ALEPH with the number in the better, different record.

♦Overlay the record

♦Delete our Holdings in OCLC from the originally-used OCLC record

♦Add both a “928 AUTHORITY” field and a “930 OCLC” field to the newly-overlaid bibliographic record in ALEPH

For both of the above overlay situations, it is necessary to delete the old Holdings record in ALEPH and create a new one, IF the old record lacked an LC Call Number OR if the new record's LC Call Number is in any way different from the old record's (Check carefully, as the call numbers may be similar but not identical. The most frequent difference is the year at the end of the number, but less obvious differences also occur.)

If acceptable OCLC copy for the book cannot be located:

♦Go to “Overview” on the order record page and click on “Cataloging” button on the right.

♦Bring cursor to the field “928 AUTHORITY” and delete that field by pressing CTRL F5.

♦Click icon with red arrow in upper right side, “Save on Server and Local Drive”.

♦Press “Continue”, then “Override” buttons when prompted.

♦Note the date of the unsuccessful OCLC search on a post-it or the slip in the book, and place the book on the PCat Problem Shelf. Periodically, Susan and/or Eva will check this shelf and search for improved OCLC copy.

Books Going to Reference

♦Change the item status from 01 to 13.

♦Go to Holdings record in Cataloging and change Collection (852|c) to “URF” if the code is not already URF.

♦Click icon with red arrow in upper right side, “Save on Server and Local Drive”.

♦Press “Continue”, then “Override” buttons when prompted.

♦Affix “REF” label to call number label on spine of book.

♦Change the “Item Process Status” code to NI (New Item) and place the book on the “New Reference Books” shelf (near Christine's desk and next to the Masha Rudman books.)

Adding "Oversize" note if needed.

An oversized book is one that is over 30cm deep and/or over 40cm high.

♦In Holdings part of the bibliographic record in Cataloging, go to call number field and type <F7>; “OVERSIZE”.

♦Click icon with red arrow in upper right side, “Save on Server and Local Drive”.

♦Press “Continue”, then “Override” buttons when prompted.

♦Put “Oversize ” label at bottom of call number on spine of book.

Miscellaneous Problems

♦Make sure call numbers match library location code assigned. If may occasionally be necessary to change the location in the holdings record or add or delete a location from a call number label. Books labeled as “SCIENCE” sometimes have a call number that indicates they should instead be shelved in the Du Bois Library, and visa versa. Consult the AA Chart for Cataloging to Locations As Appropriate to aid in determining the correct location for a book based on call number.

♦Books without call number labels are particularly likely to have a mismatch between the book and the record. You may want to type in the title rather than wanding in the barcode for books without labels, in order to find out if the books is a duplicate to one already in the collection. A wrong title may be the result of the title being changed at the last minute before publication, or of the wrong record being assigned by Promptcat.

♦Books with call number labels sometimes arrive with a minimal bibliographic record. It's a good idea to check for duplicate titles by doing a title search when this happens.

♦Books that belong to numbered series the library collects on standing order are sometimes sent in error via the Approval Plan as monographs. Search by series title for any monograph sent that is also part of a numbered series to be sure it's not a duplicate to one coming on standing order.

♦The first volume of a multi-volume monograph may be sent. This will need additional attention as you need to find out if other volumes are wanted (create a standing order record) and to add the volume number to the call number label on the book.

♦Look out for possible reference books sent on approval and not coded with a Reference location.

♦Books with an Order Group of “History” noted in their order record need to have that edited to include selector. The receiver consults the “Selector Responsibilities by LC Classification” list to determine which history selector is associated with the call number on the book in hand, and selects from the drop down menu in the order record on that basis.

Primary contact: Susan Pease

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