Textbook Annex Linking Project Instructions

Starting and Setting up Computers and Laptop

Desktop Computers:

Turn on desktop computers - no need to login. Double-click on desktop application “Annex VPN shortcut”

Click on Annex VPN
Click on Connect 

Down on the bottom right hand tray you will see an image of a wifi connection. If you mouse over it, it will say Annex VPN connected, Eduroam no internet. This is what we want.

Laptop Computer:

Turn on computer. Login using IRM-Admin password: Rimbaud49 (should be on a yellow sticky attached to keyboard) Double-click on wifi image on the lower right Select eduroam And then double-click on desktop application “Annex VPN shortcut”

Click on Annex VPN
Click on Connect 

Instructions for Printing Tray Labels (when requested by NLR staff):

The software and data are located on the desktop computer attached to the label printer.

Printing labels: Make sure you have labels in the printer. The printer may left on at all times, but there is an on/off switch at the back in case you need to do a restart. You may need to do this if the printer doesn’t respond to your print command. During your print job, if you run out of labels the program will stop, then resume after you load more labels.

Open Labels folder on desktop of computer attached to printer. There are labels for the various sizes of trays. You need to carefully choose the right label, based on the information that Diane and crew give us.

In the Labels folder on the desktop, double click on the Master Label list and check the last number used for the size/collection of labels you are going to print. Write this down on a piece of paper.

There are label templates for each location and each size. (i.e. DH – tray size and UMSC for UMass Special Collections or FCRA for Five College Repository Annex) Locate the size and collection code for the label you need to make. You do not need to make any changes to the template. As long as you choose the right one, The label program will open to the correct label.

Click on the print icon at the top of the program. . The printer window will open Type in starting number that you are going to use. Retain the initial zeros (this is the tricky part and why you want to write down the number before you start). On the lower right hand side, there is a menu option for selecting the number of labels you want to print (like 100, 200, etc.) Print as many as requested, but if you are worried choose 1 to test or a smaller number.

Click OK The labels will start printing right away. If they don’t print, turn the printer off and on using the switch at the back to reset the printer.

Put a box on a chair so that the labels can print out into the box. Roll up the labels so they don’t stick to each other.

When you are done printing, go back into the Master Label index and update the last number. (example, if you start with 502 and print 500 labels, update the ending number to 1002). Save the changes.

Adding items to Periodical/Serial bib records

Most serials/periodicals have a single dummy item in them with “dummy barcode”. Some have a single volume number in them. Some don’t. When you add your volumes, you will need to watch out for the following steps:

Check holdings record or bibliographic record (MARC tag 362) to make sure that the years and volumes you are adding belong on this record. Otherwise, there might have been a title change and your volumes may belong on another record. Creating or editing item records: use duplicate to keep the same settings. In the item records, you need to change things in a number of different tabs. Tab 2. General information (1) - material type should be issue bound (issbd) Tab 2. General information (1) - status can be either 01 or 25 Tab 2. General information (1) - Description: add vol and year, i.e.: v.5 no.12 1979-80 Tab 2. General information (1) - add Enum. Level 1. & 2., i.e.: 5 [in Level 1 (A)], 7 [in Level 2 (B)] Tab 2. General information (1) - wand in barcode Tab 4 - set Arrival Date to today Tab 5 - correct Chron Level - add year (enumeration will fix itself)

Regular materials:

We are changing the workflow.

In the beginning, NLR unboxed materials and then anything that didn’t have a live barcode was put on a big cart for the catalogers to link. Other times they just left the materials in the original box when it was a large set. We currently have 11 trucks of materials that need to be linked. These include serials, periodicals, and monographs.

Going forward - NLR will unbox, size, and tray everything. Anything that doesn’t have a live barcode will be left in the tray with a red slip and brought to the library staff for linking. These items must stay in their respective trays. It does mean for us that serial runs may well be out of order and it may be less convenient for linking, but we are trying to avoid paying NLR for handling materials two and three times.

Once we have finished linking all the materials on a truck, we attach a sign that says “ready to scan after [add 3 hours to the current time]” and date. The database that NLR uses gets refreshed from ALEPH every 3 hours (and is done by Aaron Addison), so there needs to be a lag between our work and their work.

General Workflow


Base: UMA StaffCat Browse: LC call numbers

Check to see if your call number appears multiple times. You may have a serial that has changed titles or is a serial analytic. An example of a serial analytic would be when you see a serial record with the base call number and then monograph records with no.# or v.# at the end of the base call number. If in doubt, ask someone else to look at it with you.

Location and item record

Holdings: UMDUB and UMTXT or UMTXK (law materials) or UGEN (mostly ser analytics that didn’t get flipped in the transfer) – don’t bother to change anything

Item status is either 25 (off-site storage) or 01 (regular - for the ones that didn’t get flipped)

If you get an 01, change it to 25 when you add the barcode. This will help us keep track of the ones we handled.

Barcodes - there are still over 200,000 “dummy” barcodes and about the same * barcodes. Some books have a dummy/* in the record and an unlinked barcode on the piece.

Dummy barcode range: 312066017000013 to


Copy 2s., duplicates

If you have both physical copies in your hand to link, keep the one in best condition and throw out the other. Do not throw out extra copies without having verified that we have at least one with a live barcode in the system.

Missing/Lost/Withdrawn items

Link the item, change the item process status to blank. Check the bib record and holdings record to see if it has been suppressed. It will look like this: STA SUPPRESSED. Delete this field in both records (bib and holdings) and save the changes. You will probably also have to go into OCLC and add our holdings back to the record. — Feel free to give these to someone else (Anne Miller, Sharon D, etc.) to fix.

Call number doesn’t match record If you don’t feel comfortable making these decisions, give the piece to one of the problem-solvers to deal with. They will likely check the book against the bib record and decide if it is just a label problem or something bigger. If it is just a label error, link the barcode and carry on.

No record in ALEPH

Trucks of unboxed books - pull off truck and set aside so someone can catalog it in Connexion and export the record to ALEPH. Trays of book - books that are sized and trayed must return to the same tray, so don’t set them aside. Ask someone working in the Annex to catalog them and return to the same tray.

Damaged Materials, Missing Covers, etc.

We have wide white linen string and scissors to tie loose covers. Anything that you are worried about, pass along to a problem-solver to deal with.

Handling of SCUA materials

There were 27 pallets of boxes moved from SCUA over to the Textbook Annex

In the beginning NLR unboxed, sized, and trayed all the items and then put them on big carts for Steve to work on. There were at least 8 large carts of SCUA materials that need to be cataloged and linked. Steve, Marcelle (and likely the Ann(e)s) will work on those so that the trays can be ingested by NLR and sent to the SCUA part of the 5C Annex. Any item that has been sized and is on a tray needs to stay in that specific tray. It doesn’t have to be in the same order but it needs to be in the same tray. When we realized that there was way too much for Steve to handle, the Library asked that NLR change its process so that they only tray the books that have barcodes. There will be a small number of problems that are generated by barcodes that can’t be read, NLR staff will bring these to Steve and crew to fix those as they come up. Any unbarcoded SCUA materials have been left in their original moving boxes. We will consolidate the boxes so that all remaining (uncataloged/linked) volumes will be stored safely in the boxes for transport and hopefully the number of boxes will be fewer. When the boxes are ready for moving, NLR will bring them to Du Bois and put them in the basement. Catalogers will work on the SCUA materials as they have time but they will be a lower priority than the regular materials. Note- the boxes returned to SCUA also include unprocessed gifts and some archival materials. These are generally not in the banker boxes like the others.

SCUA materials that are going over to the 5C Annex will remain UMass materials and should already have the following location and item statuses.

Holdings location: UMSCA USPCX Item : Status - 02 Processing Status - UD

Anything requiring cataloging from the already unboxed and trayed materials, will use the same locations and statuses as above

Most SCUA materials use an acid-free slip that has the call number on one side and the barcode on the back side. It is inserted into the book. Be careful moving the slip, because it could damage pages in the book.

Some books are already barcoded if they have been transferred from the general collection to SCUA. Go ahead and use that barcode to link to the item.

SCUA Serials need to have their holdings and item records done like the regular materials. Packing SCUA boxes for DuBois transfer

Boxes are currently partially full and will need to be consolidated. They should be full enough that books don’t move around, but loose enough that you don’t damage the book removing it from the box. Fill the box with the books standing upright, if possible, with the call number/barcode strip sticking out. Tuck the strip in if closing the box would bend the strip. You may also pack them on the back of the spine (see second picture, but you will probably have to tuck the strip in. After filling the box, mark through the labels on the side of the box with a red pen.

Here are some examples of correctly packed boxes:

The books are small enough that the call number slips are able to stand upright. The books are packed tight enough that they don’t move around but loose enough that we won’t damage the book getting it out.

The call number slips are a version of a bookmark that has a cut in it to sit on a page. If it is handled roughly it could damage the pages.

This is an example of books that are too tall to stand upright. In this case, carefully tuck the call number slip inside the book (be careful not to rip paper) before laying it on its side.

There are 20 boxes to a pallet. Start by laying down a sheet of cardboard. Place 3 boxes lengthwise and 2 boxes sideways. Lay down another sheet of cardboard and then lay down the 5 boxes in the opposite configuration.

This will spread out the weight and leave the pallets in a uniform shape.

Make sure that there is enough room between pallets for humans to get through.

Put a red mark through the labels on the outside of the pallet so that we know the stack is done and ready to be moved back to Du Bois Library.

When the pallets are filled, NLR will saran-wrapped them and take them away to the Library basement

textbook_annex_linking_project_instructions.txt · Last modified: 2019/01/07 12:20 (external edit)
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