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Administrative
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Technical Services |
1. Stop doing pre-order series/book set verification, leaving the receivers to check them and route questions to the LA IV who is serving in the liaison role. Verifiers would make all their usual checks for duplications and standing orders, and the receivers would decide what pieces needed to be sent to the LA IV for resolution.
----Advantages: speed up verification process, avoid repetition of work. Verifiers are often forced to make educated guesses, as they do not have all the information they need in some instances; receivers would have the book in hand, and not have to second guess what went on before.
Change #1 modification from discussions: Series verification at the point of receipt will be phased in as a two step process, beginning with Collection Manager and Gobi orders, and then, assuming success, expanded in the second phase to include all remaining firm orders.
Phase 1 will be reviewed within the first six months of implementation to determine if the change has been successful or if further modifications are necessary. Phase 2 will be implemented at a time as yet to be determined. Experience with post-receipt verification of series for Collection Manager and Gobi books will help us decide how and when to implement Phase 2.
The Series Task Force is working with Ann Ercelawn to create a procedure for Phase 1: Verification of Collection Manager and Gobi orders at point of receipt. Procedures for Phase 2: Verification of the remaining firm orders at the point of receipt, will be written later. For now, the procedure for verification of series for non-CM/Gobi books will remain unchanged.
2. Implement a policy that all pieces that are part of unnumbered series/book sets would be eligible for speed cataloging or sent to the appropriate cataloger without going to the liaison (LA IV). All "unauthorized" flags on these records would be ignored until they were addressed by a cataloger.
----A monthly report of unauthorized headings is generated, and these series could be dealt with at one time by the liaison. Pieces that are not speed cataloged would be dealt with at the point of copy or original cataloging. More books can go through copy cataloging so the materials get out faster, and there would be time savings all around.
Change #2 will be implemented as recommended.
3. Standardize the meanings of series/book set codes added to bib records (i.e. sax, savs, savc, savn, sa&, bax, bavs, bavc, ba&, and vh). These codes have been used for so many years and by so many trainers that they have lost a consistent meaning. The Series Task Force asked the catalogers if they routinely accept these codes, or if they search the series/book set anyway. Most said that they check anyway, but that these codes could be useful to them. There seemed to be most concern about the "vh" code, referring to volume holdings updates.
----Consistency in usage and universal comprehension of the meaning of these codes would cut down time for many catalogers down the line. Verifier/receiver vs. catalogers understanding of responsibility in updating volume holdings would mean less double-checking along the line.
Change #3 modification from discussions: The Series Task Force is revising the series/book set codes and has eliminated several to create fewer overall codes.
Verifiers will use the "vh" code to communicate to receivers the need to update volume holdings. The receiver is responsible for updating the holdings, but will not modify the "vh" code in any way. Catalogers can ignore the "vh" code.
4. Series/book set training should be done in a timely and systematic way.
----This has the advantage of potentially cutting down lots of errors and questions. The training would take time, but everyone's increased confidence and comfort levels would more than make up for that time.
CAVEATS: This will place more responsibility on receivers and change the verifiers'
role. The advantages of time saving for employees and shorter processing time
for materials make the changes worth a try. Training, documentation, and open
minds are seen as the keys.
Change #4 modification from discussions: The Series Task Force and Ann Ercelawn
are creating the documentation. Ann will conduct the training for Order Services
the week of March 25-29, 2002, and the Phase 1 procedure will be distributed
at that time. The Phase 1 procedure will begin once the involved staff has been
thoroughly trained. Future training will take place as needed, including Phase
2 training. Training will also take place whenever a new staff member is hired.
All procedures and documentation will be posted on the RS Documentation web
pages in a clearly organized and labeled fashion.