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Technical Services |
In the mailroom:
Mailroom will unbox the approvals and make sure that all books on the invoice are in the shipment and that the books are on the truck in the same order as they appear on the invoices. They will deliver the books to the verifiers. The verifiers will distribute them among themselves as appropriate.
VERIFICATION:
When the verifiers receive the books and begin the verification procedure, there will already be a record on ACORN for all the titles in each shipment. The records are loaded into the database from a file ftp'd to us from PromptCat. We are currently receiving LC and MC (but no UKM) records. When no record is found in OCLC by PromptCat (or the only record is a UKM record), we will receive a "provisional record" that includes Title, ISBN, and invoicing information. (See "How to determine CC Coding for Books" for more specific information.)
The following procedure should be followed in the exact order as stated in order to expedite the processing of this material.
Begin searching by doing a title search. (Always do your searching from the information on the book's title page, not from the vendor's slip.) If that is not successful, then do an author search and then, if nothing is found, try the ISBN. Assume that you will find a record on ACORN for every title.
Check that the record matches the book in hand.
Check for any series or book set notes and do appropriate
verification.
If duplicate records are found on ACORN:
The approval records loaded into ACORN from PromptCat will not overlay existing records in ACORN because they do not contain the OCLC number in the 035 fields. Instead they have the 010 LC card number in the 035 fields. Therefore, if there is a duplicate of the approval book already on ACORN you should find two separate ACORN records for this same title. When a duplicate is discovered, write "DUP of" on the vendor slip and write the ACORN number of the non-approval record on the slip and put it in the book. Mark "Dup" on the invoice by the title of the piece. Do not add any notes to the non-approval record. Shadow the PromptCat record.
2. APPROVAL SLIP AND INVOICE
Stamp the Approval date (the Monday of the approval week) on the slip.
On the Approval invoice, write the fund code that will be used for payment [see Approval Processing Exceptions] and the Title Control
number of the record (the Sirsi number).3. EDIT THE ITEM RECORD:
If the PromptCat record is LC:
Search OCLC only if the title on the record does not match the title as it appears on the book. If a record is found on OCLC that has the correct title information, overlay the PromptCat record. (Unless the new record is an update of the original record, be sure to send a note to ANNEX to have our holdings removed from the original record.) If a record with the correct title information is not found, then a 740 field with the correct title should be added to the existing record.
If the PromptCat record is an MC (or CC):
Do not re-search OCLC. Insert Acorn printout in the book if MC or insert a green flag for CC records.
If the PromptCat record is NC (provisional):
Search OCLC for a better record and overlay the PromptCat record. If you do not find a better record, update the PromptCat record with information from the piece (Author, Publisher, etc.) See also our procedure for updating NC records.
CALL NUMBER INFO: Insert XX in front of the call number, if necessary.
LOCATION: Change the HOME location to STACKS, and the CURRENT LOCATION to BAKER HOLD.
CAT 1: (enter appropriate subject)
CAT 2: (enter appropriate APL code here)(BNA for Blackwell US, BHB for Blackwell UK)
ENTER THE BARCODE NUMBER INTO THE RECORD.
If the SmartPort record carries a 948 field ("NO HOLDINGS IN TJC"), this field should be removed. (You can set your Smartport properties to take out this "junk tag")
4. EDIT "CREATED BY" ON CONTROL TAB (TO YOUR NAME).
5. BOOK MAY BE SPEED CATALOGED AT THIS POINT IF APPROPRIATE. (Refer to Speed Cataloging Procedure.)
6. INSERT ANY APPROPRIATE FLAGS, AND ROUTE:
CENTRAL* AND SCIENCE-- Barcode piece and route (these books will NOT be put on the review shelves.)
*with the exception of Arts, English, History, Afro-American Studies and Economics. Insert one copy of the approval slip, paperclip the barcodes inside, and place on the Approval truck. Flag the exceptions with an ARTS, 2100, 2200, 3100 or 4100 flag to distinguish them from each other.
MUSIC, PEABODY AND MANAGEMENT- Insert one copy of the approval slip,with any appropriate flags, paperclip the barcodes inside, and place on the Approval truck.
7. BOOKS TO BE REVIEWED SHOULD BE PUT ON THE APPROVAL TRUCK BY MONDAY NOON OF THE APPROVAL DATE, ALONG WITH ANY DUPS. ALL APPROVAL SLIPS SHOULD BE CLIPPED TO THEIR CORRESPONDING INVOICES AND PUT ON THE APPROVAL TRUCK AS WELL.
(revised 8/05/2005;mew; updates 09012008; tac)