ILL Procurement Card Processing

Receivers should always be aware of the condition of the material they are handling. With all materials, watch for broken or brittle covers, torn pages, mold, pests, and other problems. If mold is discovered, the material should be isolated immediately, and enclosed in plastic (we have bags for this purpose). If in doubt as to the condition of the material, check with Preservation before processing. Materials may be sent to Preservation for minor repairs.

InterLibrary Loan occasionally purchases materials (using their Procurement Card) that are needed urgently for patrons. The material is lent to the patron upon receipt. Upon return, ILL will send these materials directly to Order Services to be added to Acorn. These materials should be processed as Level 2.

Upon receipt, verifier will:

1) Search for duplication in Acorn.

• Any duplication by ILL should be considered an intentional duplicate, and the piece should be added. See the Gift Procedure for how to add a copy.
• If the material is found to be a periodical issue, it should not be added, per John Haar, 2/2006; if uncertain, check with Ann Ercelawn.

2) If the title is NOT found in Acorn, bring in a record from OCLC or, if title is not in OCLC, create a provisional record (see procedure "What to include in a Provisional Record").

• If the destination library has not been assigned by ILL, the library may be determined by the verifier based on the LC classification.

3) In the bib record add:

• 541: (Acquisitions Source): ILL PC Purchase
• 951: (Title level note): add cataloging type, and series verification notes
• 952: (Copy level note): add bibliographer's name (or, ILL), and any special binding or other instructions. (See Gift Procedure for proper formatting of additional copies.)

In the Item Record:

• Assign Item Category 1 based on LC classification, and assign Item Category 2 of "SPECIAL".

4) Workslip: It is not necessary to add a verification workslip to the piece. Each piece received from ILL will include an "ILL PC Purchase Slip". Upon processing, add the Acorn Title Control number to this slip. (It is not necessary to add any other information to the slip that can also be found in the record.)

5) Attach barcodes to piece according to location and material type.

6) Insert Acorn printout in the book if MC or flag as NC, or Speed Catalog the title, as appropriate.

7) Flag material as appropriate (for library, "ILL DIRECT PURCHASE", type of cataloging, special binding instructions, etc.), charge and route for Level 2 processing.

Regarding duplication:

The item is not automatically considered a duplicate (see criteria to determine duplication) if the title is already held by Law, BioMedical, Documents, or is a NetLibrary copy. Do not add the piece in hand to these records, but rather bring in a new record for the piece. Add a 952 to the new record "dup of (Law, etc.)".

If the item in hand is a different printing of the title in Acorn, add information to the 952 to describe the piece in hand ("1976 pbk", etc.).

If the item in hand is a different edition from the title in Acorn, add a new record that more closely matches the new piece.

revised 11/15/2006; mew