Italian Approval Procedure

Casalini Libri Approvals

In the mailroom:

Mailroom will unbox the approvals and sort the books. Books are then brought to Italian Verifier for processing.

Verification:

We receive provisional records from Casalini for all titles sent to us on approval. When searching, expect that you will find a brief record in Acorn for the title in hand. These records will have been loaded via bibload report upon receipt of the file.

The verifier, upon receipt of the books and invoice, will immediately search Acorn for the approval records so that the Acorn number may be added to the invoice for payment. Write the appropriate approval fund (90013400) on invoice in left margin beside title. Initial and date invoice (discard third copy). Upon noting the Acorn numbers on the invoice, the invoice may be posted in Acorn (Vendor code is 2025APL, and the Acorn Title Control key is used as the Line number; invoice lines are linked to the FUND), and sent for final payment. If a duplicate is discovered at this point, follow instructions in #1, below.

After the payment of the invoice, Italian approvals are generally held for a few weeks waiting for upgraded copy in OCLC. During this time, they may be placed in the approval room for review by the Italian verifier.

1) Search ACORN to locate the provisional approval record, and to check for duplication:

Begin by doing title search. (Always do your searching from the information on the book's title page, and not from invoices.) If this is not successful, then do an author search, and then, if nothing is found, try the ISBN. Series verification is done at this point also. The Casalini records may be recognized by the 910 field: Supplied on F.O.|bAPPROVAL PLAN ITALI |dTN4040B |eVanderbilt University LIbrary |gCasalini LIbri

If a duplicate record (in addition to the approval record) is found on ACORN:
Check with bibliographer to determine whether or not she wants to keep duplicate.

If duplicate is not to be kept:

1. Insert white flag with DUP written on top portion.
2. On the invoice, note that the title is a dup with "DUP OF (ACORN #)", and deduct the price of the title from the total due prior to completing payment.
3. Edit the approval record, changing the HOME LOCATION to APL-DUP; and adding the appropriate ITEM CAT 1.
4. Shadow the record.
5. Forward any duplicates to be returned to Linda Hand, along with a copy of the invoice.
   

If duplicate is to be kept:

1. Follow procedure for processing of copy 2's
2. If title is a serial or serial added volume, follow procedure for processing of serial added volumes
3. Add 980 field: (Vendor Code, Invoice Number, Invoice Date, separated by semicolons) to existing record.
4. Delete the approval record.
5. Edit Item Record per instructions, below.

If volume is determined to be part of a book set (or serial), see Book Set procedure for approvals.

2) Upon locating the Casalini provisional approval record, search SmartPort for a better record. If a better record is found, overlay the approval record. If no better record is found in SmartPort, existing approval record may be used, upgrading as necessary.

3) BOOK MAY BE SPEED CATALOGED AT THIS POINT IF APPROPRIATE. (Refer to Speed Cataloging Procedure.)

4) If title is not speed cataloged, add 951 field with cataloging status. Insert Acorn printout in the book if MC or flag as NC, as appropriate.

5) Edit Item Record:

CALL NUMBER INFO: Insert XX in front of the call number. (It will automatically be XX if the record is provisional.)

Location: Change the HOME LOCATION to STACKS
CAT 1: (enter appropriate subject, such as "34-Italian")
CAT 2: (This should already say "APPROVAL")
Current location: BAKER HOLD

ENTER THE UPDATED BARCODE NUMBER INTO THE RECORD.

Add Price (from the invoice) to the Price field of the Item record. (Price in 020 |c will be in Euros.)

 

7) Place printout of record in book, with fund written on top for display/routing. Flag and route material as appropriate.

created 11/09/2007; mew