Latin American Approval Processing

Mailroom:

Shipments of Latin American approvals are unboxed in the mailroom and the books are placed on separate shelves to await further processing. As the books are placed on the shelves, copies of the invoice are distributed as follows:
Copy to Paula Covington (including the date the material was received in the mailroom)
Copy to LA Verifier - this copy is used to determine whether the shipment contains any PLAC materials (see below).
Under normal circumstances, non-PLAC LA approvals are processed within 3-4 weeks of their receipt in the mailroom. This normal delay increases the likelihood of finding a record for these materials so that Provisional records are not necessary.

Verification:
The verifier removes approval books from the mailroom. (SEE NOTES BELOW REGARDING PLAC MATERIALS)

1) Search ACORN first 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. Check any series for possible duplication.

We occasionally receive serial added volumes on these approval plans. If these do not duplicate standing orders, they may be processed as serial added volumes.

If duplicate is not 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.
3. Give book to Monica with a copy of the invoice.

2) If no record is found in Acorn, bring in a record from Smartport. If a record is not found, create a provisional record. In this case, WorkFlow Properties should be set to Create Copy when the title is added to Acorn.

4) If title is not speed cataloged, add 951 field with cataloging status. Add 980 field: (Vendor Code, Invoice Number, Invoice Date, separated by semicolons).

5) If the SmartPort record carries a 948 field ("NO HOLDINGS IN TJC"), this field should be removed.

6) If the record was brought in from Smartport, ADD a COPY.

• CALL NUMBER INFO: If the piece is not speed cataloged, insert XX in front of the call number . (It will automatically be XX if the record is provisional.)
  
• ITEM TYPE: If the piece is an encyclopedia, dictionary, or other reference type book, use the REFERENCE item type. Otherwise use BOOK, or other appropriate item type.
  
• LOCATION: Change the HOME LOCATION to STACKS (or 4th FLOOR if REFERENCE), and the CURRENT location to BAKER HOLD.
  
• CAT 1: (enter appropriate subject, generally "041-ANT-LA", "42-LATINAM", or "83-SPANISH")
  
• CAT 2: (enter appropriate APL code here, generally "APPROVAL")
• Add Price (from the invoice) to the Price field
  
• Uncheck the circulate box if the the piece is REFERENCE.
• ENTER THE BARCODE NUMBER INTO THE RECORD.

8) Barcode book.

9) Insert Acorn printout in the book if MC or flag as NC, as appropriate.

10) Write Acorn number on invoice in left margin beside title. The fund code used should be written near the title, also. Initial and date the invoice. Send one copy of the completed invoice to Paula Covington, and give the original invoice to Monica for her files (these approvals have been prepaid).

These vendors occasionally send serial sample issues for review. IF an individual SERIAL ISSUE is received (not on Acorn), contact Paula Covington for a decision whether to add.

PLAC Materials (cooperative cataloging project):
Materials falling within certain subject areas, that do not have records on OCLC, are to be given priority processing in OS and forwarded expeditiously to RS Cataloging, who will strive for a 1-2 week turnaround of these materials.

Subject Areas:
Colombian history, Meso-American Anthropology and Archaeology
Vendors:
Libros Latinos, Libros CentroAmericanos, Books from Mexico, Mexico Sur, Shawcross, Editirial Inca, Vientos Tropicales

Verification:
If there is NO record on oclc for titles in these subject areas, the Verifier will immediately add a provisional record for the title. He will then route the material to the appropriate cataloger along with other "NC" materials. (They will not be shipped separately to the cataloger, but routed from the mailroom with the cataloger's other books.)

Duplicates / Rejects:

When the depository plans were set up, it was mutually agreed that duplicate and rejected materials received against the plans would be accepted as a part of the cost of the plan. These materials are sent directly to Paula Covington for exchange. (Inca books are an exception. Duplicates and rejects of both firm orders and approvals may be returned to the Miami address and the price limit should be considered the US price. For approvals, the vendor has told us we can return items and cross them off a copy of the invoice; they will modify the credit in their records.)

Other returns:

For all other materials, our current dollar limits for items to be returned are:
US address - $15
European address - $25
Brazil - $30
Mexico - $30
Other Latin American countries - $40

For materials that cannot be returned to the vendor:

Materials not added to the collection should be forwarded to Paula Covington in a timely manner, as soon as the invoice is completed.

07/30/2004 mew/tab; revised 8/26/22005