RUSSIAN APPROVAL PROCESSING

IN THE MAILROOM:

As the packages are open in the mailroom, books are shelved on a separate shelf in the mailroom for Russian approvals. Mailroom personnel will confirm the count of books against the invoice, then deliver a copy of the invoice to the Russian verifier. The verifier will retrieve these materials from the Mailroom for processing. Russian approvals are generally processed within 3-6 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:

1) Search ACORN first for duplication:
Begin searching by doing title search. (Always do your searching from the information on the book's title page, and not from invoices.) If that is not successful, then do an author search and then, if nothing is found, try the ISBN.

If a duplicate record is found on ACORN:
Check with bibliographer to determine whether or not she wants to keep duplicate. (See NOTES regarding duplication, below)

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 Rita with a copy of the invoice.

If duplicate is 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)

2) If no record is found in Acorn, bring in a record from SmartPort or create a Provisional Record. (WorkFlow Properties should be set to Create Copy when the record is added to Acorn.)

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

4) If item is not speed cataloged, add a 951 field indicating the cataloging status. Flag as MC, CC, LC or 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, and the CURRENT location to BAKER HOLD.
CAT 1: (enter appropriate subject, generally "71-RUSSIAN")
CAT 2: (enter appropriate APL code here, generally "APPROVAL")
If the SmartPort record carries a 948 field ("NO HOLDINGS IN TJC"), this field should be removed.

ENTER THE BARCODE NUMBER INTO THE RECORD.
Add Price (from the invoice) to the Price field of the Item record.

Add 980 field: (Vendor Code, Invoice Number, Invoice Date, separated by semicolons)
Check the 245 and 260 fields. When you seen numbers in the record (see example below), remove them. (The subfiled 6 at the beginning of a field just tells the system that there is a linked field with vernacular script. However, since Sirsi does not support Unicode yet and can do nothing with the vernacular scripts, this subfield 6 is just garbage and can be removed.)

6) Add Acorn record number to the invoice to the left of the title. If any title is to be paid on a fund other than the Russian approval fund, write that fund below the record number.

7) Barcode piece, flag, and route.

8) Initial and date the invoice. Post invoice in Acorn using Acorn record numbers in the Line field, and linking the payment to the Russian approval fund (90017100). Note any amounts deducted from the invoice in the COMMENT field, along with the original amount of the invoice. In the INVCP field, add "Y", so that a copy of the invoice will be sent with the payment. Forward to Sherry Huffer for final processing.

9) Send a copy of the invoice (with Acorn numbers) to the Russian bibliographer for her records.

NOTES REGARDING DUPLICATION of Russian approvals:

¨ If the material in hand duplicates an edition published during the Soviet Period (prior to 1991), the earlier work may have been subject to censorship. If the book in hand is dated after that period, it is likely that we will want the later edition.

¨ Collected Works: If the title duplicates an earlier edition of the author's Collected Works, check the Contents field (505) for the specific titles included in the piece to determine whether any additional works may be present that were not included in the earlier edition.

¨ As with any material, if the edition in hand contains any previously unpublished material, or unique commentary, it is likely that we will want to add the later edition.

10/10/2002; mew

02/12/2007; updated; tac