shared header
Shared Resources
  Technical Services
Search TSWeb:

Where Materials in TSGLB Come From

Order Services to TSGLB

Order Services charges material to:

·        Individual catalogers

·        LC copy (373791)

·        LAIVs (218267)

·        Series Review (373639)

·        INVD (218265)

·        RUSH cataloging (373618)

·        Binding and Marking (274566)

Library messengers deliver and sort incoming boxes in the mail receiving area between the two teams.  Boxes are labeled for the individual cataloger, copy cataloging, RUSH, Marking, Binding, etc.

Incoming  to Cataloging

Order Services (see above charging streams)

Central Circulation to CAT

·      call number or labeling problems (wrong location, improperly formatted call numbers, call numbers that look funky, etc.

·      not on Acorn

·      books with typos or other suspected problems with headings that they identify during discharge process

Material is shipped from other libraries to CAT

·        Procurement purchases that need cataloging

·        Problems or questions

·        Material we have requested

New Theses shipped from the Graduate Offices of Vanderbilt and Peabody

·        New theses arrive in boxes to Jeff’s work area. 

InterLibrary Loan to CAT

·        Inventory items that have returned from the patron and need cataloging

·        Procurement purchases that need cataloging

Annex to CAT

·        Catalogers request material from the Inventory to catalog

·        Catalogers request cataloged material from Annex storage because of identified problems

·        Annex sends problem materials for cataloging

Individual library staff (bibliographers, public services, circulation staff)

·        Any library staff member can bring items for cataloging attention

Incoming to Preservation

Order Services to PRES (see below “Incoming Boxes from Order Services to Preservation Team”)

Cataloging to PRES (see below in “After Cataloging, materials are routed to”)

Central Circulation to PRES

CenCirc charges to 111235 and sends materials to Binding / Marking in white tubs:

·        relabels (mistakes, missing labels, classification changes)

·        items needing rebinding, binding for the first time, or other physical damage

Pres staff sort and recharge as appropriate to binding, marking, or repair.

CenCirc material designated specifically for Repair is placed on a special shelf behind the circulation desk that repair staff check, sort, and take upstairs to lab.  Repair staff charge all incoming items to 373782.   Central bibliographers work with repair staff on condition problems discovered in circulated items.  Sometimes they remove items to offices for further research.  Item charge in Acorn remains 373782. 

Central items housed at the Annex, but which need preservation, are funneled through Central Circulation as well. 

Central Reference, Gov’t Info to PRES

Items needing binding, repair, or relabeling are sometimes hand delivered from Central Reference and Gov’t Info.  Depending upon the need, the item(s) are charged accordingly to bindery, marking, or repair and placed on the appropriate shelf or truck. 

Material shipped from other libraries to PRES: 

Materials not always originally sent to the appropriate unit, so sorted items may move from upstairs to down or vice versa after arrival in PRES.   The items should be charged to the appropriate spot where they end up. 

Individual library staff (bibliographers, public services, circulation staff)

How to Find Materials in the TSGLB

Books charged to Cataloging:

Materials that are charged to individual catalogers are usually in that person’s work area. 

Exceptions:

·        Susan’s material is first sorted onto the white free-standing book shelves in the “hallway” between Susan and Yuh-Fen’s work areas. 

·        Susan’s material in other foreign languages is in Zora’s area.

·        Material in Chinese or Japanese is kept in Yuh-Fen’s area. 

·        Don’s material is first sorted onto the free-standing green book shelves against the windows in the “hallway” between Don’s and Yuh-Fen’s work area.

·        Don’s Baudelaire materials are first sorted onto the wall-mounted shelves outside of Molly’s work area.

·        Don’s Pia duplicates are sorted to the wall- mounted shelves outside of Molly’s work area.

·        Overflow Special Collections material is sometimes sorted to the wall-mounted shelves outside of Molly’s work area.

·        Zora’s material in Russian is usually in Becky’s work area.

·        Zora’s material in Philosophy is usually in Jeff’s work area.

Materials charged to LC copy catalogers is on the wall-mounted shelves in the “hallway” outside the RS conference room.  These are shelved in order by date received.

Exceptions:

·        Russian LC copy cataloging is on the wheel-less booktruck in the “hallway” leading to Jeff’s work area.

Materials charged to LAIV copy catalogers are sorted onto the free-standing green book shelves against the windows in the “hallway” between Don’s and Yuh-Fen’s work area and onto the wooden built in shelves above these shelves.

Materials charged to Series Review are divided between Becky and Yuh-Fen.

Materials charged to INVD are sorted to the bottom shelf mounted on the cubicle wall outside of Denise’s work area.  Periodically, Jeff removes these to process.

Rush material is sorted by type of copy and then by subject fund.  LC and PCC copy is cataloged by Bryan, Yuh-Fen, Ann B. or Becky.  Other copy goes to the subject cataloger.

New Theses arrive in Jeff’s work area and are unboxed onto trucks.  The Biomedical circulating copy is reboxed and sent to Biomedical.  Brief records for the circulating copy of the other Libraries theses are added to OCLC and Acorn and the pieces sent to Marking.  The Special Collections copies are moved to the wooden built in shelves in Ann B.’s work area for subject work.  Special Collections copies of Biomedical theses are placed on the wall-mounted shelves outside of Michael’s work area to await cataloging by Biomedical staff. 

CAT problem books are those materials returned from Marking because the label program could not produce a correct label are on a booktruck in Becky’s area.  Becky charges these to 374412, the Cat. Problem Books pseudo patron.

After Cataloging, materials are routed to:

·        Marking truck – hardcover material and material with a “Do not bind” flag are placed on the marking truck outside of the mail sorting area.  These will be charged to the Marking charge when Marking staff empty the book truck.

·        Binding Sorting shelf – unbound materials are placed on the bottom shelf mounted on the cubicle wall outside Machelle’s work area.  Machelle will sort these, charging accordingly, into various tracks.  *See note below. 

·        Preservation shelf – materials that need repair work are placed on the bottom shelf mounted on the cubicle wall outside the corner empty work area (“student” work area) across from Machelle.  Repair staff review this material and charge it to repair or where needed.

·        New serials shelf – new serials are placed on the top left side of the shelf mounted on the cubicle wall outside Machelle’s work area.

·        Nonbook shelf – all nonbook material except DVDs and Videos for Central are placed on the top right side of the shelf mounted on the cubicle wall outside the empty work area across from Machelle.

·        Rush shelf – cataloged rush material is placed on the top left side of the shelf mounted on the cubicle wall outside the empty work area across from Machelle.

·        Repair lab – catalogers may take material directly to the repair lab if they need to consult with the repair experts.  If material stays in the lab for any length of time, it is charged to Repair.

·        DVDs and Videotapes – DVDs and Videos for Central are delivered to Yolanda’s desk at Central Circulation

·        Back to Order Services – some duplicates or defective material may be charged to 373643 and returned to Order Services.  Cataloging staff add a note to the 952 field explaining the reason for the return.

* How material is sorted form the Binding Sorting Shelf (by Machelle): 

Incoming Boxes from Order Services to Preservation Team

Materials from Order Services come charged to 274566.  These are then sorted:

·        All hardcover books are placed directly on Marking shelves (wall shelves outside Ann M.’s work area) and remain charged to the same number.  They are interfiled by date of arrival with marking items coming from Cataloging.  (see below)

·        Paperbound books are placed on shelves in Machelle’s work area and then sorted (see * note above)

·        Unbound serials are sent to Preservation in separate boxes and are unboxed onto marking trucks and marked from the trucks.

Preservation Charges for Items from Cataloging and libraries

Finding materials charged to Pres Marking (215062)

·        Marking shelves are arranged by date of receipt.  The date of receipt will be about a day or so after the date cataloged on Acorn.  The marking shelves are those shelves on the wall in Ann Malette’s area and when needed spill over to the shelves in Karen Pillow’s area.

·        Nonbook material is on the wall shelves in Sheranda’s cubicle.

Exception:  RUSH items are not charged to Marking because they will be labeled and delivered (or shipped to outside the GLB) within a few hours.  While they are being labeled, they are usually located either in Sheranda’s or Ann’s work area. 

If stuck, ask Karen Pillow, the marking coordinator.

Finding materials Charged to Pres Commercial Bindery (215070)

These materials can be in a variety of in-house locations, but also at the bindery in Indiana.  The LARS software does not enable us to track individual items, so retrieval can take up to a few weeks if we can’t lay hands on the piece quickly.

Items recently charged to the bindery can likely be found

We don’t usually search for items charged to the bindery because they are likely in the process of LARS data input, already boxed, or are already shipped out.  After the items are returned from the bindery, they are unboxed on Level 1 in the Blue Room next to the GLB mailroom area.  Until each item is received back, it is difficult to locate it.  If the receiver knows of a request or search for a specific book, she/he searches for these items as the books are received back from the bindery. 

If stuck, ask Machelle, the binding coordinator.

Finding materials Charged to Pres Repair Lab (373782)

All items in the lab for longer than a few hours are charged in Acorn.  All items except those waiting for a bibliographer decision, are also input into an Access database.  The database will indicate what type of repair is anticipated and the item can be located accordingly within the lab.  Special projects sometimes are scattered around the lab as space and security permits.   As noted above, an occasional item has been removed from the lab by a bibliographer for additional research.  Sometimes these items are gone for an extended period of time.  

Places to look:

·        Bibliographers’ review shelf in bookcase between Charlotte’s workstation and Sue’s office.

·        Newly arrived items usually on large white table at entrance or on a truck.

·        Triaged items shelved on labeled shelves according to treatment.

·        Wrapper candidates located on trucks.

·        Repaired items located on built-in shelves to right of entrance.

If stuck, ask Charlotte.