StaffGuide: Serials Receiving & Processing

Serials Receiving & Processing StaffGuide Home Page

Property Stamping and Security Stripping Materials

Stamping and Stripping:

Before going into general circulation, serials processed items need to be stamped and/or stripped. Stamping and stripping helps protect our materials from theft, as well as identifying the materials as property of the University of Arkansas Libraries. Stamping is the physical placing of a stamp on an item identifying it is the property of the University of Arkansas Libraries. Applying a security strip is the inclusion of a metallic strip that will trigger an alarm if an item is taken from the building without being checked out. 

Items ready to be stamped and/or stripped will be placed on the large table in the Serials department. On the table, the items are to be sorted according to location (this will save you time when shelving and ensure that ARKCO items are not inadvertently security stripped).

After items have been stamped and stripped, they should be placed on the appropriate location pick-up shelf. For example, any FALPE items will be placed on the FAL pick-up shelf. 


Stripping Guidelines: 

  • How to Apply a Security Strip:  For serials, the strip should be placed horizontally on the inside back cover. Try to keep the stripped centered in the page, as a strip too close to the edges can affect binding. If the strip is too large to be placed in the issue, you can cut it in half. In some cases, you may need to vary from this format, due to publication size, lack of suitable area on the back cover page to place the strip, etc. Use your judgment, but try not to cover any important writing. Below you will find a list for security stripped materials and a list for materials we do not apply a security strip.
    • SECURITY STRIPPED MATERIALS:​
      • Security Strip Items going to : PER, PERS, MAIN, OV, REF, REFD, FAL, FALPE, FALOV, GOVRF, MAPS (STORC), CHEM, CHEMP, PHYS, PHYSP, MATH, LRC, STORM. 
    • NON-SECURITY STRIP MATERIALS: 
      • Arkansas Items: No items going to ARKCO, ARKOV, ARKFL or SPCO receive a security strip. 
      • Binding: Items going directly to binding do not receive a property stamp and security strip. After being checked in they should be processed for errata and/or claims (if necessary) and placed directly in the binding basket.
      • Newspapers: Newspapers and newspaper supplements no longer receive a security strip (Implemented in Fall 2019). 
      • Routed Journals: Routed journals do not receive a stamp or strip until they are returned from routing. They go directly into the routed journal basket after they have been checked-in and (if necessary) processed for claims and/or errata. 

Stamping Guidelines:

What to stamp: 

  • PERIODICALS:
    • PER (Periodicals Room): If the item is going to PER (Periodicals Room), it DOES NOT receive a property stamp. 
    • Periodicals going to other locations outside of MULLINS LIBRARY (CHEM, FAL, MATH, PHYS): ​DOES NOT RECEIVE a property stamp.
    • If the item is a periodical that is NOT barcoded but going to REF OR GOV REF: it DOES NOT receive a property stamp. 
    • ARKCO: DO NOT property stamp and DO NOT security strip materials going to ARKCO.

  • NEWSPAPERS:
    • Will receive a red property stamp on each section (1st page of each section) at the top left side.
    • Do not property stamp the very first section. Start with the second section and stamp all sections. 
    • You will not property stamp The Times (London).
  • CONTINUATIONS:
    • Continuations (R3) Format: If the continuation is barcoded, DO APPLY a property stamp to the top of the pages of the volume, just like it is done in the monographic unit. If the volume is not thick enough for the property stamp to fit, continue to stamp the top of the pages anyway. It is okay if the property stamp does not entirely fit in the space available. 
    • Some publications use waxy or glossy paper that will smear when stamped. Due to the acquiring and use of the Zebra label printers, most printing labels are now also glossy. Therefore, for most items you will need to obtain a matte label from the Serials processing table, place the label on the item, taking care that you don't cover any substantive words or images, and then stamp the matte label. The stamp and ink pad can be found on the serials table. (The ink is refillable). 
    • The stamp should be placed inside the issue at the top center of the table of contents page, or some similar introductory page. 
    • Continuations going to MAIN, REF, REFD, GOV REF, FAL, FALOV, CHEM, PHYS, STORM: DO RECEIVE a property stamp.
    • ARKCO continuations: DO NOT property stamp and security strip continuations going to ARKCO.

Special Cases:

  • Claim Flags (Yellow) and Errata Flags (Blue): Journals marked with either claimed flags or errata flags should be processed for claims and/or errata first, then placed on the Serials processing table. 
  • Some white flags remain in the publication (as they are notification to PER staff about retention or other information). Examples include "Flag: Retains current 6 months only" or "Flag [1st iss/yr]: Retains current 5 years." Leave the flags in and stamp and/or strip normally.

The following list is a break down by area of the pick up shelves. 

Left Shelves Center Shelves Right Shelves

Law

Gov Docs / Gov Ref Microfilm and Fiche / Perf Arts and Media
Fine Arts ARKCO / Spec Coll MULTIMEDIA PERIODICALS
Physics Reference ILL
Math (Engineering) / (WCOB) Main
Chemistry / LRC Ref Compact Main 

 


User Services In Basket: 

The User Services Department has an "in basket" just inside the circulation department, near the shelving area. Main loose leaf filings go here. Do not file in the "out basket" in circulation.  

Example:

Circulation Loose Leaf

Property Stamped and Security Stripped Examples

PROPERTY STAMP (NORMAL)

Property Stamping a Continuation:

Property Stamping on the Table of Contents Page (normal paper): 

Stamping


PROPERTY STAMP (GLOSSY/WAXY PAPER)

Apply a stamp on a sticker to Glossy/Waxy Paper:


SECURITY STRIP

Applying a normal size security strip to the inside of the back cover page:

Applying the smaller security strip to to the inside of the back cover page in order to fit the page:

Stripping