StaffGuide: Receiving & Processing

Check In--Analyzed Print Titles:

This section includes:

  • Analyzed Print Titles Overview
  • Single-Sheet Analyzed Items
  • Print + Online

Analyzed Print Titles Overview

Analyzed Print Titles Overview:

The check in record will usually include a check-in record top note that says: 

Gifts Record Note

Follow the general check-in procedures. Since analyzed print titles often fall under that categories of Standing Orders and/or Continuations, it is a good idea to review the respective StaffGuide pages for useful information on how to process those items.Also, keeping in mind the following:

  • Put the physical items in chronological order under each title received. (Example: ACRP Report no.10-no.1) (You want to put them in this order because it will be easier when it comes time to move your item records in the item record summary.)
  • Some analyzed titles come with CD-ROMS/DVD-ROMS. Always look for a CD-ROM/DVD-ROM. Sometimes these will be in the back of an issue or they will come separately.The check-in record and bibliographic record are great resources in figuring out if we have received CD-ROMS/DVD-ROMS in the past and what to do with them. If they do not, pass the item along with the CD/DVD to the Receiving Specialist for review on how to proceed.
    • If a CD-ROM or DVD-ROM is found in the issue, it must be 1x added unless we are already checking them in and the 860 field in the bib record is open. If we are 1x adding them, then the 860 would be closed. Again the check-in record and bibliographic record will indicate if you 1x add CD-ROMS/ DVD-ROMS or not. Pass any CD-ROMS or DVD-ROMs to the Receiving Specialist for the 1x add procedures.
    • For any CD-ROMs or DVD-ROMs that will be checked in using the normal check-in procedure, refer to the procedures on checking in CDs and DVDs.
    • After checking in the CD-ROM or DVD-ROM, do not forget to stamp the inside of the print copy associated with the CD-ROM or DVD-ROM with, “Supplemental materials available in Performing Arts and Media Dept.”
    • After checking in the CD-ROM or DVD-ROM, add an x note in the item record that says for example: “On CD-ROM: "Multimedia Material Supporting the Guidebook on Best Practices for Airport Cybersecurity". ACRP Project 05-02. CRP-CD-171. Copyright: 2015.”
  • Before checking in the print copy, it will need to be examined for damage.
  • If a supplement is found that does not have instructions on how to check it in, pass both the main item and the supplement to the Receiving Specialist for review.
  • If check-in instructions indicate to and/or the past boxes have been adding the title in the public note:
    • Add the title of the report or issue in the public note field of the check-in box. Because the titles can be lengthy, it is often easier to open the online archive of the journal, via the URL in the check-in record, and then copy and paste the journal title into the Public Note box.

                          Continuations Journal Title Copy

  • When you check-in the title, the item record creation box should automatically pop-up. Answer the prompts with the information found in the check-in record note. It is often useful to copy and paste this information into a word doc so you can easily refer to it as you're creating the item record.

Continuations Check-In Record Note

  • During the item record creation process, you will be prompted to enter a barcode for the item. Please refer to the section on Barcodes for more information on barcode placement, scanning, etc.
  • When checking in the box, a routing slip for the analyzed title shelf should print out. This should be affixed to a flag and inserted into the item when going to the analyzed shelf.
  • Open the item records (click the Summary tab on the left, then choose ITEM from the drop-down menu) and move the newly created item record(s) to the correct spot (select the item, then the Move button to the left, then enter the position to move the item to). Serials Helpful tip: If there is only one location for all the item records [example MAIN], you can click the VOLUME button to correctly move the issues into place. Then, select Preserve Sort from the Edit menu (on the left side of the screen).
  • Before leaving the check-in card, be sure to highlight the next adjacent check-in box and update the expected date for that box.‚Äč(Highlight both boxes, right click, select Box Menu, select Update Boxes as Group [Ctrl-U], then in the Update Boxes as a Group pop-up check Expected date and Increment transaction dates boxes, then OK).Continuations Updating Expected Note
  • Save
  • Record the statistics tally in the appropriate section of your Counted Only By Serials sheet 
    • For example: PRINT analytics:Gift, or ANALYTIC format: CD: GIFT, or ANALYTIC format DVD: GIFT
  • After the item has been checked-in, and the item record created and moved to the appropriate spot in the item records summary, the issues should be property stamped and security stripped (depending on location), then placed on the Analyzed in Full record shelf in the Cataloging area of Content Services for further processing.

Single-Sheet Analyzed Items

Single-Sheet Analyzed Items:

If a single-sheet piece is received, like some of the MP titles, it should be placed in a barcoded archival envelope, rather than just barcoding the piece itself or using ARKCO barcoding methods and then sending just the piece to Cataloging.

For items going to MAIN:

  • Barcode, security strip, property-stamp, and label item as you normally would.
  • Place the item in a barcoded archival envelope. Place the envelope's barcode below the flap on the backside upper right-hand corner. Place call number and receipt labels on the envelope.
  • In the item record: 
    • There will be two barcodes. The envelope barcode should be above the item barcode.
    • A message should be added alerting staff that the piece consists of one item (or however many) in an envelope.
    • Although not required, it is a good idea to add the above information as an x note as well.

For items going to ARKCO:

  • As per usual with ARKCO items, do not barcode, strip, stamp, or label the piece itself.
  • Place the item in a barcoded archival envelope. Place the envelope's barcode below the flap on the backside upper right-hand corner. Place call number and receipt labels on the envelope.
  • In the item record: 
    • A message should be added alerting staff that the piece consists of one item (or however many) in an envelope.
    • Although not required, it is a good idea to add the above information as an x note as well.

Print + Online

DOES A PRINT ANALYZED OR VARIOUSLY CLASSED TITLE NEED TO BE REVIEWED FOR ONLINE ACCESS?

When checking in an analyzed or variously classed print volume, double-check the record for notes that indicate that the title is cataloged in both print and online formats, such as this one:

Print + online instructions

If the record has instructions like this, follow the procedure for internet analyzed titles (see “Check In—Analyzed Electronic Resources”).

Also, look for a current internet check-in record with boxes and/or instructions for processing internet access attached to the bib record. If there is such a check-in record but no instructions in the print record, it is a good idea to add them, similar to the example above.

Finally, look for a URL associated with the title that has stable, full-text access. For some titles, this can be checked by searching in Sierra for a separate online bibliographic record that we have in addition to the print record, and in that record looking for a landing page for the monographic issues under "Available Online" in the public display (the publisher-provided links are usually the best links). For example: https://library.uark.edu/record=b4546985~S1.

Another good place to find URLs is the check-in record, especially for variously classed items.These records are generally suppressed to the public and may have URLs that contain full-text access.

If such a link exists and there are no instructions to trigger internet access processing, please send the title to e-serials or the Serials Coordinator for review.