StaffGuide: Serials Receiving & Processing

Serials Receiving & Processing StaffGuide Home Page

Check In--Analyzed Print Titles:

This section includes:

  1. Analyzed Print Titles Overview
  2. Check In--Engineering Dept. Gifts
  3. Music Analytics
  4. 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:

  • Put them 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 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, always ask a supervisor 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. Use 1x add procedures for CD-ROMs and DVD-ROMs. You will use blue paper for CD-ROMS and DVD-ROMs.
    • 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 a 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, see your supervisor.
  • If check-in instructions and 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 IR creation box should automatically pop-up. Answer the prompt with the information found in the check-in record note. 

Continuations Check-In Record Note

  • Open the item records and move the newly created IR to the correct spot. 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 and then select Preserve Sort from the Edit selection (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. ​(Highlight both boxes, right click, select Box Menu, select Update Boxes as Group [Ctrl-U], 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, the IR 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 Cataloging for further processing.

Note: 

  • If unbound gift duplicates are received: verify the duplicates, create note indicating duplicate (either in check-in card box for that issue, or if there is no check-in card, in the item record for that issue), and discard.
  • If bnd gift dups are received: verify the duplicates, create note indicating duplicate (either in check-in card box for that issue, or if there is no check-in card, in the item record for that issue), and send to Serials compact shelving.
  • If unbnd/bnd paid dups recd: verify dups and see Serials Accountant Supervisor immediately. Especially if an invoice is accompanying issue.
  • If TRB publication dups (Engineering Gifts) recd: verify the dups, create note indicating duplicate (either in check-in card box for that issue, or if there is no check-in card, in the item record for that issue), and send to Serials compact shelving.

Check In--Engineering Dept. Gifts

Check In--Engineering Dept. Gifts:

Several times throughout the year, gift titles from the civil engineering department will be dropped off and given to R3. If the engineering gifts are Transportation Research Board (TRB) publications then these do not go through the gift donations process. They can be checked in like a regular gift subscription title. However, if you receive an engineering gift title that we do not have in our library catalog, it will have to go through the 1x add process.

For a list of engineering gift titles, see below. 

Process for most TRB publications

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

Gifts Record Note

Follow the general check-in procedures with these additions:

  • Once you have received the gifts, put them 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.)
  • For every piece that is a report, synthesis, or Journal of the Transportation Research Board, check for CD-ROMs / DVD-ROMs in the back of each issue. 
    • If a CD-ROM is found in the issue, it must be 1x added. Use 1x add procedures for CD-ROMs and DVD-ROMs. You will use blue paper for CD-ROMS and DVD-ROMs.
    • 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 a 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 the issue is damaged, a note should be made in the staff box: Damaged Issue (you can specify the degree of damage), if perfect dup recd, swap (D/I). [Insert pic of staff box]. A (x) note should also be made in the item record once it is created for the issue stating: SERIALS: damaged issue, if perfect dup recd, swap (D/I). 
    • If the issue is severely damaged and unable to circulate, report the problem issue to your supervisor for instruction. If a supplement is found, see the additional supplement procedure instructions.
    • If a supplement is found, see the additional supplement procedure instructions. 

                           Damage Note

          Item Record Note example:   I

  • 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 IR creation box should automatically pop-up. Answer the prompt with the information found in the check-in record note. 

Continuations Check-In Record Note

  • Open the item records and move the newly created IR to the correct spot. 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 and then select Preserve Sort from the Edit selection (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. ​(Highlight both boxes, right click, select Box Menu, select Update Boxes as Group [Ctrl-U], 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, the IR created, and moved to the appropriate spot in the item records summary, the issues should be property stamped and security stripped, then placed on the Analyzed in Full record shelf in Cataloging for further processing.

Note: If unbound duplicates are received, verify the duplicates, create note indicating duplicate (either in check-in card box for that issue, or if there is no check-in card, in the item record for that issue), and shelve in compact storage. Bound periodical transportation gifts can be discarded if they are duplicates. 

Music Analytics

Music Analytics:

Serials receives music analytic titles as standing orders. Please follow Check In--Standing Orders procedures as well as procedures for processing music analytics before they go to music cataloging and binding/preservation.

After reviewing the mailing slip (if applicable: verifying address/volumes received), mailing package (verifying address), order record and the check in record, make sure the pieces received match the invoice. With this in mind, you want to make sure that we have not already paid for the pieces and already checked them in. If we have paid and the pieces are already checked in,  do not process the duplicates and alert Serials Acquisitions of what has happened. 

After verifying that the pieces are not duplicates, notate the invoice as instructed in the Check In--Standing Orders procedures and proceed to check in.

Check In Record Notes:

Music analytic check in records will have the following check in record notes:

TOP NOTE: BOUND.   R3.   SO.   ANAL IN FULL-MUSIC UNIT.   SEE NOTES.  CREATE ITEM.   DO NOT BARCODE.   ITEM 27-b.  PLACE CALL# LABEL AND RECEIPT LABEL ON INSIDE FRONT COVER. (03/02/09rg)

2ND NOTE: ROUTES TO MUSIC CATALOGING THEN TO BINDING BEFORE GOING TO MAIN PER LLJ/MR (09/30/10rg)

3RD NOTE: FOR SCORES WITH PARTS:DO NOT CREATE ITEM RECORDS AND DO NOT LABEL THE PARTS (THEY WILL BE BOUND TOGETHER); tally scores & parts as: vols sent thru cat (music analytic) (09/07/11 cja/mmm)

Check In Instructions:

  • Add the title of the piece in the public note field of the check-in box. 
  • Location based on height: If it is less than 38 cm then it will go to MD. If it is over 38 cm, it will go to MDOV. Anything going to MDOV will need to be one time added if their are no oversized holdings or the oversized holdings are closed off. Send all 1x adds to the Serials Processing specialist. 
  • When you check-in the title, the IR creation box should automatically pop-up. Answer the prompt with the information found in the check-in record note. "CREATE ITEM.   DO NOT BARCODE.   ITEM 27-b."

  • Open the item records and move the newly created IR to the correct spot. 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 and then select Preserve Sort from the Edit selection (on the left side of the screen. 
  • If you do not have to check in parts and/or scores and you are done checking in, always make sure you have updated the expected date for the box that comes after the last thing you checked in before leaving the check-in card.
    • Be sure to highlight the next adjacent check-in box and update the expected date for that box. ​(Highlight both boxes, right click, select Box Menu, select Update Boxes as Group [Ctrl-U], in the Update Boxes as a Group pop-up check Expected date and Increment transaction dates boxes, then OK).
  • Save.
  • Record the statistics tally in the appropriate section of your Counted Only By Serials sheet.
    • For regular volumes: MUSIC analytics: Paid.
    • For parts and scores: tally them as: vols sent thru cat (music analytic)
  • PLACE CALL NUMBER LABEL AND RECEIPT LABEL ON INSIDE FRONT COVER.
  • After the item has been checked-in, the item record created only for the volume (DO NOT CREATE ITEM RECORDS FOR PARTS AND SCORES BECAUSE THEY WILL BE BOUND WITH THE VOLUME), and moved to the appropriate spot in the item records summary, the issues should be delivered to music cataloging for further processing.   DO NOT barcode, property stamp, and security strip the pieces! After music cataloging is done with there processes these are sent to preservation to be bound.

Music Analytic Titles:

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 indicates 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.

Also, look for a current internet check-in record with boxes and/or instructions for processing internet access attached to the title. 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 opening up the public display and looking for any links towards the top in bold red, as seen here: http://library.uark.edu/record=b1200675

Another good place to find URLs is the check-in record, especially for variously classed items, which are generally suppressed to the public. For example, if you look at the check-in records of these titles, you will find URLs that contain full-text access:

b27288341 (Charles Valentine Riley memorial lecture series)

b17938454 (Studies in avian biology)

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