Unsolicited gifts/Hold Shelf Drawer (HSD): Using Excel

The Unsolicited Gifts file is located in Teams channel Print Serials and Gifts, this was previously known as the Hold Shelf Drawer (HSD) because the information was stored in a card catalog.  It was converted to an excel workbook.  This contains processing information for publications that are not cataloged in Alma but sometimes come in the mail.

The Unsolicited gifts decisions__HSD_202006.xlsx workbook can be found in Teams channel called Print Serials and Gifts..

The workbook consists of 4 sheets: ARK, A-Z, Dropped Gifts (20202021-) and Complete List Dropped Serials

• The ARK sheet consists of Arkansas titles.
• The A-Z sheet consists of non-Arkansas related titles.
• The Dropped Gifts (20202021-) sheet consists of gift titles that we have dropped or are dropping during FY2020-2021.
• Complete Lis Dropped Serials

The A-Z sheet is organized alphabetically by title in the rows and consists of several columns, including: Title, Alt Title, Author, ISSN, Instructions/Notes, and Date Recd. The other sheets are not in exact order, so it is best to use the find feature (Ctrl+F) when searching those sheets for a title.  

For other reasons, the "find & select" feature in the upper right-hand corner of Excel is often a good way of finding a title in the Unsolicited gifts decisions_HSD 202006 spreadsheet. For example, when the title that appears on the cover or at first glance is listed as an "alt title" rather than the main title, and that newsletters and annual reports are usually found more easily by searching via the author or organization that publishes them. When using this feature, keep in mind that it only searches the sheet you are currently viewing.

Titles listed in the workbook for Unsolicited Gifts Decisions are here because they are not cataloged in ALMA or we are still receiving the issues long after we decided not to add them to the libraries anymore. Pay extra attention to the text in the Instructions/Notes column. It may tell you to pass the issue to the Materials Processing Coordinator for review. Also, please always record the month/year in the Date Recd column in shorthand format (i.e. 7/20 or Jy 2020).The Instructions/Notes column may also include:

• DISCARD: If the instructions tell you to DISCARD, you may discard the issues. After typing in month/year received in the Date Recd column for that title, the issue can go to the recycle bin.
• Sending issues unclassed: These issues should be sent uncataloged to a person or location indicated in the Instructions/Notes column after typing in month/year received in the Date Recd column for that title. Further instructions on how to forward these issues will be outlined in the next box.
• Canceled titles: If a title is listed in the HSD and it has been canceled or dropped; issues may be discarded after typing in month/year received in the Date Recd column for that title, unless the instructions state otherwise.IF CANCELED TITLE IS NOT LISTED IN HSD: Send to the Materials Processing Coordinator for cancelation shelf review.
• Other types of situations: Follow the instructions in the Instructions/Notes column.

Most commonly, you should consult the Unsolicited Gifts Decisions file in Teams when, after running multiple searches, you cannot locate a title in ALMA, or if a publication has been designated in the receiving and/or bib records as canceled (or dropped). A review of the unsolicited gifs is a step in several procedures.

Sometimes multiple issues of a title will arrive in a single month. These can be indicated in the Date Recd column as 2/17 (x2) or however many have arrived.

Sending Items Unclassed (uncataloged):

Occasionally check in record notes or the HSD spreadsheet will instruct you to send an item unclassed (sometimes referred to as uncataloged) to a person or section of the library. Note: if you are instructed to send unclassed via the HSD spreadsheet, be sure to first follow the normal HSD procedure as explained above by entering the date the item was received (Month/Year).

Then, use the following procedure:

• Obtain an envelope and mark through any identifying information (mailing label/addresses/etc). Used envelopes can be found on the wooden cart next to the Serials Processing Table, or new ones can be obtained from the Content Services supply cabinet.
• Put the unclassed item in the envelope and write with marker in the upper left hand section: the library department the item is to be sent to and then below that UNCLASSED.

This item is being sent to ARKCO/SPEC COLL as unclassed.

• Place the envelope on the appropriate department shelf.
• For items going to MAIN, place the envelope in the Circulation inbox, located next to the door on the opposite side of the wall with the pickup shelves.