StaffGuide: Receiving & Processing

Publisher-Provided Replacements



*****Note that this section is not referring to routinely claiming for perfect copies of issues that arrive damaged while in transit or defective, as described in the Damaged Items / Journal Maintenance page.

This section refers to the copies publishers send to subscribers of their own accord, when they decide to re-print the entire run of an issue due to a discovered defect or error and request, usually via a letter accompanying the mailed replacement, that subscribers/institutions discard the original flawed copy.

Sometimes, reprints are denoted on the front cover of the issue, for example, on this issue of the Educational Research Quarterly:

Reprint example

When you receive an issue of this nature, follow these steps:

  1. Retrieve the original copy (now known to be defective) from its place in the collection.
  2. Examine the new replacement copy for any unintentional defects (i.e. tears, skipped pages, etc.) as you normally would when checking in an item. It is unlikely that there will be any defects with a publisher-offered replacement, but if there are, handle them as you normally would, i.e. sending the issue to binding for repair, making minor repairs yourself, reporting the issue as defective to the publisher or appropriate vendor and claiming a perfect copy, etc.
  3. Go to the serial’s check-in record and print off a new set of labels. Label the item.
  4. Add (if needed, depending on location) a security strip and/or property stamp.
  5. Carry out any further processing the issue needs. For example, if it has an item record and was checked in as a volume added, apply a new barcode to the replacement and update the item record with the new barcode number.
  6. Although not required, it is a good idea to mention as a staff note that the publisher sent a replacement (date/initials), in case any questions arise.
  7. Take the labeled, fully-processed replacement to its home in the collection.
  8. Take the original defective copy and the withdrawn stamp (should be either at the Serials Receiving Specialist’s workstation or the Serials Processing table). Apply the withdrawn stamp to the defective copy a few times (good places are the cover page, the inside of the back cover, the top of the issue, the TOC, and the receipt label on the front cover).
  9. If the defective copy has a barcode, take a Sharpie and mark out the barcode.
  10. Toss the stamped/marked defective copy in the recycling bin.

Replacement Pages and Stickers

The publisher provides a correction to a previously received issue.

Sometimes the publisher won’t reprint the entire issue and instead will send a correction in the form of replacement pages, an addendum, or a sticky label for the cover, spine, or specific place within the issue. Review with Binding about tipping in the page(s). (If you send an item to Preservation for repair, be sure to enter an "@serials:binding (d/I)" public note, brief explanation staff note, and if there is an item record, change the status to a="AT SERIALS" and include an x note with brief explanation.) Most stickers are straightforward and can be handled by Serials staff. If you have questions, consult your supervisor.