StaffGuide: Receiving & Processing

Access & Claiming Overview

Access & Claiming Overview:


The main goal of claims is to communicate with vendors and publishers to ensure that all materials are received in a timely manner and in good condition. The Receiving Specialist oversees claims with the two main vendors, EBSCO & Harrassowitz and oversees claims for other paid titles and gifts. In addition, the Receiving Specialist oversees exchanges--or agreements that we enter into with other institutions in which we provide material (often journals) in exchange for equal material (journals).

Claiming Responsibilities: 


  • Creating lists weekly to determine which issues need to be claimed.
  • Contacting the appropriate vendor/publisher to acquire materials on the lists.
  • Ensuring that damaged and skipped issues are replaced by vendors/publishers.
  • Coordinating the acquisition of gift titles with the maintenance position by contacting the publisher to request gift subscriptions.
  • Renewing gift subscriptions at the proper time.
  • Capturing electronic issues for archival purposes each month.
  • Coordinating the exchange of particular titles between our library and partner libraries.
    • Maintaining an Access database of exchange partners and publications.
    • Verifying annually that exchanges are current.
    • When necessary, coordinating the mailing of publications to partners by use of Microsoft Word/Excel to maintain lists and print mailing labels.
    • Delivering material with proper paperwork to Shipping and Receiving.
  • Reviewing emails daily to update records after claiming with the vendor/publisher.
  • Notifying Maintenance and Receiving of any changes such as drops, ceased subscriptions, frequency changes, etc.
  • Notifying Acquisitions of subscription extensions, possible payment issues, replacement decisions needed, etc.

Receiving Specialist--Job Duties Pertaining to Vendor Claims


  • Support follow-up with any shipping issues for print titles.
  • Create and review weekly claiming lists associated with subscription agency titles.
  • Handle claims for print titles via the subscription agents’ platforms or as instructed.
  • Review payment records.
  • Search and examine publisher web sites and vendor platforms for pertinent information related to publishing and distribution schedules.
  • Communicate with vendors and publishers in the acquisition of claimed issues.
  • Contact vendors and publishers regarding questions about changes or abnormalities in expected issues including any questions about indices, supplements, special enumerations, frequency changes, delays, suspensions, estimated dates of publication, etc.
  • Record, communicate, and implement responses.
  • Confer with the appropriate colleagues or supervisors as needed for implementation.