These procedures should be followed if we are unable to successfully claim for an issue, whether it's a damaged replacement we're trying to obtain or the issue simply never showed up, or if Harrassowitz is offering to sell us a replacement copy following a claim attempt. At this point, although there may still be a couple options for obtaining a free replacement, we should generally expect to have to pay for a replacement copy provided by the publisher, vendor, or 3rd party.

Note on subscription extensions: Sometimes, when claiming through a vendor and they are unable to obtain a free replacement for us, we will receive a notification that our subscription has been extended to compensate for the missing issues. Please inform the Accounts Payable Manager whenever we receive such a notification, so they can update the order record with the current subscription info.

Quick Glance at the Replacements Workflow:

1. First off, look for a free replacement before pursuing a request for a paid replacement. Serials uses the EBSCO Missing Copy Bank and the Duplicate Exchange Union to try to find free replacements.

2. If a free replacement CANNOT be found, do the following:

• Send the issue information to the Preservation, Conservation, and Teaching Coordinator in Preservation.
• If the Preservation, Conservation, and Teaching Coordinator wants to obtain a paid replacement quote, notify the Accounts Payable  Manager.
• After the quote is obtained, give the quote to the Preservation, Conservation, and Teaching Coordinator so a decision can be made on whether to replace the issue or not.
• If the Preservation, Conservation, and Teaching Coordinator does NOT want to pursue a paid replacement, follow the instructions listed in the section called Not Pursuing a Paid Replacement​.
• If the decision to purchase is made: the Accounts Payable Manager will purchase the replacement copy and will notify the Receiving Specialist and other interested parties of the order.
• When a replacement item arrives, ALL materials (i.e. the issue itself along with any packaging, inserts, etc.) should be given to the Accounts Payable Manager for review, unless instructed otherwise.
• After the Accounts Payable Manager inspects the materials and approves the item for check-in, the item will be returned to the Receiving Specialist for processing.

***Replacements must go through the Preservation, Conservation, and Teaching Coordinator and Accounts Payable Manager.***

***IMPORTANT INFORMATION REGARDING HARRASSOWITZ NOTIFICATIONS:

• Bear in mind that when claiming through Harrassowitz, they will occasionally inform us that a replacement copy must be ordered. This means that the replacement will not be free and we will be billed for it. If this happens, do not immediately tell Harrassowitz that we want the replacement. Instead, proceed to the steps outlined below.

Free Replacements:

• Check the EBSCO Missing Copy Bank and the DEU e-mail listings to see if a free copy is available.
• About the Duplicate Exchange Union: 
  • ​Although the DEU is used very rarely, keep in mind that postage reimbursements for DEU items sent to us should be made if shipping is over $3. This is not necessary for items from the EBSCO missing copy bank. For DEU items, if there is no postage strip anywhere in the contents or it appears to have fallen off during transit, let the Accounts Payable Manager know when bringing the item to him/her.
  • Check out the DEU section.
• If not available through EBSCO Missing Copy Bank and the DEU then it is time to pursue a paid replacement.

Paid Replacements:

• Review the Out of Print/Unavailable information with Preservation, Conservation, and Teaching Coordinator in Preservation.
  • Let them know which issue of which title is unavailable, a brief summary of the claiming situation, and whether or not the issue is available online in its entirety.
  • If we don’t already have a quote, ask Preservation if they would like us to obtain one.
• If a quote is desired, let the Accounts Payable Manager know. They will provide further instructions, which may involve requesting a quote from the publisher or vendor, or finding the best available source for purchasing the issue. This might include Ebay or some other 3rd party. Note that it is generally preferred to search around on the internet for a reasonable price from another 3rd party before asking Harrassowitz for a quote whenever they offer us a paid replacement.
• After the quote is obtained, Preservation will decide whether or not the issue is to be replaced.

Paid Replacements--After the quote is obtained:

• Preservation will decide if the Accounts Payable Manager should purchase a replacement copy. If the decision to purchase is made [Note that this will be also done for issues that have become MISSING or DAMAGED when it comes time to Bind]:
• When such a replacement item is ordered, the Accounts Payable Manager will notify the Receiving Specialist and other interested parties of the order. Put a note in the issue’s check-in card and check-in record stating that the replacement is expected, and to give to the Accounts Payable Manager for review upon arrival (unless instructed otherwise).

When the replacement arrives: 

• When a replacement item arrives, ALL materials (i.e. the issue itself along with any packaging, inserts, etc.) should be given to the Accounts Payable Manager for review (unless instructed otherwise).
• After the Accounts Payable Manager inspects the item, packaging, approves the item for check-in, and updates the order record, the item will be returned to the Receiving Specialist for processing and labeling.
  • If the item is a currently expected issue (i.e. damage replacement or issue never received), it will be checked in as normal and sent to its appropriate location.
  • If the replacement is needed solely for binding purposes (for example, if the item was checked in, sent to the shelves, but then went missing at some point), print out labels for the issue, apply them to waxy paper, and then forward the issue and labels to binding along with any desired documentation (e-mail correspondence, print out of the bib record with note clarifying the replacement, etc.).
  • Additional procedures will be followed if the replacement sought is for an issue that was originally checked in as damaged upon receipt, as explained here.

NOT pursuing a Paid Replacement:

If the Preservation, Conservation, and Teaching Coordinator does NOT want to pursue a paid replacement, follow the instructions listed in the section called Not Pursuing a Paid Replacement.

If the final decision is to NOT purchase a replacement issue, do the following:

• Enter a "repl decision" note in the record with your date/initials. Proceed to add five hyphens in the front of the note. Then move the note to the 5-dash section of the claim notes (below the current claim notes), in chronological order with the most recent issue on top.
  • This will generally be the most recent claim note associated with the issue, followed by a brief summary of the situation and decision. For example: "[Claim note]; Claimed multiple times. Per Preservation, since this is online, we will bind incomplete (date/initials)."
• Delete any other claim notes associated with the issue that are no longer needed.
• Update the status of the public box to UNAVAILABLE.
• Remove the transaction date from the box.
• REVIEW, THEN ADD OR UPDATE A TRANSACTION DATE FOR THE NEXT EXPECTED BOX IF APPROPRIATE.
• Notify the Serials Processing Specialist so they can update the library holdings info to reflect the gap in print.

NOTE: Be sure there is an expected date for the next issue due. Without an expected date in the next expected box, the CLAIMON date will be blank and no future claims will be generated.

See the Not Published, Out of Print, and Unavailable Issues section of the Claiming StaffGuide for procedures to be followed when you receive information that an issue/replacement issue is OUT OF PRINT (specified by the publisher or vendor) or UNAVAILABLE (unspecified by the publisher or vendor).