StaffGuide: Serials Access & Claiming

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Claim Abbreviations

Claim Abbreviations

Claim Abbreviations
Abbreviation Meaning
CLM/RVW indicates research on an expected issue not resulting in a claim
CLMSLIP for claim slip that is mailed
E/CLM for direct electronic claim [sent from ILS] (Ebsco)
EBSCONET Electronic claim entered in EbscoNet. Can also be used for information gleaned from service request updates posted in EbscoNet or EbscoNet's title information, such as volume/issue info or publication delays.
EML/CLM email claims
FAX/PUB fax (make sure to include fax number) 
FOLLOWUP follow-up on a claim
FOKUS electronic claim entered in Harassowitz
PH/CALL phone call (for information purposes)
PH/CLM phone call (for claiming)


Inquire about a publication or issue to publisher or vendor without claiming. Good for index or volume/issue number questions.
SPECLTR special letter
WEBSITE info taken directly from pub website


Response Abbreviations

Response Abbreviations
Abbreviation Meaning
CLM/RPT  claim report
EML/RPT info received from pub via email in response to claim

info received from pub via fax in response to claim

HARR/RPT response from Harrassowitz (usually an e-mail from a rep)
PUB/RPT info received from pub not in response to claim. "FYI" messages

Claim Notes

Claim Notes:

1. Make sure the box that you want to claim is highlighted and click “Claim One” at the top (Claim All in doing multiple issues)

2. A pop up box will appear:

a. For Ebsco enter EBSCONET (date/initials)

b. For Harrassowitz enter FOKUS (date/initials)

c. If email enter EML/CLM (date/initials)

d. If Facebook enter FB/CLM (date/initials)

e. If phone enter PH/CLM (date/initials)

f. If sending a special letter enter SPL/LTR (date/initials)

3. Go into the check-in record and under the parameters add a note:

               -Example: NOTE EML/CLM (date/initials) volume/issue number.

               -The “EML/CLM” portion will match the type of claim mentioned above.

-If damaged or skipped, add that or any extra information.

Example of a claim note. Note the key elements in it: abbreviation, date and initials, issue numbers and cover dates (go to the page on item record creation for a chart with cover date abbreviations used in these notes), damaged, and response from Harrassowitz:

Example of a claim note in a check-in record

-The claim note will be deleted once the issue is checked in, claim slip is pulled and filed, and everything is verified.

4. If you do not claim but only send a request for info, add a note saying EML/INQ (date/initials), volume/issue number, who you contacted and their info, and what information you requested.

5. 5 dash notes (-----) are permanent notes and are not to be deleted.

6. Asterisk notes are there to grab your attention. These may be deleted at some point when no longer necessary.