Scope:

Contact: Lesley Looper
Note to reviewer: Please update "Gwen" in first sentence to position title; also "Beth Sheppard" "Danette" and "Janil" highlighted in orange below

Unit:

Date last reviewed:

Date of next review:

SPS Logistics Workflow Material Prep

Rush un-cataloged: These should come directly to supervisor of Shelf Prep (Gwen). May need to scan barcode in Aleph to see location for which bin to place book--The book only gets stamped and targeted, then place in bin to branch.

Rush with PV flag: Whenever a rush book has a PV flag, please process and send to PV for immediate processing and they will see to it getting to its destination in a timely fashion.

Blue notify flags as rush: (061313) Starting today books with blue notify flags will be considered rush.  They will get placed on the rush truck with blue flag and are to get process the same as a rush item.  If cataloger happens to place any on the shelves, they are to be pulled and process as rush.

Edge Reference Rush:
Rush books that are being cataloged for the Edge Reference Room in Bostock. They get processed the same as any rush book, but call number will have imprint stamp

Barcodes:
There are 10 characters in a barcode and the last character of a barcode will (or should) be letter, symbol, or blank. For barcodes, a blank at the end is a character.
Ex: D04689502Y
       D04689504-
       D04689506

Microfilms Process

• Run labels for each barcode: XML may have to be edited, please review
• Use a self-inked Duke stamp and stamp each box on the side where barcode is
• After matching barcode, turn box to left of barcode and affix call number. Most of the time this will be where the title information is, do not cover the title if possible. (see over for demo)

DVD Reserves for DS or Duke Marine Lab. (D.M.L.) Code PZ
When we receive some DVDs destined for Divinity or DML instead of Lilly with the OK of Beth Sheppard and Danette. Beth and Janil would like the DVDs to have regular LC call numbers. (they won't be re-routed to Lilly).

These will have Rush flags since they are destined for course reserves, and no accession labels—we'll just print regular LC labels for them. The LC labels will have Div.Sch. or D.M.L. over the call number.

Please place label where the accession label usually is for each DVD, write the location in the hub of the DVD with fine point sharpie, and boxed them with Div.Sch or D.M.L., and rush on the box and deliver them to Div.Sch. or D.M.L. Please place a DML flag with the ones going to Janil at Duke Marine Lab.

Please make sure these get processed as instructed in the above statement.  If you have any question please ask Gwen.

Processing CDs DVDs for Data/GIS Ref. eMedia

If CD is in a see-through jewel case with booklet, then print call number label and place on booklet in lower left hand corner. If CD is in a non-see-through case, then print call number and place on the front lower left hand corner.

Example of call number—Code will be PKGRC
Data\GIS
Ref.
eMedia
HG
3882
.B38
2012
Nov.

Processing Music DVDs and CDs:
For single DVDs and CDs in Jewel case with booklet in the front, print call number and affix to upper left corner of booklet and write call number in hub of CD or DVD with special black, red or blue sharpie pin—choose which will show the best on various colors of hub. (See notebook for example)

For multiple DVDs and CDs in Jewel case with booklet, print call number for each booklet if there is more than one. Also print call number for outside the Jewel case if booklet is located in middle of case not facing the front, and place call number in the upper left corner of Jewel case. The call should show how many discs are inside the case. This also applies when the CDs are enclosed in a non-jewel case.

Some CDs and DVDs will come with a note that they're for Duke Authors. Per the Music Librarian, there's a Duke Authors display at Music that's not an official Aleph location, so call number labels will print out normally, without mention of Duke Authors. Keep the Duke Authors note with the CDs and DVDs going to Music, so Music Library staff will know how to handle the materials when they arrive.

An Odd Situation
2 barcodes on single box for 2 items (see example in notebook)

2 Items boxed in the same container and each item is barcoded on Aleph with each barcodes on the back of container. It's ok, if it is done this way.

New Title process of loose materials in box; case; folder; etc: the item is going to boxed, in-house or outsourced, or kept in its current kase-box or folder if able to stand securely alone in stacks. Barcoding loose material is the cataloger's responsibility and barcoding will depend upon how the item was published.

In order for Shelf Prep staff to process new titles of loose leaf material, the following should have already been done by catalogers:

Cataloger's Process: Use *double Barcodes and barcode the box and last page of loose material. In addition, if there is a book also with the loose material and using *double barcode; please opt to barcode the book instead of last page of loose items. Otherwise, if no double barcode available, only the container will be barcoded. However, if container is not in good condition and there is no text, it can be discarded, but make sure the barcode is on the last page of the loose materials. Also the location should be for whatever the location's Lock Stacks code is [i.e. Perkins L.S.; Lilly L.S.] See below.

Shelf Prep Process for Loose Materials: Once above is completed, if loose material consists of 20 or less sheets, maps, etc., print label for each loose sheet and label each. However, if more than 20 loose sheets, consult with supervisor before printing more. Make sure the call number is for lock stacks. (See info above)

If the container is not sturdy and loose material is not secure enough then it will sent to boxing are for outsource boxing or in-house boxing.

D02558571X

If it fits Shelf Prep criteria for boxing, change the IPS in Aleph to PB for boxing and place on the appropriate shelf for NT boxing. If item fits Preservation criteria for boxing, change the IPS to PV and place in PV bin.

Yankee Complete Shelf Ready for Firm Orders for sort, count and delivering (started Dec 2011)

*Remember to record all counts on the purple stats sheet for YCSR

• Pull all bind books from the truck
  • Run labels for bind books with label on spine and place label on front because the current call number does not move very well from spine to front.
• Sort and count the bind books by location and *record; also get a total count of the bind books and *record
• Sort the rest of the truck by bound and paperback books and count as follows:
  • count all the PV and *record on Purple stats sheet
  • count the delayed paperbacks and *record on Purple stats sheet

  • Sort all [i.e. bound and paperbacks] by location and count *record on Purple stats sheet

• Place all books in the appropriate area for delivery

*Remember to record all counts on the purple stats sheet for YCSR

Cutter has 2 letters [i.e., HO1257] 
Missing cutters
Missing date
Perkins Call number starting with 'N' (need to be for Lilly location) (give to Gwen)

LSC Items with materials in open pocket

When material in an open pocket in the back of book going to the LSC, move the barcode to the front of book upper left. This should be done so book won't get turned upside down for processing in the LSC. This should protect the material in the pocket from falling out.

Typing call numbers on the "Label Template"

• Scan in barcode
• Highlight the base call number in the item screen
• press ctrl+c to copy
• Paste call number in the call number template
• Pars out call number appropriately
• Highlight the holding information under description in the item screen; press ctrl+c to copy
• Paste holdings in under the base call number in the template and pars out appropriately

Follow the above steps for each call number, once completed, click on file in the upper left corner, press print; choose printer LIB-PLEX-CAT-HOLD-BW—printing to the HOLD tray allows staff to print only when requested. (see below)

• *Print call numbers on *"foil back" labels sheets (see below on printing the labels on Microsoft word document to the LIB-PLEX-CAT printer)

Printing labels on foil back label sheets from the HOLD tray of the LIB-PLEX-CAT printer

• Place sheet in side tray (4th printer tray) of printer faced down--that is shining side up.
• Choose held job folder with your name listed; choose confidential put in code 1 2 3 4; press done—Select option press printer icon—press green check mark—choose: "Prompt each paper—paper loaded"

Typing Analytics call numbers on the "Label Template"

• Scan in barcode
• Highlight the base call number in the item screen
• press ctrl+c to copy
• Paste call number in the call number template
• Pars out call number appropriately

Follow the above steps for each call number, once completed

• Print call numbers on "foil back" labels call number sheets
• Then label books

Analytic new titles book with Pink Bind Flag and LSC Flag in book

When book has pink bind flag and LSC flag the LSC flag takes precedence over the pink bind flag, and book does not get bound, but gets processed for the LSC. Therefore, it gets call number label; stamped; and target, then count and send to LSC. If has CD, please process CD accordingly

[Remember count will be call number location on spine]

• Before adding to the shelf need to change the IPS to PM for

This informs Shelf Prep and library staff that the book should be located on shelves in Shelf Prep area waiting to be processed.

Rebinds from NT shelves

Category 1 Preservation group with LSC stickers (category 1 are ones w/o PV flags but destined to PV for processing)

Books in category 1 going to Preservation please do the following:

• Place a PV flag in each book
  • Stamp
  • *Target
  • Place in Preservation covered bin

*Note: Sometimes these can be too brittle for targeting. If that' the case, then write on PV flag "too brittle to target" add your initial.

Started Aug 2015

Serial New titles going directly to LSC Process:

These will get the following process:

• Stamp
• Target
• Count
• Deliver to LSC

Note: Items need to be reviewed to see if route to PV process. If so, place PV flag in book and route item to Preservation/Conservation to complete the process. Preservation/Conservation staff will deliver to the LSC

Music Score

Music Score page need to be an extension to another page for playing. Explanation to Preservation as instruction:

"Please hinge page 5a to the fore-edge of page 5 for playing."

Microfiche process (The call number should be written on the first fiche envelop.)

Stamp the fiche envelop at the bottom toward the right.

Will need to do call number because Perkins won't always have someone to write the call number on envelop. The call number should be written on the first fiche envelop. Will need to type the labels on Label Template and use the Foil laser labels to print via laser printer. Each label may need additional information to distinguish the call number. (see supervisor for additional information to be added to end of each call number label)

Place each label on the outside fiche envelop.

Processing Non-book materials

For Branches= 45's (records) LPs (Albums), etc. (Use also for Rush/notify flagged items)

--Run labels
--write call number on album center label using a sharpie fine point pen
--Stamp the cover w/Duke stamp and also center label of the Album
--affix the printed label on the upper left corner of album cover
--Check for printed text material inside Album cover, if there, print another label and affix on printed text in the normal area for books, and property stamp the top
--Do not target
--wrap in bubble wrap (see S&R staff for bubble wrap)
--write on a non-campus envelop:"Fragile: Please handle with care"
--Hand deliver to S&R staff
For LSC= 45's (records) LPs (Albums), etc.
--Stamp the cover w/Duke stamp
--Do not target
--wrap in bubble wrap, write on a non-campus envelop:

"Fragile: Please handle with care"
For 45's and albums going to a branch other than LSC: (Use also for Rush/notify flagged items)

LSC stickers for CDs
If CDs Media has LSC sticker:

• Only need to stamp
• Do not target

Please deliver in designated boxes and send to LSC

LSC stickers For Films

• Only need to stamp
• Do not target

Please deliver to LSC

Place in cover bin and make sure label on top of bin reads what's below and place on top of cover bin.

LSC stickers DVDs and CDs:

Use the sharpie pin and write in the hub LSC on the CD/DVD. If CD, DVD is accompany with a booklet will need to stamp and target the booklet.

• Place in a secure container (a box that fit will suffice)
• Deliver to the LSC

Processing VHS or Beta Video tapes:

The VHS or Beta video tape should already have a call number label on it. Do the following:

• Stamp on a clear space on title label (may need to use the smaller stamp)
• Scan barcode for call number and affix call number on spine of box.
• Item does not get targeted
• Place in box and deliver to appropriate Library

LSC stickers:VHS or Beta Video tapes: Should already have a LSC sticker which serves as the call number

• Fine a clear spot and stamp the title label—(may need to use the smaller stamp)
• Item does not get targeted
• Place in a secure container (a box that fit will suffice)
• Deliver to the LSC

NEW AND NOTEWORTHY PROCESS (STARTED JU2013)

NEW AND NOTEWORTHY PROCESS (Returned to old process 2015)

The new and noteworthy process returned to old process July 2015. New and Note Worthy (N&N) process has re-started back to being routed to Preservation/Conservation for Colibri due to having Yankee so it did not work out. However, Yankee is still doing shelf ready for all New and Noteworthy type books, [i.e. N&N and Lilly Current Literature flagged books], but no longer doing colibri We now process and send these to PV for colibri

Here is the Process for receiving N&N in the weekly Yankee Shipment:

Betsy check them in; flag each with an N&N flag; Count; Place in PV bin for Colibri process

*Duke Author's colibri: Continues to get colibri by Preservation/Conservation. If the call number is an "N" call number and Lilly is not over the call number please leave it without the Lilly for going to Perkins Duke Author shelves. The Library code will be PK7 which is and Duke Author location with "Temporary Location" clicked on the item record.

Duke Author's colibri books will get processed for Lilly once the item comes off of Duke Author shelves and on to Lilly. We will then send a new call number with Lilly as the location.

Rebinding N&N books: When N&N book is going to be rebind and need to stay N&N, do not add "New and Note-Worthy" to the call number, but make sure book has a N&N flag for returning to N&N shelves once return from bindery. Book would then get sent to PV for Colibri once return.

Remarking N&N books: When N&N books are on

Processing books with CoLibri covers: most to the time these are N&N type books being processed for the regular stacks (currently given to Gwen for processing)

Books with CoLibri covers will come in mail and/or with rebind group or on walk-in shelf most of the time needing a new call number, below is the procedures for processing.

Processing Procedures for new call number when book has a CoLibri cover over the dust jacket:

Process items as is with Colibri cover if have a "LSC Return Item" blue flag

• Remove the CoLibri cover
• Scan in Barcode on Aleph
• Print new call number
• Remove dust jacket and replace barcode with a new barcode as appropriate on back of book
• Scan in new barcode on item screen
• Label book and place in appropriate area for delivery

Note: If a Lilly book and going to LSC do not keep dust jacket with book
Note: Please count on stats as a Remark

Papyrology Reserves Flagged books: When book has a Papyrology flag in it, please deliver to Perkins no matter what the location on the call number. Papyrology is located in the Perkins stacks. Place book with Papyrology flag in the Perkins Rush bin in S&R instead of Perkins truck.

Herbarium B-BES call number:

Herbarium Flagged books: When book has a Herbarium flag in it, please place on Perkins truck to be delivered to Perkins. Staff in Circulation will route to B-BES Herbarium shelves in Perkins.

Place book with rush and Herbarium flag/B-ES Herbarium location in the Perkins Rush bin in S&R instead of Perkins truck.

I. Distribution of cataloged materials

Most cataloged materials are placed on the shelves labeled "Shelf Prep incoming new titles." These shelves are further labeled by date, and the date of cataloging should match the date on the shelves, so that materials in process can be located.

Rush materials go on the Red Rush truck near Gwen Faulkner's desk. [Exception: Rush to be circulated un-cataloged goes on Gwen Faulkner's desk]

Materials that need to be remarked as part of LC re-class (for example duplicate resolution referred by Backstage) go on the "LC re-class for re-label" shelves behind the new titles shelves. These are handled separately for statistical purposes.

Materials needing special attention from Shelf Preparation Section go to the "shelves for walk-in items" in section B1-4 of the shelves on the western side of cataloging. Most of these are items needing to be relabeled, and no flag or special instructions are required for this "default" category. Another category, which does need a flag, is call numbers that will not print normally because of equivalencies between series and set volumes. A stock of "equivalency" flags is found in a pocket next at the end of the shelf range. The flag alerts Shelf Preparation Section staff that data needs to be manipulated in order to print the call number label.

Most new materials going to LSC (those with LSC labels instead of call number labels) go on separate shelves".

In the item record, the material is recorded in an OPAC note. The form of the note is:

 [number] [special material designator] in pocket

 "Special material designator" is the term prescribed in AACR2 for the material if it is cataloged on its own.  

EXCEPTION: we use "disc" for any kind of disc, because technology is blurring the distinction between types of discs.

Examples:
+1 disc in pocket      
+2 discs in pocket           
+1 sound cassette in pocket
+3 maps in pocket
+5 plates in pocket
+4 pts. in pocket

A circulation note "Check for [number] [type of material] in pocket" is also made and a green sticker "check for material in pocket" is placed next to the barcode to alert circulation staff.  Discs are targeted as a security measure.  Preservation makes special pockets, which replace the pockets which may be found in books.

EXAMPLE:
OPAC note: +1 disc in pocket Circ. note: Check for 1 disc in pocket.

Shelf preparation staff can print out extra labels for paper material in pockets (e.g. maps and plates).  To alert them to the material, fill in the blank in the "__ labels needed" line on the "Material needs pocket flag..  This method can also be used to print labels for loose materials in a portfolio or case (e.g. "27 parts").  As a general principle, paper material which can be separated from the labeled item needs its own label.

 In the rare case when material in a pocket is lost prior to cataloging, the material should still be recorded in the bibliographic record, which describes the work as issued.  To make it clear that the material was lost, not overlooked, make an OPAC note in the item record, e.g. "Disc missing."

Duke Marine Library (D.M.L.)

New Process for delivering D.M.L. books: When process a D.M.L. book, please place book in a campus envelop address it to-- Janil Miller at Duke Marine Library—and place in the DML bin in S&R.
If the book is too large for campus envelops, please see supervisor.

Duke Press Book Process: Special Instructions:

DO NOT STAMP AND DO NOT TARGET (These are normally processed by Supervisor or a designee)

Duke Press books are books for the Rubenstein Collection with an exception to having the barcode applied to back of book. Instead, the barcode is applied to a flag within the book. Also they are counted on STATS sheet under "RBMSCL", which is for Rubenstein Collection.

These will come to Shelf Prep and are placed on the supervisor's desk. As mentioned the barcode applied to a flag that is place inside the book. The process is as follows: run the call number using the barcode on flag and affix call number to the opposite side of the barcode at top of flag not on the book. There is no further processing. Again DO NOT stamp and DO NOT Target

Note: These books will retain their dust jackets.

Duke Press books are delivered to Jessica in Rubenstein at Smith. If on a few books, then place in Rubenstein mailbox.

Archives titles

Books for Archives will get the same process. Archives titles will get delivered to Valerie Gillispie

New title books without spine: paperbacks and hard backs.

Description: The spine of these books is visibly sewn together; and in some cases showing the title printed with threads showing in the letters. This makes the books very vulnerable for coming apart when used. Therefore:

• Prepare the paperback books that are without a spine for binding.
• Prepare the hardback books without a spine for kase-boxing.

852 INDICATORS

In the holdings record, the first indicator in the 852 field indicates the type of call number.  This is so various types of call numbers can be sorted into specific indexes.

The 852 indicator carries over to the item record as "call no. type."  It is essential for the printing of labels, as different call number types are formatted differently.

The possible values are:

0   LC
1   Dewey
2  National Library of Medicine
3  Superintendent of Documents
4 Shelving control number (accession numbers, e.g. for A-V materials, and non-Sudoc document numbers, e.g. UN and League of Nations)
5 Periodical cutters & uncuttered periodicals
8 Other     (used by Rubenstein Library)

This list can be accessed by clicking on the arrow next to the "call no. type" box in the item record.

Note: when the holdings record is created from the item record, the 852 indicator is supplied based on the tag of the call number.  This is usually correct.  However, for A-V accession numbers, you will need to change the automatic indicator generated by a 099 field from "8" to "4."

(from cataloging documentation)

Electronic Gift Plates

Gift plates in Endeca are generated from local fields, 796 or 797. These fields are usually generated from information in the order record. For example, certain fund codes generate gift plates of everything ordered in the fund.  

In general, the required information is added prior to cataloging. The instructions below are for catalogers working outside of the Perkins/Bostock mainstream who may need to add it themselves, and for general information.

***
1. How to add gift plates manually

Pull up the record for the title you are working on. Click on overview and click on cataloging. With your cursor in the bib record do the following:

• Press F6 to create a new field.  Enter 796 13  Gilbert, Kermit C. [ last name, first name]

• Press F7 and  make a subfield e.  Enter donor. • Press F7 and make a subfield x.  Enter Gift of

• Press F7 and enter plate phrase : EX: [From the Kermit C. Gilbert Classical Record Collection]

When you are done, the note should look like this for a personal name:

796 13 $$a  Gilbert, Kermit C.
$$e donor.
$$x Gift of
$$z From the Kermit C. Gilbert Classical Record Collection

For a corporate entry use the 797 field:

797 13 $$a Glaxo
$$e donor.
$$x Gift of
$$z Gift of The Glaxo Wellcome Endowment Fund for African American

Variations in the subfield z:

• "From the",

• "Gift of",

• "Estate of",

• "In Memory of", or

• "In honor of" The note will show up in the OPAC the next day.

There is a macro for creating the 796 field Ctrl+G (in macro folder)

Call number label too long: Below is what to do when any type of call number is too long to print on the computype labels.

When call number label reads: "ERROR call – no length" and there is no way to get the whole call number on the computype labels, the label will then have to be typed on the Microsoft Word template. Staff should have this template as a word document on their computer desktop or document folder. The name of the file may be called "Typing labels" where a grid showing for where to type and pars out each label as needed. These labels are printed on what is called "Foiled back adhesive labels" sheets using a regular Laser printer. The sheet of labels should be placed in the paper tray with the shining side up. After printing, the label peels off and the adhesive back is made of foil.

Unlike the computype labels, there is no matching barcode to the label when labeling the book. Therefore, if needed rescan the barcode in Aleph to make sure to label the correct book.

There should be a supply of Foiled back adhesive labels in the supply cabinet.

Irreparable materials

For books that are irreparable, please send PL-480 type books to Edward Proctor and all other books to Candice Brown.

Map Call numbers:

Map call numbers are different than what a normal book call number looks like. Below are examples. Go ahead and use it, even if call number appears like this:
Examples:

Quartos: [Quartos are also obsolete for Perkins stacks]

Div. Sch. Quartos is obsolete for Div. Sch. Stacks. Therefore, if a Dewey or LC mongraphic call number is on an item we are to print a label for, we need to get rid of the Q in the subfield c of the 852 field before printing the call number (See examples below)

This Lilly AV item with location collection code PLVM currrently does not print Lilly over the call number. It is ok to leave as is, but make sure to box items and send to Lilly Library and do not send to Perkins. (see item screen below)
Example of call number

Process for Lilly Devil DVDs (RUSH)

Lilly devil DVDs come to Shelf Prep as rush items and staff will process as rush. These are processed the same as other Lilly DVDs except the word Devil get written as part of the call number. The Collection Code on Aleph appears as such: PLV8

Using the sharpie pin write call number around the circle in the hub of DVDs

Call number Indicators