Scope: Collections services staff and students

Contact: Beth Doyle

Unit: Conservation Services

Date last reviewed: 8/23/2024

Date of next review: 8/23/2025

1 Contents
2 Log in to Alma
3 Incoming From Perkins/Bostock and Branches
4 Incoming From Collections Services-Smith Building
5 Outgoing To Stacks
6 Outgoing to Another CS Department
7 Outgoing New for LSC
8 Searching for Items in Alma
9 Finding Who Cataloged/Last Touched an Item
10 Placing an Item in Another Department’s Work Order
11 Shelf Labels
12 Alma Analytics and Reports
13 Bulk Item Status Change
14 Collection Service and DUL ALMA Documents

Log in to Alma

Use your Net ID and password.

https://duke.alma.exlibrisgroup.com/SAML

Incoming From Perkins/Bostock and Branches

Items sent to Conservation for repair should be placed in the “Acquisition Technical Services” Work Order prior to sending to the Conservation Lab (Branches) or placed on the Conservation pickup shelves (Perkins Shelving/Circulation). This includes:

Perkins/Bostock
Lilly
Music
Duke Marine Lab
Library Service Center
Divinity

Upon receipt, Conservation staff/students changes the status to “Conservation” in the Acquisition Technical Services Work Order

Go to:

Be sure you are in the “Perkins/Bostock Library – PERKN Acquisitions” location (yellow circle) and select “Physical Items” from the top menu (green circle).

Fulfillment → Scan in items → Set Status To → Select “Conservation”

Scan the barcode into the “Scan Item Barcode” box. The item will show up at the bottom of the window. You can scan multiple items here. Click “Exit” when finished.

Alma automatically changes the status as soon as the barcode is scanned.

Note: you can download a list of the scanned items by clicking on the gear icon at the top right of the list (purple circle).

Alma will display the item as “Conservation.” Once checked in, sort items onto the treatment shelves.

Incoming From Collections Services-Smith Building

Items sent to Conservation for repair must be changed to “Conservation” in the Acquisition Technical Services Work Order prior to being sent to the lab. Once changed, put the item in the appropriate bin in Shipping.

Any questions about repair can go directly onto the Conservation Review Shelf. You do NOT need to change the status for these. Conservation reviews this shelf weekly. Conservation will determine if the items go to the lab or to the bindery, and will make the changes in the Acquisition Technical Services Work Order.

Upon receipt, Conservation does NOTHING IN ALMA. Sort items onto treatment shelves.

Outgoing To Stacks

When work is completed and ready to send to their final shelving destination, Conservation will change the item to “done.” Alma will automatically list these as “in transit.” Use these steps for the following libraries:

Perkins/Bostock
Lilly
Music
Duke Marine Lab
Library Service Center Returns (Refiles) Only
Divinity

Go to:

Fulfillment → Scan In Items →

Choose “done” → Scan in barcode(s) → Send/take items to final shelving destination.

Outgoing to Another CS Department

If work is being sent to another Collections Services department, Conservation will change the status of the item within the Acquisition Technical Services Work Order.

Go to:

Fulfillment → Scan In Items → Set Status to “Bindery” [or choose correct department]

Scan the barcode into the “Scan Item Barcode” box. The item will show up at the bottom of the window. You can scan multiple items here. Click “Exit” when finished.

Send item(s) to that department. For special handling, you can opt to send an email as a heads up.

Outgoing New for LSC

This step is similar to sending items to another CS department (above). The differences are you select “LSC” from the drop-down list and DO NOT click the “done” button. You can scan one or multiple items to send to the LSC.

Go to:

Fulfillment → Scan In Items → Set Status to “LSC” → set to “done” → Scan in bar code(s) → Export the list (if desired)

Click on “Manage In Process Items” at the top right → filter process status to LSC and confirm the new items were added.

Searching for Items in Alma

To find an item in Alma:

Go to:

Resources

Select “Search Resources”

Physical items → Barcode (or use the search form for Title, Author, etc.) → Click on Magnifying Glass or Search

View location under “process type.”

Finding Who Cataloged/Last Touched an Item

Go to:

Resources → Search Resources → Click on Items (you may need to click on the three dots at the upper right of the record)

Click on the barcode link

Click on the “History” tab at the top. You can choose the “report type” to see who touched the item last.

If you need contact information for a person who changed the item, you can click on the little file card icon next to the name (purple circle above). This will produce a pop-up with phone, location, and email info.

The side bar (which may be at the top of the screen for you) can tell you who updated the item last and when that was done.

You can also find who cataloged an item by finding the MARC 914 field. Only items cataloged since the Alma go-live date will display this information.

Resources → Search Resources → click on the title of the item you want → scroll down to the 914 field

View All Items With “Conservation” Status

To see all items with the “Conservation” process status:

Go to:

Fulfillment → Manage In Process Items

Click on the Process Status drop down and select “Conservation.”

You can export this list if desired by clicking on the Export button at the top right.

Placing an Item in Another Department’s Work Order

We may be asked to send an item to another department that has their own work order. To do that, you must first mark the item “done” in the Acquisition Technical Services Work Order. Then you can move it into a new work order.

Go to:

See “Outgoing to Stacks” section for instructions on how to mark an item “done.”

Go to Resources → Physical items/Barcode → Once record is loaded, click on the three dots on the upper right of the pane by the title.

Select “Work Order” from the drop-down menu.

Select the appropriate work order. If you have the item in hand and Alma gives you an option to “pull from shelf,” click “no.”

Send item(s) to that department. For special handling, you can opt to send an email as a heads up.

Shelf Labels

You can order shelf labels by scanning a list of barcodes into a Notes document and emailing AskTech@duke.edu.

If you are at Smith, you can print labels directly if you have permissions in Alma.

Instructions TBA

Alma Analytics and Reports

TBA

Bulk Item Status Change

See the LSC Accessions Process Wiki Page for directions for bulk scan. Make any adjustments where needed for location, whether something is done, etc.

Department preference is to scan multiple items through Fulfillment → Scan In Items, but in some cases, a bulk scan may be faster or easier.