/
Conservation Services Alma Instructions

Conservation Services Alma Instructions

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

Contents

 

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 in items

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.

scan item barcode

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.

process type

 

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 →

scan item barcode

 

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]

set status to

 

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.

scan item barcode

 

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

Outgoing New for LSC

See also: https://duke.atlassian.net/wiki/spaces/DTSP/pages/197165316/LSC+Accessions+Process

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: