T Loc H

Summary: This procedure defines the scope of temporary location holdings (TLoc H) backlog for monographic works, and lays out searching and management parameters.

TLoc H stands for Temporary location holdings. Newly received monographs with no copy or inadequate copy (copy lacking essential cataloging elements such as a call number or subject heading) are assigned by catalogers to T-LOC H for a waiting period.

At the end of that period, another search for the title is done in OCLC Connexion. If complete copy is found, the title is cataloged or transferred to the appropriate copy cataloging workflow. If copy is still lacking or inadequate, the book is reassigned to TLoc H for another waiting period.

Entry dates and searching are marked on each title’s streamer to track movement through the backlog. Materials are grouped by date entered and labeled accordingly.

Current interim workflow as of 6.13.23

• T Loc H materials do not have notes in Folio records; rather, they are organized by date grouping (see labels taped to shelves, and dates on streamers)
• All of T Loc H on the back wall shelves has been searched TWICE
• T Loc H is currently overflowing these shelves; overflow is located on the former approval shelves by the mailroom
• A backlog of titles recently placed on the T Loc H truck is located on the range of overflow shelving in ILS
  • Cathy Illman is making another pass through these and then entering them into T Loc H
  • Eventually she will catch up to current T Loc H truck materials
  • At this point, materials from the truck will be sent directly to T Loc H instead of getting searched a second time
    
  • Autumn will note the date of this transition

2023 proposed workflow (pending, likely to be revised)

This applies to any cataloger directing materials to T Loc H.

• Bring in or overlay existing Instance record with either:
  • Any available OCLC record, OR
  • A new stub record (copy/paste title, author, and imprint from the PO record)
• Create attached holdings and item records. 
• In item record
  • Permanent location = as designated on order streamer
  • Temporary location = tlh 
  • Item note = T-loc Date Note containing T Loc H MM-DD-YYYY entered
• Write date entered into T Loc H on order streamer
• Add title to the end of the T Loc H queue
• When patrons request a title in T Loc H, Acquisitions staff will use noted dates in the item record to find the title on T Loc H shelves.

Searching and managing T Loc H

Shelving and labeling

• Materials will be divided into smaller groups designated by date ranges (referring to the date entered into T Loc H).
  • For instance, one group of materials may include all titles entered between 1/15/23 - 1/31/23.  
• These date ranges will be labeled with shelf dividers. Groups of materials should not exceed one shelf range, and preferably less. (This makes searching for requested titles easier.)
  • The group of materials in the above example would be labeled 1/15 - 1/31. The next group would be labeled 2/1 — present. And so on. Labels and dividers will shift as needed.
• Catalogers entering titles into TLH will always place the title at the end of the queue, in the most recent group of materials. 
• The TLH manager will monitor, shift, and label these groups appropriately. In general, other catalogers do not need to be responsible for this.

Searching

• Books should be searched at least once within 3 months of being added to TLoc H. The date added can be determined by the earliest date on each item’s streamer and the date recorded in the item’s TLoc Date Note.
• Books should be searched again at least once within 6 months of being initially added to TLoc H.
• Books may be searched more often than once every 3 and 6 months, as searchers’ time permits.