Shelf-ready processing

Owned by Tim Kiser (Unlicensed)
Last updated: Oct 15, 2024 by MSU TechServices

Summary: Procedures for Acq staff processing shelf-ready books purchased through Yankee Book Publishers.


Receiving & sorting

Verify records are loaded

  • Documentation present with the truck should include the YBP invoice and a copy of the OCLC World Cataloging Partners (WCP) report.

  • If invoice and cataloging report are missing, check with Kim in Acq.

Review P.O. numbers

  • Search Sierra Acquisitions by title to find the order.
  • Compare the online catalog and YBP invoice p.o. numbers -- they should match.
  • Write the purchase order number in the gutter of the page following the title page.
  • Check the title off the invoice.
  • If a dup is suspected, check with Kim in Acq. to see if duplicate records are present because of a YBP credit memo.
    • If a credit memo has not been issued, advise Lisa S. of the duplicate order.

Update order records

  • Approvals:​
    • requestor ----- use initials from selection slip
    • internal note ----- processor's initials
    • external note ----- requestor/selector initials from selection slip
    • fund ----- from selection slip
    • rdate ----- type t for today's date
    • vendor ----- adjust as needed
    • location ----- DEST from selection slip
    • geo code ----- use u for United States; use f for all others
    • ord note ----- for RUSH titles only; use code r
    • note ----- for non-print supplementary material, indicate type of material received (i.e., book + 1 CD); initial and date
  • Firm orders:
    • rdate ----- type t for today's date
    • note ----- for non-print supplementary material, indicate number and form of supplementary items (i.e., book + 1 CD); initial and date

Sort materials into separate workflows

Type of materialStreamerDestination
Books with no record
  • shelf-ready streamer
  • receiving streamer
 Copy cataloging shelves
Books with partial records
  • shelf-ready streamer
  • receiving streamer
 Shelf-ready problem shelves
Atlases
  • shelf-ready streamer
  • receiving streamer
 Maps Library (mail or deliver to Andrea M.)
Books w/ supplementary nonprint
  • shelf-ready streamer
  • receiving streamer
 Locked media cabinet
Juvenile materials
mnjuv
  • shelf-ready streamer
  • receiving streamer
  • purple streamer
 Children's lit shelf

Music materials
mu

  • shelf-ready streamer
  • receiving streamer
 Music shelf

Government documents
gd

  • shelf-ready streamer
  • receiving streamer
 Gov docs shelf

Reference books
ss, ssqrf, ssbio, ssfou
​(if not approved by ERM)

  • shelf-ready streamer
  • receiving streamer
  • red "reference" streamer
 Reference review shelf

Reference books
af, ca

ss, ssqrf, ssbio, ssfou​
(if approved by ERM)

  • shelf-ready streamer
  • receiving streamer
  • red "reference" streamer
 Copy cataloging RUSH shelf

Travel books
irtrv

  • shelf-ready streamer
  • receiving streamer
  • red "reference" streamer

Browsing collection
br

  • shelf-ready streamer
  • receiving streamer
  • red streamer

Popular - Business
bupop, bunqr, bunrf

  • shelf-ready streamer
  • receiving streamer
  • red streamer

Course reserves
mnres, bures, enres, vtres

  • shelf-ready streamer
  • receiving streamer
  • yellow streamer

Patron notify
  • shelf-ready streamer
  • receiving streamer
  • red streamer
  • notify streamer


For all remaining books with complete bib records, proceed to "Cataloging" below.

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Cataloging

Review bib record for each book

  • Check for matches, discrepancies, and make small edits as instructed.
  • Consult the Copy Cataloging Troubleshooting Guide for more tips.
  • Send all flagged books to shelf-ready problem shelves.
Record fieldRecord contentAccept or don't accept?Action

Fixed fields

Mat type

ACCEPT

  • a

Flag any other

MARC leader
(ctrl+r to expand)

Bib levl

ACCEPT

  • m

Flag any other

Enc levl

ACCEPT

  • I, 1, 4, blank, 7, 8

Flag any other


050/090 call number

 MARC field tag

ACCEPT

  • c (for call number matching label)

DON'T ACCEPT

  • y (except for a second call number)
 If needed, change tag to c for call number which matches label
050/090 call number

1st half

(class number)

DON'T ACCEPT

  • obsolete ranges:
    DT727-971​
    FC
    PZ
    Z over 5000


Flag if classed in obsolete range

050/090 call number


2nd half

(cutter, year, etc.)

ACCEPT

  • complete call number with cutter and year
    ex: E748.T58 $b C74 2012 
  • complete call number with work letter after the year
    ex: JF1525.S4 $b R69 2016b

DON'T ACCEPT

  • incomplete call number
    ex: E748.T58
     
  • vol. or no. designations
    ex:1998: no. 3; 1995 v. 

CHECK FOR

  • 'x' on end of cutter
     
  • 'x' on the end of call number
  • If call number is complete but missing $b code, add $b between class number and cutter
    • if unsure where to place $b, flag as problem
       
  • If call number includes vol. or no. designations, flag as problem
     
  • If call number is incomplete, flag as problem
     
  • If call number has 'x' on end of cutter, and no other problems exist, remove from bib and write/rewrite call # inside book, then send to New Books Relabel shelf
    • if other problems exist, note this issue on shelf-ready streamer
       
  • If 'x' is present on end of call number and book is unlabeled, remove 'x' from bib 
    • for labeled books, accept as is
050/090 call number

Labels with extra decimal or no decimal in call number

CHECK FOR

  • extra decimal
    ex: PS3525.I972 .G6 1968
     
  • no decimal
    ex: PS3525 I972 G6 1968
    ex: QH353 B53 2000
  • If no other errors are present, add missing or remove extra decimal in bib record, write/rewrite corrected call # in book, and send to New Books Relabel shelf
    • if other problems exist, note this issue on shelf-ready streamer

Branch locations


CHECK FOR

  • G1000-G1999 — Maps (mp)
  • K-KZ --- Business (bu)
  • M, ML, MT --- Music (mu)
  • N-NX, TR --- Art (ar)
  • Edit Sierra location field and 049 in bib

  • For K call numbers, these remain in the Main Library unless assigned a bu location

    • Use "Main Library" stamp on materials with K call numbers not going to Business
  • Stamp all branch materials appropriately

The practice of directing ALL K-classed materials to Business has been discontinued as of October 2024. Only K materials with a Business Library location assigned at point of order will be sent to the Business Library.

245 $c author/editor, etc.


CHECK FOR

  • match between book and record
  • Flag any discrepancies
  • Accept differences in 1XX fields, since authorized access points may differ from what is transcribed from the piece.
  • Accept statements of responsibility ("edited by," "compiled by," etc.) that are drawn from other areas of the piece; under RDA, responsibility info does not have to come from the t.p. verso.
  • Accept statements of responsibility which do not include an author/editor's designation or affiliation (Dr., Ph.D., university, etc.); under RDA, these do not have to be transcribed.

245 $a, $b title information


CHECK FOR

  • match between book and record

Flag any discrepancies 

250 edition statement


CHECK FOR

  • match between book and record
  • If record contains "1st edition" statement but book has no edition info, delete 250
     
  • Flag any other discrepancies

260 or 264 publication and copyright

$b publisher name

CHECK FOR

  • match between book and record

Flag any discrepancies

260 $c publication date

OR

264 _1 $c
publication date

264 _4 $c
copyright date

CHECK FOR

  • match between book and record

260 AND 264 _1  
  • If both are present, and both contain identical information, delete 260
     
  • Otherwise, flag as problem

300

 $a pagination
$b illustrations
$c dimensions

CHECK FOR

  • match between book and record
  • possible oversize dimensions
  • If missing, and if feasible, add info accordingly:
     
    • AACR example:
      387 p. :|bill. ;|c25 cm.
      ix, 284p. ;|c21 cm.
       
    • RDA exmple:
      387 pages :|b illustrations ;|c25 cm.
      ix, 284 pages ;|c21 cm.
       
  • Flag if missing info is too complicated to determine/describe (this includes records where it's not clear whether AACR2 or RDA is the appropriate standard)
     
  • Illustrations is a general term that includes charts, maps, portraits, etc. Specific terms like charts, maps, portraits, etc. are also acceptable, but only "illustrations" is required if illustrative material is present. Tables containing only words and data are not illustrations.
     
  • Flag any other discrepancies
     
  • If book meets any of these oversize criteria, see below:
    • more than 30 cm high (recorded size 31+ cm)
    • more than 30 cm wide (recorded size 31+ cm)
    • both more than 23 cm high and 23 cm wide (recorded size 24+ cm)
      • 23x23 rule applies to Main and Art only; not Music
  oversize (mn and ar)  
  • Change location to ov
     
  • Mark with oversize stamp
     
  • Place on appropriate truck

As of June 2018, "folio" is not used either in the call number or labels for oversize Fine Arts materials.

  oversize (mu)  
  • Mark with Music stamp
     
  • Unlabeled books: write in call # followed by 'folio'
    ex: MT 1 .A123 2012 folio
     
  • Labeled books: write 'folio' under location stamp
     
  • Place on appropriate truck

490/8XX series

 490 0_

ACCEPT

  • if unnumbered series

DON'T ACCEPT

  • if numbered series
  • Flag if present in numbered series
     
  • Flag if numbered in piece but not in record


As of June 2018, numbered series are not required to be traced. However, processors should still flag untraced numbered series so a cataloger can search the national authority file for existing headings.

490 1_/8XX pair

ACCEPT IF

  • 8XX has no $5

Flag if 8XX has $5


6XX subjects

  

DON'T ACCEPT

  • records with no 6XX _0 fields (unless literary work classed in PB-PL or PM-PT)

Flag if subjects needed

880 fields could be linked to 1XX, 24X, 250, and others

ACCEPT IF

  • fields appear to link properly

These fields link together fields that contain non-Roman characters and their transliterations. They are desirable in the catalog!

  • Link any broken fields if feasible
  • Flag complex problems


Complete cataloging for all unflagged books

  • Update cat date in bib record.
  • Update cdate in order record.
  • Attach item record with appropriate workstat.
    • Edit item record location if going to branch.
  • Remove shelf-ready streamer.
  • Place unlabeled books on CP labeling truck.
  • Place labeled books on shelf-ready truck.

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Payment

  • Process invoice for payment
  • For approvals only -- complete accept/reject process in Sierra


Special note on returns

Because these books are arriving pre-processed we may only return if the book is so heavily damaged structurally as to make it unusable (detached cover), for defects in manufacturing (pages missing or bound upside down), or in the case of an error on YBP's part (wrong book supplied). If in doubt, consult with Asst. Head of Acquisitions.


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Problem resolution

  • Shelf-ready problems are resolved by members of the copy cataloging team.
  • Series authority problems which cannot be resolved should be passed on the Head of Copy Cataloging.
  • Once records are corrected, place labeled books on shelf-ready truck and unlabeled books on CP labeling truck.
  • Remove shelf-ready streamers from books. 

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Policies
  • Shelf-ready books are purchased via Yankee Book Publishers and are accompanied by MARC records provided by OCLC through their WorldCat Cataloging Partners service.
  • Each of these records must be reviewed for accuracy before the book can be fully processed.
  • A book should always be relabeled if the label call number differs from the date of publication in the piece (264 $c), even if the difference is only one year.

ContactLisa Smith or Autumn Faulkner
TeamAcq/CMS
UpdatedOctober 2024
CreatedMarch 2018