Shelf-ready processing
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 material | Streamer | Destination |
|---|---|---|
| Books with no record |
| Copy cataloging shelves |
| Books with partial records |
| Shelf-ready problem shelves |
| Atlases |
| Maps Library (mail or deliver to Andrea M.) |
| Books w/ supplementary nonprint |
| Locked media cabinet |
| Juvenile materials mnjuv |
| Children's lit shelf |
Music materials |
| Music shelf |
Government documents |
| Gov docs shelf |
Reference books |
| Reference review shelf |
Reference books |
| Copy cataloging RUSH shelf |
Travel books |
| |
Browsing collection |
| |
Popular - Business |
| |
Course reserves |
| |
| Patron notify |
|
For all remaining books with complete bib records, proceed to "Cataloging" below.
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 field | Record content | Accept or don't accept? | Action |
|---|---|---|---|
Fixed fields | Mat type | ACCEPT
| Flag any other |
MARC leader | Bib levl | ACCEPT
| Flag any other |
Enc levl | ACCEPT
| Flag any other | |
|
| ||
| 050/090 call number | 1st half (class number) | DON'T ACCEPT
| Flag if classed in obsolete range |
| 050/090 call number | 2nd half (cutter, year, etc.) | ACCEPT
DON'T ACCEPT
CHECK FOR
|
|
| 050/090 call number | Labels with extra decimal or no decimal in call number | CHECK FOR
|
|
Branch locations | CHECK FOR
|
| |
245 $c author/editor, etc. | CHECK FOR
|
| |
245 $a, $b title information | CHECK FOR
| Flag any discrepancies | |
250 edition statement | CHECK FOR
|
| |
260 or 264 publication and copyright | $b publisher name | CHECK FOR
| Flag any discrepancies |
260 $c publication date OR 264 _1 $c 264 _4 $c | CHECK FOR
|
| |
| 260 AND 264 _1 |
| ||
300 | $a pagination $b illustrations $c dimensions | CHECK FOR
|
|
| oversize (mn and ar) |
As of June 2018, "folio" is not used either in the call number or labels for oversize Fine Arts materials. | ||
| oversize (mu) |
| ||
490/8XX series | 490 0_ | ACCEPT
DON'T ACCEPT
|
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
| Flag if 8XX has $5 | |
6XX subjects | DON'T ACCEPT
| Flag if subjects needed | |
| 880 fields | could be linked to 1XX, 24X, 250, and others | ACCEPT IF
| These fields link together fields that contain non-Roman characters and their transliterations. They are desirable in the catalog!
|
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.
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.
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.
- 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.
| Contact | Lisa Smith or Autumn Faulkner |
| Team | Acq/CMS |
| Updated | June 2018 |
| Created | March 2018 |