ROVI Null Project (obsolete)

Owned by englishl@lib.ms.edu
Last updated: Mar 14, 2023 by MSU TechServices
7 min read

This procedure was archived in 2023 and is obsolete. The information below is retained for historic value. It is not reviewed or updated.


Summary: 

ALL PROCESSING UP THROUGH NUMBER 5 CAN BE PERFORMED BY STUDENTS.

Analyze all material in the box.

  1. If the material is already in a jewel case it should be able to be processed.
    1. Look for broken cases and replace with good jewel case.
    2. Look for unusual jewel cases (odd shaped) and replace with regular jewel case and will be processed later in section titled Create Barcode from Sierra for item in jewel cases...
  2. If it is in a cardboard case, check to see if there is a booklet/leaflet that lists the songs.
    1. If original cardboard container does not have additional song listing booklet/leaflet, then the item will need to be put in a separate place for now and will be processed later in section title Finding accession numbers from Sierra ...
    2. If you have a booklet/leaflet that lists the songs and will fit, insert into new jewel case with disc/discs.
    3. Rubber band cardboard case and jewel case together and will be processed later in section titled Create Barcode from Sierra for item in cardboard/jewel cases rubber banded together.

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Finding accession numbers from Sierra for remaining cardboard cases that were put in a separate place.

  1. Pull up record by UPC barcode image on package (ISN [i] index). Check item and bib record to make sure correct and complete. If there is a problem with the record, write on post-it note and give to Supervisor.
  2. If it is a multi-set and will be in more than one jewel case, make item records for each jewel case and add -001, -002, etc. to each barcode.
  3. Go to staff note (f) in item record that says ‘Rovi found’, delete the word ‘found’, and add ‘needs title sheet’. Be sure to save! Example: Rovi needs title sheet.  If working on more than one box at a time, alternate staff note to read ‘Rovi needs title sheet1’ and the staff note in the other box to read ‘Rovi needs title sheet2’.
  4. Write accession number and number of discs on sticky note and place on cardboard container, put in a box for now; please keep in order. These will need title sheets created before we can finish the process.


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Create Barcode from Sierra for items in cardboard/jewel cases rubber banded together.

  1. Pull up record by UPC barcode image on package (ISN [i] index). 
  2. Look for sticky notes with notes written on them. Examples: 700/710, Not found, No 300. Make sure to leave sticky note attached to case.
  3. Check item and bib record to make sure they are correct and complete (be sure title and number of discs are correct and that there is a 300 field). No need to do a complete quality check or make any changes at this step. If any errors are found, give to supervisor (do not process).
  4. Go to staff note (f) in item record that says ‘Rovi found’, delete the word ‘found’, and add ‘in jewel case’. Be sure to save! Example: Rovi in jewel case.  If working on more than one box at a time, alternate staff note to read ‘Rovi in jewel case1’ and the staff note in the other box to read ‘Rovi in jewel case2’.
  5. From Sierra record, manually type in accession number into dup barcode machine and make two copies. Attach one produced barcode to jewel case (center top) and one produced barcode to acid free envelope (center top). Place original cardboard case in envelope and file in banker’s box.
  6. Attach ‘Do Not Put in Dropbox’ sticker on top right of jewel case.
  7. Place jewel case with barcode in mirror drawer box, making sure barcode numbers stay in order.  (0724926, 927, 928, etc.)  front to back and left to right.c

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Create Barcode from Sierra on items in jewel cases.

  1. Pull up record by UPC barcode image on package (ISN [i] index). 
  2. Look for sticky notes with notes written on them. Examples: 700/710, Not found, No 300. Make sure to leave sticky note attached to case.
  3. Check item and bib record to make sure correct and complete (be sure title and number of discs are correct and that there is a 300 field). No need to do a complete quality check or make any changes at this step. If any errors are found, give to supervisor (do not process).
  4. Go to staff note (f) in item record that says ‘Rovi found’, delete the word ‘found’, and add ‘in jewel case’. Be sure to save! Example: Rovi in jewel case.  If working on more than one box at a time, alternate staff note to read ‘Rovi in jewel case1’ and the staff note in the other box to read ‘Rovi in jewel case2’.
  5. From Sierra record, manually type in accession number into dup barcode machine, and attach produced barcode to case (center top).
  6. Attach ‘Do Not Put in Dropbox’ sticker on top right of jewel case.
  7. Place jewel case with barcode in mirror drawer box, making sure barcode numbers stay in order. (0724926, 927, 928, etc.)  lower number left to right, front to back.

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Match up and attach sticky title sheets to jewel cases.

  1. Pick sheet by accession number; there should be two sticky title labels for each accession number.
  2. If alignment is off, you will need to use a ruler to draw a pencil line for cutting.
  3. After attaching sticky title sheet to jewel case, complete the packaging process: hub, date due, and property stickers.  NOTE:  Sticky title sheets WILL need to also be taped in order for them to stay adhered to the jewel case.
  4. Be sure to put back in mirror drawer box in numerical order.

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SUPERVISOR

  1. Errors that need additional cataloging are to be given to the appropriate cataloging staff.
  2. At this point, a supervisor needs to create a list in Sierra of all the barcode accession numbers of current box by staff note (f) “Rovi needs title sheet”. Once list is created, Lucas Mak needs to know the Sierra file number of the list so that he can obtain the data and forward it to Teresa Moore so that the title sheets can be produced.
  3. Create a list for all the barcode accession numbers of current box by staff note (f) “Rovi in jewel case”, save this and identify it by box number.
  4. Determine the cut off numbers for multiple drawer placement by hand counting the pieces (both jewel cases and cardboard cases-placing them in the mirror drawer box; 6 columns of 40 single pieces each = singles and doubles take up same space but triple/quad cases count as 3 single spaces.
    1. You will also have to account for any missing barcode accession numbers that fit into the numbers you are working with and leave a space/spaces for these in your count.
    2. Determine your drawer cut off numbers (example: AA6, AA5, AA4). Each banker box you work on will fill 2-3 drawers.

  

   >>>>           FRONT     >>>>       -------- 33.5 “    ---------------------à         FRONT

EACH ROW CAN HOLD 43/44 SINGLE JEWEL CASES (We will be using 40 singles per column)

DOUBLES AND SINGLES SAME SIZE SPACE

QUAD = 3 SINGLE SPACES

ALL JEWEL CASES ARE FILED…… LOWEST NUMBER -  FRONT TO BACK, LEFT TO RIGHT

EACH DRAWER 6 COLUMNS X 40 (singles) = 240 pieces per drawer.

  1. Once lists are created, and number cut offs are determined, a supervisor will use the jewel case list to globally change the Itype code to 7 days and change the 099 Null field to appropriate cabinet and drawer number in item and bib records. Students can then continue processing CD’s in hard jewel cases.
  2. Pull up each piece and do a complete quality check on item, checking title, 300 count, 866’s, volume field counts, looking for two formats, etc.
  3. If no errors are found, print call number label and attach to jewel case and put back in drawer box in order.
    1. If errors are found, give to supervisor with sticky note that hints as to problem; do not print label.
  4. When the title sheets arrive there may be some title sheets that do not have an image. Pull the original cardboard container and scan on copier and email scanned copy to Teresa.  See below for scanning instructions.


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Scanning Images to Make Title Sheets (supervisor /staff)

  1. Place the CD case on the printer leaving space around both edges.
  2. Select Template and then public templates
  3. Use the down arrow to get to the third screen and select TSdatacat
  4. Choose scan setting; Select 300 dpi, gray (unless very light and then use black)
  5. Use the down arrow to get to the third screen; Press Background Adjustment to
  6.             make it the lightest you can
  7. Press preview; Scan, OK
  8. If scanning more than one CD, just put the next CD on the printer and press Scan,
  9. OK and keep repeating until you are finished with CD’s.
  10. Clear by pressing the FC button
  11. Head back to computer
    1. Go to file > TSdatacat
    2. Go to scans > choose image(s) with most recent date and time
    3. Right click and rename file(s) with the first word of title + box number
      1. Be careful not to delete “.tif” following the file name
    4. Go to email > new email to Theresa Moore
      1. Subject: “image(s) for last file(s)”
      2. Click attach > add most recent file(s)

  12. Once all title sheets are received, a supervisor will use the title sheet list to globally change the Itype code to 7 days and change the 099 Null field to appropriate cabinet and drawer number in item and bib records. Students can then continue processing.

    1. Put title sheets and discs in jewel cases.
    2. Create two barcodes: manually type in accession number into dup barcode machine and make two copies. Attach one produced barcode to jewel case (center top) and one produced barcode to acid free envelope (center top). Place original cardboard case in envelope and file in banker’s box with other envelopes.
    3. Complete the packaging process: hub, date due, and property stickers.
    4. When all CD’s have been put into jewel cases and barcoded, pull up each piece and do a complete quality check on item, checking title, 300 count, 866’s, volume field counts, looking for two formats, etc.
      1. If no errors are found, print call number label and attach to jewel case and put back in drawer box in order.

      2. If errors are found, give to supervisor with sticky note with hint as to problem; do not print label.  

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Final Processing

  1. All envelopes with dup barcodes will need this note-staff note (f) Original packaging stored in banker box number(BXXXX) current box (B) number. Place sticky title sheet on corresponding envelope underneath barcode. Tape down both ends of the title sticky sheet with labels. Scan envelopes and give to Supervisor to globally change. All unused sticky title sheets can be put into an envelope and placed in corresponding bankers box.
  2. Give to Supervisor to globally replace ‘Rovi in jewel case’ and ‘Rovi needs title sheet’ with ROVI Coll. – processed XX/XX/17 (current date) and globally display suppress records. If for MSU patrons only, use suppression code ‘v’ (Rovi local)
  3. Document information in excel file (null project sheet)


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Policies

ContactLisa English, Don Depoorter, and Beth Nugent
TeamCatMan
UpdatedMarch 2023
CreatedAugust 29, 2018