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 into the T Loc.

Interim workflow as of 6.13.23

• Place items for T Loc H on the appropriate truck.
• Kim W. and students will enter T Loc H titles into a holding spot on the storage shelves in ILS.
  • This will continue until this remaining backlog is resolved.
  • When there is no need for the holding spot, we will switch back to titles being sent directly from the truck to the T Loc H shelves.
• T Loc H books are organized by date grouping (see labels taped to shelves, and dates on streamers).
• T Loc H overflow will be placed on the former approval shelves by the mailroom.

Background

• A new T Loc H timeline was begin in January 2023. All titles in the backlog were searched and re-entered into this new timeline.
  • As of 6.13.23, all titles on the back wall shelves (the home of T Loc H) have been searched twice.
• Books remaining in the holding spot in ILS are being searched by Cathy Illman as of 6.23.23.
  
  • Any titles not cataloged will be entered into the new timeline.
    
  • If and when the holding spot is cleared out and searching catches up to current T Loc H truck materials, we will note the cut-off date and have all T Loc H entered immediately into timeline instead of sent to the holding spot.
    
  • 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.