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LIBRARY TECHNICAL SERVICES WORK FLOW

NEW BOOKS

 

Librarian or faculty member

Submits requests for books.

Technical Services Librarian

Reviews requests;

Forwards approved requests to Acquisition Technician.

Acquisition Technician

Checks online catalog for books requested; if owned or on order, notifies requestor.

If not owned:

Selects vendor(s) and places order(s);

Loads MARC records from OCLC into online catalog in on-order status, specifying library, and updates OCLC;

If not found, creates a brief record in Sirsi;

If requestor is to be notified when book is available, puts comment in Sirsi record.

Unpacks new books as they arrive, and puts them on carts separated by library;

Checks books and returns to vendor if not acceptable;

Puts notes on books paid by FOL funds;

Places accepted books on cart, identified by library (San Luis or North County) and

Notifies Technical Services Librarian.

Once Technical Services Librarian has approved the books, changes home location from "on order" to "in process", and (if applicable) item type to "reference".

Reviews invoices to verify receipt of books and prices;

If book on order not available, deletes Sirsi record and notifies requestor.

Technical Services Librarian

Examines new books, indicates if special type (reference, etc.).

Cataloging Technician

Reviews in-process Sirsi record for each book;

If brief record, imports full record from OCLC, updates OCLC, and deletes short record;

If still not found, retries in 1 week, then passes to Technical Services Librarian;

Applies barcode and enters into computer records;

Updates item type, location, source, and special collection;

Edits for correctness and conformity to AACR2 and Cuesta standards;

Writes call number on verso of title page and prints spine label;

Checks book out to INPROCESS. (Note: we actually have two different kinds of INPROCESS books: those that have had their home location changed to INPROCESS upon receipt and acceptance into the library, and those that have also been checked out to INPROCESS by the Cataloging Technician.)

* For a flowchart representation, see Exhibit 1.

Student Assistant

For each book:

Matches spine label to call number on title page verso;

Property stamps edges and title page;

Applies spine label and any additional labels required;

Inserts security strip.

Cataloging Technician

Checks books to be sure all work has been completed correctly;

When a full cart of books is ready:

Prepares list of books added (items in process) and sends to librarians via email [see Release New Items for Use: Print New Book List];

Discharges books from INPROCESS;

Places cart of new books at information desk for librarians to review;

Sends notices to requestors.

ESL BOOKS

Acquisition Technician

Follows new book procedures, except does not create brief records for titles not found in Sirsi. For North County ESL books, uses location code MAGAZINES. For San Luis ESL books, uses location code READING-CNR. Notifies Technical Services Librarian when ESL books have arrived.

Technical Services Librarian

Notifies ESL faculty (i.e. Douglas Pillsbury, or whomever ordered the ESL books) that books have arrived, in order that the ESL faculty may assign reading levels to the books.

Cataloging Technician

Follows new book procedures, except creates brief records for titles not in catalog. Brief record will contain author's name in verified authority form, title, and edition statement if needed. Call number will be in format "ESL [level] [author's last name]", i.e. "ESL 4 HEMINGWAY". Call number will be written on special orange ESL labels. Cataloging technician will browse authority in Sirsi to verify the form of name for known authors, then cut and paste that name. If there is a 700 author-title field, it will have the format "700 12 Author last, First. |tTitle of book." You may also need to add a 250 edition field, to make it clear that the work is abridged. (E.g. "250 [Abridged ed.]".

  NORTH COUNTY POPULAR FICTION

Prepare book

  1. Remove dustjacket.
  2. Put white sticker with first letter of author's last name (typed in big letters) on spine, about 1 inch from bottom.
  3. Put orange stripe on spine below the white sticker.
  4. Property stamp the title page and head (top edge).
  5. Tattletape.

Enter book into the online catalog

  1. Attach a barcode on the outside lower book cover.
  2. In Sirsi, find Add title and right-click on it.
  3. In Properties, click on Defaults tab.
  4. Make sure Descriptive labels is clicked, Library is NORTHCNTY, Class scheme ASIS, type is BOOK, home location is READINGCNR, permanent is not clicked. Click on OK. (Now the basic information is preset, and will save you a lot of time cataloging the books.)
  5. Click on Add title again. At Bibliographic info, type in the following fields:

    6. Personal author: Last name, first (period).

    Title: Omit A, An, or The at beginning of title. Only the first letter of first word is capitalized (unless there is a proper name) (period).

    Publication info: Publication date (period).

    Physical description: The number of pages in the book. Example: 123 p.

  6. Click on OK. You will get the message "You need a call number". Click OK. At Call number info, type in FICTION ATWOOD (or whatever the last name of the author may be.)
  7. Scan in barcode. The item is now created.

STANDING ORDERS

Acquisition Technician

Unpacks books and checks condition;

Forwards to Cataloging Technician identified as "Standing Orders".

Cataloging Technician

If new edition or new title,

Loads MARC record from OCLC, updates OCLC;

Edits Sirsi record as described in new books.

If new volume of existing title,

Adds new volume (call number) to title record;

Writes call number on title page verso;

Edits and prints spine label (on attached "receipt printer");

Checks out to INPROCESS.

Has book processed by Student Assistant (as in new books) and checks work;

Instructs Student Assistant to shelve book and act on retention instructions in 590 field of Sirsi record.

 

DONATED BOOKS

Librarian

Reviews donated books and places those not needed on FOL shelf for book sale;

Forwards books to be added to collection to Cataloging Technician, indicating library (San Luis or North County).

Notes if book needs special label (e.g. donated by ...)

Cataloging Technician

For titles already owned by us:

  • Writes down call number and instructs Student Assistant to pull our copy from shelf;
  • If our copy is heavily used, adds donated copy to Sirsi record as additional copy;
  • If our copy is rarely used and in good condition, adds to North County collection if not already owned by them, and if Technical Services Librarian thinks North County needs it.
  • If donated copy is in better condition than ours, adds donated copy and discards our copy.
  • Puts donated books not needed on FOL shelf.
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    For titles not owned: