Slavic Exchange Materials Handling in Cataloging & Metadata

A work in progress - 3/13/07 nlennart

Categories of Slavic exchange materials

Exchange partners:

Materials received as part of blanket orders (Routinely new publications)

Materials firm-ordered

Other material received through our exchange partners (Process same as firm orders)

Pacslav exchange Materials (Routinely older materials)

NOTE: Serial and media materials will continue to be processed through the Acquisitions Department.

Curator will:

Separate the material received from Pacslav from other exchange partner materials,
flag the Pacslav items and send them to Materials Control via ID mail deliveries

Exchange materials received from other partners or sources will not be flagged but will have the exchange partner mnemonic source written on the title page

Specific instructions from the curator may be written on flags or printouts.
Processing staff are responsible for following through on instructions, which can include requests for ordering additional volumes in a set.

Curator may include printouts of useable copy found during the search process, in particular if the language is considered esoteric

Default home library for exchange materials will be Green Stacks, unless flagged otherwise

All flags and instructions will remain in the material being processed until final cataloging or returning to Curator

Materials Control staff will:

Process each category according to specific guidelines:

Blanket order exchange material

Search for the Unicorn record

If the Unicorn record found is an order record only, verify that the order vendor ID is the same as the Exchange partner name written on the title page. If a vendor match:

--Receive the vendor order

--Search for and load matching copy from Smartport.
--If no copy found, route according to unit guidelines
--Return any invoices found inside the material to the Curator's assistant

If the Unicorn order record found is NOT the same as the Exchange partner mnemonic written on the title page:

Create an exchange order for the vendor written in the item and continue processing the book according to cataloging guidelines.

Alert the Order Unit operations manager that we received the item through exchange . This can be handled by placing a printout of the order record into the departmental mailbox, including a clear, signed note explaining the exchange receipt, or by emailing the Unicorn record data to the unit manager.

If the Unicorn record found is a cataloged record for the exact same title, consider a duplicate. Print the record

Return duplicates to the Curator, with the printout of the Unicorn record found

Firm-order exchange material

Search for the Unicorn record

If the Unicorn record found is an order record only, verify that the order vendor ID is the same as the Exchange partner name written on the title page. If a vendor match:

--Receive the vendor order

--Search for and load matching copy from Smartport.
--If no copy found, route according to unit guidelines
--Return any invoices found inside the material to the Curator's assistant

If the Unicorn order record found is NOT the same as the Exchange partner mnemonic written on the title page:

Create an exchange order for the vendor written in the item and continue processing the book according to cataloging guidelines.

Alert the Order Unit operations manager that we received the item through exchange . This can be handled by placing a printout of the order record into the departmental mailbox, including a clear, signed note explaining the exchange receipt, or by emailing the Unicorn record data to the unit manager.

If the Unicorn record found is a cataloged record for the exact same title, consider a duplicate. Print the record

Return duplicates to the Curator, with the printout of the Unicorn record found

Pacslav exchange materials processing

Pasclav flag will be inserted into each item by Curator's assistant
No existing record in Unicorn for Pacslav exchange materials
Search Unicorn for duplicate title

--If an ON-ORDER record found in Unicorn , alert the Order Unit operations manager that we received the item through exchange . This can be handled by placing a printout of the order record into the departmental mailbox, including a clear, signed note explaining the exchange receipt, or by emailing the Unicorn record data to the unit manager.
--Use the existing record to continue processing the item in hand
--Create a PACSLAV exchange order
--Search for copy and catalog or route the book

If a cataloged or RECYCLED record found in Unicorn, print the record and process as a duplicate

Annotate the Stanford section of the Pacslav exchange flag by X'ing it out

Search for copy or create Unicorn records if copy not available

Duplicates to existing SULAIR holdings should be returned to the Curator, with a printout of the Unicorn record found

Example exchange order tag values:

Vendor id: PACSLAV (exchange partner vendor code)

Order type: EXCHMONO

Selector: KAR

Receiver: [your initials]

Parts in set: [1-2, 5] specific volumes received the title is a set

Holding Code MCEXCH

Fund ID: NOFUND

Date rec'd: TODAY

Loaded: TODAY

Last modified: March 16, 2007