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Monograph Receiving Unit Guidelines

Processing CASALINI and Harrasowitz Firm Orders EDI

Opening shipment:

• Open box. Verify that shipment is complete. Mark your initials, number of volumes (with check mark) and today's date on invoice. Write EDI (in red) on top of invoice. Important: Since you are the first person to see the materials as they are unpacked, you must note any missing, damaged or defective materials and process accordingly.

Receiving shipment:

• Start the Modify title wizard. Function key F3

• Scan barcode to bring up the record.

• Compare title, publisher, publication date and Library.

• If present, check Acquisitions Note field for Notify or processing instructions. Delete 940 Acq notes but not NOTIFIES.

• Check record to see if it is a cataloging record with usable call number.

• Search OCLC (and RLIN, if necessary). If a copy cataloging record is found, replace vendor bib record with that record.

• Evaluate record Bib record for Copy Cataloging. If it meets cataloging requirements:

• Make any necessary changes on the Bib record.
• Add 910 routing note
• Save
• Click on Control Tab
• Change Date cataloged to TODAY
• Save
• Click on  Call Number/Item tab  
• Click on the volume segment for the item in hand
• Make any appropriate location change and insert Reference or other flag if appropriate.
• Change current location from ON-ORDER to INPROCESS.
• Modify Pieces field, if necessary.
• Create M-Hold if necessary
• Save

• If no copy cataloging record is found:

• Make any necessary adjustments to the bibliographic record (correct typos, add 505, etc.)
• Add appropriate 910 routing note.
• Click on the Call Number/Item tab
• Make any appropriate location change and insert Reference or other flag if appropriate.
• Change current location from ON-ORDER to INPROCESS.
• Modify Pieces field, if necessary.
• Create M-hold if necessary
• Save

• If the book is a hardback for Green or SAL and the book jacket will not be retained, move the piggyback barcode to a permanent location following barcoding procedures.

• MUSIC, SPEC and ART- LOCKED STACKS each have their own processing procedures.

• If book will need plating, write fund code in pencil in back of book.

• If an item has been supplied free of charge and the selector wants to add to the collection, find or create a bibliographic record for the piece and attach a gift order to it. Put note in Extended note field: Rec. free of charge from <vendor name>

• For videos and  computer software, carefully remove the barcode from the  box. Change the barcode number to AUTO. Route to MARC. Route other non-book materials accordingly.

• For Green L call numbers, change Library to EDUCATION.

• If added copy or volume, make any necessary changes in copy or call structures.

Invoices:

• After all items on all invoices have been completely processed, clip all invoices for the week together and put in Oringinal Invoices box in the mailroom.

• Keep invoice copies for at least two months.

Last modified: April 19, 2007