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Monograph Receiving Unit Guidelines

Receiving Enhanced EDI Firm Orders

Invoice

• Verify that the number of items marked on the invoice matches the number of items that you have in hand

• Separate all ORGINAL invoice pages and staple multiple sheets of the ORIGINAL invoice together in page-number order.

• Place ORIGINAL invoice (marked EDI in red) in the ORIGINAL Invoice box (on Mail Opening Desk in the Mail Room).

• Mark date that you are receiving shipment and your initials only on the Invoice COPY and place the copy in EDI Invoice Copy box (on shelf outside of Operations Manager's work area) .

Searching

• De-dup book title and series title in Unicorn.

• If duplicate, follow EDI Duplicates procedure

• Verify that the piece in hand is what we ordered (check title, edition, etc.)

• Examine the piece briefly to make sure there is no physical damage

Overlay Record

• Connect to Z-CASALINI in Z39.50

• Scan the barcode in the barcode field

• Choose “replace current record”

• Verify that the title matches the title you are about to replace

• Click enter or OK

Modify Title <F3>

• BIB Screen

• Evaluate the bib record

• Check for 940 information.
  • Flag any items with a 940 NOTIFY but do not delete the 940 NOTIFY from the record.
  • Follow any 940 Processing Instructions. Delete 940 processing instruction notes only if item is being sent directly to B&F and not to any other processing unit or for evaluation.

• Correct any tagging or typographical errors to the 245 field.

• Add |dCSt in the 040 field if you make any changes to the bibliographic record.

• Add appropriate 910 routing information.

• MHOLD Screen

• Create marc holdings structure for accompanying material or multi-volume items according to the Marc holdings guidelines.

• Vol/Copy Screen

• Change Item cat 1 to RECYCLE

• Change current location to INPROCESS

• If size is folio or tiny, add f or t to call number. (see call number procedure)

• Make printout of the VOL/COPY screen.

• Control Tab

• No changes. Date cataloged always = NEVER.

Irregularities

• Accompanying material

• Casalini adds an item structure for accompanying material. We need to withdraw the item and modify the m-hold accordingly

• Change home and current locations of the item record for the accompanying material to withdrawn and request deletion

• Modify the call number for the main work

• Remove “VOLUME”

Last modified: August 9, 2006