Procedures for Processing Approval books

Background: Acquisitions receives the approval books and puts them in order by invoice number on book trucks for review/processing by the Cataloging Department. Books with bibliographic records already in the catalog are flagged by Acquisitions with instructions for processing. These 'duplicates' are removed from the book trucks by Gus before the review process. When the books for each invoice are reviewed, there will be no book for titles marked as duplicate on the invoice.

The review process involves retrieving a bibliographic record for each title. Books with more than one match-excluding Law Library records-are forwarded to Gus. Books with one matching record are reviewed and processed according to the procedures for the DLC and Non-DLC books. Each invoice is annotated with the ALEPH system number for each title, the reviewer's initials, and the date the invoice was processed.

Review books by invoice

• Retrieve record in Aleph
  • Scan or key in the ISBN located on the back of the book
  • No matching ISBN, search by title
  
  NOTE: If multiple records are found for FI OWN code forward to Gus.
  
  
• Confirm the bibliographic information in the record matches the title page of your book-write the ALEPH number on the invoice in the blank space after the title.


• Check TKR field to sort books by category:
• DLC/DLC
• DLC/DLC: If the Bib record has any of the following ticklers see fields to review for DLC records below
• APPyymmdd-dlc
• APPyymmdd-dlc-300
• APPyymmdd-dlc-4xx
• NON-DLCs
• Atlases: If the Bib record has the following tickler see procedure for atlas records below
• APPyymmdd-atlas
• 042 pcc: If the Bib record has the following tickler see procedure for PCC records below
• APPyymmdd-pcc
• 2nd Level: If the Bib record has the following tickler see procedure for 2nd lvl records below
• APPyymmdd-2l
• 3rd Level: If the Bib record has the following tickler see procedure for 3rd lvl records below
• APPyymmdd-3l


• Fields to review for DLC/DLC records:
  
  • Title matches book (watch for spelling errors)
  • Subtitle matches book (watch for spelling errors)
  • 050 00 (not 090; nor 050 04)
  • 050 00 is perfect; the book is ready to be sent for shelving
  • Set aside for Gus any book with a Z call number
  NOTE:090 & 050 04 should not happen; if it does, set the book aside for Gus
  
  • Save record on server
  • Click on the icon to save record on server and local drive, and click ok to override errors.
  • Item
  • Push record to the Items module and make sure the barcode number on the record is the one on your book
  • Write call number on the book (After the bibliographic record has been checked and all problems have been solved)


• Procedures for Atlases:
  
  • Make sure the barcode on the book matches the one in item record
  • Make a print out of HOL screen and place inside the book
  • Place on atlas shelf
  
  
• Procedures for PCC records:
  
  • Make sure the barcode on the book matches the one in item record
  • Keep all PCC books together and put them on PCC truck for Katherine
  
  
• Procedures for 2nd level records:
  
  • Make sure the barcode on the book matches the one in item record
  • Make a print out of HOL screen and place inside the book
  • Keep all 2nd level books together and put them on the backlog shelf by date
  
  
• Procedures for 3rd level records:
  
  • Make sure the barcode on the book matches the one in item record
  • Make a print out of HOL screen and place inside the book
  • Keep all 3rd level books together and put them on the backlog shelf by date
  
  
• After the invoice has been finished write date, initials and return to Acquisitions Department. Refer invoices with notes of returned or not received books to Gus.

Additional things to watch for:

Is the book oversize? (books 37 centimeters high and over OR 31 centimeters wide)

Is the book something our Systems Dept. might want?

Is the book something the Reference Dept. might want?

Other special materials: Government publication, Special Collections, Cur or Juv, etc.

Don't hesitate to ask questions!