Processing Orphans

6/09 ZL

Goal:

To resolve bibliographic/holding/item records for barcodes currently accessioned at ReCAP but are not present in Voyager.

Stage 1:Single volume monographs.

The first stage of resolution for orphan barcodes will focus on single volume monographs. Single volume monographs present fewer encoding challenges. It is relatively simple to create a decision tree for efficient processing.

Notes:

  • Categories include many foreign language monographs
  • Some are charged to MATOB (Missing At Time Of Barcoding status patron)
  • Some barcodes are miskeyed
  • Sometimes books have been barcoded twice, once on either side
  • Only one circulating copy of a work may be sent to ReCAP
  • LAS stands for Library Annex System

A. Log into systems

1.Open Voyager Cataloging Module

  1. Start -> Programs -> Voyager -> Catalog
  2. Log in with ID: garecap1 and PASSWORD: offput29

2.Log into LAS:

  1. Start Menu -> Programs -> PuTTY->Cunix
  2. Log in with ID: zl2114 and PASSWORD: gujarat4
  3. At command prompt “$” type: ssh and PASSWORD: z7crtza
  4. At log in screen USER ID: zlane and PASSWORD: zlane1
  5. Press 2 to scan barcodes for current status. Repeat as necessary

B. Physical Inspection

Inspect each physical volume

  1. Check each book for a call number tag on spine or lower left corner of front cover
  2. If volume does have a call number, use procedure C. Single Volume Monograph WITH Call Number
  3. If volume does not have a call number, useprocedureD. Single Volume Monograph WITHOUT Call Number
  4. Check each book for double barcoding (barcode on both sides)
  5. Set aside any book part of a multi-volume set or serial
  6. If volume has enumeration (volume numbers) or chronology (dates) on binding, check title page
  7. If no enumeration/chronology on title page, assume it to be single volume monograph
  8. Only process single volume monographs
  9. If you find holdings record has an 866 field, set aside for Zack
  10. Check volume for live local barcode
  11. If found, set aside for Zack

C. Single Volume Monographs WITH Call Number

1)Search Voyager by call number,

  1. Identify suppressed bib records
  2. If bibliographic record is suppressed and the title matches
  3. Uncheck “Suppress from OPAC” under System tab in bib record
  4. Repeat for holdings record
  5. Delete ‡k SUPPRESSED and ‡x or ‡z suppression notes in holdings
  6. Change CLIO location to off,xxx
  7. Ctrl + Enter to save
  8. Create new item record or open existing
  9. Input offsite barcode on item, deleting all others
  10. Check Item Status, remove all statuses, e.g. Withdraw or Missing
  11. [shortkey] don to add Note content (automatically saves)
  12. Apply pink RECAP sticker and stage for ReCAP return
  13. If not suppressed, identify quantity of glxand off,glxholdings:
  14. Single glx holding, check for item record:
  15. If no item record
  16. Change holdings CLIO location to off,xxx
  17. Ctrl + Enter to save
  18. Create new item, inputting offsite barcode on item
  19. [shortkey] don to add Note content (automatically saves)
  20. Apply pink RECAP sticker and stage for ReCAP return
  21. Item record present with local barcode
  22. If barcode is miskeyed (verify final three digits of barcode number)
  23. Change holdings CLIO location to off,xxx
  24. Ctrl + Enter to save, go to item record
  25. Ctrl + F9 to replace offsite barcode
  26. Change Perm. Loc. to off,xxx
  27. [shortkey] don to add Note content (automatically saves)
  28. Apply pink RECAP sticker and stage for ReCAP return
  29. Local barcode is correct
  30. Check Item Status for current charge
  31. If not charged, set aside and search for call number in Butler stacks. Go to 4) for resolution
  32. If charged, set aside for Zack
  33. Item record present with offsite barcode(prefix 10, CU5 or CU6)
  34. If barcode is miskeyed (verify final three digits of barcode number)
  35. Change holdings CLIO location to off,xxx
  36. Ctrl + Enter to save, go to item record
  37. Ctrl + F9 to replace offsite barcode
  38. Change Perm. Loc. to off,xxx
  39. [shortkey] don to add Note content (automatically saves)
  40. Apply pink RECAP sticker and stage for ReCAP return
  41. If no local barcode:
  42. Verify status of Offsite barcode in LAS
  43. If NOT ON FILE:
  44. Change holdings CLIO location to off,xxx
  45. Ctrl + Enter to save, go to item record
  46. Ctrl + F9 to replace offsite barcode
  47. Change Perm. Loc. to off,xxx
  48. [shortkey] don to add Note content (automatically saves)
  49. Apply pink RECAP sticker and stage for ReCAP return
  50. If any other status, set aside for Zack
  51. If local barcode present
  52. Check Item Status for current charge
  53. If not charged, set aside and search for call number in Butler stacks. Go to 4) for resolution
  54. If charged, set aside for Zack
  55. Single off,glx holding
  56. Check LAS status of offsite barcode in item record
  57. If IN:
  58. Request item delivered
  59. Set aside item for Zack
  60. If NOT ON FILE:
  61. Input offsite barcode on item, delete all others
  62. [shortkey] don to add Note content (automatically saves)
  63. Apply pink RECAP sticker and stage for ReCAP return
  64. Two or more holdings
  65. Request off,xxx item delivered
  66. Search for glx holdings in Butler stacks
  67. Set aside for Zack

Follow on for Single Volume Monographs WITH Call Number

2)Call number not found

  1. Search by title/author/keyword
  2. Title match with different call number
  3. Check shelf/request from ReCAP
  4. Not found in Voyager
  5. Set aside for Zack

3)After searching in Butler stacks

  1. If call number not found on shelf:
  2. Change holdings CLIO location to off,xxx
  3. Input offsite barcode on item, delete all others
  4. [shortkey] don to add Note content
  5. Apply pink RECAP sticker and stage for ReCAP return
  6. If call number found on shelf
  7. Verify matching local barcode. Return to shelf.
  8. Add new holdings with CLIO location to off,xxx
  9. Create new item, inputting offsite barcode on item
  10. [shortkey] don to add Note content
  11. Apply pink RECAP sticker and stage for ReCAP return

4)ReCAP Returns

  1. Discharge all barcodes in Voyager Circulation Module
  2. Start -> Programs -> Voyager -> Circulation
  3. Select “Butler Circulation Desk”
  4. Click on “Discharge” icon
  5. Scan in all barcodes
  6. Physical staging
  7. Place single of book, spine down, along bottom of gray tote
  8. Flip delivery label to “RECAP”
  9. Close lid and seal with plastic cable tie
  10. Move to Shipping and Receiving

5)Resolving books set aside for request

  1. Ctrl + ` to scan barcode of requested copy
  2. If title matches only one copy may stay in ReCAP
  3. Delete local barcode from requested copy
  4. Apply pink sticker to requested copy and stage for ReCAP return
  5. Remove barcode from initial copyand apply to PERM.W FORM (secure with tape as necessary)
  6. Change holdings CLIO location to glx(Create new holdings as necessary)
  7. Ctrl + Enter to save
  8. Create new item, input new local barcode on item
  9. Ctrl + Enter to save
  10. Return to Butler Circulation Desk
  11. If title does not match
  12. Remove barcode from requested copy and apply to PERM.W FORM (secure with tape as necessary)
  13. Ctrl + F9 to replace barcode for initial copy
  14. Apply pink RECAP sticker and stage for ReCAP return
  15. Set aside requested copy for Zack to resolve

D. Single Volume Monographs WITHOUT Call Number

1)Search Voyager by title, use transcription aids when necessary (e.g. Cyrillic and fraktur)

  1. If single, minimal bibliographic record is found perform copy-cataloging
  2. Minimal records from RLIN backlog will lack 040 field andhave 035 field with content resembling ‡a (CStRLIN)NYCG91-B87624
  3. If record not found in OCLC, route to OSMC for original cataloging
  4. Uncheck “Suppress from OPAC” under System tab in bib record
  5. Repeat for holdings record
  6. Delete ‡k SUPPRESSED and ‡x or ‡z suppression notes in holdings
  7. Change CLIO location to off,xxx
  8. Delete all existing 014 fields
  9. Ctrl + Enter to save
  10. Create new item record or open existing
  11. Input offsite barcode on item, deleting all others
  12. Check Item Status, remove all statuses, e.g. Withdraw or Missing
  13. [shortkey] don to add Note content (automatically saves)
  14. Apply pink RECAP sticker
  15. Fill out T2 rider and route to OSMC
  16. If record found in OCLC merge with existing minimal record
  17. Before importing OCLC record copy 035 field with ‡9 (content resembles AEN0902CU) from minimal record
  18. F8 to import record
  19. Paste 035 field
  20. Ctrl + Shift + 1 to add 948 statistic tag
  21. Ctrl + Enter to save
  22. Voyager will prompt to merge new record with minimal existing. Click on Merge.
  23. Complete holdings and item structure
  24. Uncheck “Suppress from OPAC” under System tab
  25. Delete ‡k SUPPRESSED and ‡x or ‡z suppression notes in holdings
  26. Change CLIO location to off,xxx
  27. Delete all existing 014 fields
  28. Add ‡h and press F5 to retrieve call number from bib record, add g suffix as appropriate
  29. Double check the I1 is 0 not 8
  30. Ctrl + Shft + \ to adjust fixed fields
  31. Ctrl + Enter to save
  32. Create new item record or open existing
  33. Input offsite barcode on item, deleting all others
  34. Check Item Status, remove all statuses, e.g. Withdraw or Missing
  35. [shortkey] don to add Note content (automatically saves)
  36. Apply pink RECAP sticker, route for ReCAP return
  37. Complete physical processing
  38. Pencil call number on t.p. verso (imprint page)
  39. Preface call number with “Offsite”
  40. One term per line
  41. Add tattle-tag inside rear cover near gutter/spine
  42. Cut tattle-tag in half to fit mass-market size books
  43. Full bibliographic record found
  44. If item is located offsite, request delivery of volume
  45. Hold item until delivery arrives

CLIO location/Perm. Type changes

mil → off,glx, circ

leh → off,glx, circ

ave → off,ave, noncirc

fax → off,fax, noncirc

mus → off,mus, circ

bus → off,bus, circ

Set:

1)Search Voyager by call number

  1. Check CLIO location of holdings
  2. Offsite location
  3. Verify offsite barcodes in LAS
  4. If barcodes of set are both IN and NOT ON FILE, hold volumes and request
  5. Replace barcodes as necessary
  6. Onsite location

2)

Serial:

1)Search Voyager by call number

  1. Check CLIO location of holdings
  2. Offsite location
  3. Volume not included in 866
  4. Add volume info in HLDG
  5. Create new item record
  6. Item type “offser”
  7. Fill in Enum/Chron
  8. Fix order of items