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- Invoice Date is roughly the same as the ftp-file date, usually within a day or so (this is supplied by the Acquisitions Approvals Coordinator).
- Return Date is typically four months to the day from the Invoice Date and indicates the time period during which items can reasonably be returned to the Vendor as duplicates, defectives, or other (this is supplied by the Acquisitions Approvals Coordinator)..
- Create Date is the date on which the individual bibliographic records were loaded into Sirsi.(this is supplied by the Metadata and Copy Cataloging Unit Team Leader)
- Review Date is another version of the 'Return Date', spelled out in number of days (i.e: 4 months = 120 days ; 6 months = 180 days) (this is supplied by the Acquisitions Approvals Coordinator)
3.3 Loading Records
The file for each shipment is loaded into Sirsi upon instruction from the Acquisitions Receiving Approvals Coordinator, at which time an email is sent out to members of the Acquisitions, Cataloging and Metadata Services, and the Collection Development Department, with specific information regarding the shipment.
Once the list has import report has been run and completed in Sirsi, in the Finished Reports screen in Sirsi, the cataloger who ran the report can the Finished Reports screen is checked to see if Sirsi flagged any titles as possible duplicates. This is done by highlighting the relevant report and clicking the View button with the report in question currently highlighted. This list is then printed and given to the Copy Cataloger responsible for pre-cataloging the book cart. Any titles flagged (and thereby not loaded) are recorded and given to the Copy Cataloger responsible for pulling the book from the book truck and delivering it, with the appropriate salmon-colored flag, to the Acquistions Approvals Coordinator, to be returned to the vendor.
3.4 Title-by-title pre-cataloging
Book carts Book trucks are brought over to Cataloging and Metadata Services the day after the Review Date posted on the labelonce they have been unloaded, sorted, and in some cases tattletaped.
The vendor slips are pulled from the books and Sirsi is searched for titles.
YBP /PromptCat records can be identified as follows:
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In instances where no copy could be found, YBP /PromptCat will have provided a provisional record, with a Sirsi control number based on the ISBN, prefixed with a small letter ‘i’.
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The following note will appear near the bottom of the bib record for all YBP Approvals:
910 __ |aYBP/PromptCataYBP (= YBP-US) ; 910__|aYBP-UK (= YBP-UK) ;
3.5 Duplicates
Duplicates are not only copies of the exact same edition, but can also be items that are exact reprints or facsimiles of the original work. Verify that the original work is not damaged or missing before returning the duplicate item. The title page verso will usually let you know that the book is a reprint and will make it easy to find the exact original work in Sirsi.
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Vendor slips should always remain with the book, up to and including returning them to Acquisitions.
The book, vendor slip and salmon-colored slip are given to the Approvals the Acquisitions Approvals Coordinator for review and decision.
Delete the duplicate record before handing the book over to Acquisitions.
Note: Take special care when dealing with the possibility of dual US/UK publications (i.e., identical books but with different publishers, ISBNs, minor differences in title, inversion of authors’ names, etc.).
3.6 Series verification
If title is part of a series, series is checked in Sirsi to verify it is not on Standing Order. Check the Series title in the Series Title List Approval spreadsheet. This is in located in the Cataloging/Approvals Serials Titles folder on the Departments Network Drive. From now on, when Marco or Sara add a order a new standing order title, they need to add it to (Whenever any Copy Cataloger creates a new Standing Order, the title needs to added to the spreadsheet.)
3.7 Provisional records
If the book has a provisional record, OCLC will be searched for better copy and, if found, a new record will be imported to overlay the provisional. (The Sirsi control number needs to be changed prior to running the overlay report).
3.8 Vendor slips &
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disposition of books following pre-
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cataloging
Mark all vendor slips with DLC, CIP, GMC, MC, UKM or 0, along with Sirsi control numbers.The pre-cat date is penciled on the vendor slip for MC, UKM, and 0-copy titles GMC, or MC.
MC /UKM books are placed on cart(s) book trucks destined for the Senior Copy Cataloging Unit, incomplete Catalogers' area ; incomplete sets go to the Original Monograph/Special Formats Cataloger , ‘no; ‘no-copy/provisionals’ are set aside for future re-searching in OCLC (which is done once a month), and DLC , CIP, and GMC books remain in the Copy Cataloging Catalogers' area, kept in the Approval queue by date order.
3.
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Books destined for review by the Business Librarian are pulled from the shipment and placed on a shelf in Acquisitions. Once these have been reviewed, the Approvals Receiving Clerk will notify the appropriate member of Copy Cataloging that they are ready. The Business Librarian will have noted, on the approval slip, whether the book is to be cataloged for the Business School or for Fondren Stacks. (Note: all Business books are loaded into ‘Fondren’ location and thus will require a change of ‘library’ and ‘current location’ prior to cataloging.) I don't know if this still happens. Need to check with Robert on how he is notified of which books need to go to the Business Library.
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9 OCLC Holdings
OCLC holdings are automatically updated by PromptCat 30 YBP 30 days after the shipment’s invoice date. Robert, please verify this.
Therefore, in cases where a cataloger chooses to use an OCLC record that is different from the one provided by PromptCatYBP, holdings holdings should be deleted from the original record and updated for the preferred selection.
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4. YBP U.K. (Yankee Book Peddler U.K.)
YBP U.K.-UK approval titles are supplied by OCLC/PromptCat via YBP via the same ftp procedure as YBP-US approvals. Robert, I know this has changed.
All loading and pre-cat steps are the same as for YBP-US (see above), with the single difference that no BIC books are received from YBP U.K.
Another difference is that once the whole cart is sorted, then you need to add today's date to the create date portion of the slip on the front of the cart. This is so the approvals section of the cart now be easily found via the create date.
The following note will appear near the bottom of the bib record for all YBP U.K. Approvals:
910 __ |aLindsay/PromptCataYBP-UK
5. Harrassowitz, Puvill, Latinam, Abrams, Time Warner, and Worldwide
Unlike YBP and YBP U.K.-UK, these vendors do not provide records (records will only be in Sirsi if there is a duplicate item).
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When searching Sirsi for duplicate titles use the standard author/title combination search.
Note: Take special care when dealing with the possibility of dual US/UK publications dual publications (i.e., identical books but with different publishers, ISBNs, minor differences in title, inversion of authors’ names, etc.).
5.2 Series
Like YBP and YBP U.K. -UK approvals, all series should also be searched in order to avoid duplicating titles to be received through Standing Orders. Use the Serials Titles List Approvals spreadsheet.
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These records are typically provisional in character and books with such copy are treated as no-copy and delivered to the Original Catalogers after 3 months on the “OHX/No“No-Copy” book cart(s) trucks without better copy being found. If better copy is found in OCLC before the end of 3 months, the new copy is overlaid in Sirsi and the books are distributed to either the Copy Cataloging Unit (for DLC, CIP, and GMC books) or the Senior Copy Cataloging Unit (for MC and UKM books).
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