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Notification of a new shipment of titles is received via email from OCLC/PromptCatAcquisitions.
This message includes the file date (roughly the same as the invoice date used in Acquisitions), the unique file name, and the number of titles.
The appropriate file is retrieved through the use of standard File Transfer Protocol (ftp), and is stored on the designated Senior Copy Cataloger’s H-drive.
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Once Acquisitions personnel have received the physical shipment, the YBP books are tattle-taped and placed on a book truck cart in loose alphabetical order (all titles beginning with letter ‘A’ together, all titles beginning with letter ‘B’ together, and so on). YBP-UK books are not tattle-taped when received, but they are grouped via the vendor and then placed in loose alphabetical order on a book cart.
Large books may be grouped together either at the head or tail of the truckon the first shelf of the book cart. They do not need to be in alphabetical order.
A label is affixed to the book truck cart indicating Vendor, Invoice Date, Return Date, Create Date, and Review Date.
- Invoice Date
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- is roughly the same date of the ftp-file
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- .
- Return Date is typically
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- four months from the Invoice Date and indicates the time period during which items can reasonably be returned to the Vendor as duplicates, defectives, or other
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- .
- Create Date is the date on which the individual bibliographic records were loaded into Sirsi
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- .
- Review Date
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- is blank until the records have been loaded into Sirsi. Once that has occurred, then Now Ready is written next to Review Date.
All returns (duplicate and otherwise) will receive a salmon flag and will be left on the truck.
3.3 Loading Records
The file for each shipment is loaded into Sirsi upon instruction from the Acquisitions Receiving 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.
Also at this time, using the ‘view’ function on Once the list has been run and completed, in the Finished Reports screen , a list is made of those titles flagged by the system during the import process as possible duplicates. The list is in Sirsi, the cataloger who ran the report can see if Sirsi flagged any titles as possible duplicates. This is done by 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 truckcart.
3.4 Title-by-title pre-cataloging
Book trucks carts are brought over to Cataloging and Metadata Services the day after the Review Date posted on the label.
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590 \_\_ \[VOL #\] CURRENTLY ON CD STO-DECISION SHELF
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The book is then placed on the Decision Shelf in Acquisitions, with dated, initialed white flag indicating ‘new’ series and requesting a decision from the appropriate CD-Ref librarian. (Note: the CD/Ref librarian’s name does not need to be spelled out on the slip as it is his or her responsibility to review materials according to their assigned disciplines.) A book can remain on the Decision Shelf for approximately 1 month, after which it is returned to the appropriate cataloger, whether a decision has been made or not. The 590 note is deleted at the point of actual cataloging.
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MC/UKM books are placed on truckcart(s) destined for Senior Copy Cataloging Unit, incomplete sets go to the Head of the Senior Copy Cataloging Unit, ‘no-copy/provisionals’ are set aside for future re-searching in OCLC, and DLC, CIP, and GMC books remain in the Copy Cataloging Unit area, kept in the Approval queue by date order.
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While mixed approval books are separated by vendor within a truck cart they are not alphabetized.
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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-Copy” book truckcart(s) 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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After tattletaping, place DLC, CIP, GMC, and MC fiction books on truck cart for cataloging by Copy Cataloging Unit, all other MC and UKM books are placed on the Senior Copy Cataloging Unit book truckcart(s) and OHX, PL, and other no-copy books are placed on the “OHX/No-Copy” truckcart(s) for 3 months or until better copy is found in OCLC.
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