Section II, Chapter C
Procedures for Approvals
1. OVERVIEW OF APPROVAL VENDORS
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- YBP (Yankee Book Peddler) – Domestic publishers (multi-disciplinary)
L&C (Lindsay and Croft)YBP YBP-UK (Yankee Book Peddler UK) – UK publishers (multi-disciplinary)- Harrassowitz – German language titles (with occasional English or Latin) (primarily fiction, social sciences, religion, history, and philosophy)
- Puvill (Puvill Libros) – Spanish language titles from Spanish publishers (primarily philosophy, literary studies, and medieval history)
- Latinam (Latin American Book Store) – Spanish language titles from Latin American publishers (primarily fiction, literary criticism, linguistics, some political history)
- Abrams – (art and architecture)
- Time Warner – (art and architecture)
- Worldwide – (art and architecture)
- Front – Variety materials in a variety of languages scores, including scores, sound recordings, and books on music
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At the present time records for YBP and L&C YBP U.K. and YBP-UK are received in the form of OCLC/PromptCat recordsftp-files, directly from YBP. These procedures are detailed below (in sections 3 & 4).
The procedures for the remaining vendors are outlined in sections 5 & 6.
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Slips from all vendors typically include bibliographical, authorial, ISBN, place-of-publication, series, and price information. YBP, L&C YBP U.K. YBP-UK, and Latinam also include brief but useful descriptive material, and both YBP and L&C YBP U.K. YBP-UK include a suggested call number stem. The descriptive information on slips from Harrassowitz, Puvill, and Front is less fulsome but can also be helpful. Abrams, Time Warner, and Worldwide do not provide vendor slips but receive white flags, supplied by Acquisitions. Both vendor slips and flags often include important notes from CD-Librarians or other catalogers requesting special treatment or attention to location.
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This message includes the file date (roughly the same as the invoice date used in Acquisitions), the unique file name, and the number of titlesvendor information (i.e., YBP, YBP-UK, Front, or Mixed Approval (the latter which may include some or all of the remaining vendors)), the invoice date(s), a count of titles and the appropriate return-to-vendor date (for duplicate titles, defectives, and other issues).
The appropriate file is retrieved through the use of standard File Transfer Protocol (ftp), and is stored on the designated Copy Cataloger’s H-driveMetadata and Copy Cataloging Unit Team Leader's Filezilla Client, located on the Team Leader's computer desktop.
3.2 Acquisitions workflow
Once Acquisitions personnel have received the physical shipment, the YBP books are tattle-taped and placed on a book 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.
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A label is affixed to the book cart indicating Vendorindicating Vendor, Invoice Date, Return Date, Create Date, and Review Date. In the case of 'Mixed Approvals', which may have multiple vendors a variety of invoice dates may appear.
- Invoice Date is roughly the same date of the 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 blank until the records have been loaded into Sirsi. Once that has occurred, then Now Ready is written next to 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.
If a duplicate record is found a salmon-colored slip is placed in the book, with notes as needed (. The Order Number should be written on the slip if the duplicate is a firm book. If it the duplicate is part of a standing order, then write the Standing Order Notification with Notification with Order Number , Title Control Number if on the salmon slip. If the duplicate is an approval book) and , then write the Title Control Number on the slip is . The slip is also initialed by the Cataloger.
Vendor slips should always remain with the book.
A print-out is made for the ‘other’ copy, showing its status (in Stacks, on order, etc.). I do not do this. I write the corresponding oclc number on the salmon-colored slip if the isbn of the book is not exactly the same as the duplicate.
, up to and including returning them to Acquisitions.
The book, vendor slip and salmon-colored slip are given to the Acquisitions Approvals Coordinator Book+slip+print-out are given to the Assistant Acquisitions Librarian (Beverly's position title) for review and decision.
Duplicate records in Sirsi will not be deleted until all duplicates from a given shipment have been consolidated and are ready to be given to the Acquisitions Receiving Coordinator for return to YBP. We are supposed to delete the Delete the duplicate record before giving handing the book back 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 Check the Series title in the Series Title List Approval spreadsheet. The list was given by David. Need to ask Mang to run a report to find new standing order series title from 9/13/12 to present. From now on, when Marco or Sara add a order a new standing order title, they need to email me so I can add it to the spreadsheet.
If a new open set, series, or serial is found, add an all-caps 590 note to the bibliographic record: We don't do this anymore.
590 __ [VOL #] CURRENTLY ON CD STO-DECISION SHELF
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. This is in located in the Cataloging/Approvals Serials Titles folder on the Departments Network Drive. (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 GMC, 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.
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 Head of the Senior Copy Cataloging Unit (Need to put Linda's title in here), ‘noOriginal Monograph/Special Formats Cataloger ; ‘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 Unit Catalogers' area, kept in the Approval queue by date order.
3.9 Reference Decision Shelf We don't do this anymore.
A decision from the appropriate CD librarian is required for an approval book to be added to the reference collection. The book, with YBP slip, is placed on the Approvals Reference Decision Shelf in Acquisitions; and is returned to the appropriate cataloger after 1 month, whether a decision has been made or not. A 590 note is placed in the bib record indicating the book’s current location (see 3.6 above for correct wording).
3.10 BIC titles
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.
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.
When a book has been cataloged, vendor approval slips can may be tossed.
4.
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YBP U.K. (Yankee Book Peddler U.K.)
L&C YBP U.K.approval YBP-UK approval titles are supplied by OCLC/PromptCat via YBP via the same ftp procedure as YBP-US approvals.
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 L&C 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 L&C YBP U.K. Approvals:
910 __ |aLindsay/PromptCataYBP-UK
5. Harrassowitz, Puvill, Latinam, Abrams, Time Warner, and Worldwide
Unlike YBP and L&C YBP U.K.and YBP-UK, these vendors do not provide records (records will only be in Sirsi if there is a duplicate item).
While mixed approval books are separated by vendor within a cart they are not alphabetized.
5.1 Duplicates
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 L&C YBP U.K.approvalsYBP-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.
5.3 Importing records from OCLC
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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 Catalogers (for DLC, CIP, and DLC and GMC books) or the Senior Copy Cataloging Unit Catalogers (for MC and UKM booksMC books).
5.5 Provisional records
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Mark all vendor slips with DLC, CIP, GMC, MC, UKM, OHX, PL, or 0, along with the OCLC control number (or, the Sirsi control number for provisional records) and the date the record is created in Sirsi GMC, MC or '0' for provisional records and place slips back into books.
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After tattletaping, place DLC, CIP, GMC, and MC fiction and GMC books on carts for the book trucks for cataloging by the Copy Cataloging UnitCatalogers, all other MC and UKM books are placed on the Senior Copy Cataloging Unit book cart(s) and OHX, PL, and other no-copy books are placed on the “OHX/No-Copy” cart(s) for 3 (or 5 months; needs to be confirmed) months or until better copy is found in OCLCand all MC books on the book trucks destined for the Senior Copy Catalogers' area.
6. Front Approval (Music Scores)
Scores received on the Front approval plan are placed on a designated shelf in Acquisitions by the Receiving Clerk for review by the Music Librarian. After the Music Librarian has reviewed the shipment, the designated Copy Cataloger takes the items from the shelf and pre-catalogs them. . The designated Senior Metadata Assistant then downloads the specific invoice from the Front website to create provisional records in Sirsi for scores and books. The items are taken from the shelf and are pre-cataloged After the items have been pre-cataloged, they are sorted into LC/GMC copies and MC/No-Copies copies. The MC and No-Copy are delivered to the Music Catalog Librarian who incorporates the items into his own workflow. The LC and GMC copies are cataloged by the Senior Metadata Assistant.
Sound recordings received on the Front approval plan are delivered to the appropriate Senior Copy Cataloger who will follow the same procedure as the other approval plans, with one exception: items with no copy will be given to a designated Copy Cataloger who will create have a provisional record created in Sirsi.
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Prepared by: Paul Feuerbacher and Robert Estep
Last updated: February 21, 2013
Index Terms: approvals, vendor slips, pre-cataloging, Reference decision shelf, duplicates, YBP, Yankee, L&C, Lindsay and Croft, Front, Puvill, Latinam, Harrassowitz, Abrams, Time Warner, Worldwide, OCLC holdings, PromptCatMetadata Assistant after provisional records are created in Sirsi by uploading the Front invoice. The items are then pre-cataloged. Items with good member copy are kept and cataloged by the Metadata Assistant. Items with member copy or no copy are kept by the Metadata Assistant and searched for six months. Items that have not been upgraded to good member copy are then delivered to the Music Catalog Librarian