1. OVERVIEW OF APPROVAL VENDORS
Approval books are received from the following vendors:
- YBP (Yankee Book Peddler) – Domestic publishers (multi-disciplinary)
- 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 – materials in a variety of languages, including scores, sound recordings, and books on music
2. PROCEDURES (BY VENDOR)
At the present time records for YBP and YBP-UK are received in the form of ftp-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.
2.1 Vendor Approval slips (ALL vendors)
The vendor slips should always remain with the books, through to the point of actual cataloging.
Slips from all vendors typically include bibliographical, authorial, ISBN, place-of-publication, series, and price information. YBP, YBP-UK, and Latinam also include brief but useful descriptive material, and both YBP and 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.
3. YBP (Yankee Book Peddler, Yankee)
3.1 New shipment
Notification of a new shipment of titles is received via email from Acquisitions.
This message includes the vendor 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 Metadata 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 placed in loose alphabetical order on a book cart.
Large books may be grouped together on the first shelf of the book cart. They do not need to be in alphabetical order.
A label is affixed to the book cart indicating Vendor, Invoice Date, Return Date, Create Date, and Review Date.
- Invoice Date is roughly the same as the ftp-file date, usually within a day or so.
- Return Date is typically 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.
- Create Date is the date on which the individual bibliographic records were loaded into Sirsi.
- 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.??? DOUBLECHECK WITH BEVERLY AS TO WHAT THIS NOW MEANS
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.
Once the list has been run and completed, in the Finished Reports screen 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 cart.
3.4 Title-by-title pre-cataloging
Book carts are brought over to Cataloging and Metadata Services the day after the Review Date posted on the label.
The vendor slips are pulled from the books and Sirsi is searched for titles.
YBP/PromptCat records can be identified as follows:
all manner of copy (DLC, CIP, GMC, MC, UKM) have a Sirsi control number based on the OCLC Number, prefixed with a small letter ‘o’.
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’.
(The ISBN appears on the vendor slip for all approvals.)
The following note will appear near the bottom of the bib record for all YBP Approvals:
910 __ |aYBP/PromptCat
3.5 Duplicates
Duplicates are also 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 Order Number on the salmon slip. If the duplicate is an approval book, then write the Title Control Number on the slip. The slip is also initialed by the Cataloger.
Vendor slips should always remain with the book.
The book, vendor slip and salmon-colored slip are given to the Approvals Coordinator for review and decision.
Delete the duplicate record before handing the book over to Acquisitions.
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 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. (Sirsi control number needs to be changed prior to running the overlay report).
3.8 Vendor slips & post-pre-cat disposition of books
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.
MC/UKM books are placed on cart(s) destined for Senior Copy Cataloging Unit, incomplete sets go to the Original 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 area, kept in the Approval queue by date order.
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.
3.11 OCLC Holdings
OCLC holdings are automatically updated by PromptCat 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 PromptCat, holdings should be deleted from the original record and updated for the preferred selection.
When a book has been cataloged, vendor approval slips may be tossed.
4. YBP U.K. (Yankee Book Peddler U.K.)
YBP U.K.approval titles are supplied by OCLC/PromptCat via the same ftp procedure as YBP approvals. Robert, I know this has changed.
All loading and pre-cat steps are the same as for YBP (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/PromptCat
5. Harrassowitz, Puvill, Latinam, Abrams, Time Warner, and Worldwide
Unlike YBP and YBP U.K., these vendors do not provide records (records will only be in Sirsi if there is a duplicate item).
5.1 Duplicates
When searching Sirsi for duplicate titles use the standard author/title combination search.
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.).
5.2 Series
Like YBP and YBP U.K. 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
Search OCLC for records and import using the approvalfondren template report in Sirsi.
5.4 Harrassowitz and Puvill records
Harrassowitz and Puvill create their own OCLC records:
040 __ OHX|cOHX and 040 __ PL#|bspa|cPL#
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 cart(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).
5.5 Provisional records
Create provisional records when no record is found in OCLC.
5.6 Vendor slips
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 and place slips back into books.
5.7 Tattletaping
Mixed approval books are NOT tattletaped in Acquisitions before being delivered to Cataloging and Metadata Services. Tattletaping is done either by appropriate Cataloger(s) or by students, if available, and is only done once all titles have been checked in Sirsi for duplicates and new records have been brought into Sirsi.
5.8 Distribution of books
After tattletaping, place DLC, CIP, and GMC books on the carts for cataloging by the Cataloging unit, all OHX/No-Copy, MC and UKM books are placed on the Senior Copy Cataloging book cart(s).
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 Senior Metadata Assistant takes the items from the shelf and pre-catalogs them. After the items have been pre-cataloged, they are sorted via 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 Metadata Assistant who will follow the same procedure as the other approval plans, with one exception: items with no copy will have a provisional record created in Sirsi.