PROCESSING SECTION MANUAL
December
28, 1998
rev. March 29, 2007
PROCESSING TASKS
Turnaround
time:
Priority
processing: complete within 6 working
hours of receipt (Mon.-Fri., 8 a.m.-5 p.m., excluding library closures):
Items with the following locations/statuses
should be treated on a priority basis:
·
Reference
(including LAL-Ref and Music-Ref); includes Serials items
·
“In-Process
Request” items (see instructions in appendix, espec. the section “Procedures”,
F-2 ff.)
·
Other
“RUSH” items
Regular
processing: 3 days (M-F work week)
All other items should be processed within 72
hours after coming to processing.
RARE
locations: Processing should NOT be done on items for
Rare locations (“RARE”, “LAL RARE”, “MUSIC RARE”). The only exception is “RARE REF”, which are
reference materials for the Rare collection.
Rare items that have been placed inside boxes/cases: the binder-supplied box/case may be labeled
with the call number, but no other processing is to be done unless requested by
the appropriate person in the location.
BASIC
TRUCKS
Preliminary checking:
Check location routing
slips (color of slip changes each year): Remove pieces for these locations;
place on special-handling shelves:
JAZZ
LAL,RARE; LAL,REF
MATH
MUSIC,RARE; MUSIC,REF
PROTECT
RARE
REF
SCI,KOCH
STX,REF
Blue binding slip
indicates an errata slip needing insertion.
If a blue binding slip calls for any other action, give the piece to
your supervisor. (Note that page cutting
is done in Processing when an item cannot be bound and has been placed in a box
by the Preservation Dept.
EXCEPTION: Fascicules have pages
cut without being boxed or bound, since they’ll be bound when a entire volumes
has been received.)
Pink narrow strip
indicates gift plate to be affixed to inside front cover of book.
Orange slip (Gift book): ignore.
Book jackets: Leave in book.
Invoices left in piece:
Give to Library Associate in Monographs Acquisitions or Serials Acquisitions
Processing:
Process each item accurately according to instructions for its location. Check any paperwork in each piece for special
instructions. If instructions are
unclear, ask your supervisor. Keep all
slips in corresponding books.
Security strips: Insert a security strip in each print
item. (Do not place security strips on
audiovisual materials or microforms, including on their containers.) However, if the item has already been
edge-stamped with the library’s property stamp, it will also have been
security-stripped. (Items which were
received by Serials Acquisitions usually will have been security-stripped and
stamped by that Department.)
Placement: Vary the placement of strips – not all in the
front, or back, or middle. Place them on
a page that has enough “gutter” space to allow the material to be viewed when
the piece is opened. Do not put them on
material that extends across the page.
Try to avoid placing them in a place that will be referred to
frequently, such as the table of contents or an index.
Short books: If the strip is longer than the height of the
book, the strip may be trimmed to fit and still function.
Spiral-bound materials:
Cut a strip to slightly under the width of a 2x4” label; place strip a few
inches below the barcode, cover with label, and stamp property stamp over
strip.
Property stamp: Neatly stamp each piece, using green
ink, with the “Tulane University Library” stamp, on top and bottom edges. Stamp thin items as much as possible; if the
property stamp isn’t readable on these, also stamp inside covers.
NOTE: Items which are already
property-stamped have also been security-stripped.
Date due slip: In items for circulating locations, place a
date due slip on the left-hand side of the inside back cover, centered near the
top. (A barcode label should be on the
right-hand side). Avoid if possible placing it over a map, genealogy, etc. –
use a neighboring blank page instead.
NOTE:
Louisiana
Collection (lou, LACOLL) items do not circulate, so do not receive a date due
slip.
Gift plates: These have thin pink strips serving as
markers. Attach neatly to the inside
front cover, using a glue stick for those that aren’t self-adhesive. Remove pink strip.
Errata slip: This should be noted on a blue binding
slip. “Tip in” the slip, using a glue
stick, following title page verso.
Spine label creation: Labels are normally printed using a special
program, with a “Labels” icon on the labeling PCs.
Open the label program. Scan in a barcode. A call number will appear.
NOTE: The barcode on MATH paperbacks will be on
the title page verso. Serials and Jazz books do not contain barcodes; they are
labeled using the same program by simply typing the call number that is
hand-written in the piece and proofreading it carefully
Check
for accuracy:
The call number in the
piece and on the computer must be carefully compared, considering also the enumeration
information, copy number, and location in the item record. Location on the routing slip must also agree.
Pieces with any differences should be set aside for the Cataloging
Library Associate to check on; insert a note in the piece briefly describing
the problem.
Exceptions (and ONLY these exceptions!!):
·
Copy
number: This appears as “cop.” in the piece and “c.” in the program. Change to “cop.”
o
Also,
“cop. 1” will sometimes appear on the piece; it will not display on the
computer, and does not need to be added to the label
·
A
volume-number range followed by a single volume number: if the range is not written in the piece, it
should be deleted from the computer display
e.g.
Handwritten
in piece: M / 2 / .C489 / vol.6
Label program: M / 2 /
.C489 / vol.5-8 / vol.6
Delete “vol.5-8” from
label display before printing label
·
Locations:
o
Location
subdivisions:
§
“arch,bd”
and “arch,bdla” on routing slip – “ARCH” should be on call number in piece and
on label
§
“mus,protect”
– “MUSIC” should be on call number in piece and on label
§
“ref,atlas”,
“ref,bio”, “ref,desk” on routing slip – “REF” should be on call number in piece
and on label
o
“MEDIA”
does not display on the PC for media (CDs, CD-ROMS, etc.) which accompany a
“main” piece (usually a book) which is located in the stacks. So if the routing slip says “MEDIA” but the
display doesn’t, add “MEDIA” at the end of the call number display.
Errors of any type: Note the problem on routing slip or a note;
place the piece on the top of the small green truck
Special formatting needs:
·
Extra-wide
call numbers: Generally, 9 characters
(including spaces) is the maximum width that can be printed on the label; if
any lines are longer than that, break that line into 2 lines at a logical
place; ask your supervisor the first time this occurs.
·
Extra-long
call numbers: these should print in entirety but possibly with a blank line
within the call number; this can be spliced when applying.
Print the label:
Click on “Label is OK”
(or the relevant function key). (The
label may not print immediately; it may instead feed into a buffer and print
after enough call numbers have been saved to the memory.) Make sure that the labels are being printed
clearly, and that none of the printing is off the label. As printing continues, watch that tape is
overlaying the printing completely and that the labels don’t wrap around the
printer or Selin device!
Individual labels via
MS Word
(for those end-of-the-day single rush requests):
Use the blank Word
document already created for injet spine labels. Type in the call number from the piece, into
any of the cells which correspond with a label still on the sheet of labels
(some may have been used already)
To create other label
templates: Open MS Word – Tools – Letter
and Mailings – Envelopes and labels.
Choose the “labels” tab. If the
labels you are using is not the one listed, choose “Options” and select the
appropriate one (first selecting the appropriate product name); if your label
isn’t listed, you’ll need to create one, using “New”, and naming it “Custom
[name of manufacturer and model #]”
Spine label
application (Books and serials)
Double-check the call
number: Make sure that piece matches the
label (in case an item was put on the truck out-of-order after producing the
label). Make sure that the book is right
side up!
If you notice any errors that were missed
before: Note the problem and place the
piece on the top of the small green truck.
Trim the label so that approx.
1/4 inch of white margin appears around all sides of the label. Apply to the spine when possible; if the
label is too wide, apply to the cover next to the spine. In both cases, the label should be placed so
that the top of the label is 2-1/2 inches from the bottom of the piece
(catalog card halves and markers on desk are this length).
EXCEPTIONS to 2.5” rule:
Encyclopedias, etc.: Don’t cover up essential
information about the contents that aren’t repeated in the label, e.g.
alphabetic portions covered in that volume of an encyclopedia.
MATH location: place top of label about 1"
from the bottom.
Affix the labels with
heat, being careful (especially with plastic) not to melt. (We have some Teflon shields which can be
used when necessary.) If the item has a
clear cover, put the label on the paper under the cover so that the label shows
through.
SPECIAL
INSTRUCTIONS FOR LOCATIONS – PRINT MONOGRAPHS
- Any locations not listed here should be on a “regular”
booktruck and are treated with basic processing.
- LACOLL books are also on the “regular” booktrucks; see
instructions below.
- All locations listed below except LACOLL should be on
special processing shelves rather than on the regular bookcart.
- Delivery after processing: Unless noted otherwise below, place on
processing delivery shelves.
JAZZ:
Strip
and stamp
NO date due
slip
Call # label
production: there is no barcode, so copy call # in piece
LACOLL:
NO date due
slip; rest of processing is normal
MATH: (NOTE: The barcode on MATH paperbacks will be
on the title page verso.)
Strip and stamp and date due slip
Call no. label
reads: MATH (NOTE: pre-printed MATH labels often exist)
If multi-volume: v.<#> If multi-copy: c.<#>
MATH MATH
Call no. label should be only 1" up
from bottom!
PROTECT
(stx,cage):
Strip and
stamp; Date due slip
Stamp,
half-above and half-on the date due slip, in red ink: BUILDING USE ONLY
Place in RUSH box in Circulation
RARE
(including lal/rare & mus/rare): NOT processed!! Give to your supervisor!
REF (includes
routing slips with “REF BIO”, “REF DESK”, etc. -- these should have just “REF”
in call number in piece and on label); LAL/REF; MUSIC/REF:
Strip and
stamp
NO date due slip
Stamp (if not
already done by cataloger) in black ink, on left page of inside back cover:
DO NOT CIRCULATE
SCI,KOCH
(Koch Library):
Do NOT strip and stamp
NO date due slip
Do NOT paste in gift plate
Label
Place on marked Processing sorting shelf
SEAA (Southeastern Architectural
Archive) (including garden books: SEAA / GARD):
Strip
and stamp
No
date due slip
STX,REF
(Stacks Reference – these are shelved in the regular stacks):
Strip and stamp
No date due slip
Stamp in black ink, on left page of
inside back cover:
REFERENCE/STACKS
NONCIRCULATING
Place on
regular book truck; remove routing slip
SERIALS/PERIODICALS
See
also previous page for special instructions for locations; combine with these
instructions. Return any problems to
Database Management Librarian)
Serials generally will not have a
barcode/item record.
Serials
stamping: Serials Acquisitions security-strips currently-received materials
when the items are checked in there; this will be indicated by the presence of
our library’s green property stamp or by green striping on the bottom of the
periodical.
Call
number label creation for all categories:
Type the call
number into a blank label area; check it carefully. Break up too-long lines as needed.
Serial Annuals (call no. in back - which
should include year or no.)
C
Strip and stamp, if not already done
C
Should be stamped “DO NOT CIRCULATE”; should
NOT have a date due slip
C
Call number label: Add enumeration/chronology/location as on
piece, directly under call number.
Location should be the last element.
(Note that the holdings record note, “|z
Latest in Reference”, would be a reason for the item to be in Ref, although the
location is “stx”)
C
Place stacks items on truck ready for Circ;
place items for other locations on pickup shelves
C
“RUSH Serial” shelf is part of this; needs to
be handled on a twice-daily basis
Periodical boxes (Font:
Verdana, Regular, 20)
These periodical issues will have the
call no. on a label on the front.
C
Strip and green-stripe if not already done
C
Architecture and Display periodicals should not
be on this shelf - if they are, return them to the Serials sorting table
(Display items have “Display” stamped on bottom of the call number label)
C
Call number label will include location but no
enumeration/chronology. Place the label on the short side of a box. Place box on Serials sorting table.
C
We are responsible for ordering periodical
boxes, but check with the Stacks Supervisor in Access Services first, to see if
they have a supply.
Pin-bound
periodicals
(from Preservation) Call number information will be on bindery slip in each
bound piece.
C
Strip and green-stripe when needed.
C
No date due slips; don’t worry about DO NOT
CIRC stamp
C
Call number label will include basic call
number and location, followed by a space and the enumeration/chronology
information (from bindery slip). Labels
will often need to be done in 2 parts.
Change copy to cop. and vol. to v. Make sure location is last item on label.
C
Attach labels as for books
C
Proof labels carefully!
C
Place stacks items on truck ready for Circ;
place items for other locations on pickup shelves
BOXED AND
PAM-BOUND ITEMS FROM PRESERVATION:
Follow basic
processing instructions according to the location.
Monographs:
NOTE: Many of the monographs, espec.
Deweys, may need bib maintenance work
Cut pages if necessary.
Strip; stamp with appropriate stamp.
Insert date due slip (if not already
done)
Move piggy-back barcode to back.
If piece has no barcode, give to
supervisor to verify written call #.
Print 1 or 2 labels as needed:
For boxes and
for items in pockets in pam binders: 1 label will go on the box or binder; a 2nd
label is needed for the piece if it does not already have one.
Remove “At Bindery” Item Status.
Serials/Periodicals:
Cut pages if necessary.
Type 1 or 2
labels as needed (see above), following serials call number guidelines in
previous section
THIS
SECTION IN PROGRESS
NON-PRINT
FORMATS, INCLUDING ACCOMPANYING MATERIALS
(Keep these materials under close watch; they tend to walk; hand-deliver
to the appropriate department)
Instructions for processing are in a separate
document.
Books with floppy discs
in pocket:
Bound items and unbound
items NOT going to bindery: Process as usual; give to Processing
Technician. ???
OTHER PROCESSING
Corrections to call numbers: Redo
label. Make sure the old label is
covered: The new label may need to be
cut larger than usual. If new label is
too wide for a spine which contains the incorrect call number, cover the
incorrect label with blank labeling tape and place the correct label on the
front cover.
Books on bottom of “problem” book truck: These have been checked and corrected by the
catalogers. Some may have usable spine
labels inside the piece; double-check to make sure that the call number is the
same as that in the piece before affixing.
Otherwise, add these to the books that need call number corrections.
NOTE: Items coming from the commercial bindery
will have been stripped there, but may need stamping still.
Cutting pages: Use sharp knife to cut folds, but not
fingers. Trim (with scissors) any
extra-rough edges.
This is only done for certain items, so ask if
you’re not sure if something should be cut:
Monographs needing
page-cutting should be sent to the bindery, with the exception of fascicules.
Fascicules need pages cut, since they wait for later binding with other
issues/fascicules; these will have been initialed as OK to cut by the Library
Tech. When done, place on usual routing
shelves/truck.
Serials: Cut pages of
an individual periodical issue, then place on serials sorting shelf. (But if a group of issues is ready for
binding, they can get pages cut in the binding process.)
DON’T cut – instead,
show JCT:
·
Series
(JCT will generally show these to Susanna)
·
Serials
annuals (pub’d once a year or less frequently)
Post-processing
checking and delivery:
CHECK call number
labels or these problems:
Missing
locations (from routing slip, and/or from call number range (F1200-9999 (not
all but most; check library’s shelving chart) should be in LAL rather than
stacks; M’s should be in MUSIC rather than stacks)
Locations at top of call no.
Decimals not brought up
Smeared or otherwise illegible labels
SORTING/DELIVERY
Items for departmental or branch
libraries outside HT building (e.g. ARCH) (NOTE: at present [12/06],
Joseph is not delivering materials to Jones Hall):
·
Rushes/Notifies/etc.: Check first with Joseph (mail clerk) to see if he’ll be delivering to
that location within 8 hours; if so, give to him. Otherwise, deliver as quickly as
possible, sending a student if necessary; OR (if no students), notify the
branch that it’s ready & place it in their mail bin in the mail room
·
Non-rushes: place on the delivery shelves in
Processing.
“Special” items for HT building: Place on the desk of the person handling
rushes in the Access Services Dept.:
·
In-Process Request items
o
Exception:
AV material in Media/Music – hand-deliver to Music
·
RUSH requests for stacks areas or Reserve
·
Protective Storage items (stx,cage) ?? or leave on truck?? – check with Circ!
===============================
EXCEPTIONS to NOT deliver to Circ:
·
Rush
requests from staff in LAL or the Music Library – deliver these to those
departments
·
In-Process
Requests & Rushes for AV material in Media/Music – deliver to Music
Distribute to individuals in Bib
Services: notifies that they’ve
requested
Leave on truck: HT items with routing
slips indicating persons desiring notification (if not RUSH and not Bib
Services staff).
Exceptions:
LAL & Music notifies – if for
a staff member in LAL or Music (or if they asked to have it sent to them)
deliver to those departments
Take truck outside the door to the lobby
for Access Services to begin shelving. On Fridays, don’t take a truck outside
after 2:00 p.m.
OTHER PROJECTS
Backlog
sorting: (overseen by Cataloging Library Associate)
Strip and
stamp. (Do NOT do other processing,
including inserting date due slips)
Put in date
order (receipt date). Put aside as
problems: no date; date is not in specified time period
Add tall stickup divider for each date
Count items on truck (not problems)
After the
Cataloging Library Associate has finished her next steps, the items should be
shelved in the basement backlog area in the appropriate area for those dates.
OCLC Updating (overseen by
Cataloging Library Associate)
Student OCLC login number:
·
Click the first icon to search.
·
Search by the appropriate number, input in the
top box:
o
For OCLC numbers, type a number sign (#) or
asterisk (*) and the OCLC number (without “ocm”) and enter
o
For DLC numbers, type “ln=” and the number
(without “DLC”) and enter
·
Verify that the 245 (title) in the OCLC record
matches the 245 on the printout, and that the record says “No holdings in LRU”
(LRU = Howard-Tilton library)
·
Click on the “ActionUpdateHoldings” icon (the
furthest-left yellow icon).
·
The record will now say “Held by LRU”.
·
Repeat for each printout.
Shelflist
Verification
(check with Database Mgmt Librarian before training students in this):
See separate instructions.
PROCESSING EQUIPMENT AND SUPPLIES
(see
also the extra section in Processing notebook)
Supplies
we’re responsible for (have the departmental Supplies Assistant order these
items):
C
Se-Lin spine labels -- from Vernon Library
Supplies (see attached catalog page) -- generally, order another 10 rolls as
soon as a new box (of 10 rolls) is opened.
We currently go through about 1 roll per week.
Gold Adhesive
1-1/8". (Catalog # 7302PG)
C
Label printer ink cartridges (replace a few
times a year)
Okidata Ribbon Cartridge, 9 pin --
52102001
C
Spare print head (replace at least once a year)
-- we have it ordered through Computer Discount Warehouse, since it=s much
cheaper than through Office Depot. CDW
Web site:
http://www.cdw.com/product/default.asp?EDC=104577
Okidata -- 50114601
X Security strip rolls for machine – ask
Database Mgmt Librarian to order a new roll (from 3M) as soon as you’ve put the
extra one in
X Media containers: CD (single and double); videocassette (single
and double); DVD (only a few); floppy disc (only a few); others as needed
X Piggyback barcode labels: Let Access Services know when we have only 2
rolls left; they order for us
Other
supplies are supplied via the Circulation Dept.; ask anyone there for a new
supply:
C
Date due slips
C
Security strips for hand-applying
C
Barcode labels, regular
Check-off
list of student work:
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Strip/ stamp/ date due
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Gift plates
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Errata
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Print labels
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Affix labels
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Ref/Rush
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Serial ref
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Discharge
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Pin-bounds
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Boxed bks
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Pages cut
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Serial boxes
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CDs
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OCLC upd.
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s.l. card checking
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Locals Docs Processing section