Preparation and Shipping Out
Receipt of Shipments
Judaica Shipments
Special Collections Shipments

Preparation and Shipping Out

Books are received from various sources and sorted into specific outsourcing projects according to CIP and Non-CIP data. CIP materials are released to in-house cataloging unit.

Shipment preparation: 100 titles are selected.

All paperwork is removed from each book, with the exception of pink routing flags. Number of titles, volumes, and other accompanying material in shipment is recorded on slip of paper, and placed with shipment paperwork. Books are security stripped (leaving plastic on the strip) property stamped on 3 sides, pocketed on outer end sheet at back of book, and stamped on inner end sheet at back of book with shipment number.

If paperwork in a specific book indicates the existence of a NOTIS provisional record, the paperwork is marked with the shipment no., a deletion request form is prepared, and sent to Dot to delete the provisional record, after which, Dot returns deletion slip.

Paperwork is bundled by shipment no. and placed in Maria’s box for updating shipping/count schedule.

Books are transferred to Bob on cart marked with shipment number. Bob packs shipment, sends message to FAU TechPro staff, and ships according to shipping schedule. Bob sends another email message indicating shipping date and shipping number, when shipment leaves library.

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Arneris prepares shipping labels in quantity for Bob’s use.

Maria creates and maintains shipping schedule.

5/21/03 jed

rev. 6/13/03 JED/dac; 6/19/03

Receipt of Shipments

Bib records are sent as an attachment to email from TechPro cataloger to Maria.

Maria downloads records (doesn’t wait for receipt of shipment). Uses CATME and WinOni.

CATME software is used to create a list of items in shipment, including title, date, oclc#.

Maria prints out list, which is attached to shipment paperwork, and picked up from Maria when shipment arrives.

Shipping list is removed from box, and number of cartons are verified against shipping list. Shipping list is date stamped with date of receipt. Books are unpacked, counted and count verified.

Books are received with call number and pocket labels (call #, author, title info) inserted in books. Call number labels are cross checked against the LC call number inscribed on the inner end sheet in back of book.

Pocket label (call no/title info) is placed on inner end sheet in back of book, taking care not to cover over the shipment number.

The additional pocket labels are arranged by call number and used for statistical reporting of call number breakdown. These labels are then packaged with other info. and eventually discarded by Maria.

Call number labels are applied to spines. No label protectors are used. Bar code is applied to upper right corner of outer end sheet in back of book. Plastic strips are removed from security strips.

Books are accessed in NOTIS by call number, using pocket label information. TechPro shipment number as a non-user message is inserted in the copy holdings record. (Message: TechPro shipment # ). Bar codes are scanned and books linked to appropriate NOTIS record. Arneris provides quality control by verifying titles, OCLC numbers, and call numbers. Arneris determines if volume holdings statements are required, and fills out a blue slip. For added copies, a printout is made of the copy holdings record. If OCLC has returned materials with note “holdings already set”, this information is verified and the material is referred for retention decision.

Statistics are reported to Maria for updating of shipping/receiving schedule. Arneris and Yvonne record statistics on cataloging and processing logs in LY 103.

Blue slips are routed to Kevin (monographs) or David (serials) to construct volume holdings statements. The blue slips are returned and placed with paperwork that is retained for shipment.

Books are released to appropriate locations (circ, special collections, LY 115, etc.)

5/21/03 jed

rev. 6/13/03 JED/dac; 6/19/03

Judaica Shipments

Judaica books are preselected. They are pre-stripped and most are supplied with photocopies. If they do not have a photocopy, TechPro staff makes a photocopy of the title page. Photocopies are on file with other materials given to Maria until shipment is cleared.

Judaica material is processed like other TechPro material, except that a dot is place on the end sheet and on the photocopy and numbered.

Once returned from TechPro, the Judaica material is shelf ready with call number label attached to the spine. One pocket label on end sheet of book; other pocket label on wax paper to Judaica with shipments of books.

Processing of book is continued, as with other TechPro material. Match pocket label to inscription.

The dots remain on the end sheets.

Non-user message does not need to be placed in the copy holding field in NOTIS for Judaica material.

Books and spine labels are released to the 2nd floor Special Collections area. The 2nd floor staff will release this material to the 5th floor.

5/23/03 JED/dac

rev. 6/13/03; 6/19/03

Special Collections Shipments

Special Collections materials are pre-selected.

Email is sent to OCLC with location information for the 049 field (FGMS) and processing instructions (inscribe call number in pencil in back of book).

Once shipment is received, the spine labels are placed on the identa strips.

Statistics are recorded from the pocket label.

NOTIS is checked to be sure record loaded.

Non-user message does not need to be placed in the copy holding field in NOTIS for Special Collection material.

2 pocket labels go to Special Collections with the books.

Books are released to the Special Collections Department.

6/13/03 JED/dac

rev. 6/19/03