Procedure for Slavic & East European Backlog

Contents:

  1. Introduction
  2. Processing Books for Inclusion in the Backog
  3. Special Treatment of Oversize Books

Introduction

Beginning November 2000 books going to the SEE team backlog began receiving barcode IDs. These IDs have helped us streamline the backlog procedure while also bringing our backlog into line with the backogs of other teams in the library. The barcode IDs consisted of "UNCAT" plus the barcode number. We began attaching the prefix "SEE" to the barcode ID, resulting in a barcode that began with the prefix "SEEUNCAT" plus the number. We began placing this barcode ID in the call number field of the holdings record. We currently arrange our backlog material in numerical sequence, according to the numbers on the barcode IDs.

Beginning with January 2004, we adopted the new routine for charging material to our backlog. This routine was created and implemented by the Circulation department. Instead of a single pseudo-patron, we will now use pseudo-patrons that correspond to months of the year. Each of the twelve pseudo-patrons can accomodate 500 items. If we need additional pseudo-patrons for any given month, we may obtain extras from the Circulation Department. This new routine will assist the Circulaton Department in its report writing.

Processing Books for Inclusion in the Backlog

Any books remaining on the Original Cataloging Shelf are processed for inclusion in the backlog upon the arrival of new books from Slavic & East European Acquisitions.

1.  Oversize books receive special treatment.

2. In Voyager, search by barcode [Record--Retrieve by barcode]. The item record should appear.

Go to the MFHD.

Make sure the cursor is in the selection column of the 852 field.

Press [Ctrl F8] to generate the correct indicators and prefix for the backlog barcode ID.

3. Wand in the backlog barcode ID. Make sure no spaces exist between the  "SEE" prefix and the  "UNCATnumber". The ID will appear in the call number area of the 852.
852 8 0 ‡b sml ‡h SEEUNCAT129701

Save the changes to the database.

4. New books: once the MFHD has been updated, new books need to be charged to the backlog using the circulation module.

Go to the box on the team work table and retrieve the pseudo-patron card for the current month.

8. In the circulation module, click on the "Charge" icon.

In the "Patron" section, wand in the SEE backlog ID in the "barcode" box.

In the "Item barcode" box, wand in the item barcode pasted in the back of the book.

The following warning will appear "Item Blocks and Information".

Click "Override" to complete the charge.

Charging helps us keep track of where items are currently located, and how many items are in the backlog. Please do NOT put items in the backlog without first assigning a backlog number in the MFHD in the Cataloging module, then charging to the backlog in the Circulation module.

Remember to charge the oversize items.

9. Place the items in the backlog in sequential order, according the instructions of the SEE team leader.

Special Treatment of Oversize Books

We recieve a few oversize books on a regular basis. For the purposes of backlog shelving, an item is considered "oversize" if it's height is larger 29 cm. or higher, and/or it's width is 20 cm or highr. The oversize items are shelved together in a special section of the backlog.

Some items might actually be "folio" (40 cm or more in height; 30 cm. or more in width). For the purposes of shelving in the backlog, shelve with the other oversize material until cataloged. If an item is too large for the backlog shelves, please consult the SEE team leader.

Process oversize material according the instructions below:

1. In Voyager, search by barcode [Record--Retrieve by barcode]. The item record should appear.

Go to the MFHD.

Make sure the cursor is in the selection column of the 852 field.

Press [Ctrl F8] to generate the correct indicators and prefix.

2. Wand in the backlog barcode ID. Make sure no spaces exist between the  "SEE" prefix and the  "UNCATnumber".

Click on the selection column at the 852 field. Press [Ctrl F5] to add the "+ $m Oversize"
852 8 0 ‡b sml ‡h SEEUNCAT129701+ ‡m Oversize

Save the changes to the database.

3. Charge new oversize items as above.

4. Shelve in the "oversize" section of the backlog.

Return to Slavic & East European Cataloging

© 2001 Yale University Library
Yale University Library
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This file last modified: 11 September 2006.