Category «BTech»

Reducing rejects of monographs at NRLF; or When things bounce at NRLF

Author: Mark Takaro
Posted in: BTech, Storage Editing Requirements, Uncategorized

Staff at NRLF are trained to very strict standards for what they will accession into the facility. UCB is the largest of the submitting campuses to NRLF and the largest contributor among the UCB libraries is, understandably, the Main Collection. Relative to their size, some SSLs have comparable rates of submission of records that result …

Created: February 4, 2020
Last revised: February 4, 2020
Review date: None set

Serials — Submitting New Purchase Titles Received Direct in SSL for Cataloging

Author: Judith Weeks
Posted in: Acquisitions Group, BTech

SUBMITTING NEW PURCHASE TITLES RECEIVED DIRECT IN SSL FOR CATALOGING The following procedures are for new serial titles being received directly in the Subject Specialty Library as a purchase requiring cataloging. Only the first issue of the new title is needed to send to Serials Cataloging Unit for active or inactive titles. Prior to submitting …

Created: May 8, 2018
Last revised: May 8, 2018
Review date: None set

Serials — Claiming – Claiming Late Issues on the Card Tab

Author: Judith Weeks
Posted in: Acquisitions Group, BTech

Claiming late issues in the card tab. This is accomplished by using the dropdown menu Tools | Card function | Claim. Using this dropdown menu choice will change the function to a claiming function and claiming options and buttons will become available on the screen.  Or you can right click over any box, hover over …

Created: May 7, 2018
Last revised: May 7, 2018
Review date: None set

Serials — Claiming – General Claiming Guidelines

Author: Judith Weeks
Posted in: Acquisitions Group, BTech

GENERAL CLAIMING GUIDELINES (Questions regarding claiming can be directed to check-in-library@berkeley.edu) CLAIMING RESPONSIBILITIES RECEIVED DIRECT IN SSL Subject Specialty Libraries are responsible for all as-encountered and Boolean claiming in Millennium. Paper claims, which are printed centrally in PRU, are returned to the subject specialty library for review and mailing.  Claims for EBSCO and HARR placed …

Created: April 25, 2018
Last revised: May 23, 2018
Review date: None set

Serials — Claiming – Guidelines Cheat Sheet

Author: Judith Weeks
Posted in: Acquisitions Group, BTech

Claiming Guidelines Cheat Sheet  Make sure the parameters of the card are set correctly.  Also days before claim is set for 90 days domestic, 180 days foreign, 365 for do not claim titles.  Shorter days before claim if other claim limits apply. Annotate boxes following standard phrases. See http://asktico.lib.berkeley.edu/serials-standard-claim-responses-and-referrals-annotations-chart/ Produce no more than 3 claims. …

Created: April 11, 2018
Last revised: May 1, 2018
Review date: None set

Serials — Submitting New Gift/Comes On Titles Received Direct in SSL for Cataloging

Author: smoody
Posted in: Acquisitions Group, BTech

Submitting New Gift/Comes On Titles Received Direct in SSL for Cataloging The following procedures are for new serial titles being received directly in the Subject Specialty Library requiring cataloging. Only the first issue of the new title is needed to send to Serials Cataloging Unit for active or inactive titles. Prior to submitting the title …

Created: August 26, 2016
Last revised: May 8, 2018
Review date: None set

Exact Match Monograph Replacement

Author: James Lake
Posted in: BTech

INTRODUCTION When an item is missing, lost, damaged, or withdrawn, someone somewhere may decide to reinstate the item in the collection. The new item, the replacement or repl, is added to the catalog and the lost, missing, etc. item, the original, is withdrawn by Systems in a quarterly job. This, in a nutshell, is the …

Created: June 2, 2016
Last revised: November 14, 2016
Review date: None set

Labeling in the Millennium Client

Author: James Lake
Posted in: BTech

Procedure Before you begin labeling for the first time, make sure you have: cleared your jarcache folder (see Appendix A) the appropriate authorizations AND setup (see Appendix B of this document for further information) and make sure you’re using the following label stock: and the following label shields: Login to the Millennium Client. In the …

Created: May 21, 2016
Last revised: November 22, 2016
Review date: None set

Item Records: When and How To Use Them

Author: smoody
Posted in: BTech

Item records in Millennium provide the basis for a wide range of operations in technical and public services, such as checking items in/out, placing holds, billing, labeling, binding, call number searching, tracking of in-process materials, and compiling statistics. Every unsuppressed bibliographic record must have at least one item or holdings record attached in order for search …

Created: April 28, 2016
Last revised: November 21, 2016
Review date: None set

Transfer Procedures – Monographs

Author: Lisa Weber
Posted in: BTech

All transfer requests must be authorized by the designated fund manager/selector/subject specialist before transferring materials.  When material from any UC Berkeley library is being considered for transfer, the affected fund manager/selector/subject specialist must also be in agreement before any transfer takes place.  To request authorization the online Transfer Request Form should be filled out by …

Created: April 28, 2016
Last revised: December 7, 2016
Review date: None set

Tracing & Recalling Items Sent to Preservation (CONS/Status “IN REPAIR”)

Author: Thomas Perry-Houts
Posted in: BTech, Circulation Services Group

INTRODUCTION In the Millennium database, an “IN REPAIR” status indicates that a volume has been routed from its owning library to the Preservation Department (PRES).  Occasionally, IN REPAIR volumes are recalled from PRES by library patrons, or need to be traced by the owning unit.  Any library patron who wishes to recall an IN REPAIR …

Created: April 28, 2016
Last revised: December 7, 2016
Review date: None set

Serials — Submitting Successive Entry Changes

Author: Mark Takaro
Posted in: BTech

The following procedures are for major title changes only that apply to serial/series titles cataloged as a set. Procedures for “call # varies” records (“sep” treatment) are not addressed in this document. If the old title is already cataloged, it is assumed that the new title will also be cataloged, so no selector referral is made. If …

Created: April 28, 2016
Last revised: October 2, 2017
Review date: None set

Serials — Claiming – Standard Claim Responses and Referrals Annotations Chart

Author: Judith Weeks
Posted in: BTech

The purpose of claiming is to obtain issues that have not been received on an established standing order or subscription. Claiming is also done to obtain replacement copies of issues that have been received, but cannot be used because of damage in transit or publication mistakes. Claims are NOT sent: · To obtain issues that …

Created: April 28, 2016
Last revised: April 11, 2018
Review date: None set

Serials — Serial Action Guide

Author: Richard Estrada-Stone
Posted in: BTech

Although this list is primarily for units who need to communicate information or problems about active serial titles to central technical processing units (Acquisitions or Cataloging), it may be useful to others – check with your supervisor before sending anything noted below.  NOTE: always include record nos. and title when making a request or reporting …

Created: April 28, 2016
Last revised: June 13, 2018
Review date: None set

Serials — Identifying Successive Entry Changes

Author: Mark Takaro
Posted in: BTech

IDENTIFYING SUCCESSIVE ENTRY CHANGES (Title Changes) It is the responsibility of the receiving location and the owning location to identify serial title changes and to refer them to the Serials Cataloging Division. Current national cataloging standards require successive entry cataloging in which separate records are created for each title with link notes between the records. …

Created: April 28, 2016
Last revised: December 6, 2016
Review date: None set

Serials — Closing Serial Holdings Records

Author: Judith Weeks
Posted in: BTech

All print serials in Millennium require a holdings record. An inactive title, whether cancelled or ceased, still needs a holdings record on which all items are linked.  Check-in cards may be deleted when no longer needed for new issue receipts or binding.  These procedures may also be used for MVM Holdings Records. This document does …

Created: April 28, 2016
Last revised: July 16, 2019
Review date: None set

Serials — Closing Orders

Author: Jason Dezember
Posted in: BTech

SERIALS – CLOSING ORDERS Closings are done by Acquisitions staff only, regardless of receiving location.  All orders must be closed before serial holdings records can be closed. The one exception to this is EAL, which does its own closings. Serials orders have one of three statuses, OPEN, CEASED or CANCELLED. Serials orders are not closed …

Created: April 28, 2016
Last revised: April 3, 2019
Review date: None set

Reinstating withdrawn items

Author: smoody
Posted in: BTech, Circulation Services Group

Items that are lost are withdrawn after multiple searches. Sometimes these items are later recovered (either returned or found in the stacks). When the item is found or returned, shelving unit staff should do the following: If there is an unsuppressed holdings record, make sure the Library Has statement is unsuppressed and correct and all items are linked to it.   …

Created: April 28, 2016
Last revised: December 5, 2016
Review date: None set

Refer for replacement: unit designee missing/bill paid

Author: Elizabeth Dupuis
Posted in: BTech

The “Refer for Replacement” procedures begin here. Unit Designee Steps for “Missing 3 Months +” and “Billed/Paid” Item Record Status Changing/Updating Steps: 1. The item record current status will be set to “f” Missing (referred to selector).  Change the status to “c” Missing (referred for order) 2. Add the below internal note %date  Ordered per …

Created: April 28, 2016
Last revised: February 15, 2017
Review date: None set

Refer for replacement: unit designee Billed not paid

Author: smoody
Posted in: BTech

The “Refer for Replacement” procedures begin here. REFER FOR REPLACEMENT: INSTRUCTIONS FOR UNIT DESIGNEES BILLED NOT PAID Selectors will send the unit designees lists only of the billed not paid items they wish to replace.  These instructions apply to the records related to those items. 1.  For a Billed Not Paid item with a selector …

Created: April 28, 2016
Last revised: February 15, 2017
Review date: None set

On-the-fly Report

Author: Lisa Weber
Posted in: BTech

An item will appear on this report when it has Item Message ‘f’ ON THE FLY, loan rule = 0 (not checked out), and Status ‘-’ AVAILABLE.  This may indicate that an on-the-fly item was checked in but re-shelved without its record being properly edited.  For each item on this report, units should perform a …

Created: April 27, 2016
Last revised: December 3, 2016
Review date: None set

On the fly record creation (to send to Cataloging & Metadata Services)

Author: smoody
Posted in: BTech

This procedure covers what to do if an un-cataloged book is received at a subject specialty library and an on the fly record must be created in either the Cataloging or Serials/Acquisitions Module to send to Cataloging & Metadata Services. If you are looking for the procedure to create an on the fly record for the purposes of …

Created: April 27, 2016
Last revised: December 3, 2016
Review date: None set

Oki Microline 690 – Millennium settings – Labels and Slips

Author: Dori Hsiao
Posted in: BTech

Current journal labels Local Printer > OKI MICROLINE 690 General tab: OKI MICROLINE 690, Print Range All, Number of Copies 1 Page Setup tab: Letter, Portrait, 25.4mm Appearance tab: Java Printing, lib-envi, Monochrome Format tab: Text Narrow, 40, 60, 2 SAVE > OK ———————————————————— Routing/binding slips  Admin > Settings > Print Templates Output Type: Routing …

Created: April 27, 2016
Last revised: December 3, 2016
Review date: None set

NRLF Pulling and Processing Guidelines

Author: smoody
Posted in: BTech

Pulling and Processing Items for Shipment to NRLF NRLF pulling and processing functions vary among campus libraries. This document serves to standardize the procedures involved in pulling and processing materials for NRLF storage. 1.   Well in advance of your desired shipment date, schedule times to have empty book trucks delivered and full book trucks picked …

Created: April 27, 2016
Last revised: December 2, 2016
Review date: None set

Monographs: Additional copies added at subject-specialty libraries

Author: Michael Meacham
Posted in: BTech

A.  Perform a title search in the Millennium client for the material in hand. B.  Verification:Title is found in Millennium for the material in hand, and it is held by either the same or a different location. 1. Verify that the bib record is cataloged and unsuppressed: The Millennium Bib (.b) record should be cataloged …

Created: April 27, 2016
Last revised: January 24, 2017
Review date: None set

Linking Items to Holdings

Author: Michael Meacham
Posted in: BTech

Every item record for a serial or a multi-volume monograph (MVM) needs to be linked to the holdings record for the same location and format. You can use either of the following two methods to do this.To link an individual item record to a holdings record Open item record. In Edit menu, select “Link Item …

Created: April 27, 2016
Last revised: November 29, 2016
Review date: None set

Item Records: Variable Length Fields

Author: smoody
Posted in: BTech

Note: See also item overview information here. Fixed Length fields are discussed here. Variable fields Code Field label a Item Field b Barcode c Call No. i ILL Note j RLCP Note k Baker Note l Label Location m Message n NRLF Note p OPAC Note r Reserves Note v Volume x Internal Note y …

Created: April 27, 2016
Last revised: November 18, 2016
Review date: None set

Item Records: Fixed Length Fields

Author: smoody
Posted in: BTech

Note: some fields in the table below cannot be edited; their values are system-supplied via circulation functions. These un-editable fields are described briefly at the end of this section. Note: DO NOT COPY NRLF item records to create new item records. Copy No. Inventory Date Loanrule Item Code 1 Checkin Location Status Item Code 2 …

Created: April 27, 2016
Last revised: January 13, 2017
Review date: None set

In Repair Report

Author: Lisa Weber
Posted in: BTech

Items will appear on this report when they are status In Repair and the item record has not been updated for 12 months.  They may have returned from the respective processing department but not been checked in at the home location.  For each item on this report, units may perform a search. 1. If the item …

Created: April 27, 2016
Last revised: November 16, 2016
Review date: None set

In Process Report

Author: Lisa Weber
Posted in: BTech

Items will appear on this report when they are status In Process and the item record has not been updated properly for a set amount of time.  They may have returned from the respective processing department but not been checked in properly at the home location.  For each item on these reports, units should perform …

Created: April 27, 2016
Last revised: September 29, 2016
Review date: None set

Holdings Records Best-Practices Input Guide

Author: James Lake
Posted in: BTech

Procedure Introduction: When and how to use holdings records — forthcoming Fixed fields Variable fields Checkin card — forthcoming Fixed Fields Label Type Claim On Mark for Deletion Acq Type(C) Location Frequency Upload Recv Location Update Count Copies Vendor Piece Count Fixed field default values Label Type The format of labels printed from the checkin …

Created: April 27, 2016
Last revised: November 15, 2016
Review date: None set

Holdings Maintenance for Sets Split between Campus and NRLF

Author: James Lake
Posted in: BTech

HOLDINGS MAINTENANCE FOR SETS SPLIT BETWEEN CAMPUS AND NRLF Note: These procedures apply only when performing cleanup or record maintenance. Procedures for depositing sets and adding new volumes to fully or partially deposited sets are addressed in this document: Storage editing requirements. Definition: A set (serial or MVM) is “split” when some volumes of the title owned …

Created: April 27, 2016
Last revised: November 14, 2016
Review date: None set

Duplicate item barcodes

Author: James Lake
Posted in: BTech

Barcode duplication is always a problem in Millennium. If Millennium warns you that the item barcode you added is a duplicate, the issue should be resolved quickly. This error should never be ignored unless the duplication is between a staff patron barcode and an NRLF barcode. Barcode duplication problems fall into two categories: 1. Staff …

Created: April 26, 2016
Last revised: November 14, 2016
Review date: None set

Deletion: item record

Author: James Lake
Posted in: BTech

Items that represent materials that are part of the collection should not be deleted.  Checked out items and billed-not paid items should NEVER be deleted. Examples of situations where an item might be deleted: personal copies put on reserve items created mistakenly in the course of file loads or manual work dummy item records You should have …

Created: April 26, 2016
Last revised: November 14, 2016
Review date: None set

Deletion: holdings record

Author: smoody
Posted in: BTech

Marking for deletion: Holdings record/checkin record (.c) How to mark holdings records for deletion in Millennium If there is an unneeded holdings record in Millennium, it should be marked for deletion.  You may, for example, have accidentally created a duplicate holdings record in the course of your cataloging or one may be left over from …

Created: April 26, 2016
Last revised: November 14, 2016
Review date: None set

Checking for duplicates at NRLF/SRLF

Author: smoody
Posted in: BTech

Checking for duplicates at NRLF and SRLF is just one task in a larger workflow used to decide whether to retain, store, or withdraw an item; how to process the item once a decision is made; and how to keep a tally for annual statistics reporting. Please see other instructions for what steps come after …

Created: April 26, 2016
Last revised: December 15, 2016
Review date: None set

Available/Suppressed Report

Author: Lisa Weber
Posted in: BTech

Procedure An item will appear on this report when it has a Status of ‘-’ (AVAILABLE), but the item record is suppressed.  This may indicate that an item was improperly withdrawn, or that an item withdrawn from the collection was later returned.  Units should review all items on these reports and search for any that …

Created: April 26, 2016
Last revised: October 21, 2016
Review date: None set

At Bindery Report

Author: Lisa Weber
Posted in: BTech

Procedure Approved CSG: 06/16/2011 Items will appear on this report when the status is At Bindery and the item record has not been updated properly for a set amount of time.  They may have returned from the respective processing department but not been checked in properly at the home location.  For each item on these …

Created: April 26, 2016
Last revised: November 4, 2016
Review date: None set

Acquisitions: Creating Brief Bibliographic Records and Order Records

Author: Mark Hemhauser
Posted in: BTech

This document is a guideline for creating brief Bibliographic records and attaching Order records in Millennium.  Staff in the Acquisitions Department and decentralized ordering units (Bancroft, EAL, Music, Media Resources, Public Health, Art History/Classics) are responsible for preorder bibliographic checking to avoid unwanted or unintentional duplication. Acquisitions work (ordering, receiving, payment) does not require fully …

Created: April 26, 2016
Last revised: October 24, 2016
Review date: None set