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 up.  Contact the UCB Library Storage Coordinator, Paul Lynch (plynch@library.berkeley.edu or 3-0369).

2.   A selector requests, via an OskiCat HelpDesk ticket, that a list be generated by Library Systems that includes bibliographic information for items eligible for storage (the bib. records of these items have been de-duped with the aid of the Library RLF tool: http://www.lib.berkeley.edu/LSO/rlf_tool and using the guidelines provided on Ask Tico: Checking-Duplicates NRLF/SRLF.  The selector should specify that the list be produced in call number order.  Please bear in mind that all materials must have an OCLC number to be used to de-dup them. As the duplicate checker uses an OCLC number for a match, it will not catch records that lack an OCLC number or where a different OCLC number was used.  Please see Appendix 1: NRLF Flowchart representing de-duping process for materials considered for storage at NRLF.

3.   The list of materials is checked by library staff and the selector. All, some, or even none of the items are approved for storage.

4.   The refined list is given to staff to pull from.

5.   The staff member or SLE pulls all eligible items and places them on a book truck/cart, and the pull list is reviewed for any discrepancies that the puller found on the shelf.

If the item is not on the shelf, the staff member can place those items that were “NOS” on search with a note in the message field of the item record that reads “[date=YYYYMMDD] Please give to [Library Manager title] for sending to NRLF if found [initials]”.  If the items are not found after the requisite number of searches (4 searches in 5 month period; see: Search Procedures) then they will go into the Refer for Replacement review list for selector review. If the library selector does not want these items to go into the RFR list they can be withdrawn before being put on search. It is recommended that the same note that notifies one to send the item to NRLF be placed in the message field for these items in case they are found in the future.

Any duplicate call no. items found on the shelf in your location with different titles need to be re-cuttered.

For items on the list that had more volumes on the shelf than what was listed on the pull sheet it is recommended that they are reviewed by staff to ensure A) that sets are not already stored at any RLFs in the case that the de-duping tool failed to identify them as sets, and B) that sets are not unnecessarily split between campus and NRLF.

6.   The pulled items are checked for accuracy and physical condition before sending (for example, if dups exist at Main, the best copy is sent to NRLF). Clean volumes of any excess dust and dirt (especially on the tops).

7.   The pulled items are put into the storage prep status per the directions on Ask Tico: Storage Editing Requirements. If they are serials, the holdings for these records are further prepped per the NRLF holdings processing instructions found on Ask Tico: Holdings Maintenance Sets Split Between Campus and NRLF.

Note: At Main much of this work is not done (items put into storage prep status for example) or completed after serials vols are accessioned at NRLF (holdings “Library Has” statement updated and note “Some Vols stored at NRLF” removed) as items do not “sit” in limbo for more than 48 hours after they are pulled. PSC recommended that when items sit in limbo for a longer period of time that the patron, and library staff, must be able to see that the items are in “storage prep” status and that if the items are part of a serial, that the holdings reflect what is being sent to NRLF before the items are sent.

8.   Once the items are ok to go, the items are “packed” on book trucks in accordance with the below Supplement: NRLF Checklist for preparing volumes for transport to and storage at NRLF. In particular pay attention to steps 4-7 and 9-11 for packing information. Steps 1-3 and 8 are mostly redundant and already covered in this document.

Supplement: NRLF Checklist:

CHECKLIST FOR PREPARING UCB LIBRARY REGULAR COLLECTIONS VOLUMES FOR TRANSPORT TO AND STORAGE AT THE NORTHERN REGIONAL LIBRARY FACILITY (NRLF)

1.  Well in advance of your desired shipment date, schedule times to have empty book trucks delivered and full book trucks picked up.  Contact the UCB Library Storage Coordinator, Paul Lynch (plynch@library.berkeley.edu or 3-0369).

2.  All titles being sent to NRLF must have an online record that meets UC minimum standards and contains an OCLC number.

(a) For libraries on OskiCat/Millennium: Follow the UCB Library’s storage editing requirements (AskTico: Storage Editing Requirements).  NRLF prefers that item records be created in advance for all volumes being sent to NRLF, but this is not required.  For analyzed serials and monographic series, make sure that all existing item records are properly linked to their set and analytic bib records.

(b) For libraries not on OskiCat/Millennium: Provide a MARC printout of the record (including OCLC number) for each title being sent.  See #8.

3.  Using Melvyl, verify that titles to be sent do not duplicate those already stored at NRLF or SRLF by another library (UCB or non-UCB).   Do not send duplicate copies of a title.  Note: Special collections are exempt from the duplication policy. In Melvyl, the location of a special collection title at NRLF displays as “<owning library> (NRLF).”   If NRLF holds a special collections copy of a title, you may deposit either a regular (non-special) collections copy or a special collections copy of the title.

4.  Clean volumes of any excess dust and dirt (especially on the tops).

5.  Place a paper flag in any volumes that are to be circulated “building use only” (i.e., may circulate to any UC library, but may be used only within the library).  Annotate the flag “BUO.”  All un-flagged volumes are assumed to circulate “unrestricted.”

6.  Sort volumes (including multi-volume sets, if necessary) into NRLF size categories:

Size A:  Between 16¼” and 39″ high, and up to 36″ wide (or vice versa). [These items are shelved flat.]

Size B:  Up to 10¼” high, and up to 9½” wide.

Size C:  Between 10¼” and 13¼” high, and up to 9½” wide.

Size D:  Between 13¼” and 16¼” high, and up to 18″ wide.   Also, items which, in height, fall into size categories B or C, but are too wide for those categories.

7.  Within  size  categories,  keep  multi-volume  titles  together  in  ascending  volume number or chronological order.

8.  For libraries not on OskiCat/Millennium: Insert the printouts of the MARC records in single-volume monographs and in the first volume of multi-volume sets.  If a title is split between two or more book trucks, place copies of the printout in the first volume on each book truck

9.  Load volumes onto book trucks as follows:

Size A:  Stacked flat (top shelf not more than 6″ high).

Size B:  Two  rows  per  shelf  (six  rows  per  three-shelf  book  truck); volumes upright and not inverted; spines facing out.

Size C:  One row per shelf (three rows per three-shelf book truck); on top lower shelves, volumes upright, not inverted, and spines facing in one direction (larger volumes on fore edge with tops in one direction).

Size D:  Same as Size C.

As a rule, load only one size per book truck.  If necessary (e.g., less than a whole truck of one size), two or more sizes per truck are permissible, as long as each size is grouped together on the truck.

10.  Tape a sign on one end panel of each book truck indicating the name of the library from which the books are coming and the size category of the volumes on that truck.  If any multi-volume sets are contained on two or more book trucks of the same NRLF size category, label the trucks sequentially (e.g., B1, B2, etc.).  If all books on a given book truck are to circulate “building use only” (see #5), write “All vols BUO” on the sign.

11.  The UCB Library Facilities Office – Mail & Transportation Division, the unit responsible  for  transporting  new  deposits  to  NRLF,  requires  that  volumes  be secured to the book trucks for transport.  Plastic wrap is available from Don Smith dsmith@library.berkeley.edu in Library Mail Services for this or  2-7426).  In addition, books should be snug on the shelves.  Use cardboard to tighten each row of books. The books should be snug enough to prevent movement during transport, but not so tight as to deform volumes or require extraordinary effort to remove volumes from the truck.  If you must use volumes to tighten up the rows, use single-volume monographs (not serials or MVMs) and don’t place them in the middle of multi- volume sets.

12.  If you have questions, please contact the NRLF Berkeley storage coordinator (Main Stacks Manager Paul Lynch,plynch@library.berkeley.edu) and/or the Head of Deposit Services at NRLF (Jutta Wiemhoff jwiemhof@library.berkeley.edu)

Appendix 1: NRLF Flowchart

Legacy Data

Author: Charis Takaro
Approval Group: ILSSC, CSG, BTech
Update Group: BTECH
Last updated date: 01/25/16

Archived Comments

Mon, 01/25/2016 – 12:03 — jwiemhof
Correct contact information for NRLF: Jutta Wiemhoff jwiemhof@library.berkeley.edu 🙂 Thx! -Jutta
I just made all the edits.

Tue, 10/06/2015 – 11:14 — Trina Pundurs
Fixed all the cracked and broken links.

Mon, 05/04/2015 – 15:28 — josgood
Updated “Storage Standards” document to be more in-line with newer documentation. Updates have been approved by the current Main Stacks Manager and NRLF head.

Wed, 03/16/2011 – 16:44 — Charis Takaro
Is the storage request form still in use? If so, it should be migrated to the forms section of asktico. -Charis

Tue, 03/29/2011 – 14:22 — Mark Marrow
This form is no longer in use. Any refer to it should be deleted.

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

Leave a comment

Your email address will not be published. Required fields are marked *