Refer for replacement: Missing/billed and paid

Author: Elizabeth Dupuis
Posted in: Collection Services Council

Next Steps for “Missing 3 Months+” and “Billed/Paid” Lists

The “Refer for Replacement” procedures begin HERE.

The next steps for the “Missing 3 Months+” and “Billed/Paid” lists continue in this document.

5.   The unit designees change the item record status code, add an internal note, and send the file to the Order Division for all items identified for replacement.

Step-by-step instructions and screenshots for unit designees are available here. The item record status code from “f” (missing and referred to selector) to “c” (missing and referred for order) for all items identified for replacement.  An internal note should be added to indicate an order has been requested.  Use the following phrase and format for the internal note:

%date Ordered per RFR process [staff initials]

For ease and consistency, it is best to create a Macro for this note: Macros How To Create and Use

The change of code to “c” does not mean that the order has been placed, only that the replacement decision has been forwarded to Ordering Unit.  Email the replacement order Excel document to the Ordering Unit: orderdiv-library@berkeley.edu. Leave all formatting and structure in the Excel document intact.

6.  On designated dates listed in the policy section, Library Systems will run a program to batch withdraw item records.  Those records will be suppressed for users but visible to selectors by logging in to OskiCat or through the Millennium staff client.  Items should not be withdrawn manually by library staff.  Items records will be systematically withdrawn following the batch withdrawal specifications.

7.  Library Systems staff will cull items from the batch withdrawal list that have bib holds or item holds and send those lists to holds@lists.berkeley.edu for circulation experts to resolve.  The circulation experts will resolve all holds within 48 hours, transferring to another copy when possible, leaving the hold as is if a replacement has been ordered, or notifying the patron to request by interlibrary loan.

8. Unsuppressed holdings records linked to these items will be reported to cataloging units for manual withdrawal of the HOLDINGS (not the item) according the withdrawal procedure.

Related Documents:

Legacy Data
Author: Elizabeth Dupuis
Approval Group: ILSSC
Update Group: Collection Services Council
Last updated date: 09/18/15

Archived Comments

Updated email contact line to
Fri, 09/18/2015 – 10:24 — Jenna Kreiss-Wint…
Updated email contact line to make uniform between RFR documents, using text provided by Rico’s updated Jan 2015 and made email address clickable.

Updated email contact line to
Fri, 09/18/2015 – 10:24 — Jenna Kreiss-Wint...
Updated email contact line to make uniform between RFR documents, using text provided by Rico’s updated Jan 2015 and made email address clickable.

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

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