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 were damaged after receipt.
· To obtain issues that have already completed the claiming process without success.
· For issues with ARRIVED or MISSING status in the check-in box.
· To obtain issues not included in the Library’s order.

The following are standard phrases used to annotate claim responses and referrals.  These changes are made in the check-in box.   Includes response, box status, transaction date, claim number, staff note, and referrral.

Annotating boxes with claim responses from vendor or publisher
RESPONSE FROM VENDOR/PUBLISHER STATUS OF BOX TRANSACTION DATE CLAIMS BOX-SPECIFIC NOTE (Staff Note) REFERRAL NOTIFICATION
NOT YET PUBLISHED – no date E 1 yr. from publishers correspondence Reset to 0 NYP, nd; today’s date, initials none
NOT YET PUBLISHED – due E 3 mos from due date Reset to 0 NYP, due [exp due date]; today’s date, initials none
OUT OF PRINT O Delete Leave as is OP;ref’d to selector, today’s date, initials selector
OUT OF STOCK U Delete Leave as is OS;ref’d to selector, today’s date, initials selector
UNAVAILABLE U Delete Leave as is NA;ref’d to selector, today’s date, initials selector
NEVER PUBLISHED L Delete Leave as is NP, mo/yr of corresp., initials none
WE ARE CLAIMING E Date of vendor’s claim Leave as is Vendor is claiming, mo/yr of corresp., initials none
WE BACKORDERED E Date of publishers correspondence Reset to 0 Vendor is claiming, mo/yr of corresp., initials none
CLAIMED TOO LATE U Delete Leave as is Clmd too late; ref’d to selector, today’s date, initials selector
SENT – recent (3 mos domestic, 6 mos foreign) E Leave as is Leave as is Sent per (vendor); mo/yr none
SENT – older than 3 mos domestic, 6 mos foreign U Delete Leave as is Sent per (vendor); ref’d to selector, today’s date, initials selector
TEMPORARILY SUSPENDED E 3 yrs from publishers correspondence Reset to 0 TS mo/yr of corresp, initials none
CEASED/DISCONTINUED SEE PROCEDURES FOR SERIAL ORDER CLOSING AND SERIALS HOLDINGS CLOSING
NO LONGER AVAILABLE – on gift N Delete Leave as is NLA as gift; ref’d to selector, today’s date, init. selector
NO LONGER AVAILABLE – on exchange N Delete Leave as is NLA on exch; ref’d to Exch, today’s date, init. serpay
Single Issue – Only available Online N Delete Leave as is Available online only, today’s date, initials selector
Publication Ceased in Print Continued by Online Only N Delete Leave as is Ceased in print, rfrd to selector, today’s date, init. [delete all remaining expected boxes] selector, serpay
Available at extra cost only, pubr won’t send free. N Delete Leave as is Pubr won’t send free, rfrd to selector; today’s date, initials selector
Source cannot supply original material, but offers alternative as noted E Delete Leave as is Vendor cannot supply; ref’d to selector today’s date, init. selector
NO REPLY TO SKIPPED ISSUE CLAIMS
RESPONSE FROM VENDOR/PUBLISHER STATUS OF BOX TRANSACTION DATE CLAIMS BOX-SPECIFIC NOTE (Staff Note) REFERRAL NOTIFICATION
No reply to claims purchase U Delete Leave as is No reply to claims, ref’d to selector, today’s date, initials selector
No reply to claims exchange U Delete Leave as is No reply to claims, ref’d to Exch, today’s date, initials serpay
No reply to claims gift U Delete Leave as is No reply to claims, ref’d to selector, today’s date, initials selector
LAPSED ORDER CLAIM REFERRALS
RESPONSE FROM VENDOR/PUBLISHER STATUS OF BOX TRANSACTION DATE CLAIMS BOX-SPECIFIC NOTE (Staff Note) REFERRAL NOTIFICATION
No reply to claims purchase E Delete Leave as is Lapsed order no reply to claims; rfrd to Ser/Pay, todays date, initials Ser/Pay
No reply to claims exchange E Delete Leave as is Lapsed order no reply to claims; rfrd to Exch.Div.; todays date, initials serpay
No reply to claims gift E Delete Leave as is Lapsed order no reply to claims, rfrd to selector, todays date, initials Selector

Legacy Data
Author: Judith Weeks
Approval Group: ILSSC, BTech
Update Group: BTECH
Last updated date: 08/12/15

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

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