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