ABLE (Bindery Module) Add a New Printer ACQ Map Bindery Issues Binding, MU Archives Book Plate (Gift Plate) Information Book Repair Room (room 75) Dimensions Book Truck Repair (Caster Wheel Socks) Cataloging Circulating COMIC (Special Collections): CIRC DESK Location: Processing Code of Federal Regulations Conference Year vs Volume Year Corner Rounder Die Sharpening Current Industrial Reports Project DATA-ARC Contact Librarian Dispersing Holds Documents Maps Documents Posters Documents Media Cabinet (jewel case restrictions) Documents Titles (C-Shell/Black Box) Donor Appreciation Ceremony Duplicates (DUPS) Electronic Materials Employee Educational Assistance Information & Form Encapsulator Light (and replacement bulb information) Encapsulation Station Rules Enclosure Item Record Info Exporting Millennium Review File Information into Excel Industrial Paper Cutter Items of Interest JOUR Journal Items transferred to UMLD or UMLD2 Journalism Library Rebinding/Enclosure Purchase due to mold (Documentation on Invoice): Laser Printer Paper Jam Marketing (CAG) MERLIN PASSWORD Microfiche Handling Microfilm Handling (SPEC) Microfilm Handling (JOUR) Microsoft Security Problems Millennium Missing Accompanying Materials: MU Items missing accompanying item(s) Mold Prevention MU Center for the Literary Arts Collection Newspaper Binder Construction Newsprint Binding NON-CIRCULATING MUSIC ITEMS  REF WORK-STATION Electronic Materials Staff Binding Supplemental Website Registration (included in printed materials) Travel Time (single day workshop) Vacation Accrual Limits WEINBERG Processing

 

ABLE (Bindery Module)

 

Deleting Lots

 

Q: How do you delete the already produced lots in ABLE?

 

A: Window: File Maintenance: Purge

 

Note: This process will automatically delete any lot that is over three months old.

 

Add a New Printer

 

Q: How do I add a new printer to a specific person's log-in (for example, a new student assistant)?

 

A:

1. Log onto the computer using the person's paw print.
2. Click on Start
3. Click on Settings
4. Click on Printers (and Faxes)
5. In the address line type the following: \\mulelmer\
6. A menu of printers should appear. Scroll down until you find MULPTRSSEast and double click.
7. Go back to your printer list to make sure the printer was added correctly. After the printer name, the status should say "ready" and the location should say "acquisitions"

 

NOTE: LTS terminology: \\mulelmer\ = wack wack mulelmer wack

 

ACQ Map

 

Save as JPEG and send to Amy. All images on the MU Libraries Website should be in JPEG format.

 

 

Bindery Issues

 

If the shipment room gets too crowded with bindery boxes, the older boxes can be cut down and recycled or placed on the stack of cut down boxes designed for staff personal use. Houchen Bindery doesn't want the extra boxes back.

 

Binding, MU Archives

 

Cataloging Guidelines for MU Archives Material

Item record information

 

Location code: ucaii (MU Archives)

Label Loc: MU ARCHIVES

Status o = Lib Use Only

 

Location code: ucari (MU Archives Reference)

Status o = Lib Use Only

Label Loc: MU ARCHIVES REF

 

Call number Local. MU Archives will supply

 

ITYPE as appropriate for type of material

 

Barcode Assign

 

"Lib Use only" stamp OK - not required

 

"Lib Use only" sticker DO NOT Affix

 

Flag White with text: "MU Archvives" (no

Other

 

 

 

Book Plate (Gift Plate) Information

 

This section outlines special handling instructions for specific ongoing collections in the MU Libraries that require a book plate be placed in each item:

 

MU Center for the Literary Arts Collection: In August 2006 the maintenance of this collection became the responsibility of the MU Libraries. Before August 2006, the collection was maintained by Sherod Santos (Professor of English). Most or all items in this collection are poetry signed by the author. The items are shelved in Special Collections with a location of CLOSED.

 

The book plate should read: MU Center for the Literary Arts Collection

Binding: According to Kelli, in Special Collection, paperbacks in this collection can be bound just like any other CLOSED item.

 

Book Repair Room (room 75) Dimensions

 

12 feet 6 3/16 inches X 22 feet 3 1/16 inches

 

Book Truck Repair (Caster Wheel Socks)

The most common problem with the metal trucks is a loose caster (wheel) which can often be fixed by inserting a new caster mounting socket. The following caster socket fits most, if not all, MU Libraries metal trucks.

 

Grainger

11200 E. 210 Highway

Kansas City 64161

Stem Caster Mounting Sock

Item No. 5VT35

 

Last purchased at Lowe's, the MU Libraries maintenance person might have a stash of the mounting sockets and can fix the problem.

 

Cataloging

 

Change in Cataloging treatment of Unnumbered Series

 

MU Catalog Department proposed to MU Libraries selectors on August 30th that we stop tracing and providing authority records for unnumbered series. We asked selectors to respond to this proposal by November 1. During that time no negative concerns were expressed, so we will proceed to implement this policy. An exception will be made for any unnumbered series that are received on STO (Standing Order). The proposal may be viewed at the following site: http://mulibraries.missouri.edu/TechSvc/catalog/catpro-seriesProposal.htm .

We are currently revising our series policy/procedure documentation to reflect these changes. This policy does not affect MU Health Sciences cataloging practice.

 

Vic

 

Cataloging Tutorial

 

Several of you have asked for more training in what cataloging is and how to do it. Here is a link to some online courses that we all have access to. Some of you will recognize that we were all sent this info. when MO was added to the system, but here it is again: http://learning.libraryu.org/home/ You will need to register in order to take any of the courses, but its free and you odn't have to go anywhere. There are several cataloging courses offered. I have not worked my way through them myself, so if you do work through any of them, I would be interested in hearing what you liked, didn't like, did you learn stuff, etc.

 

Karen

 

Circulating COMIC (Special Collections):

 

 

Item Record:

Physical Processing Staff will change the item record for Circulating COMICS that have already been added to collection (routed from Special Collections).  New to the Collection Circulating COMICS (routed from Cataloging) should already have the correct item record information and a 500 barcode.  

•   LOC = cesoi, or cesof (for those 31 cm. or taller and/or 33 cm. or wider)

   

• Label Loc= COMIC, or COMIC FOLIO (for those 31 cm. or taller and/or 33 cm. or wider)
  
  
•  
• STATUS = - (for pub. 1970-, not brittle/fragile, not ltd. ed, signed, archival, nor containing original art)
  
  
•  
• ITYPE = 27 (for circulating pieces)
  
  
•  
• Barcode: Use 500barcode; leave on accession card (newly cataloged)

• Barcode: Use 100barcode if item is being “rebarcoded” (Phys. Proc.) and was already counted

• IMESSAGE=NO MESSAGE; code if there is accompanying material
  

NOTE:

o   Include for circulating items:

  x Circulating item 

Physical Handling:

• Circulating COMIC items can be bound according to bind criteria for paperback monographs.  Some Items may need enclosures:  phase box, kyle wrapper, pocket pamphlet binder, etc. 
• Security Strip
• Attach barcode to inside back cover (upper right)
• Label & property Stamp

 

CIRC DESK Location: Processing

 

The following items are loose issues from CPRR that are held behind the Circulation Desk. These titles have a two hour loan period.

 

1. The Serials Check-in Person will check-in the item, apply a check-in label and give the item an item record.
2. The item will be given to Physical Processing where a barcode will be applied to the item and scanned into the item record.
3. A security strip should be inserted into the item and the "in process" status removed.
4. The item should be delivered upstairs to the Circulation Desk.

 

Jet .c10990306

Vogue .c10858581

Ebony .c10873971

Consumer reports .c11055182

Consumer reports Buying guide .c12116762

 

Code of Federal Regulations

 

When we get a new 'Code of Federal Regulations' that is just the cover and new barcode, process as following: 

1. Go upstairs to Government Documents and retrieve the previous year, bring it downstairs.
2. Remove the old cover by either detatching the old cover or cutting off the front and back cover.
3. Take the old cover (and old barcode) to Dan Dodd in Catalog Management.
4. Attach new cover and return to Gov Docs.

 

Conference Year vs Volume Year

When there is confusion as to which should take precedence, use these clues to make your decision.

 

1. Look at the check-in boxes and check-in record to see how the item was checked in.
2. Is the 245 field the Conference Title or the Periodical Volume Title?
3. Look at the final digit of the fund code. If the final digit is a 1(firm order) or a 2 (approval order), the conference year will take precedence. If the final digit is anything else, the item is likely a standing order; the periodical volume year would take precedence.

 

Corner Rounder Die Sharpening

 

Send Blades for resharpening to Lasco Products. Include a note asking for an estimate before the work is done. If the cost is over $75, purchase a new blade. Michaelle 6/2007

 

Lasco Products

485 Hague St

Rochester, NY , 14606-1209

Phone: 585-436-1934

 

Current Industrial Reports Project

 

Titles with multiple issues:  place each issue (booklet) into its own sleeve.

 

Titles with a single issue: place item (booklet) into an envelope.  Barcode and inventory slip the envelope.  Stamp the envelope with a MU Libraries property stamp.

 

VOL field:  if years are incomplete, don't put down the actual issues in the bundle.  Instead, use the INC option.  GOV DOCS is working to fill in the gaps in our collection and if the call numbers are more generic, we can insert new issues without having to relabel the items.  

 

DATA-ARC Contact Librarian

 

Marie Concannon

 

 

Dispersing Holds

 

Send to Ellis Circ if the pick-up location reads:  Ellis Circulation, UMLD, Any location outside of our campus (ex. UMK Nichols Library Circ)

 

Send to Branches (put in branch mailbox in mail room) if the pick-up location reads:  ENGR, JOUR, MATH,  GEOL, MED (HSL), VET (even if the label location differs)

 

I’m sure there are other locations that will show up in the pick-up location line but these are the most common.

 

Documents Maps

 

Large DOCS-MAP Maps and Posters that will be shelved in the map drawer:

 

Place the barcode and call number label on the front lower left corner of GOV DOCS Maps (DOCS-MAPS).

 

Folded Maps or single sheet maps 8 1/2 X 11 that are shelved in DOCS-MAP Stacks Location:

 

Place call number label on the front upper left corner. If the call number label will cover part of the map, seek advice from a supervisor.

 

Documents Posters

DOCS-POSTER cedpi:

Place the barcode and call number label on the front lower left corner of GOV DOCS Posters.

If a set of posters, group together in an envelope or portfolio. barcode and label the enclosure, place label on each poster at the front lower left corner. Return to GOV DOCS.

 

Documents Media Cabinet (jewel case restrictions)

 

 

Jewel cases for DOCS MEDIA CAB must be the regular cases, not the thin cases as DOCS labels the jewel cases before they put them in the DOCS MEDIA Cabinet.  The thin cases can still be used for CPRR & GEOL Items.

 

docs c-shell case processing.pdf

 

Documents Titles (C-Shell/Black Box)

 

The following electronic material titles have a DOCS location and should retain their original clamshell (C-Shell) cases.  Note the message in the check-in record to retain clamshell cases.   

 

b66711125 Digital terminal procedures publication (d-TPP)/airport diagrams [electronic resource]. 

b64930646  Sectional raster aeronautical charts. East [electronic resource].

b64930634 Sectional raster aeronautical charts. Alaska [electronic resource].

b64930658 Sectional raster aeronautical charts. West [electronic resource].

 

docs c-shell case processing.pdf

 

Donor Appreciation Ceremony

 

This ceremony happens every Spring, usually in mid-April. The Development Office in Library Administration will select books, usually new to the collection, to be used in the ceremony. The Cataloging Department will help with the book selection and make sure the books are rush catalogued.

 

The Development Office will provide Physical Processing with a list of honorees. Physical Processing is responsible for creating a gift plate for each individual honoree. The gift plates should NOT be glued into the books. The gift plates should be placed in an envelope and included with the books when they are delivered to the Development Office.

 

Physical Processing will handle the books in the following way:

 

1. Security Strip Books following the ACQ-CAT directions (Leave dust jackets on the books)
2. Label and property stamp books. Replace dust jackets. Be conscious of presentation when affixing the labels and stamping the book.
3. Charge each item to a Physical Processing Account (remove "in process" status)
4. Place books on a truck, add the envelope of gift plates and a acid-free glue stik. Deliver all to the Development Office in 104 Ellis Library.

 

After the ceremony, the Development Office will return the books to Physical Processing. At this time:

 

1. Discharge items
2. Bind Paperbacks
3. Enter Donor Information into bibliographic record as per Honor with Book procedure.

 

Duplicates (DUPS)

 

After determining that a duplicate copy is not needed for binding, you should determine if the item should be placed on backserv (a list that allows libraries to exchange needed copies to fill in gaps in their collection) or discarded.

 

Criteria for backserv items:

 

1. Item must be a periodical duplicate (DUP)
2. 2006 - Present
3. Item can not be a newsletter, newspaper or pamphlet materials (ask for a definition of pamphlet materials)
4. Item can not be published by the University of Missouri (most institutions aren't interested in our publications unless they have national distribution)
5. If you have any doubts, ask Mat for his decision. Make sure to ask him to explain why he made the decision.

 

If an item is to be discarded, stamp cover several times with the discard stamp and recycle.

 

Electronic Materials

 

From this point on all Stand Alone Electronic Materials (in jewel case or free-standing case) for all locations except Ellis General Stacks AKA Return to Shelving Truck should be placed on shelves or in mail boxes and not on trucks or in tubs.  This applies to GOV DOCS  electronic items which should be dispersed onto the DOCS shelves instead of the REF/DOCS truck. 

 

 

Employee Educational Assistance Information & Form

 

http://www.umsystem.edu/ums/departments/hr/manual/303.shtml

 

The Department Head and the Library Human Resources Director must sign the form before it can be sent to Human Resource Services.

 

Human Resource Services, 201 S. 7th Rm. 130 Heinkel

Phone - 573-882-7976, Fax - 573-882-9975

umchrs@missouri.edu

 

Encapsulator Light (and replacement bulb information)

 

Utilitech 34 3/4 in. /88,3 cm

T5 Fluorescent Light

Replacement Bulb:  F21T5/120 v fluorescent bulb

 

Encapsulation Station Rules

 

 

If you uncover, turn on and use the Encapsulator and work on the map cabinet or adjoining table you will need to do the following IF it isn’t absolutely clear that another person will use the Encapsulator later in the day (in other words, ask your co-workers if they plan to use the machine and get a clear affirmative):

 

 

• Turn off the machine and remove the key.
• Cover the machine.
• Clean off/straighten the work table and the top of the map cabinet. 

• Lock away any posters that will fit in the cabinet and cover with the large piece of cardboard the posters that won’t fit in the cabinet.
• Put the sign back on top of the cardboard so people don’t put boxes on top of the map cabinet.
• Put all tools/supplies back in the Rubbermaid container below the map cabinet.
• Hide Keys.

 

NOTE:  At least once a week someone should wipe the metal surface down with the stainless steel wipes to remove finger prints and other debrise.

 

 

Enclosure Item Record Info

WARNING: BOOK SHOULD BE IN CONTAINER

 

IMESSAGE = blank

 

End Sheet Measurements

 

From a random sampling of the collection it was found that the most common height ranges 20 cm - 25 cm with an overall average of 22 cm. Purchase end sheets that have a height of 25 cm and the average size should be covered. Keep in mind that 2.5 cm roughly equals 1 in when ordering.

 

Exporting Millennium Review File Information into Excel

 

1. Highlight Review File

 

2. Select Export

 

• Indicate which fields you wish to export.

 

• Field Delimiter: ASCII Character (change to asterisk)

 

• Browse (name and save text file onto your computer)

 

• Select OK to export

 

3. Reduce Millennium Window

 

4. Open Excel

 

• File: Open: saved text file

 

5. A window will appear: Text Import Wizard Steps 1-3

 

• Step 1: File Type: Select Delimited: Click Next

 

• Step 2: Select Other: enter asterisk: Click Next

 

• Step 3: Column Data Format: Select Text: Click Finish

 

6. Customize Excel Sheet

Industrial Paper Cutter

 

Changing the wooden slate in the industrial paper cutter located on the second floor of Ellis Library.

 

• Remove the old wooden slate with a large standard screwdriver.

 

• Gently work the new wooden slate into the groove until you meet resistance. Gently tap, with a mallet, the slate down into the groove until it is flush with the cutting surface.

 

• If the slate won’t become flush, get a board, place it atop the slate and tap on the board with the mallet in hopes of forcing the wooden slate into the groove. Using the board will lessen the chance of damaging the wooden slate.

 

Items of Interest

 

MLNC launched its Speakers Series on November 8 with a presentation by Dr. Howard Rosenbaum from Indiana University. His topic was "Library 2.0: We’re on a technology treadmill and it’s speeding up!." Over 60 people attended the event at Webster University.

 

Slides from the presentation are available on Dr. Rosenbaum's Web site at:

 

http://www.slis.indiana.edu/faculty/hrosenba/www/Pres/mlnc_06/index.htm

 

JOUR Journal Items transferred to UMLD or UMLD2

 

JOUR Journal Items transferred to UMLD or UMLD2 lose the "JOUR Journal" from the label location/location code. Previous JOUR Journal item records transferred to UMLD/UMLD2 will often still have the JOUR Journal label location and location code. Ignore this discrepancy and do not retroactively go back and fix old records. However, you are allowed to add the following to any new item records you create for new items that are in-hand.

 

Location Code: fcjii

Label Location: UMLD JOUR

 

Location Code: fcj2i

Label Location: UMLD2 JOUR

 

Journalism Library Rebinding/Enclosure Purchase due to mold (Documentation on Invoice):

 

Indicate next to the bind type on the invoice the number of items from the Journalism Mold Project that were rebound. Include the fund code INSR6 next to any number you indicate. INSR6 stands for Insurance Fund.

 

Laser Printer Paper Jam

 

If you can't remove the jammed paper from the back of the laser printer, open the top of the printer and remove the ink cartridge. Chances are the jammed paper will be accessible after the cartridge is removed.

 

Marketing (CAG)

 

MU Logo Guidelines

 

http://publications.missouri.edu/logo/lelements.html

 

MERLIN PASSWORD

 

1. Change the password, in character based, as soon as it is received. Change your password often. III recommends once every 1-3 months.

 

2. Choose your NEW password based on the following:

• 5-12 characters that are not a word in any dictionary

• Do not use capital letters.

• Combine letters and numbers (MERLIN is not case sensitive)

• As a memory aid, consider making your MERLIN, e-mail, and LAN passwords the same, but remember to change them all at the same time.

 

3. MERLIN passwords are secret. If you forget your password, your initials/password and authorizations will have to be deleted and re-input into the system.

 

4. Use your password for its intended purpose. No one else should have access to the authorized functions, unless they are also authorized.

• Do not write down your password where it is accessible to anyone.

• Do not leave your workstation while you are in a passworded function.

 

 

CHANGE YOUR PASSWORD

 

At the MERLIN Main Menu (staff mode)

 

M > MANAGEMENT information

I > INFORMATION about the system

Please key your initials : (as listed above)

Please key your password (as listed above)

P > Change your PASSWORD

Please key your initials : (as listed above)

Please key your password :(as listed above)

Please key your NEW password:

Re-enter new password :

Password changed

Press to continue

Q > QUIT

 

Microfiche Handling

 

Microfiche live in Special Collections. Each Microfiche has its’ own envelope, the call number is written/stamped on the top left of the envelope (in black) and the university seal is stamped on the bottom right (in red). We don’t have any barcodes on our fiche at this time.

 

Microfilm Handling (SPEC)

 

The barcode should be affixed to the front of the microfilm box (the front is the side without the flap/lid).  The label is affixed to the lid of the box with the bottom of the label closes to the front of the box.  See pictures in Sharon's scrap book.  Align the label at the left of the lid.  Excess label at the right of the lid is either bent under or wrapped around.

 

Microfilm Handling (JOUR)

 

JOUR: leave barcode on card (scan in barcode) and send items to Journalism . . . do not mark.

 

Microsoft Security Problems

 

 

Opt. 1) This one changes folder settings so that all the macros in that folder work

http://office.microsoft.com/en-us/access/HA102564031033.aspx?pid=CH100645771033#2

 

 

Opt 2) This one works on just a file using digital signatures

http://office.microsoft.com/en-us/access/HA102345621033.aspx

 

Millennium

 

Changes to Pay Note Field

 

Good afternoon,

 

Just to review the current situation, our pay note field was truncated from 35 characters to 24 characters to make room for a "copies" field during the last release. As a result, our more complex pay notes for continuing order exceed our current field maximum of 24 characters. To ensure that the critical parts of the pay note (dates, volumes, and issues) appear in MERLIN, the "SY subscription year" note will no longer be used and the basic new format will be "DATE VOL:ISSUE". Recognizing that pay notes are not created equal, I've compiled some examples of how the new pay note format for continuing orders will be implemented.

 

Missing Accompanying Materials: MU Items missing accompanying item(s)

 

590 MU: Library’s copy missing 1 map. Note if multiple locations, we would specify which location.

 

Mold Prevention

Keep the temp and RH low. Ideals are MAXIMUM 68 degrees Fahrenheit and 50%. Mold will grow at 75 degrees F and 60%.

 

MU Center for the Literary Arts Collection

 

MU Collection of the Literary Arts

Although the actual books aren’t rare, they are signed by the author. These items are collected by the English Department and sent to Physical Processing in a group once or twice a year. Each item should have a gift plate that reads: MU Center for the Literary Arts Collection.

• Do not bind paperbacks

• Retain book jackets (label jacket and book)

• Status: o (library use only)

Create and attach labels. If an item is accompanied by a book jacket, create an extra label for the book jacket. Affix labels and property stamp books. If the barcode is piggy-backed on a barcode card, attach the barcode to the inside back cover, top right corner. Attach a MU Center for the Literary Arts Collection gift plate to the center of the inside front cover using an acid-free glue stick. Change the status to “o” and deliver books to Special Collections.

 

 

Newspaper Binder Construction

 

Book Cloth: 66.5 cm X 23 cm

Hinge Piece: 4 cm wide

 

Newsprint Binding

 

 

As of now, when  you come across titles that are bound on newsprint, insert a bind note (insert e) in the check-in record in the following format and send the item back to the stacks. 

 

 

Example:

BIND NOTE         Hold on binding this title pending newsprint binding policy review.  MD 9/09

 

NON-CIRCULATING MUSIC ITEMS 

 

At its most basic, all M 2 and M 3 Music Scores are Non-Circulating or Library Use Only.

1. Insert Message in item record WARNING:  NON-CIRCULATING
2. Change item record status to "o" (Library Use Only)
3. Stamp in purple ink "Non-Circulating" on date due slip page (stamp and ink pad at bindery check-in desk)
4. If spine is wide enough, place red circular Library Use Only stamps above call number on spine.  If spine is too narrow or call number is printed on upper left hand corner of front cover, place Library Use Only sticker on front cover under the call number.
5. Place a second Library Use Only sticker by the barcode (located on the inside back cover of the book).

 

Example:

 

M                     M

2                       3

.C123                .C123

 

It does not apply to items such as:

 

M                     M

2.3                    3.57

.C123                .C123

 

NOTE:  Ask the unit supervisor if you have any doubts or questions.

REF WORK-STATION Electronic Materials

 

Cataloging will send to Acquisitions where the items will be secured and packaging added (if necessary) and labeled. Remove Acquisitions will send to Rhonda.

 

 

Staff Binding

 

Include on the shipment form "Enclosed items are Personal Staff Binding and require special handling. Attention Sara or Damon."

 

Supplemental Website Registration (included in printed materials)

 

This pertains to a print item that offers access to a website requiring the user to register. The objective is to have a Reference Librarian register thus making UMC Libraries the gatekeeper of the user login and user password for the corresponding (supplemental) website.

 

1. Cut out the page with the website access information. Note: to be replaced by preservation photocopy. Keep the original page with registration information to send to the selector, reference librarian.
2. If applicable, preservation photocopy the side that doesn't reference the registration information.
3. Instead of copying the website registration information, copy (onto the opposite side) a note worded thus "Please contact Ellis Reference for access to companion website". If you wish to retain some of the information on the page, you will need to trim the note, place it over the specific registration information and preservation photocopy.

 

 

Travel Time (single day workshop)

 

If you attend a work related event out of town that lasts less than 24 hours (ex.  1 day workshop) the travel to/from the event is compensable time.

 

Vacation Accrual Limits

 

Full-time/hourly paid

 

Under 5 years: max 192 hours (24 days)

5-14 years: max 272 (34 days)

Over 15 years: max 352 (44 days)

 

 

WEINBERG Processing

 

http://physicalprocessing.pbwiki.com/f/WEINBERG%20PROCESSING.doc