Technical Services Procedures

Cataloging | Metadata Projects |  Monograph Acquisitions |  Serials

Cataloging

• Preparation
  • Flagging
  • Pre-cat searching of URSUS
• Cataloging
  • A to Z titles
  • Adding item Records to Existing URSUS Records
  • Agricultural Experiment Station (Maine AES)
  • Baker & Taylor books
  • Call numbers (policy for copy cataloging)
  • Canadiana
  • Copy Cataloging: Locating and Downloading OCLC Records
  • Crosslinking for titles bound together
  • Darling Center books and journals
  • Ebooks: Cataloging and linking to full text
    • Ebook Cataloging Overview
    • Gale
    • Individual cataloging requests
    • Springer
    • Unbindable Monographs
    • Hosted E-Resources
  • Government Documents
    • Army Map Service Maps
    • Creating bib records for Gov Doc series
    • David Smith gifts
    • Marcive load: adding item records
    • Microforms for ILL
    • Requestor function items
    • State of Maine maps
  • Gift Collections
    • Burt Hatlen (completed)
  • Journals issues represented as monographs
  • Lawrence collection
  • Learning Materials Center (LMC)
    • Downloading and item creation
    • LMC software
    • Graphic Novels
  • Metadata projects
    • Kirtas Digitization Project Procedures
      • TIFF2PDF (Yearbooks)
      • Book Scan Editing (Phase  1 - Batch)
      • Book Scan Editing (Phase 2 - Individual page)
      • BSE Editing Guidelines
      • OCR and Full Text Creation (Town Reports)
      • Post-OCR processing [Draft]
      • Adding a new town to Google Maps
      • Adding town reports links to URSUS
      • Adding town reports to the DOM
      • Splitting pages in ABBYY
  • Minimal Level Records (Pamphlets Model)
  • Nonbook Items
    • Audiobooks
    • DVDs see Audiovisual Materials
    • Kits
    • Maps
    • Media Resources Center (MRC) items (audiovisual, software, etc.)
    • Microform
    • Multiformat items (books with other media)
    • Music scores
    • Musical Sound Recordings see Audiovisual Materials
    • Withdrawing AV items
  • OCLC
    • Batch processing
    • Batch processing Springer ebook records
    • Batch processing of adding or removing holdings in OCLC
    • Copy cataloging (locating and downloading records - Millennium)
    • Constant data records
    • How to Set Up Connexion Client
    • How to Move Connexion Client Save Files and Profile Settings to a New Computer
    • Writing OCLC macros
• On-the-Fly items
• Prestamps
• Special Collections
  • Children's books (Maine Juv)
  • City and town materials, Maine
    • Comprehensive plan uniform titles
  • Maine Maps
  • Multiple copies
  • Pamphlets
  • Rare books
  • Sea Grant publications
  • State documents, Maine
  • University Publications
  • University of Maine Press
• Standards for Engineering
• Subfield Delimiters
• Theses
  • OCR and Full Text Creation
  • Theses Submitted on Disc
  • ETD Metadata Entry Procedures
  (superseded as of 6/2012)
  • Digital Commons Metadata Entry Procedures
  • Cataloging in Connexion (ETD - superseded as of 6/2012)
  • Cataloging in Connexion
  • Assigning Cutter numbers
  • Honors Theses Preliminary Cataloging
  • Other Universities (UMI Proquest)
  • Retroconversion project (advisor headings)
• Transfer attached records (Millennium Interface)
• Virtual bookplates and inscriptions
• Processing
  • Call number labels test
  • Bookplating
  • Bound books and journals (back from bindery)
  • Delivery of physical materials
  • Inventory project
  • Labeling using Epson Printer
  • Phase boxes
  • Printing Spine Labels (Millennium Interface)
  • Processing newly cataloged books
  • Remove from Reference (RFR)
  • Repairs and replacements
  • Security stripping
  • Withdrawing and discarding materials
• Repairs and replacements
• Reports and Review File Creation
• Duplicate reports
• Statistics

Monograph Acquisitions (Collection Services Department)

As of 2008, Acquisitions procedures on department wiki.  Outline of intended procedures below.  See Deb for password.

• 1-Ordering
  • 1-1 Monographic firm orders in Millennium
  • 1-2 Electronic ordering with GOBI and Millennium
  • 1-2-1- Purchase orders for Yankee Book Peddler: Account #5718-44
  • 1-3 Ordering backbuys
  • 1-4 Credit card orders and record-keeping
  • 1-5 Adding a vendor?
  • 1-6 Monograph claims (monthly)
  • 1-7 Standards orders
  • 1-8 E-book orders
  • 1-9 Orders for titles found free online
  • 1-10 Orders for titles available in a journal issue we own
• 2- Receiving and Invoicing (split? physical/financial)
  • 2-1 Receiving Profiled Books from YBP
  • 2-2 Receiving Firm Order Books
• 3- Invoicing
  • 3-1 PromptCat Invoicing
• 4- Interface (weekly)
• 5- Gift Book Processing
• 6- Special Collections
  • 6-1 eBay orders
• 7- YBP Processed Books Account
  • 7-08-1:
  • 7-08-2: etc.
  • 7-11-1: EDX notification
  • 7-11-2: Unpacking
  • 7-11-3: Prepare
  • 7-11-4: Physical check
  • 7-11-5: FTP PCat files (5718)
• 8- Reports from Acquisitions
  • 8-0 Daily posting
  • 8-1 Weekly Budget Report
  • 8-2 Items Cataloged Report (monthly)
  • 8-3 Updating new acquisitions list on library web (monthly)
  • 8-4 Books Received Report (monthly)
  • 8-5 Creating a Word document from Excel report
  • 8-6 Canadian Bibliography (quarterly)
  • 8-7 Acquisitions statistics (monthly)
  • 8-8 Database usage statistics (monthly)
  • 8-9 Book and journal requests (weekly)
• 9- Baker & Taylor Leased Books
  • 9-1 Ordering (monthly)
  • 9-2 Check-in
  • 9-3 Renew
  • 9-4 Returns (annually)
  • 9-5 Payment (annually)
• 10- Collection Development Related Activities
  • 10-1 ProQuest Dissertation Search on Maine and Canadian topics
• 11-End of Fiscal Year

Serials

• Electronic Resource Processes
  • Client Center (Serials Solutions) Interface
  • Activating eRef books in Serials Solutions for one search only
  • Registering E-Journals
  • Closing out E-journals
  • Generating E-journal Usage Statistics (internal access only)
  • Independent Title Maintenance (Client Center)
  • Online Only Closure for Checkin Records
  • Setting up an Online Resource
  • Adding New Online Index or Database
  • URL Checker: link validation tool
• Placing Orders
  • Creating a journal order record
  • Initiating a Standing Order
  • Ordering Backbuys
  • Processing a Credit Memo
  • Ebsco
    • Processing the EBSCO Renewal
    • Processing the Annual Invoice
  • Purging Order Records - submission procedure on Acquisitions wiki
• Processing Received Serial Issues
  • Creating a Minimal Level Serial Record
  • Creating a Checkin Card
  • Checking in Newspapers
  • Checking in Periodicals
  • Checking in Standing Orders
  • Claiming
  • Claimchecker Report
  • Closing a Checkin Card
  • Daily mail
  • Ebsco Reports
  • Elsevier Book Series Collections
  • Holdings Record for Closed Serial Titles
  • Inactive Checkin Review
  • Local Holdings in OCLC for Rejected ILL Requests
  • New Periodicals and Title Changes 
  • Standing order title changes
• Invoicing
  • Processing Invoices
  • Invoice processing via EDI
  • Processing YBP Invoices
  • Making a Funds Adjustment
• Binding
  • Bindery and Serials Procedures for Dead Titles
  • Binding Examination and Decision Chart
  • Binding Partial or Split Serial Volumes
  • Checking Serials Out to the Bindery
  • Checking Serials Back in from the Bindery
  • Holdings Statement Merger for Returned Volumes
  • Playbooks
  • Preparing Issues to Send to the Bindery 
  • Thesis binding (for students)
  • Theses processing (staff)
  • Types of Binding Chart
  • UPS Shipping for Bindery
• Canceling Subscriptions

Miscellaneous

• Shipping Materials Requested with the URSUS "G" Function
• Creating Web Pages

Return to Technical Services home page

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Created by: Library Staff | Revised: 02/11/2013