3-3 Preparing physical media for Cataloging (includes Rushes: “Reserve” and “Notify”)

Purpose: To ensure physical media (DVDs, music CDs, CD-ROMs) are in good condition and brought to Cataloging with proper flags and any applicable notes.

1. Inspect discs to make sure there are no visible scratches or damage. Test to ensure they work properly.
2. Write order record number on white slip, along with an “R” for firm order
3. Write any instructions for cataloging. Check order record notes for these. For example: if a DVD has been purchased for course use, and/or has a costly license, write “code as non-requestable in Mainecat” on white slip. (This will mean that the item cannot be requested for checkout on MaineCat.)
4. Check the Sierra order record information for the location code, fund code, and “notify” info
   • Location code
     • Location for most discs will be olis (UM Circulation Desk). Insert pink flag.
     • ores (Reserve): insert red flag. In the note field of the order record, there should be a course number (ex: ENG 101), course instructor, and semester ; write this information on the flag along with today’s date. Reserves are considered “Rush” and are handed to someone in Cataloging as soon as they are checked in and flagged.
     • Occasionally, some CD-Roms will go to reference; insert green “oref” flag.
   • Fund code
     • If discs were purchased with gift funds, insert an orange flag with the note “Virtual Giftplate Only,” and write the appropriate bookplate wording underneath. A/V material does NOT get paper bookplates. See shared network for spreadsheet of bookplate codes and wording at Book Acq>gift funds.
   • “Notify”
     • Write the name of the person to be notified on a white slip (highlighted yellow at the top) and insert that into the book. We treat “Notify” as a rush and hand it to someone in Cataloging as soon as it is checked in and flagged.
5. Bring to designated A/V shelf in Cataloging.