3.4.15 In-process Holds

Overview

In-Process Holds:

Patrons may rush request any item listed as in-process and physically located in the Harold B. Lee library with the expectation of requests processing within 5 business days.

The Process:

• Receive a daily 9:30am “In-Process holds” report
• Leave Music and/or Media Center items on the report
• Copy and paste applicable items into a Word document
• Divide the copy of the report into bookmark slips of paper for each item
• Lookup records of items in WorkFlows
• Write out any search hints on the report slips
• Record tracking details on “In-Process holds” spreadsheet
• Search for books/items within the process
• Route items found to Cataloging Specialists
• Cancel missing items
• Handle exceptions (other copy available, interlibrary request, etc.)
• Contact library_holds@byu.edu to e-mail patron about missing/exception items
• Update holds map for exceptions where item(s) cannot be checked out
• Record monthly statistics

Note: This manual, statistics, and past documentation for processing In-process holds (aka – “fastcats”) have been posted on the M: drive – catshare – fastcats folder. The hard copy of this manual is used by the Student Department Assistant and statistical pages are kept on file by the Cataloging Operations Manager.

Instructions

I. Reviewing the report

1. In-Process holds report

   • The Cataloging Operations Manager receives a daily 9:30 am report
   • The Music Specialist and Media Specialist also receives the report
   • The Cataloging Services Dept. Head receives the report (as backup)

2. Music and/or Media center

   • The Cataloging Operations Manager will follow-up on Fridays on music or media items that have been on the report for more than 5 business days.

3. Reporting slip(s)

   • Divide the report into bookmark slips for each item large enough for request information and to write search hints on. (see example)

4. WorkFlows record(s)

   • Open SirsiDynix Symphony WorkFlows
   • Click on Modify Title
   • Click on binoculars (with plus sign)
   • Type part of the title and the last name of the author in the “search for” box
   • Double click on search results and identify the correct record

5. Search hints (see visual)

   • Click on the “bibliographic” tab
     • Write down call # field: initial letters (include #’s that follow for PQ and BX) and if it is LC (050 00) or member copy (050 4, 090).
     • Look at 300 field for physical description (size, p.#’s) and format (CD-ROM’s, etc.). Jot down information desired to aid search.
   • Click on the Call Number/Item tab
     • Write down the current location of all copies (verify that a copy is still “in-process”).
     • Match the call # with the report slip. Circle it if it is a storage # and then go check the storage location referenced.
     • Write down any staff notes.
   • Click on the Control tab
     • Write down the Title Control Number on the report slip.
     • Record Created by, Date created, and Date modified (note: for a more accurate accounting follow instructions for navigating the Order link in the “Acquisitions” tab). Be sure the Date cataloged is “NEVER.” (If it isn’t: make note of a 583 field cataloger note).

II. Recording daily activity

1. Tracking spreadsheet

   • M: drive – libshare – fastcats – In Process HOLDS log sheet
   • Keep a record of whether items process within 5 business days (Date request received, title, control #, date found, lettered, or if cancelled)

III. Searching for items

1. Searching the process

   • Search with Acquisitions personnel (Approval or Firm Order Supervisors)
   • Search Acquisitions shelves (ABC or 123 shelves)
   • Search “daily” shelves
   • Search “problem” shelves
   • Search storage shelves (if needed)
   • Search with Copy Catalogers/Specialists/Catalogers

Searching Acquisitions department:

ABC letter shelves—all Yankee books—Approval (AYAP) and Firm Order (FYANK).

123 shelves—all non-Yankee books (aka. – other shelves).

Non-Yankee Approval—meaning everything else goes first to the subject selector shelves then to the 123 shelves. Note: ART: For Worldwide, Karno, BH-first look on Chris Ramsey’s shelves. These items next move to the shelves left of the Memorial shelves to be tattle-taped and then to the 123 shelves.

Firm Orders-Firm Orders are kept in Firm Order Receiving with supervisor and students until Mondays. Then the books are moved to the Firm Order shelves inside the review area where the books are tattle-taped. From there they are moved to the ABC or 123 shelves.

Continuations-Yankee(CONTAP/AYCON)/Non-Yankee (Standing Orders PSO=Publisher Standing Order) (TSO=Title S.O.)

BHBAP-Blackwell (or OBHBAP which is Blackwell Approval) After they are loaded these items go to the Subject Librarians’ shelves, next to the shelves left of the Memorial shelves to be tattle-taped, then to the number shelves Note: slip is white with blue print. For Firm Order Blackwell, follow the normal flow for Firm Order non-yankee books. Note: slip is white with black print.

Bookstore Approval (OBKSTAP) or Bookstore Firm Order (FBKSTD)-These books sometimes stay in Acquisitions for a long time. For Bookstore Approval, look on the bookstore shelf in the review area, students’ carts or ask Approval supervisor. New LDS Church material may be found on the bookstore shelf. From there, these items go to the Mormon Materials Cataloger. Give Dale any additional copies or volumes. Juvenile books by Mormon authors requested for Special Collections (Juv Utah) go to Gabi. If one of the copies or volumes has already been cataloged give all items to Sharolynn (add to shelf). Bookstore Firm Order may be requested for stacks only in which case these items will follow the regular flow. Note: Spec. Coll. ‘paperback’ items are cataloged and then sent to a Commercial Bindery before they are available to be used in the reading room. Spec.Coll. items do not need tattle taping.

Memorial shelves-The memorial shelves are located in Acq. Review area (left of Firm Order shelves). These items usually need a gift label. Nice hardcover books may be found on these shelves.

G (gift) shelves- Records with ‘g’ staff note on vol./copy extended info. These items move from Firm Order supervisor/gift student truck to the 123 shelves.

Other (o) ‘sep’ ‘ana’- These are processed by the Continuations supervisor. Items first go to the shelves left of the Memorial shelves to be tattle-taped* and then to the 123 shelves. Note: SOTHEBY’S items go straight to Annick.

*Tattle-tape—some books will already be tattle-taped. Usually the current day to 1 week books will need it done. Tattle-tape is found in the desk (Acquisitions review area).

• For Hardcover use the white strips down the spine.
• For Paperback use the green strips, 1-2 pages in from back.

Dust Jackets—generally Art, Juvenile, and fiction ordered by John Christensen for Level 5 have requested to keep the dust jackets. For ART paperback items- also insert ‘blue flags’ for cover-ups. If you are in doubt about what to do, place the item on the review shelves in Acquisitions with a note and your initials. Do not keep dust jackets for general library area items unless they are accompanied by a slip requesting the jacket be retained and signed or initialed by the subject selector.

Searching Cataloging department:

Juvenile (JUV)-if it has already passed through Acquisitions then clip the report slip, request tracking slip, and rush flag together and give it directly to Peggy Robertson to find and process the book. If it has a storage number give it to Gabi or her student, as directed.

Sampler (SAMP)-Samplers move from Firm Order supervisor to John Christensen (for call # assignments and sticker) and then to grey shelf by copier and to specialist(s) for cataloging.

Replacement orders (Add to Shelf/Switches)– 2nd copies or additional volumes. These items go to Sharolynn. Look for the replacement order number on Record (#34368-fund id last five digits). Books are usually wrapped up together with a rubber band. You may find these items in Acquisitions (add-to-shelf, switch shelves or nearby carts), Sharolynn’s shelves in the Catalog Dept. or in Sharolynn’s office (or carts outside her office).

Series Authority– Find books waiting for a series decision with Authority cataloger/specialist (Elizabeth) or on carts in the Authority students’ cube.

Thesis/Dissertations-These go to the catalogers by the thesis or dissertation subject (also Department). Look for these items by the author’s name. Items can be found starting in Acquisitions with Firm Order supervisor, the shelves by old copier left of the Music shelves, in the Cataloging Dept. Student Assistant’s office or ending with a cataloger (shelves or office). When there is just one copy and it will go to Spec. Coll. location, notify patron. Whenever appropriate, refer patron to ETDs (Electronic Thesis or Dissertations). Projects (black cover) are also thesis. Project/Thesis-2 copies sitting together on the shelves (or could be just 1 copy).
.Honor Thesis-1 copy.
.Dissertations-If record indicates 2 copies, these could be separated on the shelves.

**To check if there is an electronic copy: From Library page www.lib.byu.edu, click “Dissertations & Theses” and “Electronic Thesis & Dissertations” and click “Search ETDs”. Search by author’s name or title. Note: a link to the ETD will be added to the record. The Cataloging Operations Manager processes the electronic versions.

Storage shelves-Books are organized by language and year.

• C-English
• CF-other foreign (CFF-French), (CFI-Italian), (CFG-German and Slavic), (CFS-Spanish and Portuguese)
• CJ/CL-Juvenile
• ART-Art books

Ex. C03-564(the ‘C’ means the type of book in storage. In this case the ‘C’ means the book is in English. The 2#’s after the letter is the year the book was put on shelf. The last 3#’s after the (-) is the order the book came to the shelf)

Note: Art storage is located on the shelves right of Annick’s problem shelves for Art materials in the storage area.

IV. Cataloging items

1. Routing items found

1. Fill out a Rush Request slip for tracking (control #, date received, date found, and initials).
2.  Update the spreadsheet: “In Process HOLDS log sheet” with the date found.
3.  Place report slip, hot pink RUSH flag, and Rush Request tracking slip inside the book. Make sure that all three papers are secured in book and clearly visible with the tracking slip on top (along with any blue slips or gift tags that are important to Lettering tucked into a different section of the book).
4.  Deliver books to Copy Cataloger/Cataloging Specialist/Subject Cataloger

Most common:

• General books (Chad Parker)—full records but not literature, art, or foreign language.
• English/American literature (Rebecca Bailey)—most P call #’s (like Sci-Fi/Fantasy PZ #)
• Germanic and Slavic languages (Milan Tyler-Pohontsch)
• Asian languages (Erminia Chao)
• Romance languages (Selma Alexandre)—Spanish/Portuguese/French/Italian
• Art (Rebecca Bailey)
• Sampler—hard cover (Jan Staheli)
• Sampler—paperback (Carol Barksdale/student)—be sure John Christensen stickers it.
• Juvenile (Fiction) (Peggy/Gabi)
• Juvenile (Nonfiction) (Jan)

Other:

• Bob/Ruth Ann—Rare books, Roman, Greek, Byzantine, etc.
• Valerie—Rare Literature (Including: Wordsworth, Burns, Melville, Whitman, Alcott)
• Kayla—Mormonism, Americana/Bookstore
• Carol—Science/Technology, Microforms
• Gabi or Carol—Business, Economics, Education, Anthropology, Women Studies, Political Sciences Behavioral Sciences, Psychology
• Pam—Media Center
• Kayla—Mormon media
• Keith—Geography, Atlases, Maps
• Annick—French and World Class (with Peggy)
• Erminia—Asian languages
• Sharolynn—Replacement orders
• Virginia—Serials

Some call # breakdowns:

Literature: PR English PS American PT German PQ Romance

ART-N, NA, NB, NC, ND, NE, NK, NX and TR

PA-Greek and Latin Literature DE-Greco-Roman history DF-History of Greece DG-Roman history or have as their subject anything to do w/ Greek or Rome (law, archeology, art, ancient state, etc.)

Note: For Reference material – Circulation Supervisor is the person responsible for contacting the Patron.

V. Resolving Problems

1. Missing items

   1. Cancel the request:
      • Change the record: “In-process” to “missing” in Workflows. Make a note in the “note” field:
      • Update the spreadsheet: mark out tracking dates and make a cancellation note.
      • Inform the Cataloging Operations Manager

2. Exceptions

   • Watch for the many exceptional instances that arise that may require cancellation of a request. Ask the Cataloging Operations Manager for help with exceptions.

3. Library_holds

   • Email library_holds@byu.edu to contact the patron about missing items or exceptions that prohibit processing of an in-process holds request.

4. Holds map

   • Cataloging Operations Manager will update the holds map if exceptions arise where item(s) cannot be checked out.

VI. Charting Statistics

1. Monthly Statistics

1.  Go to M:\catshare\fast cats\callnumberbreakdown. Print the tables.
2.  Go to M:\libshare\Fastcat\In Process HOLDS log sheet. Reference it.
3.  Use the spreadsheet to fill out the call number breakdown with tally marks.
4.  Create the graphs.
5.  Copy and paste graphs from Excel into Word and print for report.

VII. Appendix

Acquisition’s Organization for books

Firm Order-see Firm Order supervisor or students
Approval-see Approval supervisor or students
Continuations-see Continuations supervisor or students

Firm Order (Yankee and non-Yankee)

-Received and loaded by F.O. student
-Behind Supervisor’s desk or student carts
On Monday:

• Firm Order shelves in Acq. review area “tattle taped”

Following Monday:

• Yankee (ABC)
• Everything else (123)

Usually Friday

• Daily shelves in Catalog Department
• Staff Catalogers

Sampler
-Received and loaded by F.O. student
-Behind supervisor’s desk
-John Christensen for call # assignment
-Jan or Carol for cataloging

Blackwell
-Follow normal flow for non-yankee Firm Order books

Approval

Yankee:
-Automatically received-Subject Selector shelves
-Loaded by Approval student and tattle taped
-ABC shelves (same day loaded or next day)
-Daily shelves
-Staff Catalogers

Other (non-Yankee):
-Received and loaded by Approval student
-Subject Selector shelves for review
-After review on a Monday “tattle taped”
-123 shelves
-Daily shelves
-Staff Catalogers

Blackwell
-Received and loaded by Approval student
-Subject Selector shelves for review
-Shelves next to Memorial shelves to be “tattle taped”
-123 shelves
-Daily shelves
-Staff catalogers

Continuations

Yankee Approval (AYCON/CONTAP):
-Received and loaded by supervisor or student
-Subject Selector shelves (up to 5 days)
-On Monday-big carts behind Approval students “tattle taped”
-ABC shelves
-Daily shelves
-Staff Catalogers

Non-Yankee Approval/Standing Orders:
-Received and loaded by supervisor or student
-Shelf behind supervisor’s desk (2nd down on left)
-On Monday-Continuations shelves in review area
-Following Monday-123 shelves
-Daily shelves
-Staff Catalogers

Maintained by: Chad Parker

Updated: May 2013