Claims

After processing a shipping list, students will check Item Lister for any item(s) not received. 

If we did not receive an item that we should have (should be a barcode and label left-over):
  • photocopy the shipping list, highlight the missing document. and gives to Sergei:
    1. photocopy
    2. printed SuDoc number label
    3. barcode
  • Dept. Head reviews for possible claim/purchase
If we do claim:
  • for paper & electronic, use the FDLP Web Claim form: http://www.fdlp.gov/collection-tools/claims 
  • for microfiche, fax the shipping list with the missing items circled to the vendor listed on the shipping list
  • change status = r and add note (x)= claimed from GPO [date] 
  • file copy of paper shipping list
  • file claims paper work. Keep until claim outcome determined
If we don’t claim, edit the record as follows:
  • add item record note (x): not received
  • delete tmp number from esl bib record to force a non-overlay
  • suppress bib record
  • full bib will turn up in non-overlay list; delete both the full bib and s.l. record
When claims have been received update the record as follows:
  • change status to available
  • delete note
  • file paperwork. Keep until end of fiscal year, then toss

Unfilled claims

Purchase: add note on copy of shipping list

Non-purchase, edit shipping list records:
  • item record note (x): stock unavailable – claim will not be filled [date]
  • delete tmp number from esl bib record to force a non-overlay
  • suppress bib record
  • full bib will turn up in non-overlay list; transfer item record from s.l. record and suppress bib

Follow up on open claims:

  • Create list
  • Acquire: search for a copy by getting in touch with agency that issued item, checking Needs & Offers list. If you cannot find a copy, notify Department Head. 
  • Don’t acquire: see Unfilled Claims, above
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