Union hearings

Pre-processing

  • inventory boxes  done
    • transfer to Excel spreadsheet y:\govdocs\co-op CD\Union hearings  done

Step 1: Students

  • Bring up enough boxes to fill 2 shelves of a book truck. Guesstimate how many that is?
  • Unbox and put on top shelf of a green truck in SuDocs order
  • notify SG when a truck is ready
  • distribute boxes to staff:
    • Banker boxes (white):
      • Special Collections
    • paper boxes: Circulation (Karen A. and Yolanda)
    • other sturdy boxes (depository shipping boxes): Ali in Conservation Lab

Step 2: MJW

  • weed.
  • notify staff when truck is ready


Step 3: Staff

  • If you find any barcodes already on the piece, cover them with white foil-back label (use scraps of large labels and cut down).
  • Insert a tab with SuDocs number before the first hearing with a new SuDocs stem, Cutter starts with new letter, or a new Cutter system. Examples:
    • Y 4.B 22/3:EC 7
    • Y 4.B 22/3:F 1
    • Y 4.B 22/3:97-101
    • Y 4.B 22/3:S.HRG.98-101
  • check Record Templates
    • Admin
    • Settings
    • Record Templates (only have to do this once)
      • gdocu, Union hearings, must be in your Preferred Templates
    • New Records (you will have to change back to gdoci after hearings session)
      • New Record Templates
      • Item: gdocu Union hearings
  • check that record Wizard is checked (only have to do this once)
    • Admin
    • Login Manager
    • Manager-Controlled Options
      • Edit tab
      • Use wizard to create new records must be checked
  • check Record View Properties (only have to do this once if you save settings):
    • View menu
    • Record View Properties
    • Record type: Bibliographic
      • Retrieval View = summary
      • Summary View = Item
  • find cmfcg record in catalog
    • replace x note "Replace" with x note "Union" (can use copy and paste)
    • add item record for print vol, barcode
If we have records for paper:
This gets messy very quickly. Basically, if we can't find our paper copy or if it's in bad shape:
  • keep Union copy
  • mark our paper copies missing if necessary
  • get the x note "Union" on MF records
  • If we have a record for a paper copy only, no barcode, keep Union copy
    • change existing item location to cmfcg
    • add (or replace) x note "Union"
    • add new item record for Union copy & barcode
  • If we already have records for both MF and paper copies, no barcode on paper item record, keep Union copy.
    • add (or replace) x note "Union" on item record for MF copy
    • barcode Union copy on our paper item record
      • add P note "Ask at Reference Desk"
  • If we have a record for a paper copy only, with a Colgate barcode
    • print record
    • place hearing on it's spine on "finished" section of book truck
    • find document and confirm we own in paper
      • if we own in paper:
        • discard Union copy (unless ours is in bad shape)
          • if keeping Union copy, use our item record
            • barcode Union copy on our item record
            • add P note "Ask at Reference Desk"
            • stand Union vol. upright on book truck
            • discard our copy; add to withdrawal clipboard
      • if we can't find our paper copy:
        • mark our paper record missing
        • add new item record for paper Union copy & barcode
        • stand Union vol. upright on book truck
  • If we have records for both paper and MF and both are barcoded (should be unusual!)
    • print record
    • place hearing on it's spine on "finished" section of book truck
    • find document and confirm we own in paper
      • if we own in paper:
        • discard Union copy (unless ours is in bad shape)
          • if keeping Union copy, use our item record for paper
            • barcode Union copy on our item record
            • add P note "Ask at Reference Desk"
            • stand Union vol. upright on book truck
            • discard our copy; add to withdrawal clipboard
        • add (or replace) x note "union" on record for MF copy
      • if we can't find our paper copy:
        • mark our paper record missing
        • add (or replace) x note "union" on record for MF copy
        • add new item record for paper Union copy
          • add P note "Ask at Reference Desk"
        • stand Union vol. upright on book truck
No Records
  • check by SuDocs, title, keyword
  • give to MJW to catalog

Step 4: Students

  • possession stamp
  • tattletape
  • add date due slip
  • count and add to receipts clipboard
  • shelve on 2nd floor
  • Ceased first 3 steps at the end of Y 4.G 74/7: Counting still being done


Final Step:  MJW

  • Using Global update, update MF item records:
    • delete x note "Union"
    • status W
    • suppress
    • insert x note with offers list info
  • Re-run MF list for available items
    • change x note from replace to replace if found


Final Step: Students

  • Measure between each tab: i.e. measure each SuDocs stem/cutter
  • Enter on measurement tab of the following workbook: y:\govdocs\co-op CD\Union hearings.xlsx (shortcut to spreadsheet is on desktop).
    • Use inches and round up to the nearest whole in, e.g. 25.25 inches = 26 on spreadsheet
    • as needed, insert new rows with the appropriate range of SuDocs numbers and cutters

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