Most items arriving from Blackwell’s or YBP will be fully processed and ready for use. The books will have barcodes, call number labels, property stickers, and security strips attached at the time they arrive.

Receive and invoice the books as usual. During the receiving process, Marcia and Ros will identify those books that do not meet our bibliographic record requirements (refer to our Accepting Catalogue Records document) and pass them to cataloguing.

For those books with acceptable bibliographic records, we will need to update the item record after the books have been received. Kim and Leslie will take care of this for the majority of our new books, using the procedures below. New books will then go to the students for sorting and any labeling that may be needed.


Books with spine labels

For books with spine labels, follow these steps. If the book (and any accompanying CD or DVD) does not have a spine label, go to the next section.

1. Search for the book in Horizon.
2. Send the record to the MARC Editor.
3. Find the call number in field 050 or 090 (give preference to field 050).
1. Verify that this number matches the one on the spine label.
2. If the call numbers match, highlight and copy (ctrl-c) the call number. (ex. RC78.7.D53‡bP48 1988)
3. If the call numbers do not match, ignore the call number in the record.
4. Press F5 to open the Item List.
1. Click Edit.
2. In the “Edit Items” window:

• Update the Item Type, if necessary.
  (ex. norm, tnorm, nonc)
• Set the Location to the correct library.
  (Note: All item records default to location ml.)
• Set the Collection code to the appropriate area within the library.
  (Mills Stacks, Mills Maps, Mills Ref, Thode Stacks, Innis Ref…).
• Scan or type the barcode number into the Item Barcode box
• If the call numbers matched, paste (ctrl-v) the call number into the call number box. Remove the subfield codes and put spaces between elements of the call number.
  (ex. RC 78.7 .D53 P48 1988)
• If the call numbers did not match, type the call number found on the book into the call number box.
• Explicit Copy No.: copy 1 (copy 2 …)
• Call Type: lc
• Click Save and Close.

5. Return to the MARC editor.
1. Change the Record Status (the ! button in Horizon) to cc.
2. Save the record.
6. You can give finished trucks to the students for sorting.
1. Books for Mills stacks should be put on the New Bookshelf truck (Currently in the cubby next to Donna’s office. Future location TBA).
2. Items for other locations in Mills (Maps, Reference) or for other libraries should be placed in the appropriate shipping bin.

Books without spine labels

Some items—such as books with accompanying CDs or DVDs, books without catalogue records matching our profile, or added copies—may arrive without spine labels attached. Follow these steps:

1. Search for the book in Horizon.
2. Send the record to the MARC Editor.
3. If any of the following are true, route the book to cataloguing (Refer to our Accepting Catalogue Records document).

1. The catalogue record’s ELvl code is not one of I, 4, L, or blank
2. The catalogue record lacks a complete (both ‡a and ‡b are present) call number in either field 050 or 090.
3. The item will be located in Research Collections or Russell Archives.
4. The item is Canadian history or literature:
1. All Bryan Prince
2. Call numbers in 050 or 090 between F1001 and F1170 (Canadian History).
3. Call numbers in 050 or 090 between PR9180 and PR9199 (Canadian Literature in English).
4. Call numbers in 050 or 090 between PQ3900 and PQ3919 (Canadian Literature in French).
5. There is only a brief bib in Horizon.
   
   

If none of the above are true:

1. Find the call number in field 050 or 090 (give preference to field 050).
2. Highlight and copy (ctrl-c) the call number.
   (ex. RC78.7.D53‡bP48 1988)
3. Press F5 to open the Item List.
1. Click Edit.
2. In the “Edit Items” window:

• Update the Item Type, if necessary.
  (ex. norm, tnorm, nonc)
• Set the Location to the correct library.
  (Note: All item records default to location ml.)
• Set the Collection code to the appropriate area within the library.
  (Mills Stacks, Mills Maps, Thode Stacks, Innis Ref…).
• Scan or type the barcode number into the Item Barcode box
• Paste (ctrl-v) the call number into the call number box. Remove the subfield codes and put spaces between elements of the call number.
  (ex. RC 78.7 .D53 P48 1988)
• Explicit Copy No.: copy 1 (copy 2 …)
• Call Type: lc
• Click Save and Close.

4. Return to the MARC editor.
5. Change the Record Status (the ! button in Horizon) to cc.
6. Save the record.
7. Write the call number in the back of the book.
8. Put the book on the To Be Labelled truck. The students will complete the physical processing.