Collection Management Division
George A. Smathers Libraries
Technical Services Bulletin
August 22, 2005
Acquisition and Cataloging of "Staff Use Materials"
Library staff should submit all requests for books, manuals, reference materials, software, and other resources for use to support library operations or development to the Library Science Collection Manager. Library Science CM will indicate the cataloging decision in the order info: "Do not catalog: for library staff use only in __________" and will supply this information to the CM Support Unit.
- If a title ordered is for “staff use only “and is not already in the collection.
- CM Support Unit will create a provisional record for this copy. Staff will add a 599 field to the provisional, indicating “Do not catalog: for library staff use only in ___________. Please suppress record and do not select in vendor database.”
- CM Support staff will hand a copy of the order to the Library Science liaison in the Monographs Unit.
- Monographs Unit staff will suppress the provisional record by adding an STA SUPPRESSED field to it and will create the item record as they place the order. All “staff use only” materials will be ordered without vendor processing (i.e. call numbers, tattle-taping, barcodes, and should not be tagged in vendor database.)
- Upon receipt, material is arrived by Monographs Unit staff. The material, accompanied by a printout of the provisional, is routed to the Library Science CM.
- Library Science CM will update the list of titles (kept separately) and will route the item directly to the staff or department indicated in the 852 $x.
- If a title is already in the collection, and a second copy is being ordered for “staff use only”.
- Library Science CM will create a SUPPRESSED HOL record for the “staff use only” copy, add an 852$x field indicating the staff or department requesting the copy, and route the order to the CM Support Unit.
- CM Support Unit will send an order, via AcqHelp, for the “staff use only” copy to the Library Science liaison in the Monographs Unit. CM Support Unit will indicate in the order "Do not catalog: for library staff use only in ___________. Do not select in vendor database.”
- Monographs Unit will place the order and create the item record. All “staff use only” materials will be ordered without vendor processing (i.e. call numbers, tattle-taping, barcodes, and should not be tagged in vendor database.)
- Upon arrival, Monographs Unit will arrive the item and send it to Library Science CM with notes indicating that this is a “staff use only” copy.
- Library Science CM will update the list of titles (kept separately) and will route the item directly to the staff/Department indicated in the 852$x.
- Occasionally, a second copy*** is ordered and designated for cataloging and public access on a suppressed "staff use only" title.
- CM Support Unit will send an order, via AcqHelp, for the second copy to the Library Science liaison in the Monographs Unit.
- Monographs Unit will place the order and create the item record. This material will be ordered without vendor processing (i.e. call numbers, tattle-taping, barcodes, and should not be tagged in vendor database.)
- Upon arrival, Monographs Unit staff will arrive the item and send it to Library Science CM with notes indicating that this is a copy for the main collection.
- Library Science CM will UNSUPPRESS the BIB record, SUPPRESS HOL for the ‘staff use only’ copy, create HOL record for the library collection copy, overlay the provisional with a full catalog record (if available), and route to processing.
- If catalog record is unavailable, Library Science CM will route library collection copy for original cataloging.
***If the second copy designated for the collection and public access is a gift item, G&E staff will
UNSUPPRESS the BIB record and process the item following regular cataloging procedures.
Indexed: Acquisition and Cataloging of "Staff Use Materials"
Acquisition and Cataloging of "Staff Use Materials"
Prepared by: Steve Carrico and Raimonda Margjoni
Updated: August 25, 2005
