Collection Management Division

George A. Smathers Libraries

Technical Services Bulletin 3.8

April 16, 1999

Acquisition and Cataloging of Staff Use Materials

Usually, all requests for books, manuals, reference materials, software, and other library resources needed to support library staff operations or development are to be submitted by library staff to the Library Science Collection Manager. In certain cases other Collection Managers may elect to use their own monograph funds to purchase staff use materials. The Collection Manager should clearly indicate the material ordered for staff, and is responsible for initiating order records for a staff use copy and recommending a public use copy when it is appropriate and affordable.

  1. The Collection Manager or Monographs Unit will indicate the cataloging decision in the copy note field on the copy holdings screen: "Do not catalog: for library staff use only in ____________." The Collection Manager or Monographs Unit will add the location/sublocation to the copy holdings screen, make the record status "X" and the classification code "Z", then suppress the provisional record. In cases where the "staff use only" copy is being added as an additional copy to an unsuppressed catalog record, the Collection Manager or Monographs Unit will suppress the "staff use only" copy level by changing the classification code to "Z" on the copy/holdings screen.

  2. Ordering staff will keep the record suppressed in cases where the uncataloged "staff use only" copy is the only library holding. All "staff use only" materials will be ordered without vendor processing (i.e. call numbers, tattle-taping, bar codes), and should not be tagged in the vendor database.

  3. After the material arrives and is checked in, the receiving staff will property stamp and mark the item with the LUIS number, then immediately route it to the holdings location.

If the Collection Manager determines that the library can only afford to acquire a staff use copy of a title which may be of interest to others (including the public), the office owning the staff use copy should provide for on-site use. In these cases, the copy will be cataloged and accessible in the public mode.

1. The Collection Manager or Monographs Unit will indicate the cataloging decision in the copy note field on the copy holdings screen: "Catalog: for use in ____________ only." These records will not be suppressed in the public mode and should automatically generate a non-circulating message.

2. After the material arrives and is checked in, the receiving staff will route it as a rush item with any special cataloging instructions to the cataloging section.

3. Cataloging staff will follow the cataloging procedures listed in CatPro (http://www.uflib.ufl.edu/rs/catpro/catstaffuse.html).

When the Collection Managers order more than one copy of a title for different departments, and one copy is designated for public access and the other copies are ordered for "staff use only", the Collection Manager or Monographs Unit will suppress the "staff use only" copy level by changing the classification code to "Z" on the copy/holdings screen.

In very rare cases a second copy is ordered and designated for cataloging and public access on a suppressed and uncataloged "staff use only" title. In this situation the Collection Manager or Monographs Unit should mark the bibliographic screen to display, change the holdings screen status to "A" and the classification code for the "staff use only" copy to "Z". After the second copy arrives and is checked in, the receiving staff will route it as a rush item with any special cataloging instructions to the cataloging section.