SCF Procedures

Accessioning Procedures for Books

1. Receipt of materials

A. Shipping

Materials being shipped to WRLC for storage will be boxed and will be unboxed after receipt.

B. Delivery

Office Movers Express or Runners picks up materials from libraries that have boxes awaiting to be picked up.

C. Unpacking

-Materials will normally be unpacked on a first in, first out basis.

-In cases where materials cannot all be placed in the staging area, those materials staged in parts of the processing work area outside the staging area will be unpacked first.

-In cases where the priorities noted above need to be altered, WRLC’s Storage Facility Supervisor will indicate which materials are to receive priority in unpacking.

-Library materials will normally be transferred to acid-free trays for shelving in the storage facility, and will therefore be unboxed prior to processing.

-Materials will be removed from the delivery cartons and placed on book trucks.

-Materials will be sorted by size when being placed on the book trucks and or shelves in the processing area.

2. Preparation of storage trays

A. Tray design

-The WRLC Storage Facility is designed to achieve maximum density in the storage of library materials by using trays specifically designed to fit into the shelving scheme to hold the materials.  Trays are modular in design; a standard size shelf can accept any size tray and be completely filled, with no space wasted.

-There are six sizes of trays.  The sizes are: A, B, C, D, E and H.  Five are open-sided trays intended for books, records, and similar materials.  The sixth is an open-topped box intended for papers and other materials which are not self-supporting and cannot stand in the open-sided trays.

-The width of the trays determine the maximum width (when viewed from the front) of the materials that can be stored within them.  The Maximum height of the materials is determined by the shelf size on which the tray is to be placed.

B. Assembling trays

-Trays will be assembled on an as needed basis.  SCF staff will normally provide an estimate of the necessary quantities of each type, and will print labels for the required trays.  The labels will include: shelf location (human readable); shelf location (barcode); tray size and shelf height.  Staff assembling trays will use the tray size information on the labels to determine which type of tray each label is to be used with.

-Trays are designed so that they can be assembled by folding; no adhesive is required.

-Plastic handles need to be inserted in one end of each tray.  For trays of size B, C, D, E and H washers will be inserted on the inner ends of the handles.

-Trays will have the three labels placed on the same end as the handle. 

3. Sorting materials

A. Based on size

-Materials being shelved in trays will need to be sorted by size to maximize the use of storage space.

B. Using the template

-Materials will be placed in trays based on their width and height, as viewed from the front.  A template will be used to determine the proper size tray for each item.

-Items are placed on the template, and tray size is indicated by the lines they most closely fit within.  If an item’s height or width exceeds a line by any margin at all, the next largest line will be used for determining tray size.

C. Tray labels

-Each tray will have a label indicating the tray size (used to determine maximum width of the item) and the shelf height (used to determine the maximum height).  As the same tray size can be used on two or more different height shelves it is essential that both these parameters be taken into account in the sorting of materials.

-Tray size is indicated by the letter assigned to each tray design.  For open-sided trays, the letters run from A for the smallest size to E for the largest.  The template will match item width to tray size using these letters.  (Tray H is an open topped box used for special type of material.)

-Shelf  height is indicated on the template by a number representing the inches between shelves for the given height.  Note that a 12” shelf does not have 12” of usable space (due to the shelf lip).  The template should be followed exactly in determining the maximum height for items being placed in a given tray to prevent items being damaged due to contact with the shelf lip when sliding a tray on and off the shelf.

-When working with trays intended for a given shelf, start with the highest tray number (e.g. R05M11S07T12).   The highest numbers will be placed at the back of the shelf and should be filled and shelved first.

Tray sizes and height in inches

•       A09     A10     A11

•       B11     B12

•       C12     C13

•       D13     D14

•       E16      E18        E20

•       H12     H14       H18

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Processing Books (Part 1) - Using the SCF Processing website and Grima

Item Call Number (Part 1 of the processing) (Trays have no labels)

You will be using three different programs:

1) SCF Processing website

2) Grima

3) Alma (SCF IZ)

SCF Processing website:

-Username: 

-Password:

Grima:

-Username: 

-Password:

-Institution: SCF


AFTER YOU LOG IN, CLOSE THIS WINDOW SO YOU CAN GO BACK AND USE THE SCF PROCESSING WEBSITE TO DO THE NECESSARY STEPS.


Alma (SCF IZ):

-Username: 

-Password:

In the SCF Processing website,

-Click on “Add Item Call Number” and it will take you to Grima

-Scan the tray barcode in the “Item Call Number” field

-Scan item barcode of all the books in the tray in the "Barcode" field

**If the record is not found, click in the “Barcode” field and try the next book**

Leave the books on table; do not put back in the tray

Check the book title to make sure it matches to what is shown on the monitor

When finished, put the books back in the tray then count them.

Go to Alma, SCF IZ:

Click on the magnifying glass with the + symbol



Make sure the total number is the same as the manual count of books.

Go to the SCF Processing website and click on “Tray/Shelf Location”.

Fill out the information:



Start the next tray


Processing Books (Part 2) - Using the SCF Processing website and Grima

Internal Note 1 (Part 2 of the processing) (Trays have labels)

You will be using three different programs:

1) SCF Processing website

2) Grima

3) Alma (SCF IZ)

SCF Processing website:

-Username: 

-Password:

Grima:

-Username: 

-Password:

-Institution: SCF

AFTER YOU LOG IN, CLOSE THIS WINDOW SO YOU CAN GO BACK AND USE THE SCF PROCESSING WEBSITE TO DO THE NECESSARY STEPS.

Alma (SCF IZ):

-Username: 

-Password:

In the SCF Processing website,


-Click on “Add Internal Note 1” and it will take you to Grima

-Scan the tray barcode in the “Internal Note 1” field

-Scan item barcode of all the books in the tray  in the "Barcode" field

(Leave the books on table; do not put back in the tray)

(Check the book title to make sure it matches to what is shown on the monitor)

Go to Alma and scan in the books:

Fulfillment > Scan In Items

When finished, put the books back in the tray then count them.

Alma, SCF IZ:

Click on the magnifying glass with the + symbol



Make sure the total number is the same as the manual count of books.

Go to the SCF Processing website and click on “Cross Check”.

Fill out the information:


Start the next tray

Processing New Books from AU via Courier


We get new books from American via courier.  They will have a slip that says, “WRLC: Route to Tammy, New to be added from AU”

After they arrive, scan in the books in SCF IZ then add the following message to internal note 1.  



C:\Users\beck\AppData\Local\Temp\barcode.gif


You can use the Grima tool, [AddInternalNote], to add the message

If a book is not found in SCF IZ, leave it on the red cart with the slip in it.

Remove the slips and give them to Tammy so they can be sent back to American.

Sort the books and place them in the trays in SCF 1, row 2, module 2 & 3, shelf 2.  When starting a new tray, write down the size, library and “R” (ready) at the top right corner.

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When shelf 2 in row 2, module 1 is full with the filled trays, transfer the trays to a large gray cart then bring the cart to Tammy so the books could be processed.

Pre-Reshelving Procedures

 

S:\Storage Refiles\Alma\Books\List template Tammy

Date

Row

list created by

S:\Storage Refiles\Alma\Books\Row x & x

File name: list_today’s date (ex. list_7_12_16)



WRLC Storage Reshelving Procedures for BOOKS

WRLC Storage Reshelving Procedures for BOOKS

S:\Storage Refiles\Alma\Books\Row x & x

File name is the date that list was created

Ex. notepad_7_12_16

-Barcode

-Internal Note 1

-Internal Note 2

-Internal Note 3

-Physical Item Id

-Lifecycle (very important!)

S:\Storage Refiles\Alma\Books\Upload

    File name is the date that items will be uploaded

Ex. upload_row_25&26_11_28_18

-Admin, Manage Sets, Add Set, Itemized, paste file name, Set content type: Physical items, select file, save

-Admin, Run a Job, in the description box, type “physical” then select “Change physical items”, next, paste the file name in the name box and select the file, next

This issue will happen once in a while: not all of the items will show up after creating a set.  You can locate the "missing" item by doing the following steps:

1. Alma > Admin > Manage Sets > Find the set you just created > Content > Export > in Excel, click on the column with item barcodes then click on "Sort & Filter (Sort A to Z)" then select "Expand the selection" to put item barcodes in order

2. Word > open the file of the rows of books you just reshelved

3. In Excel, paste barcodes into the blank column prior to the column with item barcodes that were exported from Alma.  Click on "Sort & Filter (Sort A to Z)" then select "Continue with the current the selection".  Compare both columns by going through each line until you find the mismatched barcodes.

Various reasons why item barcodes do not show up:

 

WRLC Storage Reshelving Procedures for ARCHIVAL MATERIALS

 

S:\Storage Refiles\Alma\Boxes and Clamshells

File name is the date that list was created along with which department and your name

Example: 3_25_22_GTSC_Clark



Alma AFN & Email Requests

AFN Requests (books, articles and boxes)

AFN requests come through at 12 am & 12 pm daily and will be automatically printed.

Sign into the SCF IZ of Alma

Select WRLC - Shared Collections Facility - DEFAULT_CIRC_DESK as the current desk/department.

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Click on "Other Requests" then "Pickup from shelf" to view the material requests.

Separate box requests from book and article requests.

AFN box requests:

Organize slips in order of row, module and shelf location so they are easier to pull.

AFN Book Requests

If a slip has Internal Note 3 of “SCF Hold Shelf”, grab the book off the hold shelf in the processing area and delete the note.  Then scan the item in and place it on the table (steps are described later below). 

It is optional to write the tray location on the book slips at the top right if it helps.

When pulling items check that the barcode and title match what is printed on the slip. If there is a discrepancy, give the item to Tammy. 

For books going out via courier, fold the slip and place it in the book with the school code sticking out of the book.

Place a WRLC sticker on the book near the barcode.  Exception:

In SCF IZ the books will need to be scanned in to place them in transit to the borrowing libraries.

Scan item barcode in the "Scan item barcode" field:

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In the “Requester” field it should say Deliver to: (school code). If it doesn’t, click the three little dots then “attach request”.  If “attach request” doesn’t show up, then manually place item in transit: Fulfillment > Manage Patron Services > Put in the school code and click on the school or library it is going to then scan the item barcode.

The only exception is for OUP (Oxford University Press) books owned by WRLC. These books do not have an X at the end of the barcode and when scanning them in, you have to remove the X at the end.  After scanning in item barcode the “Requester” field will have the person’s name who requested the item. 

If there is a request for a Gallaudet-owned DVD you will need to remove the case and place a print out of the item record that has the barcode and title information on it in the case. The device that is used to remove the case is by the computer used for ILL requests. Place the DVD in a bubble mailer and tape the slip request to the front of the bubble mailer.

If the item is media (CD, VHS, DVD, Cassette, Microfilm, Vinyl), place it in a bubble mailer and tape the slip request to the front of the bubble mailer.

Place books on table under the school they are going to and separate them out if they books are going to different libraries within the same school.  For example, GT (Georgetown Lauinger) vs GT-L (Georgetown Law).

When an AFN book slip mentions "In Library Use Only" under a library code on the left side of the slip, we will need to add a book strap saying, "IN LIBRARY USE ONLY" to the volume before sending it over to the requesting library.  The book strap can be located next to the printer.

in library use only ex.png

AFN Article Requests

For article/digitization requests write the tray location in the upper right or left corner of the slip (just not the middle of the paper), then pull requested items. 

When pulling items check that the barcode, title, volume and year match what is printed on the slip. If there is a discrepancy, give the item to Tammy. 

If an article cannot be found, double check the citation online.  If the citation is still correct, cancel the request and leave a note for the patron asking them to double check the citation.

If an article request is over 50 pages, there are steps to filling this request which can be found by clicking on this > SCF 50+ pages AFN digitization requests.  Send the whole book to the school by attaching the "SCF Digitization Request" book strap to the front of the book.  It is located next to the printer. Make a note in the Internal note 3 field:

Resources Sharing Requests

The pull slip will be printed and have * Resource Sharing - Check * at the top where a name would normally be.

The owning library should be the destination “big letter” library code on the pull slip.

Log into the owning IZ with the new SCFStaff account.

User Name: SCFStaff

Password: Res0urceSharing!

Search for the requested item under:

Fulfillment → Resource Requests → Monitor Requests & Item Processes

You will note that the Request Type is “Ship physically”.

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If this is the case, then you would follow the procedures below.

Summary

A new request slip will have:

1. Pull slip with * Resource Sharing - Check *.

2. Owning library will be either AU, GW, or MU.

3. Request Type will be “Ship physically” in the owning library’s IZ.

Once you have determined that this is the new type of request, you will need to check the temporary location of the item in the owning IZ. If a temporary location is present, add this information to the SCF item record under Internal note 3 in SCF IZ. If there is only a permanent location you do not need to record anything in the note.*

Add this message to Internal note 3:

When this item comes back, please update the temporary location in the owning IZ to xxx

Example: 

In GW IZ:

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In SCF IZ:

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*GW is going to move all of the WRLC locations from temporary to permanent.  We are not sure when this project will be completed but when a book comes back here and if you do not see a WRLC location in the temporary location in GW IZ, let me know so I can check.  AU already has all of the WRLC locations in the permanent location for the SCF items.  MU still is still using the temporary location with the WRLC locations.

Pull the item and scan in as normal in SCF IZ.

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Item is now “In Transit” to owning library

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Next you will go back to the owning IZ with the login of SCFStaff account

Go to Fulfillment → Resource Sharing → Lending Requests

Find the title of the item that you are working on.

Select “Ship Item”.

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Make sure that “Automatically print slip” is set to YES. Enter barcode WITHOUT the “X”.

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You should get a popup window with the shipping slip. You may have to select the Destination (Save as PDF). Save (button on bottom). Then you can print it locally.  The shipping slip will be included in the book being sent.

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The item is now “Shipped Physically” (next to Request Status) in Alma.

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If the slip did not pop-up, you will need to check the item you are working on and “Print Slip” manually (upper right corner).

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Pack item for shipping like the ILL requests to be mailed out. Be sure to include the shipping slip in the package with the item. You can use the address from the shipping slip as the destination when creating a label using the Stamps.com software.

Common issues with AFN requests (books & articles)

1) No barcode or location printed on slip. 

Then try to attach the item to the request...the instructions can be found here: Filling a Title Level Request

If it does not work, manually place the item in transit: Fulfillment > Manage Patron Services > Put in the school code and click on the school or library it is going to then scan the item barcode.

2) Physical Item Request that has article information in the description and no barcode or location printed on the slip.

 3) Item not in tray

4) Bad cites and missing pages

AFN Box Requests

Box requests:

Organize slips in order of row and shelf location so they are easier to pull. You can also organize the slips by schools.

Put boxes on large gray cart(s) and put boxes belonging to the same university together. 

After the boxes are pulled, another SCF Specialist will need to double check them to ensure that correct ones are pulled.

Put routing slips on top of the boxes.  There are specific colors for two departments:

In the SCF IZ of Alma, the boxes will need to be scanned in to place them in transit to the owning libraries.

Scan item barcode in the "Scan item barcode" field:

image.png

Place slips (either paper clipped or stapled) on the pile next to the printer.

Fill out Runners delivery orders online for the following departments:

Move the large gray cart(s) over to the exit in front of the microfilm cabinets so the special delivery driver from Runners can pick them up in the morning.  This is for the following departments:

Place the following department boxes on the table with the books for the regular courier to pick up:

Email Requests

Types of requests that come through email

Interlibrary Loan and Article Requests

Search in Alma for the location (if no location is given) and make sure the volume and year match what is on the request. If it doesn't, check the volume and year listed. 

Search using whatever information the request provides:

Barcode, Journal or Book tile, ISSN, or ISBN

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Write the tray location in the upper right or left corner of the page.

Organize slips in order of row and shelf location so they are easier to pull.

Once article requests have been pulled, place them on the table next to the scanner.

If an article request is over 50 pages, send it to the school by attaching the printed request slip inside the book.  Make a note in the Internal note 3 field:

If an article can not be located, reply to the original email letting them know that the article could not be found and if they could get a different citation.

If an article is in a foreign language and you are unsure about which article is correct, check with Tammy first before sending it to the requesting school and let them know you are sending it to them because you are unsure what is correct.

ILL Requests ONLY

Check the shipping address on the printed forms.  WRLC does not ship outside the US. If a book is going to be delivered outside the US, send the item to the school and reply to the original email letting them know you are sending the item to them. 

To check out a book being mail go to Fulfillment > Manage Patron Services in Alma

Put in the school code and click on the school or library it is going to then scan the item barcode.

Once items are ready to be mailed, make a draft reply to the original emails that says “Mailed” and go over to the ILL station and use Stamps.com to prepare the shipping labels.

Microform Requests (microfilm, microfiche, etc.)

Microform items that are not in Alma will be requested through emails.  We have microform cabinets scattered around the SCF's processing area and microfilm reels in module 2.

Retrieve the microform items and fill out the details on the microform log form that is posted on cabinet 1 in the processing area.  Send the microform items in a bubbled mailer or a box.

When the microform items come back from a library, go to the form and write down the return date.

Common issues with ILL and article requests

 1) Item is too large to mail out - we may need to use two bubble mailer and combine them together.  If it is still too large, send it to the school and let them know we are unable to mail it out due to its size.

 2) Mailing anything to the University of Maryland.  Use the website version of stamps (the app version doesn’t like UMD’s address).

 3) Media items (CD, VHS, DVD, Cassette) check with the owning library first to make sure it’s okay to send out.  Some schools don’t want their media mailed out. 

4) If you are having a difficult time locating anything ask a SCF Specialist before going to Tammy.

5) Bad cites and missing pages: if the citation is bad or the pages are missing, we will need to reply to the email we have received  letting the library know why we are unable to fill the request.

Email Box Requests

Email box requests will come from:

Print out the email (use the stamp next to the printer on the print out) and get the locations for the boxes. Usually this means looking up the collection title and then finding the box in the list of items. 

Put boxes on large gray cart(s) and put boxes belonging to the same university together. 

After the boxes are pulled, another SCF Specialist will need to double check them to ensure that correct ones are pulled.

Put routing slips on top of the boxes.  There are specific colors for two departments:

Make a notepad of the barcodes and save it in the common drive:  Common (S:) > SCF Boxes for outgoing materials> open the folder of the appropriate department > type the file name: today's date

Print the notepad and staple it to the printed request.

Add a note in the Internal note 3 field:

Email Runners and let them know that the driver will need to make a special stop for Catholic University Archives with the box break down and place boxes on the table with the books for the regular courier to pick up.

Fill out Runners delivery orders online for the following departments:

Move the large gray cart(s) over to the exit in front of the microfilm cabinets so the special delivery driver from Runners can pick them up in the morning.  This is for the following departments:

Place the following department boxes on the table with the books for the regular courier to pick up:

For American Archives boxes, they need to be strapped and should have new straps to any boxes without them.

SCF 50+ pages AFN digitization requests

SCF 50+ pages AFN digitization requests

1) SCF receives an AFN article request that is over 50 pages long

2) SCF staff will send the item to the requesting library for further processing and include the AFN slip & "SCF Digitization Request" slip which will be "belted" so it could stay on the book.  Do not scan in the item!

SCF Digitization Request slip.png

3) SCF staff will also add an Alma note to Internal Note 3; for example: SCF in transit to GW, 9/29/2022

4) The item gets sent to the requesting library

5) The requesting libraries' staff physically completes the patron's digitization request by uploading the file:

For ILLiad requests, the library staff will scan and upload the file, as per usual

For Alma digitization requests will likely be forwarded to the patron via email

6) On the requesting library's end the item will not be returned or scanned into Alma for the return to the SCF

7) Library staff will only need to flag it with the WRLC green flag, as per usual, and it will be correctly identified here, at the SCF for re-shelving

8) When the item comes back to SCF, SCF staff will upload the dummy document* the same way they would do with the AFN digitization requests that are less than 50 pages to close corresponding digitization request in Alma (Simplified Digitization Workflow)

9) SCF staff will return item

10) SCF Staff add a message of "SCF Hold Shelf" to Internal Note 3 of the item record

11) Item is placed on the hold shelf in the processing area

*Dummy document to upload:

Hello,

This request has been processed by the library staff at your institution. 

If you have any questions or concerns, please contact the Circulation Desk at your home library.

Thank you

Simplified Digitization Workflow

Simplified Digitization Workflow

Request comes in: Fulfillment → Resource Requests → Pick from Shelf

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Pull the item. Scan the requested pages.

Select “Deliver Digital Documents” from Fulfillment → Resource Requests

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Enter the Request ID on the Document Delivery screen.

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Browse for the scanned document or just drop it in the area provided.

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Select Done.

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The item has been successfully uploaded and sent to the requestor.

 

 

Tammy:

To get Request ID:

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Library Abbreviations (Alma Pull Slip Locations and Green Courier Slip Locations)

American (Bender Library)
American Law/Washington College of Law (Pence Law Library)
Catholic (Mullen Library)
Catholic Law (DuFour Law Library)
University of the District of Columbia (Learning Resources Division)
University of the District of Columbia Law
Gallaudet (Merrill Learning Center > Jordan Student Academic Center)
George Mason (Fenwick Library)
George Mason Square Library
George Mason Law Library
George Mason Prince William Campus Library
Georgetown Bioethics Resrarch Library
Georgetown Blommer Library
Georgetown (Lauinger Library)
Georgetown School of Continuing Studies Library
Georgetown Woodstock Theological Library
Georgetown Law (Williams Law Library)
George Washington (Gelman Library)
George Washington University Global Resources Center (Gelman Library)
George Washington Law (Jacob Burns Law Library)
National Security Archive at George Washington's Gelman Library
George Washington Northern Virginia Campus Library
George Washington University Special Collections (Gelman Library)
George Washington University's Himmelfarb Health Sciences Library
George Washington University's Mount Vernon College (Eckles Library)
George Washington Online-Only Community
Howard University (Founders Library)
Howard University Divinity Library
Howard University's Louis Stokes Health Sciences Library
Howard (Vernon E. Jordan, Jr. Law Library)
Marymount (Reinsch Library)
Marymount University Ballston Campus
Marymount University Loudoun Campus
Trinity (Sister Helen Sheehan Library)  

        

Runners Online Order

https://www.runnersinc.net/clientportal

User Name:        tammy

Password:           901Commerce* 

Click on “New Order”

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Company* (on the RIGHT):

Type a for American University Archives

Type ge for George Washington, Gelman Library, Special Coll. & Global Resources Center

Type ge for Georgetown University Bioethics Research Library

Type ge for Georgetown University Special Collections

Type georget for Georgetown University, Woodstock Theological Library

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Service Type*: 05 ECON

Vehicle Type*: Van

Delivery Type: One-way trip or Round Trip

Pick Up Target From*: it will always show the next day*

Pick Up Target To*: it will always show the next day*

Delivery Target From*: it will always show the next day*

Delivery Target to*: it will always show the next day*

*Please make sure that the next day is the correct date of when we will be open. 

Ex. WRLC is closed on Saturdays, enter the date for the following Monday.

Add/Edit Packages

Add the amount of boxes according to their sizes

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Auto Notification Email

Sender: beck@wrlc.org

For American University Archives, two contacts:

Sender: beck@wrlc.org

Recipient: lnellis@american.edu

Continue

Submit Order

Print Labels

Stamps.com

Stamps.com
Username: WRLC
Password: 901Commerce

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Checking in return books

Courier will drop off return materials at the end of the day.  Those books and boxes should have the green "WRLC" slips inside the books or on the boxes/packages.  If you see the slip with a different library abbreviation on it, put the item on the outgoing table for the courier to pick up.

You will be using the SCF IZ and will need to use the X barcode scanner

Use “Return Items”

Scan item barcode and check the patron column to determine which course of action to take.

If you see, “Deliver To: xxx” in the "Patron" column, write down the tray location on the slip and add “SCF Hold Shelf” to internal note 3.  If you see any circulation message in this field, it is okay to clear it unless it has Tammy’s name in it or any important message.

If you see patron’s name, something else (ILL) or it is blank, you will need to give it to Tammy so she could use owning IZ to check in book (she has to change the configuration in Alma every time.)

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When Tammy finishes checking in books in the owning IZs, she will put a slip that says “READY TO CHECK IN THE SCF IZ” into the books.  Books now can be checked into the SCF IZ.

Check the other fields to make sure there is no other transit status.  If you do see it, clear it as well.  

*Leave the library code alone*

Example, au, in the screenshot

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If you see this message in the SCF IZ when using “Return Items”:

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You can cancel the request then use “Return Items” again.

For Georgetown Books

Use BOTH SCF IZ and GT IZ and use “Return Items”.  There is no need to give any GT books to Tammy unless there is some kind of issue.

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For Oxford University Press (OUP) Books owned by WRLC

Use SCF IZ...you will not see any patron names in the "Patron" column when you return them in.  You can go ahead and add a slip to each book then put the books on the shelf.  We store all OUP books in the last shelving module facing back of the processing area.  It is labeled as "OUP Books".

Using Book Pavilion & Article Exchange for GM-ILL Article Requests

Book Pavilion

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-Check the destination folder and select C:\Requests-GMILL if needed

-Put ILL # in the “File Name Prefix” field

-Put the request form on the scanner and click on “Preview” to scan then adjust the dotted lines to fit the paper

-Scan the request form… if it is upside-down, click on the blue X to cancel then scan again

-Click on “Preview” to scan the first page of article and adjust the dotted lines to fit the page*

            (if the book is small enough, ok to scan 2 pages at once)

-Scan the first page…if it is upside-down, click on the blue X to cancel then scan again the scan the rest of pages       

-Click on “Transfer”

*If a book or pages are too fragile or the binding is too tight to scan:

Article Exchange

-Use OCLC Article Exchange in Firefox

-Log onto AE if necessary

            Authorization: 100-284-511

            Password: Aug04cat

-“Select a file to drop” message will appear

-Click on “Browse” to get the file then a window will open with the files (C:\Requests-GMILL)

-Double-click the appropriate file (each filename will have “1” at the end…ignore it)

-Click on “Drop file”

-The message saying “Your drop was successful!” should appear

-Move the mouse pointer (finger) to “email a notification” and right-click and select, “open link in new window”

-It will lead to Gmail and open a message…add the following information

            To: illloan@gmu.edu

            Subject: ILL # xxxxxxx

-Send the email then close the window

- Fold the request form and put it back in the book

Using Book Pavilion & Article Exchange for ILL Article Requests

Book Pavilion

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-Check the destination folder and select C:\Requests-ILL if needed

-Put ILL # in the “File Name Prefix” field

-Put the request form on the scanner and click on “Preview” to scan then adjust the dotted lines to fit the paper

-Scan the request form… if it is upside-down, click on the blue X to cancel then scan again

-Click on “Preview” to scan the first page of article and adjust the dotted lines to fit the page*

            (if the book is small enough, ok to scan 2 pages at once)

-Scan the first page…if it is upside-down, click on the blue X to cancel then scan again the scan the rest of pages   

-Click on “Transfer”

*If a book or pages are too fragile or the binding is too tight to scan:

Article Exchange

-Use OCLC Article Exchange in Firefox

-Log onto AE if necessary

            Authorization: 100-284-511

            Password: Aug04cat

-“Select a file to drop” message will appear

-Click on “Browse” to get the file then a window will open with the files (C:\Requests-ILL)

-Double-click the appropriate file (each filename will have “1” at the end…ignore it)

-Click on “Drop file”

-The message saying “Your drop was successful!” should appear

-Move the mouse pointer (finger) to “email a notification” and right-click and select, “open link in new window”

-It will lead to Gmail and open a message…add the following information

            To: Borrowing library’s email address

            CC: Lending library’s email address (select AU, CU, GW or GT)

            Subject: ILL # xxxxxxx

-Send the email then close the window

- Fold the request form and put it back in the book

 

Using Book Pavilion & Email for Himmelfarb Requests

Book Pavilion

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-Check the destination folder and select C:\Requests-Himmelfarb if needed

-Put today’s date and # (sequence of documents scanned) in the “File Name Prefix” field (ex. 8.12.14.1)

-Put the request form on the scanner and click on “Preview” to scan then adjust the dotted lines to fit the paper

-Scan the request form… if it is upside-down, click on the blue X to cancel then scan again

-Click on “Preview” to scan the first page of article and adjust the dotted lines to fit the page*

            (if the book is small enough, ok to scan 2 pages at once)

-Scan the first page…if it is upside-down, click on the blue X to cancel then scan again the scan the rest of pages

-Click on “Transfer”

*If a book or pages are too fragile or the binding is too tight to scan:

Email

-Locate the request email

-Click on reply and attach the PDF file (get it from C:\Requests-Himmelfarb)-the filename will have “1” at the end, ignore it

-Type a message saying that the article has been attached and include your name 

-Send the email

-Fold the request form and put it back in the book

 

 

 

Using Book Pavilion & Dropbox for RapidILL Requests (Georgetown)

Book Pavilion

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-Check the destination folder and select C:\Requests-AR if needed

-In the “File Name Prefix” field, name the file DGUxxxxxx, where the x stands for the transaction number on the request slip (ex. DGU383635)

-Put the request form on the scanner and click on “Preview” to scan then adjust the dotted lines to fit the paper

-Scan the request form… if it is upside-down, click on the blue X to cancel then scan again

-Click on “Preview” to scan the first page of article and adjust the dotted lines to fit the page*

            (if the book is small enough, ok to scan 2 pages at once)

-Scan the first page…if it is upside-down, click on the blue X to cancel then scan again the scan the rest of pages

-Click on “Transfer”

*If a book or pages are too fragile or the binding is too tight to scan:

Dropbox

-Open the AR folder in Windows Explorer

-Find the AR request to send (the filename will have “1” at the end)

-Rename the filename by deleting the “1” at the end

-Drag and drop the file to ‘OCS ArticleReach-Shortcut’

-The file should disappear from ‘OCS ArticleReach-Shortcut’ folder in seconds (will see the deleted message at bottom)

-Fold the request form and put it back in the book

 

 

 

 

Oxford University Press Books

* Unpack books and check against list (boxes and packaging paper can be recycled)

* Scan barcodes using Notepad; email the file to Tammy

*Update item records using either Alma or Grima:

            Alma (a large set of books)

            * Create a set using the Notepad file

* Add “At WRLC waiting to be processed” to Internal Note 1 and “Property of Washington Research Library Consortium” to provenance code at the same time using the change physical job

Grima (a small set of books)

* Add “At WRLC waiting to be processed” to internal note 1 using the Grima tool:

                        https://grima.wrlc.org/AddInternalNote/AddInternalNote.php

* Add “Property of Washington Research Library Consortium” to provenance code using the Grima tool:

                        https://grima.wrlc.org/AddProvenance/AddProvenance.php

Be sure to select “Property of Washington Research Library Consortium” every time you scan a book.  It still defaults to AU.  It will be fixed eventually.

Create & Scan in new AU volumes in AU IZ

-Unpack the volumes; save the tissues and envelope with rubber bands in it then put them together in a box.  They will need to be sent back to AU

-Put a barcode (“American University Library”) on the back page of each volume at the bottom

-Login in AU IZ with the WRLCadmin username

-Get the ISSN from the volume and write it down on the bottom right of the slip that came with the volume then enter the ISSN in Alma:

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-If ISSN is not found, type the journal title:

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-Find the appropriate record then click on “Holdings”

-Find the holdings that says “Shared Collections Facility-General” location and click on “View Items” in the box on the right

-Click on “Add Item”

-Fields to fill

            Search by item barcode then go to the “ENUM/CHRON” tab to fill out more fields:

-Click on “Save” then double check the description field

-When finished creating items, scan them in to place the items in transit so they can be added to the SCF IZ the next day.

Guide:

Item Record Description Policies, Templates and Examples

Enumeration A: volume, band, tome number (do not type ‘v.’)

Enumeration B: number, heft (on the spine it would show as ‘no.’, ‘nos’, etc.; do not type letters)

Enumeration C: issue number 

Enumeration D: supplement, index, incomplete, page # or other message

Chronology I: year

Chronology J: month or season

Chronology K: day

WRLC Storage Journal Deduplication Procedure

WRLC Storage Journal Deduplication Procedure

1. Rationale

The WRLC Shared Copy Policy mandates that a single copy of any given periodical volume may be placed in the WRLC Storage facility.  The policy is intended to make use of warehouse space more efficient by not storing multiple copies of the same periodical volume. Once a copy is in storage, any other copies of the same volume may not be stored; they must be kept at the owning library or discarded. The WRLC Library Directors Council has directed WRLC to perform the work of identifying which periodical volumes are duplicates as a centralized process at the WRLC facility.

2. Identifying duplicate volumes

A duplicate periodical volume is one which contains precisely the same content as a volume already in storage. All of the content of a volume sent for processing must be included in the stored copy for that volume to be considered a duplicate. Where a volume in storage has some of the content of an incoming volume, but not all, the incoming volume is not considered a duplicate.

Examples:

Incoming volume

Stored volume

 

v.65  1970

v.65   1970

Duplicate; same content

v.65 no.1-2  1970

v.65 no.1-2  1970

Duplicate; same content

v.65  1970

v.64-65  1969-70

Duplicate; all content in stored copy

v.65-66  1970-71

v.65  1970

v.66  1971

Duplicate; all content in stored copies

v.65  1970

v.65 no.1-2 (1970)

v.65 no. 2-4 (1970)

Possible duplicate; set aside for review (no.1-4 may be complete, but don’t know how many numbers are in a volume)

v.65 1970

v.65 no.2-4 (1970)

Not a duplicate; stored volume is incomplete

v.65 1970

v.65  1970  (inc.)

Not a duplicate; stored volume is incomplete

v.65-66  1970-71

v.65  1970

Not a duplicate; all content not in stored copy

v.65 & index

v.65  1970

Not a duplicate; all content not in stored copy

v.65 & supplement

v.65  1970

Not a duplicate; all content not in stored copy

Incoming volume:  new items that need to be processed.

Stored Volume:  items already in storage.

3. Procedures

A. Periodicals will be run through the deduplication process on unpacking, before sorting by size (there will be no need to sort duplicate volumes by size as they will not be processed into the storage facility).

B. For each periodical, a list of the volumes already in storage will be pulled up using the Journal Volume Overlap reports. The list will be scanned to determine if a volume in storage matches the volume in hand. The report is generated by scanning the volume’s barcode number (normally found inside the back cover; in same cases it will be on the outside of the cover). 

1. Go to web page, Journal Volume Overlap - Barcode

2. Scan volume barcode

3. Check the “Volume” column of the report to see if the same volume is listed (as per the guidelines in section 2 above). The report will be sorted by volume number.

a. The sort is a computer sort rather than a numerical sort; all volumes beginning with 1 precede all volumes beginning with 2, etc. So the order will appear as:

                                    1, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 2, 20, 21, 22…..

                                    1, 10, 101, 2, 20, 201, 3, 30, 301…..

4. If the same volume is listed on the report as the volume in hand, the volume is a duplicate and should be placed on the “Discards” cart to be disposed.

Note: If the only volume listed on the report is from the same library as the volume in hand, then it is probably not a duplicate. Compare the barcode on the item to the barcode on the volume. If they match, the volume is not a duplicate. If they do not match, the volume is a duplicate.

5. If the volume in hand is not listed on the report, then it is not a duplicate and should be placed on the “accessions” cart to be processed into storage.

6. If there is any doubt (as in the fourth example in section 2) the volume should be placed on the “Review” cart so a supervisor can make the determination.

Routing Slips

Routing slips are located at S:\SCF Route Slips

When more slips are needed, you can print them then put them in the folders above the outgoing materials table.

Exporting Items from Alma

There are two ways to export the shelf data: directly from the Alma display and from Analytics.

1) Alma display:

 

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Select "Excel (current view)

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Wait for Excel to finish downloading the data then open the file.

The columns that are needed are:

Delete the rest of the columns then save the file to S:\SCF Shelves for Archival Materials\YOUR NAME. 

Do the steps for each shelf location.

One of the cons of using Alma display is having to delete columns in Excel, however, you can customize the column display to reduce the amount of columns to delete after exporting the data.

2) Analytics:

Click on "Analytics"

Click on "Access Analytics" under "Create Analysis"

When Analytics opens, click on Create > Analysis > Physical Items

Bibliographic Details > Title (Complete)

Physical Item Details > Barcode > Item Call Number > Lifecycle

Click on the wheel with spoke next to Item Call Number and select Filter

Go to the Operator field and select “begins with”

Go to the Value field and enter shelf locations as many as you want by using the RMS format:

R11M11S04;R11M12S02;R11M12S04 (semicolon is required, no space & the letter must be in caps)

Click on OK then on Results

Export the results

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Select "Excel"

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Wait for Excel to finish downloading the data then open the file.

Highlight all column by clicking on the green arrow:

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Format > AutoFit Column Width

Click column D (Lifecycle), Sort & Filter > Sort Z to A > Expand the selection

Delete the rows with “Deleted” in column D. Then Delete column D.

Click column C, Sort & Filter > Sort Z to A > Expand the selection

Highlight 8 boxes (20 for clamshells, 40 for thin clamshells and so on) then cut.

File > New > Blank workbook then paste

Highlight all column by clicking on the green arrow then Format > AutoFit Column Width

Save the file to S:\SCF Shelves for Archival Materials\YOUR NAME.  

Do the next 8, 20, etc. boxes until it’s gone.  Export more shelf data if needed and do the same steps.

 

 

Filling a Title Level Request

Once in a while we will receive an AFN slip with no barcode or tray location on it, we can attempt attaching the item to the request.

Requested Item:

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Identified correct volume, barcode. Scan In to fill:

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Result of scanning in. Item is recognized as an item to fill a request:

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Select action “Attach to request”:

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Select request to attach item to:

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Request is filled and now In Transit to patron:

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Item scanned in at borrowing library:

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Item now On Hold shelf for patron:

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Item can now be checked out to the patron. Return is the normal process.

WRLC Delivery Routes

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Barcodes: In Transit, SCF Hold Shelf, SCF Floor

https://barcode.tec-it.com

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Clear loan status for processed items that were never scanned in

When items from Voyager were migrated to SCF IZ in 2018 and items found eventually then added, this caused Alma to assign the loan status to the items even though items were already in the SCF.

Also, after new items get processed in Alma and people who does the processing may forget to scan them in which would mean the loan status would remain.

In order to clear the loan status, we will need to use Analytics to identify items with the loan date that has the same date as when items are created.

Click on "Analytics"

Click on "Access Analytics" under "Create Analysis"

When Analytics opens, click on Create > Analysis > Physical Items

In Analytics:

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Apply filters by clicking on the cog wheel for Item Call Number and Process Type.

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Item Call Number can be any row.  In this screenshot, it is row 1.

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Click on the up arrow in the Last Loan Date (calendar) column to put the dates in order starting with the earliest date.

Please take your time when reading the dates.  We don't want the actual loans to be touched.

Look for the same dates.

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No dates between Last Loan Date (calendar) and Item Creation Date are the same and this means these items are actual loans.

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There are dates between Last Loan Date (calendar) and Item Creation Date that are the same and this means the loans are not real and they will need to be cleared.

Copy the item barcodes to Notepad and save the file to anywhere on the computer.

32882003513341X
32882005206605X
32882000630460X
32882022132990X
39020009978951X
39020009980254X
39020009980304X
39020009983563X
39020025208607X
32882000407679X

In SCF IZ, go to Cloud App Center and click on Bulk Scan-In.

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Drag the Notepad file to the box labeled, "Choose barcode file" then click on Scan.  This will clear the loan status.

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You can scan in items as many as you want...10 items at a time or 100 items, it doesn't matter.  Just be sure to save the Notepad file before doing the bulk scan-in.

Updating volume & year info for Himmelfarb volumes in SCF IZ

You will need to have both SCF and HI IZs open at the same time and you will be entering the data in SCF IZ.

Himmefarb barcodes start with P.

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Look for items in SCF IZ that are missing the description. 

You can see that the second item is missing the description:

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Click on then copy the item barcode.  Paste it in HI IZ then remove the "X" at the end.

Click on the item barcode in HI IZ.

Look at the holdings info:

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This shows volume and year info.  You will see issue #s in some volumes as well.  Be sure to ignore the info in the bib title!

Go back to SCF IZ and click on the ENUM/CHRON tab.  Fill the info according to the guide (right below) then save and confirm.

Double check the description to make sure it looks correct.

Go to the next item and do the same steps.

If the data in HI IZ looks funny or something, email Tammy the item barcode and she will take a look at it.

WRLC Forklift Daily Checklist

Forms are located at WRLC COMMON - Documents\SCF Forms and Route Slips\Forklift Checklists

Check in archival materials (To be performed by the Shared Collections Supervisor only)

For returning Georgetown Special Collections archival materials, we will need to check them in so the status could be cleared in both SCF and owning IZs.  And the "SCF Floor" message will be added to Internal Note 3 in SCF IZ.  Then after the materials have been reshelved, Internal Note 3 in SCF IZ will need to be cleared.

4 things that need to be done:

Using the portable scanner, scan all item barcodes and count the items.  Count the number of items.

Upload the barcodes to Notepad and check to make sure that total items is the same as the manual count.

Add "Barcode" at the top then save the file on the Common Drive:

C:\Users\xxx\WRLC\WRLC COMMON - Documents\1_Storage Refiles\Alma\Boxes and Clamshells

The file name should be: Today's date_GTSC_your name_GTIZ (ex. 7_10_24_GTSC_Tammy_GTIZ)

Add "X" to every item barcodes.

Save the file as Today's date_GTSC_your name (ex. 7_10_24_GTSC_Tammy)

Open the SCAN IN file stored on your desktop and delete old barcodes.  Copy the new return items with X and paste them in the SCAN IN file.  Make sure the total count of boxes is accurate.

Go to the SCF IZ and do the bulk scan-in.

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Click on the cog icon for settings:

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The settings should look like this:

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No need to check this every time you come back to bulk scan-in.

With the "Choose barcode file" box open, drag the SCAN IN Notepad file from the desktop to the box then click on "Scan".  Once in a while, there may be an item that could not be scanned in.  Copy the item barcode then paste it to manually scan it in.

Create a set: Admin > Manage Sets > Create Itemized Set > Set name is the same as the file name that was just created excluding "GTIZ" (ex. 7_10_24_GTSC_Tammy) > Set content type: Physical Items > Add items to set: From file > upload the file > Create

Admin > Run a Job > Description box: physical; enter > Change Physical items information > Next > Select file > Next > Check the box next to Material Type and select "Box" > Check the box next to Internal Note 3 and add "SCF Floor" to Internal Note 3> Next > Submit > Confirm

Wait for the job to finish then check Internal Note 3 to make sure the count is correct.

Go to GT IZ 

Do the same steps to create a set and the file name is Today's date_GTSC_your name_GTIZ (ex. 7_10_24_GTSC_Tammy_GTIZ)

Admin > Manage Sets > File just created should be highlighted already > Content > Export list > Excel (current view) > Open file > Retain the following columns:

Check the Status column.  All items should have "Item in place".

If an item(s) has the status of "Item no in place", it will need to be cleared. 

Check the Temporary location column.

If there is no temporary location then clear the transit status using the circulation desk of Booth Family Center for Special Collections - WRLC SCF Storage and return the item.

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Circulation desk:

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If there is a temporary location of Special Collections then an email to John Zarrillo will need to be sent and have him remove it.  In the meantime, the circulation desk should be Booth Family Center for Special Collections -  Special Collections Circulation Desk and return the item.

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This is what it should always look like...no temporary location and the status says, "Item in place":

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Check the set content again to make sure all of the items have the status of, "Item in place".

All done!

For American Archives, Catholic Archives, Gallaudet Archives, George Mason Special Collections and Marymount Archives, they normally return the boxes in a small amount so it would be quicker to manually return in Alma and update items using the Grima tool.

Scan item barcodes to Notepad.

In SCF IZ, use "Return items" and scan the item barcodes.

Add the message, "SCF Floor" to Internal Note 3 in SCF IZ for return materials and Internal Note 1 for new materials.

Check the owning IZ to make sure items have the status of, "Item in place" and check SCF IZ as well.

Clear SCF Floor from Internal Note 3 for return archival materials (To be performed by the Shared Collections Supervisor only)

After the archival materials have been reshelved, the Internal Note 3 field will need to be cleared.

Go to C:\Users\yourlastname\WRLC\WRLC COMMON - Documents\1_Storage Refiles\Alma\Boxes and Clamshells

Find the file of the person that did the reshelving of the materials and open it.

Remove the shelf location of all items then add "Barcode" at the top.

Save the file by adding "_Clear Status your name" to the existing filename (ex. 7_10_24_GTSC_Clark_Clear Status Tammy)

Create a set: Admin > Manage Sets > Create Itemized Set > Set name is the same as the file name that was just created (ex. 7_10_24_GTSC_Clark_Clear Status Tammy) > Set content type: Physical Items > Add items to set: From file > upload the file > Create

Admin > Run a Job > Description box: physical; enter > Change Physical items information > Next > Select file > Next > Check the box next to Internal Note 3 and leave Internal Note 3 field blank > Next > Submit > Confirm

Wait for the job to finish then check Internal Note 3 to make sure the count is correct.

Issues with checking in return books (to be performed by the Shared Collections Supervisor only)

When SCF staff checks in books, sometimes they will encounter items that will show patron's name or something else after scanning the item barcode.

Go to the owning IZ to check on the item record.  All items must have the status of "Item in place" and process type needs to be clear.

Problem #1 - permanent/temporary location

If you see "Item not in place", check the permanent and temporary location to see what it says.

Example...the permanent location is Georgetown, not WRLC so the book will need to be sent back to Georgetown.  Leave the process type alone.

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If permanent and/or temporary location is WRLC and if there is a tray location:

*The circulation desk MUST be WRLC SCF Storage

Problem #2 - no tray location in SCF IZ

In the owning IZ, make sure the permanent/temporary location is WRLC and that there is no tray location.  Also, check to make sure that the status says, "Item in place".

Go to SCF IZ and pull up the item record.  Double check to make sure that there is no tray location.  If there is no tray location then add the message of, "At WRLC waiting to be processed" to internal note 1.  Sort the book and add it to the unfilled tray in SCF 3 that are waiting to be processed.  Be sure to put the book in appropriate school.  For example, GM book, put in GM tray.

Problem #3 - saw patron's name or something else when returning it in SCF IZ

In the owning IZ, check and see what the permanent/temporary location and status show. 

If it says Item in place, go ahead and check SCF IZ to see if there is a tray location or not. 

New books not in SCF IZ (To be performed by the Shared Collections Supervisor only)

We have a project where we check for items that are missing a tray location from item call number and internal note 1.  After making sure that they are not here, the bib records will get deleted.

Sometimes we get new books and they did have a bib record in SCF IZ that got deleted.  So, we will need to restore them.

SCF IZ > Analytics > Access Analytics > Create > Analysis > Physical Items:

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As you can see, four items were deleted from the SCF IZ.  So, they need to be restored.

SCF IZ > Resources > Managed Deleted Repository 

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Copy Physical item ID from Analytics and paste into the box on the right in "Manage Deleted Repository".

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After the item information shows up, double check the title to make sure it matches to the book.

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If the title matches then click on "Restore" to restore the bib record.

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Click on "Confirm" then do the same steps for the next book if any.

When done, do the steps for new AU books: add "At WRLC waiting..." to Internal Note 1 field then sort and put them in trays.