EAL Circulation and Other Practices

Owned by Sal Hamerman
Last updated: May 08, 2020

Updated 2018

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Discharge Procedure for ReCAP

Provided by Yangyang Zeng from Marie A. Wange-Connelly, 08/06/2018

  1. Login to Voyager Circulation using your personal logon
  1. IMPORTANT In Options>Session preferences> Uncheck Print Routing Slips. If not you will print a slip for each book.

  1. Open the discharge window and scan the book barcode. A pop up window will appear (see below) The message Item is marked ‘In Process’ will only appear for new cataloged material

  1. CLICK OK. If the item has an In Process status another pop up window will appear

  1. CLICK YES. You should then see the following message

  1. This will put the item in an “In transit discharged“ status when item is accessioned at ReCAP a discharge will be sent to clear the “In transit”.

Repair/Binding of Chinese Books

Written by Shuming Liu, 08/30/2018

Situations occur

Damage, mold, broke, and loose pages. 

Send to repair or rebinding

  1. Fill out binding slips (write call number, volume, Year .... information).
  2. Put a barcode with removable tape inside the first page of book, and insert the binding slip in the book.
  3. For books need to be sent to Recap, make a note on Voyager item record: “Send to Recap after return--mm/dd/yyyy”.  After book returned to library, remove the note,  process and send to Recap.
  4. Charge books out with Voyager circulation.
  • For charging items, use the same special barcode for each repair/binding item: 22101001797331.
  • Send to Repair/ Binding.

 Receiving from repair or rebinding

  1. Discharges the returned books. If this item has temporary location message with “+”, the item should go to “Recap”. Put a Recap sticker on the book above the call number.
  2. Input statistics to the added Recap.
  3. Ready to send to Recap.

Special Notes/Steps for Japanese Periodical Binding  

Written by Sumiko Maeda, 08/08/2018     

Sending to the bindery

1. Put together issues (maximum 2.5 inch)

When make a decision about how many periodical issues need to be bound together, it depends on the issuing period (weekly, monthly, annual) and size. Usually it is the same as a previously bound volume.

2. Number each issue in order (write the number on the cover)

Sometimes monthly number is not matching the number you write. And sometimes we use 通巻（tsukan） number. Usually, Special issues are bound with regular issues, but sometimes special issues are separated from the regular issues. Please see the pattern of previous volume.

3. Print out BIS slips by BIS system

  • New titles need BIS number (Title number). Send request to Susan.
  • To find BIS slip, search by title no. (BIS no.) is the  fastest way. See “Japanese periodical spine title list” (in shared folder).

4. Write the bindery information on BIS slips (no.,  month,  year, etc.)

5. Input the bindery information in Voyager holding and make an item record

        1) Holding update

  •  Update the information. (vol, no., month, year.)
  •  Add the title(BIS) number, Color number and some notes.

866_0 $ xBIS# _____(BIS number)

866_0$x Color#____(Color number)

866_0$x Latest yrs. In Gest, others Recap.

866_0$z CURRENT ISSUES IN: East Asian Library.

        2) Create Item records

 If the location is “Recap”, put the “Temporary location” as J or hyjpe in the item record. (Otherwise a warning will pop up when check out the items.)

6. Put the barcode with removable tape inside the first page of the issue on top

7. Insert the BIS slip in the each gathered issues

8. Charge them out with Voyager Circulation

        1) For charging items, use “Pre-bindery Patron Barcode” for patron.
        2) Charge each item with barcode.

9. Make Japanese spine title

  • Use the Microsoft Publisher file if new title doesn’t have Japanese spine.  Make Japanese spine with BIS number (Title no.) and send the file to Wert Bookbinding Company by FTP (File Transfer Protocol) or Email attachment.
  •  Make the publisher file when send an item to the bindery for the first time. (Some of the titles don’t have the Japanese spine labels even if we sent them before. Make labels for them, too.)
  • Add the new publisher file to the “Princeton Label” list (in shared folder).  Also, check the publisher files they made before.

10. Suppress the check-in record in Voyage Acquisition system

Check in→  Serial History → Display Opac  “NO”

11. Send pre-binderies to 693

Use Recap truck.

Receiving from the bindery

1. Discharge the returned periodicals.

If “This item has Temporary location” message comes up, the item should go to “Recap”.

Go to the item record, change the temporary location to blank and put the “Recap” sticker on the spine.

2. Check Spine title, call number, period etc.

3. Report the mistakes to Susan if any.

4. Input statistics to the “Added serial” system.

5. Ready for shelving or to be sent to Recap.

DVD Processing

Compiled by Flora Kim, 01/12/2016

Treatment of outer box/cover

  1.   If the DVD case comes in an extra box, cover, etc., discard the box/cover unless absolutely necessary.  If such box/cover is kept and there is only one item, use the orange and black double barcodes on the extra box/cover and the DVD case.  If the box/cover is kept and there is more than one item, put only one barcode on the box/cover, without any barcode on each item, and indicate the number of pieces on Item Record.  Make sure the box/cover secures all pieces (as the pieces can be lost).
  2.  It is best to discard the extra box/cover.  Then, each DVD(s) in its case should have its own barcode as a separate item.  Each of booklets accompanying the DVD gets its own barcode, too. Supply ENUM (“disc 1-3,” “booklet 1,” etc.) on Item Record.

Where to put barcodes, call #, and recap sticker

  1.  Barcodes:  DVD—top left corner of BACK side; BOOKLET—top left corner of FRONT
  2. “(RCPQV) DVD” label:  top left corner of FRONT for both Booklet (under barcode) & DVD
  3.   RECAP sticker: on the SPINE for both Booklet & DVD
  •  Write “(RCPQV) DVD” and “P.U.L.” on each disc with a Sharpie.  Stamp and bookplate the booklets, unless really awkward to do so (use your judgment).
  •  “Item Type” in Item Record should be “2 WEEKS” for all items that go to RCPQV.
  •  Blu-Ray call number should be “DVD”.