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Unit: Monographs Receiving and ERSM Units

Date last updated: 03/171/20222024

Date of next review: March 20232025

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1. Books published by Duke University Press will arrive monthly directly from the publisher rather than with the Coutts approvals, accompanied by packing slips. There are no invoices to process as the titles have already been paid as part of our e-book package.
2. The approval coordinator will place the generic white approval flyer in the book and write "Duke", the date of receipt and LC class number from the CIP information found on the last page of the book on the white flyer along with a location flyer and will be routed to the approval without records shelf. 
3. They will be searched, input and fastcatted by the Inputting Unit following regular processing guidelines for approval books when there is no preloaded record in the database. Please note to import a bibliographic record for the print version as there will also be a separate record for the electronic version.
4. Add appropriate statistics fields on the Holdings Instance record, under "Holdings notes"; "Note type"; "Transaction data". Administrative notes" by clicking on Actions-Edit instance:
   

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   Note: If you also fastcatted the Instance record, create an ADDITIONAL staff-only Holdings note (Transaction data type), with the Inputting transaction type (ttype:f)"Administrative note" using ",,f" for fastcat. You will then have two Administrative notes.

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   Macros: LTS has created macros to enter the above Holdings Administrative notes.  To activate the macros, put the cursor in the Note Administrative note field, and type in the appropriate command from the list below: 

   • · Inputting= ,,i
   • · Fastcatting= ,,f
   • · Added copies= ,,a (see procedure 4d3d)
   • · Added locations= ,,l (see procedure 4d3d)

   Note: If you also input the Instance record, create an ADDITIONAL staff-only Holdings note (Transaction data type), with the Inputting transaction type (ttype:i)

   Macros: LTS has created macros to enter the above Holdings notes.  To activate the macros, put the cursor in the Note field, and type in the appropriate command from the list below: 

   • · Inputting= ,,i
   • · Fastcatting= ,,f
   • · Added copies= ,,a (see procedure 4d)
   • · Added locations= ,,l (see procedure 4d)

   
   

5. On the Instance screen: add In addition if you have fastcatted the book, on the same screen as you put your statistics, above those, you will need to add the cataloged date, instance status term ("Cataloged (folio: cat") , (if you fastcatted the book); if not, leave those field alone but ALWAYS add the Statistical code (the source code for inputting these books is appris appr and then add the appropriate vendor it was received from).
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