YBP 21 (GLX Shelf Ready) Processing Procedure
Background.
YBP21 is a shorthand description of certain YBP approval books that arrive with spine labels, barcodes etc. and are therefore considered “shelf ready.” The books arrive in Baker & Taylor boxes identified by YBP sub-account 1290-21. Bibliographic records for shelf ready books load into CLIO with a 948 statistics field indicating “ybp21” as the operator.
Record Loads.
Bibliographic records for YBP21 materials load into CLIO one or two days before the books are delivered to MAS. When the loads take place, MDW resolves duplicate records and charges all items to “In Transit”. A printout is created with columns of barcodes for all the items for each invoice/box shipped. At the head of each column will be the corresponding invoice & P.O. number. The printout will also have the load date written in ink. The printout of barcodes will be assigned by Mark to the person working on the shipment.
Procedure.
When the boxes have arrived in MAS:
- Take an empty green book truck from the rear wall of Stack Maintenance (6th floor of stacks) and the printed list of item barcodes to the MAS receiving area.
- Open each 1290-21 box and retrieve the invoices. If you find a second enclosed invoice for physical processing, hand it to Matt Pavlick.
- Write the P.O. number on the upper right of the first page of each invoice and place it together with the corresponding books on a separate shelf of the book truck.
- Breakdown all boxes, discarding the smaller ones, packing lists and papers, and all book jackets into the recycling bin, but add full sized boxes to the piles stored underneath the sorting table.
- Wheel the book truck containing the entire ybp21 shipment to your workstation.
Reviewing the materials:
- Tear off the perforated edges of the invoices, separate the connected pages and staple them together in paginated order.
- Check off each title on the invoice to ensure all items have been correctly shipped and received.
- Check the PO in Voyager Acq and compare the sub total to the amount on the invoice.
- In Voyager cataloging module, enter the keyword search ybp21 and “p. cm.” – search OCLC for more complete records or follow CPM250 to complete CIP cataloging ; if unable to resolve, place on YBP-21/22 shelf.
- Check each book to ensure a barcode has been applied to the book. Apply unattached barcodes – sometimes they are in an envelope inserted inside the book.
- Check for “Baker & Taylor” riders or mixed media (CD’s, DVD’s etc.) inserted in the books – if a B&T rider or mixed media format item is present, set it aside.
- Separate any books with volume numbers in the call number or books that do not have call number labels. Place these on the YBP-21/22 shelf across from Mark’s office together with mixed media and B&T rider flagged titles.
- Place invoices in the “Invoices to Pay” box outside Matt’s office.
Discharge and deliver books:
- Using the printout of item barcodes, open Voyager Circulation and discharge each barcode twice at a measured, methodical pace; after the first discharge the title should show as being on “Indefinite” loan, after the second discharge the same space should appear blank
- Some items may have had holds placed on them since they were initially charged to “In Transit” status. If a hold has been placed a printout will be generated when the book is discharged. Fold the printout in half and place it in the book with the patron information visible.
- In the OPAC, enter a keyword search consisting of ybp21 AND [load date] (e.g. ybp21 AND 20100325) ; view to ensure all records have the status “Returned” ; if any still read as “In Transit” locate the book and discharge it again.
- Return the book truck with discharged books to the Stack Maintenance shelving area on the 6th floor of the stacks.
- Leave the truck with discharged books in the center sorting area
- Place any holds on the hold truck