Slavic exchange processing

Categories of Slavic exchange materials

List of exchange partners

Materials received as part of blanket orders (Routinely new publications)    

Materials firm-ordered   

Other material received through our exchange partners (Process same as firm orders)

Pacslav exchange Materials (Routinely older materials). NOTE: Serial and media materials will continue to be processed through the Acquisitions Department.

Curator will:

Separate the material received from Pacslav from other exchange partner materials, flag the Pacslav items and send them to Data Control via ID mail deliveries. Exchange materials received from other partners or sources will not be flagged but will have the exchange partner mnemonic source written on the title page. Specific instructions from the curator may be written on flags or printouts. Processing staff are responsible for following through on instructions, which can include requests for ordering additional volumes in a set. Curator may include printouts of useable copy found during the search process, in particular if the language is considered esoteric. Default home library for exchange materials will be Green Stacks, unless flagged otherwise All flags and instructions will remain in the material being processed until final cataloging or returning to Curator.

Data Control staff will:

Process each category according to specific guidelines:

Blanket and firm-order exchange material

Search for the Symphony record. If the Symphony record found is an order record only, verify that the order vendor ID is the same as the Exchange partner name written on the title page. If a vendor match:

 Receive the vendor order.

 Search for and load matching copy from Smartport.

 If no copy found, route according to unit guidelines.

 Return any invoices found inside the material to the Curator's assistant.

If the Symphony order record found is NOT the same as the Exchange partner mnemonic written on the title page:

Process the book according to standard cataloging guidelines. Do not create an order record. Add a 940 field with the following data:

     from [exchange partner library code]

Alert the Ordering Unit that we received the item through exchange. This can be handled by placing a printout of the order record into the departmental mailbox, including a clear, signed note explaining the exchange receipt, or by emailing the Symphony record data to the Unit specialist or manager.

If the Symphony record found is a cataloged record for the exact same title, consider a duplicate. Print the record. Return duplicates to the Curator, with the printout of the Symphony record found.

Pacslav exchange materials processing

Pasclav flag will be inserted into each item by Curator's assistant. There should be no pre-existing record in Symphony for Pacslav exchange materials. Search Symphony for the title.

If an ON-ORDER record found in Symphony, alert the Ordering Unit that we received the item through exchange. This can be handled by placing a printout of the order record into the departmental mailbox, including a clear, signed note explaining the exchange receipt, or by emailing the Symphony record data to the Unit specialist or manager. Use the existing record to continue processing the item in hand.

If the Symphony record found is a cataloged record for the exact same title, consider a duplicate. Print the record. Return duplicates to the Curator, with the printout of the Symphony record found.

Otherwise, Process the book according to standard cataloging guidelines. Do not create an order record. Do not add a 940 field.                                                       

        

CAM, Stanford University
Date created: March 13, 2007
Last modified: January 9, 2014