Monographic Processing Standards

Overview
Purpose
To prepare monographic materials for shelving so that they may be available to patrons as quickly as possible.

Context - Scope
Monographic processing happens in a number of different administrative units. The standards herein are intended to apply to those functions which occur library-wide within the scope of "technical monographic processing."

	Standards apply to material received and processed by
Main Technical Service divisions	* Monographic processing division * Periodicals check-in division * Gifts and Exchange division * Serials/Documents division
Shelving units	* all * self-cataloging unit standards may vary

Other monograph processes are beyond the scope of these standards:
* tracing (see BPM, Tracing Procedures)
* withdrawing monographs. (see BPM, Withdrawal)
* transferring monographs between branch libraries
* "clean-up" of monograph catalog records: reported errors from recon, patrons, etc.
* claiming
* cancelling
* replacements

Function 1: Check-in
Check-in and invoice-verification procedures depend on the unit in which the material is being handled and the type of material. In most instances, monographs are held for selector review. The amount of time held varies by technical services unit.

Standards

• Material is unpacked (date-stamped and checked off of invoice, if appropriate) within 1-2 working days of receipt in the technical processing unit.
• Material is held for the time as agreed to between technical services staff and selector
• Note: PSAG-TS might recommend that selectors set a standard for the time it takes selectors to provide needed information.

Indicators
Material is processed in a timely manner with no backlogs of unopened mail.

Function 2: GLADIS check for duplication (Branch direct receipt only)
Search GLADIS by title. Route uncataloged items to Technical Services for cataloging or to the bindery as appropriate. Mark location on verso of title page. Create an in-process record per local guidelines.

Standards
Material is batched and checked for duplication weekly.

Indicators
Material is processed weekly with no backlog.

Function 3: Update INNOPAC/GLADIS, check for duplication, approve invoices for payment (Main Technical Services only)

• PromptCat items have been systematically FTP'd and loaded to GLADIS (patron=PROMPTCAT). Duplicates are controlled by profiles given to vendors.
  
• Approval plan items outside of the Promptcat workflow, received in the Processing Division (for the most part MAIN foreign materials) are processed without creating individual records upon receipt. If a vendor supplies MARC records to download into I NNOPAC these are used to update INNOPAC; otherwise materials are marked by vendor and invoice number.
• Firm order items excluded from the PromptCat workflow are marked as received in INNOPAC via a firm purchase order link.
• Corrections/returns are dealt with at this time while processing the invoice before submitting for payment. Invoices which are approved for payment are
  • date stamped
  • checked for correct vendor information
  • checked for proper fund codes
  • sent to the Business Office.

Standards
Items and invoices should be processed within 2-3 weeks.

Indicators
No backlogs of materials older than 2-3 weeks.

Function 4: Route to bookstore, binding, shelving unit or cataloging

Standard

• Book Store: items are sent for sale at the convenience of the receiving unit.
• Binding: Materials which need to be bound, are picked up by BPD twice a week.
• PromptCat: Monographs are sent to shelving unit within 2-4 weeks of receipt
• Approval plan (non-Promptcat) items received in Processing Division are normally sent to cataloging within 2-4 weeks of receipt in mailroom.
• Monographs checked in through the Periodicals Check-in division are normally routed to cataloging within 2-4 days of receipt.
• U.S. Depository and other government monographs received through the Serials/Documents division are processed and designated for receiving units based on selector decisions.
• Monographs received in branches are normally sent to cataloging within one week of receipt in branch. With new material, items must be properly marked for location on verso of title page. Creating an in-process record for tracking is optional.

Indicators
No Backlogs of materials older than 4 weeks.

Function 5: Post-Cataloging record check (Technical Services, marking)
Special workflows include: Reserves, multimedia, mixed media, reference materials, census items and items bound for storage. These items are usually flagged to alert receiving units.

Students in the marking workflow check the call number in the book (as pencilled in by Cataloging) against the call number produced by a marking program with OCLC tapeloads. A fair amount of material is not cataloged on OCLC and is typed by students with a similar program. The checking procedure is the same.

Standard
GLADIS errors for monographs is monitored by receiving units; database maintenance errors leaving Technical Services should not exceed 5%.

Indicators
Complaints by receiving units made back to Technical Services.

Function 6: Post-Cataloging record check (Shelving Units)
Purpose
Most branch units try to recheck the accuracy of the online records as established by Cataloging in order to ensure access for their users.

Procedures/Considerations
Each shelving unit has its own routines developed over the years to meet the needs of its primary clientele.

1. Match new material to the GLADIS Maintenance catalog record by a title search. A title search in GLADIS for the catalog record is the quickest way to verify GLADIS title access, and also identify improper MARC coding for initial articles. If a title search does not work, search by call number, then by barcode. Errors p reventing access should be e-mailed to datmain@library.
2. Record receipt in the shelving unit online.
   
   • After checking the accuracy of the online catalog record, add a received note to the v/c field (if unit uses acquisition and lost-in-transit lists) and if necessary, a barcode.
   • Add special locations
   • Verify circulation codes.

Standard
Materials received in a shelving unit are processed within one week of receipt.

Indicators
No backlogs of materials older than 1 week.

Function 7: Prepare for shelf
All material which returns from cataloging with a spine label is stamped by Technical Services with UC Berkeley property stamps on the top edge. Monographs are then shipped to their shelving location.

Shelving locations (including MAIN) are responsible for adding shelving notes, circulation codes as well as tattletaping of non-Promptcat items.

Standards

• Materials are normally property stamped, spine labelled and shipped to shelving units within 1-3 working days of return from Cataloging or the bindery.
• In most units with "New Book Displays", new books are released once a week; in other units, books are put on display as they are processed.

Indicators
No backlogs of materials older than 1 week.

For more information

TSSC sub-group members who drafted the original standards in consulation with other Library staff	Grace Abiko Margaret McCormick
Source document	source document is same as this web document

Copyright © 1996-2003 The Regents of the University of California. All Rights Reserved.
Last updated 08/04/05 Contact