Setting IP status procedures for Acquisitions

A. Firm orders

All firm orders are created with the in process status of OI (on order). Upon receipt, this status is automatically changed to IP (in process).

Exceptions:

Returns for replacement: IP (or other) status is changed back to OI.
Duplicate orders: IP (or other) status is changed to CA (cancelled).

B. Approval titles

Worldwide Art Books, Casalini Libri, Harrassowitz Books and Shamansky Art Books approval plan titles have acquisitions order records created for each title. These are treated in the same way as regular firm orders in A above.

C. Purchase plan titles, including Promptcat

Blackwells purchase plan titles are loaded with the arrival status of CMP (order received) and in process status of IP. Exceptions are as noted in A above.

D. Standing orders w/wo checkin

1. Unnumbered monograph series: Acquisitions records are created for each title. When title is arrived, the in process status automatically changes to IP. Exceptions are noted above.
2. Other standing orders: Upon receipt, pieces are barcoded and sent to EP set with IP status. Mono series and analyzed titles (anything Acq does not barcode and send directly to EP) have the in process status set to suppressed (SP). We can only select one IP status for mono series and analyzed titles. We have been told that it is very confusing for the public to be seeing these displayed in the PAC prior to cataloging. Our solution has been to set the status as SP. The Staff HOL process note tells where the item is in TSD.

E. Preservation replacement copies

Since replacement copies are sent first to Sue Koutsky in Preservation, the IPS for these should be changed from IP to BM upon receipt in Acquisitions.

7/31/03 jls draft edited 8/19/03, revised 9/26/03

Adaptive Cataloging / Database Management Procedures for Item Processing Status (IPS) Fields in Aleph

This procedure applies to material AC /DBM receives for all CP (including Shady Grove) and UMUC sources. Shady Grove material goes into the CP queue. UMUC material does not go in the rolling queue, it is held in its own queue on a book truck.

1. Material Received From Acquisitions

   a) All materials should arrive with an IPS of IP.
   b)If at any time there is more than one or two items arriving without an IPS of IP, pursue with the appropriate Acquisitions Team Leader. The Team Leader will investigate with the Acquisitions PG Leader to see if there is a problem with acquisition processes.
   c) Monographic gifts arrive with no acquisition record and therefore no IPS.
   d) New Serial Titles sent by accident to Adaptive Cataloging should have the IPS set to SC. Setting the IPS to SC on a dummy barcode record also sets it in the arrival record. Place the material on the new serial titles shelf in Original Cataloging.
   e) Serial adds coming in through approval plans or sent accidentally need to be directed to the correct group in acquisitions. The IPS stays IP.
   f) Serial analytics sent to Adaptive Cataloging by accident have an IPS of SC set and the piece is put in the serial analytic queue in OC.

2. Material with acceptable copy

   a) Catalog the book, change the IPS to LB and send to End Processing
   b) If material has preservation considerations, such as, it should be bound or perhaps receive a conservation treatment set the IPS to PR. A reviewer in Preservation will make a specific determination of workflow and will provide the precise Preservation IPS code.

3. Material without copy or with unacceptable copy

   a. Monographs which need to go to the Adaptive Cataloging queue have the IPS changed to CT. It may be necessary to create a provisional record in order to create the means to account for material; this is particularly necessary for gifts.
   b. Monographs which go to Original Cataloging have the IPS changed to SC. It may be necessary to create a provisional record in order to create the means to account for material.

4. Material received from other sources

   a) Material sent by branches should have IPS of blank.
   b) Non-MOSS Transfers and Withdrawals and TS-Help Desk materials in all formats go to Database Management’s queues with the IPS changed to CM if they will be in the DBM queues for longer than 1 week. It may be necessary to create a provisional record in order to create the means to account for material.
   c) MOSS transfers have an incoming IPS of blank. IPS is not changed during processing.
   d) When transfers are completed, the IPS is changed to LB if going to End Processing; to PR if sent for preservation consideration; to SC if sent to Original Cataloging.
   e) Monographs which go to Adaptive Cataloging’s queue have the IPS changed to CT. It may be necessary to create a provisional record in order to create the means to account for material.
   f) Monographs and serials which go to Original Cataloging have the IPS changed to SC. It may be necessary to create a provisional record in order to create the means to account for material.
   g) Theses go into the thesis queue without a provisional record and without an IPS of CT. The thesis queue is shelved First by thesis year, then by last name, first name.
   h) Replacement copies sent from Brittle Books should arrive with an IPS of CT. The IPS needs to be changed to LB when the replacement is processed.

5. Material sent temporarily to OC for headings verification

   a) Books put on the shelf in OC for headings verification do not have IPS changed. They do get a note from the AC staff member explaining the problem. The note is signed and dated. OC answers these questions immediately and returns the book to the AC staff who left it. If OC elects to keep the book, AC is notified and the IPS is set to SC by the OC cataloger.

6. Material sent from Preservation End Processing has no change made to IPS as material should be fixed quickly and returned to End Processing or re-directed to another place at which time the correct IPS is set.

7. Replacement books to be added, accompanied by the original books to be withdrawn, are sent to Adaptive Cataloging by Preservation Brittle Materials and both copies have an IPS of CT. The IPS must be changed to LB when the replacement is processed.

[IPS procedures /Aug.5, 2003, revised Sept. 29, 2003, Nov.11, 2003 / A. Klair]

IPS Procedures: OCPG

I. New materials coming from Acquisitions with IPS IP:

Acquisitions sends materials to AC and OCPG with IPS IP. For materials that are to be processed right away, catalogers will leave IPS as IP, until the item is fully cataloged and ready to be passed on to EP. At that point, catalogers will change IPS to LB (for materials entering the labeling queue) or PR (for materials requiring a free-fly page, pambinding, or some other preservation treatment before labeling). OCPG staff will change IPS to SC for materials that will need to stay in one of OCPG’s queues. This applies to following types of materials:

• Scores
• Sound recordings
• AV materials *
• Purchased Non-Roman materials

Note: College Park AV Materials come to AV cataloger from Acquisitions with IPS IP. He takes them to Nonprint, where they get placed on a new materials shelf and are prioritized for cataloging by the selector. AV cataloger brings the selected materials back to TSD and catalogs them. Therefore, IPS status IP for AV materials means they could be either in Nonprint, or in TSD. However, since they are not numerous and are easy to locate, there is no need to for a more specific IPS. Once AV materials are cataloged and ready to leave TSD, cataloger will clear their IPS. College Park AV materials bypass EP and are labeled in Nonprint.

Shady Grove AV materials come to AV cataloger from Acquisitions with IPS IP and remain in OCPG until their cataloging is complete. Before sending them to EP for labeling, cataloger will change their IPS to LB.

II. Serial Analytics

They come to OCPG from Acquisitions with IPS SP on the serial record. Once a serial analytic is cataloged, cataloger will create an item record for each piece, attach it to the bibliographic record for the analytic, and set IPS to LB or PR, as appropriate. Occasionally, an analytic gets sent to AC rolling queue by mistake. In that case, the guidelines from ACDM’s IPS document, under 1.e: Materials received from Acquisitions – Serial Analytics will be applied.

III. Materials without IPS and without a record in Aleph:

Materials that come to OCPG without any kind of record in Aleph will get IPS appropriate for EP after they get cataloged, as they are ready to leave a cataloger’s desk. E.g.: gifts; materials acquired before the switch to Aleph; old in-house materials that are being handled for the first time; dissertations.

Exceptions:

• Old IPAM sound recordings. No IPS status will be assigned to these items, since they are hand carried to TSD for cataloging and back to PA LIB.
• Old Special Collections materials. No IPS status will be assigned to these items. Rare and valuable materials are cataloged on location. Others are hand-carried to and from TSD, completely bypassing EP.

IV. Materials coming to OCPG from Adaptive Cataloging

Any title being sent to any of the OCPG queues from AC will have IPS changed to SC by AC staff. (This includes monograph analytics.)

When an adaptive cataloger has a series-related question for an original cataloger, as evidenced by a note on the bib record printout, with appropriate initials and a request to return the book, the IPS status will not be changed. Original cataloger will answer the question and return the book immediately. However, if upon a careful scrutiny OCPG cataloger determines that the bibliographic and/or one or more of the related authority records require an original cataloger’s attention, he/she will change the IPS to SC and communicate that to adaptive cataloger who raised the question.

V. IPS for Serials

A new periodical title gets to serials queue with IPS IP. After a serial cataloger brings in a bib record for it, it goes back to Acquisitions to be sent to the appropriate location. A cataloger will leave the item’s IPS as IP. If a periodical does not have IPS status, original cataloger will set it to IP before sending the item to Acquisitions. Acquisitions staff will clear the IPS before sending it to shelf.

If an adaptive cataloger discovers that the piece in hand was a serial, mistakenly sent to Adaptive queue, he/she should send it to serials queue, with IPS changed to SC.

Items that do not require binding will be sent either to EP for labeling, or to Preservation for a special consideration, with the appropriate slips. For the former, a cataloger will set items’ IPS to LB; for the latter, to PR.

Periodical titles that have records in PAC and are ready to be bound, but lack a call number, will be brought to serial catalogers. Catalogers will assign the call number, set the bindable unit's items IPS to IP and pass them on to Bindery staff. Bindery staff will collapse these items and assign the appropriate IPS to each unit ready for binding as they pass it on.

VI. Cataloging revisits

When a cataloger receives an item with a request to correct the existing catalog record, or to recatalog it, he/she will need to change item’s IPS to SC only if unable to process the request on the same day. Otherwise, cataloger will assign appropriate IPS (LB, PR, or clear) after completing the work in Aleph.

Setting IP status: procedures within Preservation

1) The IPS must be set to IP or LB before it is cleared in order to add an Accession Date to the item.

2) Materials getting routed from Conservation after being reviewed should have the following IPS codes:

• CO for materials requiring conservation treatment or bindery preparation and kept in Conservation.
• BM for brittle, moldy, or mutilated materials sent to BMRD.
• PR for materials sent to the BEP for commercial binding.
• LB for materials sent to the BEP for labeling.
• [Blank] for materials going to the shelf without the need for labeling.

• CM for materials sent to AC/DM for withdrawal.
• CT for replacements sent to AC/DM cataloging.
• CT for preservation photocopies sent to AC/DM for cataloging.
• LB for materials sent to BEP for new labels.
• CO for materials sent to Conservation for conservation treatment or bindery preparation.
• PR for materials sent to BEP for outsourced boxing at the commercial bindery.
• SM for items sent to a microfilm vendor (i.e., USAIN project).
• [Blank] for materials getting returned to the shelf.

• LB for sent to Labeling.
• PR for sent to Conservation for Preservation Considerations.
• SB for sent to commercial bindery.
• SC for first time binding of a serial sent to OCPG.
• IP for non-preservation problems to be corrected by another TSD Group.
• [Blank] for materials going to the shelf after labeling or binding.