LCLS: CAP Manual: Recent CAP Changes



Description: Replace the current library specific property stamp on the top edge of books with a stamp that says

Reasons for Change:

1. The current stamps are redundant because the library name already appears on the inside label and the barcode and is indicated by the color stickers on the spine.

2. This change will further standardize Tech Services processing thereby increasing efficiency.

3. This change will make transfers less messy (i.e.; no need to black-out stamps).

4. The stamp will promote the library catalog.

Implemented: 9/17/04


Description: Addition of a new Item Type: DVDF-NR. This Item Type would be assigned to copies of feature DVD's if the library decided the copy in question should not be holdable. This would be comparable to the NEWBOOK Item Type. As with books, the library would be required to buy one holdable copy of the title before being able to make a second copy non-holdable.


1. Allows the library to maintain a browsing collection of feature DVD's.


1. Additional Item Types require modifications to the Circulation Map in Sirsi.

2. Additional Item Types add complexity to ordering and receiving procedures.

Implemented: 9/17/04


Description: This proposal calls for the removal, in batch, of "brief" title records for magazines that meet the following criteria:
1. The magazine was received more than six months before the date the batch is executed.
2. The magazine has not circulated in the last 12 months.
The following magazine records will NOT be removed:
Records for magazines that were received within the last six months regardless of circulation history.
Records created via the Checkin / Receive wizard.
Record for magazines that have circulated at least once in the last 12 months regardless of vintage.
The records that remain will be manually folded into the authorized title record.
Libraries affected: All except Albright and Childrens.
Will remove hundreds of records that do not meet established cataloging standards.
Searches for titles like "Time" and "Newsweek" will no longer result in dozens of needless hits.
Possible Negative Consequence:
If a patron decides to check out a magazine whose record has been removed, the Checkout wizard will produce an "Item Not Found" error. A workaround for this will be developed prior to the records being removed.

Implemented: 11/1/04


Description: We would like to impose a 100 item limit on carts in B&T Link and I-Page. Instead, we would ask libraries to break up larger orders into multiple carts.
1. Larger Baker & Taylor orders seem especially prone to fulfillment and accuracy problems. This would cut down on the number of problems.
2. It will make it easy for Tech Services to sort each order and prepare it for processing.
1. Ordering libraries would have to start a new cart when a cart is near, at, or slightly over the 100 item limit.

Implemented: 11/1/04


Description: Changes in turnaround times and procedures for gifts and directs.:
Turnaround Time
Direct Orders
        Now: 20 days
        Proposed: 3-30 days depending on Tier 1 ordering levels
        Now: 30 days
        Proposed: 3-30 days depending on Tier 1 ordering levels
Monthly Limitations
Direct Orders
        Now: None
        Proposed: None
        Now: 30 items
        Proposed: Variable limit set by the Head of Tech Services. Will range from 0 to unlimited depending on Tier 1 ordering levels.
Documentation / Preparation
Direct Orders
        Now: Must send packing list to Tech Services at least 24 hours before sending item.
        Proposed: Packling list may be sent with item. No advanced notice necessary. Must apply sticker (supplied by Tech Services) indicating the number of items in each box.
        Now: None
        Proposed: Must apply sticker (supplied by Tech Services) indicating the number of items in each box.
NOTE: CAP still reserves the right to reject gift item on the basis of condition or content.
1. Turnaround times are more realistic.
2. No limit on gift items except during busy periods.
3. Allows the Head of Tech Services to control input of materials.
4. Libraries are no longer required to send packing slips in advance of a direct order shipment.
5. Tech Service will be able to determine how many items are in a box of gifts / directs.
1. Libraries will be required to apply a sticker (supplied by Tech Services) to each box of gifts / directs indicating the quantity of items in the box. This will require counting the items, writing the number on the sticker, and applying the sticker.
 Implemented: 12/9/04


Description: We would like to propose that atlases, currently assigned a 911 Dewey number, be classified with the subject area covered by the atlas. For instance, a World War II atlas would be shelved with other World War II history books. Atlases covering a specific geographic area would be included with the travel-related books for that area. There may be certain instances, as in the case of very general atlases, where the 911 assignment would stilll be appropriate.
JUSTIFICATION: Browsers are more likely to use the atlases if they are shelved in the subject areas.

Implemented: 1/10/05


Description: We would like to permanently suspend the practice of applying pockets to new books.
JUSTIFICATION: Pockets are vestiges of a manual circulation system and are no longer needed in an automated environment.
1. Savings in materials and staff time.
2. Patrons often leave receipts in book pockets which can leads to confidentiality issues.

Implemented: 1/10/05


Description: Gift Acceptance Guidelines

Implemented: 5/20/05



Description: This proposed change would expand on a policy currently in place for multiple CD, DVD, and video sets. If an item has multiple pieces that will be packaged together on the shelf (such as a book / CD combo), we propose that the item be given one barcode instead of one barcode per piece. The item would be assigned the "multiple pieces" override. Notes in the bibliographic record would describe the contents of the item.
1. The individual pieces would not be place Intransit to fulfill title-level hold.
2. Staff members would not have to scan two barcodes.
1. If an individual piece were ever lost or destroyed, there would be no way to mark it MISSING.

Implemented: 7/22/05




Description: Currently, adult kits (books / audio combos such as the Living Language series) are treated as "talking books" in terms of Item Type and Call Number. While this would still be the default designation, we would like to offer an alternate designation for those libraries who wish to utilize it. This alternate designation would involve assigning these kits the Item Type of KIT-ADU (which currently exists) and a Call Number prefix of KIT:

1. More consistent with accepted terminology used to describe book / audio combos and designations currently used in LCLS juvenile collections.
2. Would enable libraries to keep separate statistics on these types of items.
3. Would make it easier for libraries to interfile these items with the non-fiction collection if desired or display them in their own discrete area.
1. TS staff would have to be cognizant of library preferences when assigning call numbers to these types of items. Item Type assignment could be dealt with through revised holding codes.
If this were implemented, TS would poll libraries as to whether they prefer a talking book or kit designation for these types of items.


Implemented: 6/12/06.



Description: Currently, the "pocket" label (i.e. label which contains Item ID, Library, Date, Author, Title etc.) is placed on the outside of the talking book or DVD case. This placement often obscure important informational or graphical content. Therefore, we are proposing that the label be relocated to the upper right-hand corner on the inside of the front cover. You can see an example at

Implemented: 8/11/06.



Description: This change is intended to accommodate the current popularity of graphic novels and graphical non-fiction works. The call numbers for these items will now be constructed as in the following examples:

                                GRAPHIC MYS JONES

                                GRAPHIC 945

                                JUV GRAPHIC 945.5

                                GRAPHIC SCI/FI SMITH

The "Graphic" designation will not be added by Tech Services by default. Instead, libraries must request the designation when creating a new cart. The request should be placed in the Notes (optional) or Internal Notes fields.

Implemented: 1/12/07


Description: Currently, the cutter for juvenile series titles (e.g; Nancy Drew, Dora the Explorer etc.) is culled from the Main Entry. (Usually, the author that appears in MARC tag 100.) This can be a problem because a series may have several different authors. This makes it difficult to shelve titles in a given series together. In this proposed change, libraries can specify, at the time of ordering, whether they want the cutter to be taken from the Main Entry or from one of the series tags. (Preferably, 830 if it exists.)


Details: When a library creates an order for a series, the naming convention for the Purchase Order / Cart number will contain “SE.” This tells Tech Services to look in the 830 tag or, if it does not exist, the 490 tag for the cutter. If a Purchase Order / Cart number does not contain SE, the cutter will be taken from the 100 (author) tag. Sample Purchase Order / Cart Number: ABSE081407BT


Example: Under normal conditions, the cutter for Dora’s Journey to Fairyland would be constructed as follows:




If a library directs Tech Services to take the cutter from the Series tag, it would be constructed as follows:




1.     Allows libraries to shelves juvenile series titles together or to interfile them with the juvenile fiction collection depending upon local needs.

2.     Libraries are not forced to agree on where to place these series.

3.     Cataloging standards are maintained.

4.     Tech Services is not forced to keep detailed records on how each series should be handled for each library.



1.     Juvenile series titles cannot be mixed in carts with non-series titles. They must be ordered separately.


IMPORTANT: In order to maintain cataloging standards, we will only use the Series name established in tags 830 or 490. We will not accommodate “made up” series names. Example: A library decides to order a title that is part of a SpongeBob SquarePants series and does not want the cutter to denote the author. However, the library director’s favorite SpongeBob character is Plankton and requests that the call number be constructed as JUV PLANKTO instead of JUV SPONGEB. We could not accommodate such a request.






Ordering Items for a Series


When ordering, items intended for series placement must be placed in separate carts from non-series items. The naming convention for the Purchase Order / Cart number must contain “SE.” For example: ABSE081407BT


Series Derivation:

When cataloging items in “SE” carts, the following tags will be consulted in this order; 800, 830, 440, 490


IMPORTANT NOTE: If the 800 tag is present, this indicates that all titles in the series were written by the same author and therefore the author’s last name will appear in the cutter and not the series name. This should not be a problem since all of the titles in the series will have the same cutter and can therefore still be shelved together.



Implemented: 9/12/07 



Description: In this proposed change, “readers” (i.e.; books specifically intended for beginning readers in which the reading level is clearly indicated) that are non-fiction would have their call numbers constructed as in the following example:

                                                JUV READER 650.14 CURTIS

Currently, non-fiction readers at Levels 1 and 2 are not assigned a Dewey number. Readers at Level 3 or higher are classified with a Dewey number, but carry a Collection Code of JUV. There is nothing in the Call Number to indicate that the item is a reader.



1.     This change will give libraries complete flexibility in terms of shelving non-fiction readers. Libraries who wish to may shelve them in a section specifically designated for readers. Another library may opt to interfile them with their juvenile non-fiction.

2.       Call number assignment for juvenile readers will be consistent across all reading levels.

Implemented: 9/13/07


Currently, no provision is made for talking books on CD in MP3 format. These are becoming more common. Patrons who have a compatible player like them because an entire talking book can fit on one CD. We propose that they be treated like normal talking books on CD with two exceptions:


1.       A label will be applied to the outside packaging that says the following: “Warning! MP3 format only!”

2.       The following addendum will be added to the call number: (MP3). For example: TALKING BOOK JONES (MP3)


NOTE: Libraries can still opt not to purchase talking books in this format.


Implemented: 9/13/07



This change has been implemented with one alteration from the original recommendation: Albright has requested that we accommodate security strips somewhere on the case. For Albright only, security strips will be affixed to the back of the cover so patrons will not be able to easily notice them.




We have received complaints that DVDs from LCLS libraries do not play properly on some DVD players. Our research has revealed that some newer DVD players, due to their faster spin rate, may not react well to extra materials fastened to DVDs like security strips and barcodes. Therefore, we propose the following change:


1.     We will no longer place security strips on DVDs. (This change would affect Albright materials only.)

2.     The barcode will be placed inside of the case instead of on the DVD itself. It will be placed on the upper right-hand corner of the right side (where, in a single DVD set, the DVD itself is mounted). See photo.


NOTE: Unfortunately, we cannot change the barcode placement on pre-existing materials.

Implemented: 4/24/09



As you may know, Tech Services no longer sends copies of bills to libraries / departments. Instead, we scan the bills and make them available on our web site:



They can be found under Miscellaneous / Bills.


We have been asked about how long the bills will be retained on the web site. Retaining them for too long will use up server space unnecessarily and make it more difficult to locate individual bills. Therefore, we propose that bills be removed automatically 180 days after posting. Please note that the original copies of the bills will be maintained at Scranton for auditing purposes and will be available upon request.


IMPLEMENTED: 2/11/2010


Two years ago the following policy regarding DVD / Blu-Ray Combos was established:


Blu-Ray / DVD Combos will be cataloged, per cataloging rules, under their own title record as opposed to a title records for existing Blu-Ray only or DVD only copies. The Blu-Ray and DVD will be physically separated and both will receive a non-holdable / 7 day loan period designation.  The Blu-Ray copy will retain its original packaging. The DVD copy will be placed in a separate case, labeled, and shipped to the ordering library with the Blu-Ray copy. The ordering library is responsible for supplying artwork / liner notes for the DVD copy. Tech Services will only provide the case and affix the labels.


We would like to change the policy to the following:


With Blu-Ray / DVD Combos, the Blu-Ray and DVD will now be cataloged under separate title records. If a record already exists for the title and the content of the existing title is the same, as determined by Technical Services, as the content found in the combo item, the combo DVD or Blu-Ray will be added to the existing DVD or Blu-Ray record. If a record does not exist for the title or if the item in the combo contains content that is significantly different from the existing title, a separate title record for the DVD and / or Blu-Ray will be downloaded from OCLC.  In a split combo, the DVD copy will be holdable and receive the normal DVD loan period. The Blu-Ray copy will receive a  non-holdable / 7 day loan period designation.  The Blu-Ray copy will retain its original packaging. The DVD copy will be placed in a separate case, labeled, and shipped to the ordering library with the Blu-Ray copy. The ordering library is responsible for supplying artwork / liner notes for the DVD copy. Tech Services will only provide the case and affix the labels.


There are two additional implications of this change:


“Blu-ray and DVD are packaged separately for circulation purposes” will no longer appear in the record.

“This Blu-ray disc will not play in standard DVD players” will no longer appear in the record.