The purpose of this chapter is to define how the procedures of CAP interact with one another to get work done. This chapter also defines some of the specific job responsibilities that are assigned in order to carry out the procedures. This chapter is procedure-only. It contains no policy.
CAP seeks to create an atmosphere most compatible with rapid, accurate and efficient processing of items. To this end, CAP seeks to keep procedures as simple as possible and keep the workspace as clearly organized as possible.
When Libraries order items, these orders are cataloged and created in Symphony immediately. Please see Order Creation Instructions for the details of this process.
When items are received by CAP, they are checked in and given initial processing by the Receiving Clerk. See Receiving Instructions for the details of this process.
CAP tracks all items received and sent out in a Microsoft Access database (acq.mdb on the Tech_Services share drive). CAP assigns items whenever possible to book trucks, which are numbered based on what kind of items they contain.
Once placed on a truck, these items are not removed from the truck until the final stage ("check out"). Book trucks are kept in a uniform order in the center of the unit. Tier One items are kept on “A” trucks and "N" trucks (if they are Northeast District materials) which are first in line. Tier Two items are kept on “D” trucks, which are second in line. Tier Three items are kept on “GIFT” trucks, which are last in line. Trucks are always kept in order based first on priority level, then date received (as reflected by the number assigned to each truck).
Each truck is identified with a colored tag which contains the truck number and blanks for other information. The form should be filled out with erasable markers which are available throughout the unit.
When a truck is first received, the date is written on the tag with the marker. Then all the items are fully received, the total number of items is recorded on the "Total Items" field, and the "Received" box is checked.
When ordered items have been received, they are passed on to the Acquisitions Coordinator for loading. She then loads them and returns the truck to its place in the line. (See Loading Instructions).
When gift items have been received, they are passed on to various staff for cataloging. They are cataloged, and then the cart is returned to its place in the line. (See Gift Cataloging Instructions).
NOTE: When an item is returned to the truck after cataloging / loading, it should be placed with its spine facing up as in this example:
Uncataloged items are left standing in normal shelf position as in this example:
next morning labels are printed for items
that were added the previous day.
For a group of labels that correspond to a group of items, place the sheet of
labels in the first item of the group and turn the item upright. The label sheet should be sticking out so it can be easily noticed. The
remaining items corresponding to the group of labels should remain in the "spine
At this point, the items are processed. See Physical Processing for the details of this work.
Once all items on a truck are processed, they are checked for quality, then edited to their proper item type and location, and routed to the appropriate library. Please see Quality Control Instructions for the details of this process.
Often, items will come to the unit that need to have their call numbers edited or require other cleanup work. These items are edited appropriately, then placed in a special "Home Location", INPROC-ED. The physical items are then placed on our "Edits" shelf.
The next morning labels are printed for the items edited to INPROC-ED the previous day. These labels are matched with the items on the "Edits" shelf, and those items are processed, edited to their proper item type and location, and routed to the appropriate library.