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Cataloging Practices Manual [CPM-179]

PROCESSING NEW AVE/FAX MATERIAL FOR OFFSITE

Record Creation Procedures

BACKGROUND:

For firm orders, selectors indicate that a book is wanted for Offsite by checking Offsite on the order form in addition to assigning the owning location , e.g., AVE or FAX. Acquisitions staff will create the CLIO order record with location and input Offsite in the OPR as they do for Reserves material. When the book is received, Acquisitions will check the Offsite box on the T2 rider.

If the book is an approval or a CDA or is routed to cataloging departments directly from Area Studies (ASX), selectors will check Offsite on the T2 rider in addition to assigning the owning location.

In all cases, Acquisitions (MAS, SAS, G&E, CDA, ASX) will insert the orange Offsite rider.

AVE/FAX Offsite barcodes are different from the other CUL barcodes in that they have a pink stripe, the words "COLUMBIA LIBRARIES OFFSITE AVERY FINE ARTS RESTRICTED," and a barcode number preceded by the letters AR. They come either on long sheets or on a roll. The barcodes on long sheets are affixed to the front cover of hard bound volumes. The barcodes on rolls are always placed on the inside back cover of softcover volumes. In this document the barcodes on rolls are called "double-backed Offsite barcodes" as opposed to the "Offsite barcodes" on long sheets.
  1. DETERMINE WHETHER PIECE IN HAND IS APPROPRIATE FOR OFFSITE

    1. If the book at some point after selection (including backlog retrieval) receives a C33 request or is wanted for Reserves--Process for the permanent location.

    2. Consult supervisor if book:
      • Is Priority 1
      • Includes a blue attention rider with the "department library" box checked
      • Is in non-book format or mixed media material
      • Is in a monographic set with active orders
      • Is a Serial
      • Is over 46 cm. in height

  2. If book is not appropriate for offsite, process as usual.

  • BOOK IS APPROPRIATE FOR OFFSITE

    Search for copy as usual.

    1. STANDARD COPY IS FOUND or BOOK IS CATALOGED ORIGINALLY

      1. LOCATION--Input the permanent location preceeded by off

        Example: 1T CN |a off,fax |b N6490 |c Ad45

      2. ITEM RECORD--Create an item record.

        If the item is hardbound, place the Offsite barcode in the upper left-hand corner of the cover to the right of the spine 1/4 inch from top and 1/4 inch from spine, as the book stands on the shelf . The barcode must be put in this exact position, even if it covers text or illustrations.

        If item is paperback, affix a double-backed Offsite barcode to inside of back cover (one inch from the top and one inch from the right edge).

        CAUTION: Be sure to check the book(s) out to a pseudopatron as soon as possible after cataloging and no later than before the end of the work day. Failure to do this will result in an OPAC message indicating that the item is already at Offsite. Readers may erroneously submit requests for Offsite requiring unnecessary searching for the book.

      3. PHYSICAL PROCESSING-- Mark the verso of the title page with Offsite above the permanent location and call number. 
        Examples:

	Offsite		Offsite
	Avery		FineArts
	AA		ND
	650		212		
	Ad17		G76
      4. Insert or keep an orange Offsite rider in the book when routing the book to BSP.

      5. STATISTICS--Count for permanent location only.

    2. NON-STANDARD COPY OR NO COPY IS FOUND AND BOOK IS NOT BEING CATALOGED ORIGINALLY

      1. Process for AVE/FAX backlog.

      2. Enter only the permanent location in the loc field of the CHLD. Add the words "to-off" after other backlogging information in the CLNF. 

        Example:

	 1I CN |a fax
	 NOTES |a OSMC3/715423/fra/to-off
      3. Remove orange Offsite rider before backlogging.

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    Last updated: 09/04/02 fra/kmh